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HomeMy WebLinkAboutMay 15, 2007~.Fp ~~ CITY OF ARCADIA CITY COUNCIL/REDEVELOPMENT AGENCY '~°"'"^' REGULAR MEETING ~°'"°'~Y°`"~~~ TUESDAY, MAY 15, 2007 AGENDA 6:00 p.m. Location: City Council Chamber, 240 W. Huntington Drive CALL TO ORDER ROLL CALL OF CITY COUNCIUREDEVELOPMENT AGENCY MEMBERS: Mickey Segal, Mayor/Agency Chair Robert Harbicht, Mayor Pro Tem/Agency Vice Chair Peter Amundson, Council/Agency Member Roger Chandler, Council/Agency Member John Wuo, Council/Agency Member CLOSED SESSION/STUDY SESSION PUBLIC COMMENTS (5 minutes per person) Any person wishing to address the City Council/Redevelopment Agency during the Public Comments period is asked to complete a"Public Comments" card available in the Council Chamber Lobby. The completed form should be submitted to the City Clerk/Agency Secretary prior to the start of the Closed Session/Study Session. In order to conduct a timely meeting, there will be a five (5) minute time limit per person. All comments are to be directed to the City Council/Redevelopment Agency and we ask that proper decorum be practiced during the meeting. State law prohibits the City Council/Redevelopment Agency from discussing topics or issues unless they appear on the posted Agenda. STUDY SESSION a. Discussion of Equity Sharing options for Alta Street Affordable Housing Project. 7:00 p.m., City Council Chamber RECONVENE CITY COUNCIL/REDEVELOPMENT AGENCY MEETING TO OPEN SESSION INVOCATION Reverend Ron Fraker, Victory Chapel, Church of the FoursqUare Gospel PLEDGE OF ALLEGIANCE ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: Amundson, Chandler, Harbicht, Wuo and Segal REPORT FROM CITY ATTORNEY/AGENCY COUNSEL ON STUDY SESSION/CLOSED SESSION ITEMS SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL PRESENTATIONS Presentation of Proclamation declaring Emergency Services Week. PUBLIC COMMENTS (5 minutes per person) Any person wishing to address the City Council/Redevelopment Agency during the Public Comments period is asked to complete a"Public Comments" card available in the Council Chamber Lobby. The completed form should be submitted to the City Clerk/Agency Secretary prior to the start of the 7:00 p.m. Open Session. In order to conduct a timely meeting, there will be a five (5) minute time limit per person. All comments are to be directed to the City Council/Redevelopment Agency and we ask that proper decorum be practiced during the meeting. State law prohibits the City Council/Redevelopment Agency from discussing topics or issues unless they appear on the posted Agenda. REPORTS FROM MAYOR, CITY COUNCIL AND CITY CLERK CONSENT CALENDAR All matters listed under the Consent Calendar are considered to be enacted by one roll call vote. There will be no separate~discussion members of the City Council/Redevelopment Agency request specific the Consent Calendar for separate action. REDEVELOPMENT AGENCY ITEMS: REGULAR MEETING MINUTES OF MAY 1. 2007. Recommended Action: Approve CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES OF MAY 1, 2007. Recommended Action: Approve routine and all will be of these items unless items be removed from c. AUTHORIZE .THE CITY MANAGER TO RENEW THE JOINT USE AND YEAR PERIOD IN A FORM APPROVED BY THE CITY ATTORNEY. Recommended Action: Approve d. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT W~TH BOND BLACKTOP. INC. FOR THE 2006-2007 ANNUAL SLURRY SEAL PROJECT IN THE AMOUNT OF $246.960. Recommended Action: Approve e. Recommended Action: Approve 9• h. 2. CITY MANAGER a. Recommended Action: Approve Adopt ADJOURNMENT The Ciry Council/Redevelopment Agency will adjourn this meeting to June 5, 2007, 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. PURSUANT TO THE AMERICANS WITH DISABILITIES ACT, PERSONS WITH A DISABILITY WHO REQUIRE A DISABILITY-RELATED MODIFICATION OR ACCOMODATION IN ORDER TO PARTICIPATE IN A MEETING, INCLUDING AUXILIARY AIDS OR SERVICES, MAY REQUEST SUCH MODIFICATION OR ACCOMODATION FROM THE CITY CLERK AT (626) 574-5455. NOTIFICATION 48 HOURS PRIOR TO THE MEETING WILL ENABLE THE CITY TO MAKE REASONABLE ARRANGEMENTS TO ASSURE ACCESSIBILITY TO THE MEETING. Recommended Action: Approve Recommended Action: Adopt Recommended Action: Adopt _~ GayieoRN~ -,,:~ ~ ~~ : ~ ~' ' Au1~vf.1943 ~ NOTICE OF SPECIAL MEETING ,,:. ;,, . As authorized by California Government Code Section 54956 and Cl'~T Q f Arcadia City Chazter Section 408, a Special Meeting of the Arcadia City Arcadia Council is hereby called to be held at the City of Arcadia Council Chamber Conference Room, 240 W. Huntington Drive, Arcadia, California at 5:00 p.m on Tuesday, May 15, 2007. Office of the City Council At this Special Meeting, the following matter will be discussed, considered and acted upon: 1. CLOSED SESSION Mickey Segal Mayar Robett C. Hazbicht Mayor Pro tempore Perer M. Amundson Council Member Roger Chandler Counci[ Me»rber John Wuo Council Member 240 Wut Huntington Drive ro5c o~r«~ aoX soozi Arcadia, CA 91066-6021 (626) 574-5403 (626) 4463729 Fax a. Pursuant to Government Code Section 54957.6 to confer with labor negotiators. Citv Ne otiators: William W. Floyd and Tracey Hause. Emvloyee Organizations: Arcadia Public Employees Associarion, Arcadia City Employees, Arcadia Police Officers' Association, Arcadia Firefighters' Association and unrepresented employees: Department Heads, Division Managers, and Part-time employees. Prior to going into closed session there will be time reserved for those in the audience who wish to address the City Council regarding the above item. No further business other than the above will be considered at this meeting. Dated: May $ , 2007 Mayor of the Ci of Arcadia Pursuant to the Americans with Disabilities Act, persons with a disability who require a disability related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, may request such modification or accommodation from the City Clerk at (626) 574-5455. Notification 48 hours prior to the meeting with enable the City to make reasonable arrangements to assure accessibility to the meeting. ~ CITY COUNCIL/REDEVELOPMENT AGENCY REGULAR MEETING ANNOTATED AGENDA MAY 15, 2007 CLOSED SESSION a. Pursuant to Government Code Section 54957.6 to confer with labor NO negotiators. REPORTABLE ACTION WAS Citv Neqotiators: William W. Floyd and Tracey Hause. TAKEN Emolovee Oraanizations: Arcadia Public Employees Association, Arcadia City Employees, Arcadia Police Officers' Association, Arcadia Firefighters' Association and unrepresented employees: Department Heads, Division Managers, and Part-time employees. STUDY SESSION Discussion of Equity Sharing options for Alta Street Affordable Housing BRING BACK Project. TO A FUTURE AGENCY MEETING FOR FORMAL APPROVAL CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES OF MAY 1, 2007. APPROVED 5-0 CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES OF MAY 1, 2007. APPROVED 5-0 c. AUTHORIZE THE CITY MANAGER TO RENEW THE JOINT USE AND APPROVED .,~ MAINTENANCE AGREEMENT WITH THE ARCADIA UNIFIED 5- 0 SCHOOL DISTRICT FOR THE SHARED USE OF NINE (9) FACILITIES FOR A TWO (2) YEAR PERIOD IN A FORM APPROVED BY THE CITY ATTORNEY. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT APPROVED WITH BOND BLACKTOP, INC. FOR THE 2006-2007 ANNUAL 5- 0 SLURRY SEAL PROJECT IN THE AMOUNT OF $246,960. e. ACCEPT ALL WORK PERFORMED BY DENBOER ENGINEERING AND CONSTRUCTION FOR THE BOOSTER PUMP STATION AT ITEM PULLED ORANGE GROVE WATER FACILITY AS COMPLETE AND CON'T TO AUTHORIZE THE FINAL PAYMENT TO BE MADE IN ACCORDANCE JUNE 5, 2007 WITH THE CONTRACT DOCUMENTS. .~ AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT APPROVED WITH HUMPHREY CONSTRUCTORS FOR THE CONSTRUCTION OF 5-0 A DEBRIS WALL AT WILDERNESS PARK IN THE AMOUNT OF $36,780: g. RESOLUTION NO. 6576 DESIGNATING AN ARCADIA CITY COUNCIL ADOPTED MEMBER AND AN ALTERNATE MEMBER TO THE GOVERNING 5-0 BOARD OF THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS. h. RESOLUTION NO. 6577 APPROVING AND ADOPTING THE THIRD ADOPTED AMENDED AND RESTATED JOINT EXERCISE OF POWERS 5-0 AGREEMENT OF THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS. 2. CITY MANAGER a. REQUEST FROM THE ARCADIA PUBLIC LIBRARY FOUNDATION APPROVED TO SOLICIT MONETARY CONTRIBUTIONS VIA CITY WATER BILLS. - 5-0 a 49:0072 CITY COUNCIUREDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, MAY 15, 2007 As authorized by California Government Code Section 54956 and Arcadia 408, The City Council and Redevelopment Agency of the City of Arcadia Special Meeting at the Arcadia City Council Chamber Conference Room. CALL TO ORDER The Mayor Segal called the meeting to order at 5:00 p.m. City Charter Section met at 5:00 p.m. in a ROLL CALL OF CITY COUNCILlREDEVELOPMENT AGENCY MEMBERS: PRESENT: Amundson, Chandler, Harbicht, Wuo and Segal ABSENT: None CLOSED SESSION a. Pursuant to Government Code Section 54957.6 to confer with labor negotiators. Citv Neqotiators: William W. Floyd and Tracey Hause. Emqlovee Oraanizations: Arcadia Public Employees Association, Arcadia City Employees, Arcadia Police Officers' Association, Arcadia Firefighters' Association and unrepresented employees: Department Heads, Division Managers, and Part-time employees. RECONVENE CITY COUNCIL/REDEVELOPMENT AGENCY MEETING TO STUDY SESSION AT 6:35 P.M. Mayor Segal convened the Study Session to order at 6:35 p.m. ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council/Agency Member Amundson, Chandler, Harbicht, Wuo and Segal ABSENT: None STUDY SESSION PUBLIC COMMENTS (5 minutes per person) None STUDY SESSION a. Discussion of Equity Sharing options for Alta Street Affordable Housing Project. Don Penman, Assistant City Manager/Development Services Director presented a report regarding equity sharing options for the Alta Street Affordable Housing Project. He discussed the equity sharing concept and the moderate income levels based on household size and maximum income to qualify. He noted that 2 of the 6 moderate income units are reserved for City employees and provided examples of various City positions and salaries and explained how they can qualify based on income. He discussed the selling cost of the units based on the 05-15-2007 49:0073 market rate versus what the unit must sell for. Mr. Penman discussed the share equity process and noted that under Redevelopment Law, the units are restricted for 45 years. It was the consensus of the Agency Board to include equity sharing options with limitations in the agreement and bring this item back to a future meeting for formal consideration; and that 2 of the units be offered to City employees that currently live in Arcadia first and then open it up to other employees. RECONVENE CITY COUNCIUREDEVELOPMENT AGENCY MEETING TO OPEN SESSION Mayor Segal convened the Open Session meeting at 7:05 p.m. in the Council Chamber. INVOCATION Reverend Ron Fraker, Victory Chapel, Church of the Foursquare Gospel. PLEDGE OF ALLEGIANCE Council Member Peter Amundson ROLL CALL OF CITY COUNCIUREDEVELOPMENT AGENCY MEMBERS: PRESENT: Segal, Harbicht, Amundson, Chandler and Wuo ABSENT: None REPORT FROM CITY ATTORNEY/AGENCY COUNSEL ON CLOSED SESSION ITEM City Attorney Steve Deitsch reported that the City Council met in closed session to consider the one item listed on the posted notice of special meeting agenda. No reportable action was taken. Additionally, Mr. Deitsch reported that the City Council/Redevelopment Agency Board conducted a study session concerning Equity Sharing Options for Alta Street Affordable Housing Project. The City Council/Redevelopment Agency Board directed staff to bring this item back to a future Agency Board meeting for formal consideration. SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS City Manager Kelly noted that item 1(e) is removed from the agenda and will be brought back for consideration at the June 5, 2007 meeting. MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL A motion was made by Council/Agency Member Amundson, seconded by Council/Agency Member Chandler and carried on roll call vote to read all ordinances and resolutions by title only and waive the reading in full. Presentation of Proclamation declaring Emergency Services week. 05-15-2007 y 49:0074 PUBLIC COMMENTS None REPORTS FROM MAYOR, CITY COUNCIL AND CITY CLERK Council Member Wuo congratulated his friend Hal Libby who was selected as senior citizen of the year; he reminded everyone about the new parking enforcement company; he thanked the citizens for suppoRing Measure B on election day; he reminded everyone to be careful during the Memorial Day weekend; and he also reminded everyone that City Council appointments will take place in June to serve on a commission. Council Member Harbicht had nothing to report. Council Member Amundson noted the defeat of Measure A; he mentioned that Saturday is Armed Forces Day; he noted that Stephen Sanderson was recently promoted to Lance Corporal; he noted that PFC Timothy Schultz is the son of a classmate from Baldwin Stocker; he discussed an "adopt a soldier" program or a pen pal program between the schools and soldiers; and noted that contact can be made with the City Manager's office if anyone is interested in adopting a soldier. Mr. Amundson announced that the Marine band will be performing at the July 7, 2007 concert in front of City Hall; and he also announced that the Arcadia Police Department is collecting items for care packages to send to soldiers through the Operation Gratitude Program. Council Member Chandler thanked the Rotary Club for their salute to Hal Libby as senior citizen of the year award and also thanked City staff for a great job; he also noted that Bob Harbicht chaired the-senior citizen event. He thanked the voters for supporting Measure B; and mentioned a letter from the Mayor of City of Anaheim thanked the City of Arcadia for sending fire fighters to assist in the Anaheim Hills fire on April 11, 2007. Mayor Segal congratulated Hal Libby as senior citizen of the year; he thanked the City Council for their time spent in educating the public on Measure B and also thanked the citizens who supported Measure B; he noted that here will be a patriotic concert co-sponsored by the Arcadian Republicans and the Recreation and Community Services by the U.S. Marine Corp Band First Division Band from Camp Pendleton on Saturday, July 7 at 5:00 p.m. at City Hall west lawn; he noted the free Thursday summer concerts will begin every Thursday, 7p.m. to 8:30 p.m. beginning July 12 through August 23, the Historical Society will sell snacks, free face painting and free parking provided by the Santa Anita Race Track at Gate S. Mr. Segal announced the recruitment of board and commission vacancies. James Barrows, City Clerk thanked all City employees and poll workers who assisted on Election Day. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES OF MAY 1. 2007. Recommended Action: Approve 05-15-2007 49:0075 CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES OF MAY 1, 2007. Recommended Action: Approve c. AUTHORIZE THE CITY MANAGER TO RENEW THE JOINT USE AND d. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH Recommended Action: Approve e. WATER FACILITY AS COMPLETE AND AUTHORIZE THE FINAL PAYMENT TO BE MADE IN ACCORDANCE WITH THE CONTRACT DOCUMENTS. Recommended Action: Approve f WALL AT WILDERNESS PARK IN THE AMOUNT OF $36,780. Recommended Action: Approve 9• h. A motion was made by Council/Agency Member Chandler, seconded by Council/Agency Member Harbicht, and carried on roll call vote to approve items 1.a through i.d and 1.f through 1.h on the City Council/Agency Consent Calendars. City Council item e was pulled from the agenda. AYES: Council/Agency Members Chandler, Harbicht, Amundson, Wuo, and Segal NOES: None 2. CITY MANAGER a. Recommended Action: Approve Adopt q 05-15-2007 Recommended Action: Approve Recommended Action: Adopt Recommended Action: Adopt i 49:0076 Linda Garcia, Communications, Marketing and Special Projects Manager presented the staff report regarding the Arcadia Pubitc Library Foundation to solicit monetary contributions via City water bills in two upcoming water bill mailings, and further, that the City Council authorize the use of the General Fund to absorb the cost of staff support and printing of the solicitation flyer. A motion was made by CouncillAgency Member Chandler, seconded by Council/Agency Member Harbicht, and carried on roll call vote to approve the request from the Arcadia Public Library Foundation to solicit monetary contributions via City Water bills and to include language on the flyer that the donation is tax deductible. AYES: Councif Member Chandler, Harbicht, Amundson, Wuo and Segal NOES: None ADJOURNMENT The meeting adjourned at 7:37 p.m. The City Council Redevelopment Agency adjourned this meeting to June 5, 2007 at 4:00 p.m. in the City Council Chamber Conference Room. James H. Barrows. Citv Clerk i ~ ~"; ~12 7~l ~~ tiY~.c.n. ,~~ sy: Lisa Mussenden Chief Deputy City Clerk 05-15-2007 1 ~. ~...n.~.wa A~(stt S~ IM3 \ ~ STAFF ~PO~ZT Public Works Services Department Date: May 15, 2007 TO: Mayor and City Council FROM: Pat Malloy; Pubiic Works Services Direct r ~ Roberta White, Recreation and Community S~rvices Director~ Prepared by: Tom Tait, Deputy Public Works Services Director SUBJECT: AUTHORIZE THE CITY MANAGER TO RENEW THE JOINT USE AND TWO (2) YEAR PERIOD IN A FORM APPROVED BY THE CITY ATTORNEY Recommendation: Approve SUMMARY The City of Arcadia and the Arcadia Unified School District have a joint use agreement, which allows the sharing of facilities for the common use of the Ciry and the District. The joint use agreement was entered into by the City Councii on March 6, 2001 for a five (5) year period and was renewed for one (1) additional year on May 2, 2006. The shared use and maintenance agreement is for the following nine (9) Facilities: Arcadia High Schooi Baldwin Stocker Elementary Camino Grove Elementary Camino Grove Park Dana Middle School First Avenue Middle School Holly Avenue Elementary Hugo Reid Primary Hugo Reid Park The current one (1) year agreement will expire on May 1, 2007. As set forth in the terms of this Joint Use and Maintenance Agreement, City staff and the District have agreed that it would be in the best interest of both agencies to renew this agreement for two (2) additional years. Staff recommends that the City Council authorize the City Manager to renew the Joint Use and Maintenance Agreement with the School District for shared use and maintenance of nine (9) facilities as described in Exhibits "A" "B" "C", "D" and "E" attached. Page 1 of 3 Mayor and City Council May 15, 2007 DISCUSSION The City of Arcadia and the Arcadia Unified School District have entered into several joint use agreements over the years for the purpose of sharing school playgrounds, City parks and athletic fields that are adjacent to one another for recreation uses. The following three (3) agreements outline maintenance responsibilities and shared use of these nine (9) facilities: Aqreement Term Expiration Joint Use and Maintenance 1 year May 1, 2007 Agreement From May 2006 Joint Use of the Baseball Field Lighting at Arcadia High School for School and 20 years April 12, 2014 Recreational Purposes From April 1994 Joint Use of the Athletic Field Lighting at Dana Middle, First Avenue Middle and Arcadia High School 20 years October 6, 2019 for School and Recreational From October 1999 Purposes The City and District mutually agreed in 2001 to consolidate the three agreements into one agreement for the ease of administration. The term of the October 1999 Agreement and the April 1994 Agreement shall remain in effect. Should this single Agreement expire or terminate prior to the expiration of the other two Agreements, then the October 1999 and/or the April 1994 Agreement, as applicable shall survive the expiration or termination of this single Agreement. This current one (1) year Agreement will expire on May 1, 2007. As set forth in the terms of this Joint Use and Maintenance Agreement, City staff and the District have agreed that it would be in the best interest of both agencies to renew this agreement for two (2) additional years. This extra time will give both the City and the District time to explore current and future joint use possibilities for the benefit of the students and the residents of Arcadia. Staff recommends that the City Council authorize the City Manager to renew the Joint Use and Maintenance Agreement with the School District for shared use and maintenance of nine (9) facilities as described in Exhibits "A", "B", "C". "D" and "E." Page 2 of 3 Mayor and City Council May 15, 2007 FISCAL IMPACT Administration of a single contract allows a continued general cost savings for both agencies. RECOMMENDATION Authorize the City Manager to renew the Joint Use and Maintenance Agreement with the School District for shared use and maintenance of nine (9) facilities as described in Exhibits "A", "B", "C", "D" and "E" for a two (2) year period in a form approved by the City Attorney. APPROVED:~~ William R. Kelly, City Manager PM:TT Attachments Page 3 of 3 EXHIBIT A Arcadia High School With respect to Arcadia High School, the CITY sha11 shaze with the DISTRICT the use of the baseball and softball field and their lighting, the swimming pool, the tennis courts, and the track, in accordance with a schedule mutually agreed upon by the parties. Maintenance of these facilities at the High School shall be as follows: Baseball and Softball Field LiehtinQ The CITY shall be responsibie, at its cost, for the maintenance of the baseball and softball field lighting. 2. . Swimmine Pool The DISTRICT shall be responsible for the maintenance of the swimming pool. During the ten (10) week City Summer Program, the CITY shall reimburse the DISTRICT for all actual costs for maintenance of the pool related to the City's use. For this purpose, the DISTRICT shall provide the CITY reasonable documentary support for the rennbursement. There shall not be any additional fees or costs imposed upon the CITY with respect to the Summer Program. During the remainder of the year, the CITY shall pay the DISTRICT at ttte rate of six dollars ($6.00) per hour for each hottt the CITY uses the pool. The CITY and DISTRICT shall shaze the cost for all major swimming pool renovation work at the following rate: one-third (1/3) CITY, two-thirds (2/3) DISTRICT; provided that both parties have mutualiy agreed in advance to any and all such renovation work. 3. Teanis Courts The CITY shall be responsible for the maintenance of the tennis court lights. The DISTRICT shall be responsible for the cleaning and maintenance of the tennis courts, including the surface of the courts, and the fencing around the courts. Both the CITY and the DISTRICT shall share equally the cost and responsibility for maintenance of the tennis court nets. Track The track shall be maintained by the DISTRICT, which shall be solely responsible for the cost of said maintenance. "See Attachment 1" ~; ~ z J ~ 0 _ U ~ _ ~ _ Q 0 Q U ~ Q T ~ Z ~ 2 Q ~ Q 0 Z W W J ~ W N Q F' a = o c9 ~ ~ v ~ ~ EXHIBIT B Baldwin Stocker Elementary With respect to Baldwin Stocker Elementary School, the CITY shall share with the DISTRICT the use of the property in accordance with a schedule mutually agreed upon by the parties. Maintenance of the facilities shall be as follows: 1. CTTY Resnonsibilitv The City shall be responsible, at its cost, for the maintenance of the bleachers and backstop on the baseball diamond within the area on Attachment "2" labeled "CITY". 2. DISTRICT Responsibilitv The DISTRICT shall be responsible, at its cost, formaintenance of all azeas labeled "DISTRICT" on Attachment "2". "See Attachment 2" Camino Grove Elementary & Camino Grove Park With respect to Camino Crrove Elementary School and Camino Grove Park, the City and DISTRICT-shall share the use of both properties in accordance with a schedule mutualty agreed upon by the parties. Maintenance of certain facilities shall be as follows: L CITY Resnonsibilitv The CIT'Y shatl be responsible for the maintenance of all facilities ]ocated within the azeas on Attachment "3" labeled "CITY", including the parking lot, bleachers and backstop located therein. 2. DISTRICT Resaonsibilitv The DISTRICT shall be responsible for maintenance of a11 facilities located within the azeas on Attachment "3" labeled "DISTRICT". "See Attachment 3" ~ z ~ ~ Q ~ z lll ~ _ W N J ~ W Z ~ w W ~ Y = Oa ~- Q ~ Z ~ ~ ~ Q m CAMINO GROVE ELEMENTARY AND CAMINO GROVE PARK ATTACHMENT "3" LEGEND N.T.S. ~ PANEL Holly Avenue Elementary With respect to Holly Avenue School, the CITY shall shaze with the DISTRICT the use of the property in accordance with a schedule mutually agreed upon by the parties. Maintenance of certain facilities shall be as follows: CITY Resnonsibilitv The CITY shall be responsible, at its cost, for the maintenance of the tennis court lights, nets, surfaces,,and cleaning of the tennis courts within the azea labeled "CITY" on Attachment "4". 2. DISTRICT Resnonsibilitv The DISTRICT'shall be responsible, at its cost, for the maintenance of all Areas labeled "DISTRICT" on Attachment "4". "See Attachment "4" HOLLY AVE. ELEMENTARY ATTACHMENT 4 N.T.S. LEGEND ~ PANEL ., EXHIBIT C Hugo Reid Primary School & Hugo Reid Park With respect to the Hugo Reid Primary School and Hugo Reid Pazk, the CITY shall share with the.DISTRICT the use of the property`in accordance with a schedule mutually agreed upon by the parties. Maintenance of certain facilities shall be as follows: 1. CITY Resaonsibilitv The CITY shall be responsible for the maintenance of all facilities located within the areas on Attachment "5" labeled "CITY", inclufling ]andscaping, tennis court nets, surfaces and cleaning the tennis courts. 2. DISTRICT Resnonsibilitv The DISTRICT shall be responsible for maintenance of the sprinklers, all turf areas, janitorial services, trash disposal and maintenance of all facilities located within the areas on Attachment "5" labeled "DISTRICT". "See Attachment 5" HUGO REID PRIMARY AND HUGO REID PARK ' ' N.T.S. ATTACHMENT "5" . ~F AR I ~ (-~I p . G~.bIFOQry~q , _ ~ ~ti ' ~....r.....~ Co~Qunlh'oLN°~`' . ~ il 1~~ iW~~i\~ Public Works Services Department DATE: May 15, 2007 TO: Mayor and City Council / FROM: Pat Malloy, Public Works Services Directo~I Prepared by: Lubomir Tomaier, Principal Civir Engineer Mark Rynkiewicz, Associate Civil Engineer SUBJECT: 2006-2007 ANNUAL SLURRY SEAL PROJECT Recommendation: Approve SUMMARY As part of the City's Street Maintenance Program, the Public Works Services Department is preparing to slurry seal various residential streets throughout the City. The street locations are shown on the attached location map, Exhibit "A". Staff recommends that the City Council award a contract in the amount of $246,960.00 to Bond Blacktop, Inc., for the 2006-2007 Annual Slurry Seal Project. DISCUSSION The Public Works Services Department is responsible for the maintenance and repair of approximately 147 miles of pavement within the community. In 1999, as part of the Pavement Management Program, staff prioritized the condition of all City streets and updated the eight (8) year slurry seal program to efficiently prolong the life of streets that are in good condition. The 2006/07 Capital Improvement includes the Annual Asphalt and Concrete Program for this work. The Department is scheduled to slurry seal approximately 17 miles of residential streets located within the City. An asphalt slurry seal is a mixture of well-graded fine aggregate, emulsified asphalt and water applied to the street pavement as a surface treatment. It is designed for both preventive and corrective maintenance to older pavement surfaces, where surface cracks and loss of surface material are evident. This process makes the pavement impermeable to air and water and improves skid resistance. To reduce the need for more costly maintenance or construction work in the future, this application is repeated once every eight (8) years. Page 1 of 2 Notices inviting bids were published in the adjudicated paper and bid packages were distributed to area contractors. The following five (5) bids were received on April 25, 2006: __"_ _'~_"'_rr ..._. _..._.. _._~~ -. . Pavement Coatings Co. Cypress, CA $314,172.00 American Asphalt South, Inc. Fontana, CA $314,426.50 Doug Martin Contracting La Habra, CA $325,905.50 Roy Allen Slurry Seal Santa Fe Springs, CA $326,452.70 Staff has reviewed the bid documents for content and has investigated the Contractor's background and their recent projects for competency. It is staffs opinion that Bond Blacktop, Inc. can satisfactorily perform the work required and recommends that the City Council award a contract in the amount of $246,960.00 to Bond Blacktop, Inc. for the 2006-2007 Annual Slurry Seal Project. ENVIRONMENTAL ANALYSIS This project is categorically exempt per Section 15302 (c) replacement from the requirements of the Califo~nia Environmentai Quality Act. FISCAL IMPACT Sufficient funds are included in this year's Capital Improvement Program in Annual Asphalt and Concrete Programs, and Street Rehabilitation Program. RECOMNiENDATIONS 1. Award a contract to Bond Blacktop, Inc. in the amount of $246,960.00 for the 2006-2007 Annual Slurry Seal Project. 2. Waive any informality in the bid or bidding process. 3. Authorize the City AAanager and City Clerk to execute a contract in a form approved by the City Attorney. Approved: ~ William R. Keliy, City Manager PM:LT:MR: Attachment - Exhibit "A" Page 2 of 2 Exhibit "A" 2006/2007 SLU RRY SEAL PROJECT PROJECT LOCATION MAP PROJECT LOCATION 1 , e~ d AiA~~.~,>> o~~A~~y~fNe~4• STAFF REPORT Public Works Services Department DATE: May 15, 2007 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director~.- f Prepared by: Lubomir Tomaier, Principal Civil Engineer Ken Herman, Associate Civil Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY DENBOER ENGINEERING AND CONSTRUCTION FOR THE BOOSTER PUMP STATION AT WITH THE CONTRACT DOCUMENTS Recommendation: Approve SUMMARY On October 4, 2005, the City Council awarded a contract to DenBoer Engineering and Construction in the amount of $3,211,675.90 for the construction of the Orange Grove Booster Pump Station. The terms and conditions of this project have been complied with and the work has been performed to staff's satisfaction for a total project cost of $3,274,035.62. This amount reflects the original contract amount of $3,211,675.90 plus four (4) contract change orders for additional work, totaling $62,359.72 or 1.94% of the original contract price. Staff recommends that the City Council accept all work performed by DenBoer Engineering and Construction as complete and authorize the final payment to be made in accordance with the contract documents, subject to retention of $162,884.26. BACKGROUND The 2004-05 Capital Improvement Program provided for the construction of a new booster pump station at the Orange Grove Water Facility. This project was accepted by the U.S. Environmental Protection Agency (USEPA) to receive grant funding up to 55% of the cost of the design and construction of the project as a part the USEPA grants for fiscal years 2003- 2004 and 2005-2006. As of February 1, 2007, the City has received $1,566,465.72 in federal funds for the reimbursement of project expenses; with a balance of $234,253.87 remaining to be claimed. Page 1 of 3 G.~~~~ ~~.~~ • Mayor and City Council May 15, 2007 DISCUSSION The final construction cost of the Orange Grove Booster Pump Station is $ 3,274,035.62. This amount reflects the original contract amount of $3,211,675.90 plus four (4) contract change orders for additiona~ work, totaling $62,359.72, or 1.94% of the ori ginal contract price. A summary of the items included in the change orders is as follows: Chanqe Order Description of Extra Work Cost ($) 1 Provide additional materials for retaining wall foundation 4,811.50 2 Add chemical feed pumps for C, D, E& F boosters 41,753.50 3 Reduce retaining wall length (- 4,818.85) 4 Electrical work to integrate existing system to new 20.613.57 Total Cost $ 62,359.T2 The terms and conditions of this contract have been complied with and the work has been performed to staffs satisfaction. Staff recommends that the City Council accept all work performed by DenBoer Engineering and Construction as complete and authorize the final payment to be made in accordance with the contract documents, subject to retention of $166,884.26. ' ENVIRONMENTAL IMPACT As required by the federal grants procedures, the environmental study was conducted during the fund application phase of this project and received categorical exemption on state as well as federal levels. FISCAL IMPACT Funds in the amount of $3,000,000 were originally budgeted in the 2004-2005 Capital Improvement Program for construction, project management and inspection. When the project was awarded for construction in 2005, an additional $661,700 was appropriated to the project budget to support the construction portion of work and bring the project budget for construction to $3,661,700. This project has qualified for federal reimbursement by the USEPA of 55% of the total project cost. The City has received $1,566,465.72 in federal funds for the reimbursement of project expenses, as of February 1, 2007, with $234,253.87 remaining to be claimed. The City Water Fund funds the remaining project balance. Page 2 of 3 Mayor and City Council May 15, 2007 RECOMMENDATION 1. Accept all work performed by Denboer Engineering and Construction for the construction of the Orange Grove Booster Pump Station project as complete. 2. Authorize final payment to be made in accordance with the contract documents, subject to retention of $166,884.26. Approved by: _ "" ' '~ William R. Kelly, City Manager PM:LT:KH: Attachment Page 3 of 3 ORANGE GROVE BOOSTER PUMP STATION ~* s ~ ~ D Vl ~ NORTH " P~ t CITY OF ARCADIA ~~ E :: , 0 GE CflOVE 4, ORANGE GROVE ~ f BOOSTER PUMP STATION ~ PROJECT LOCATION COLORADO Sf ~ t~ - J O~ J ~' ~ 4 4 •~IIA O ~ ~ ' t O ~ ~~ ~ f v • ` ~ ' ~ . , ~ry ~~' 2~!« ~ \ .. G 2 3 • ~ ~ ~ :' ~ U m ~°' ..A, ..'' uy m~ ~~ ] ~ ~ RC101• M • ~ < ~ RD T ) a Upfi RFAL CAMIN L ~ I F 6 LONGO AV ~ ~ l~ pV ~ • ~ ~ D ~ LOCATION MAP NOT TO SCALE ~. ~.~.... MNI ~~ IM> ~ ~ STAFF R~PORT Public Works Services Department DATE: May 15, 2007 TO: Mayor and City Council ~ FROM: Pat Malloy, Public Works Services Direc~l Prepared by: Lubomir Tomaier, Principal Civii Engineer Mark Rynkiewicz, Associate Civil Engineer SUBJECT: mmendation: Approve SUMMARY On January 9, 2005, a rainstorm damaged the hillside along Wildemess Park Access Road. The hillside above the road at that location experienced some earth movement that exposed rocks and boulders on the hillside above the road, which could fall, and land on the access road to the park. A new debris barrier along the pavement of the road will help to prevent the material from landing on the road. The project has been approved by the U.S. Federal Emergency Management Agency (FEMA) for grant funding. The City of Arcadia has received $31,657.20 for engineering, project management, construction, and contingencies through a grant from FEMA and the State of Califomia Office of Emergency Services (OES). The City will be reimbursed by FEMA for the actual project cost after completion. Staff recommends the City Council award a contract in the amount of $36,780.00 to Humphrey Constructors, for the construction of a Debris Wall at Wilderness Park. DISCUSSION The January 9, 2005 rainstorm damaged the hillside along Wilderness Park Access road. The hiliside above the road at that location experienced some earth movement and soil erosion that exposed rocks and boulders on the hillside above the road. After careful review by staff and a certified geologist, it was determined that removal of the boulders may further destabilize the existing slope, which may cause additional damage to the hillside. A new debris barrier designed to prevent falling debris from reaching the road surFace has been approved by the U.S. Federal Emergency Management Agency (FEMA). Mayor and City Council May 15, 2007 Staff applied and received approval for Federal and State funding for this repair. U.S. Federal Emergency Management Agency (FEMA) has granted funding for $31,657.20 and will reimburse the City for the actual project cost after completion. Notices inviting bids were published in the adjudicated paper and bid packages were distributed to area contractors. The following three (3) bids were received on April 25, 2007: Base Bid Bidder Location Amount Humphrey Constructors Diamond Bar, CA $36,780 Pacific Construction Co. Granada Hiils, CA $57,700 John S. Meek Co. Gardena, CA $72,216 Staff has reviewed the bid documents for content and has investigated the Contractor's background and recent projects for competency. It is staffs opinion that Humphrey Constructors can satisfactorily perform the work required and recommends the City Council award a contract in the amount of $36,780.00 to Humphrey Constructors for the for the construction of a Debris Wall at Wildemess Park. ENVIRONMENTAL ANALYSIS This project is categorically exempt per Section 15269 Emergency Projects from the requirements of the California Environmental Quality Act. FISCAL IMPACT Federal and State funding from FEMA and OES will bear the complete cost of the scope of work to complete the project. RECOMMENDATIONS 1. Award a contract to Humphrey Constructors in the amount of $36,780.00 for the construction of a Debris Wall at Wildemess Park.. 2. Waive any informalities in the bid or bidding process. 3. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved: Attachment William R. Kelly, City Manager PM:LT:MR _ STORM REPAIR - WILDERNESS PARK DEBRIS WALL ~" ~ NORTH CITY OF ARCADIA : _~ ~y o ~ 4 WI y ~! ' c ~ ~ o _ ~ Ny C 0 W O ~ PROJECT LOCATION ~~ P/L ~~P J~ ~zzs2~ ~z2~s~ NORTH ~ ~zz~o~ ~c~ P/ DEBRIS WALL c2zso~ czz56~ LOCATION NI~y~N D p ~22as~ I ~~s ACCESS ~~p ROAD LOCATION MAP NOT TO SCALE l~~ . ~BPO~.=•9-~°°° STAFF REPORT Office of the City Manager DATE: May 15, 2006 TO: Mayor and City Council FROM: William R. Kelly, City Manager By: Linda Garcia, Communications, Marketing and Special Projects Manager SUBJECT: RESOLUTION NO. 6576 DESIGNATING AN ARCADIA CITY COUNCIL MEMBER AND AN ALTERNATE MEMBER TO THE GOVERNING BOARD OF THE SAN GABRIEL COUNCIL OF GOVERNMENTS Recommendation: Adopt The San Gabriel Valley Council of Governments ("COG") requires that the selection of a Delegate and Alternate Member to their Governing Board be done by resolution. Consistent with the assignments made by the current Mayor, Resolution No. 6576 designates Mayor Pro Tem Robert Harbicht as the City of Arcadia's Primary Delegate to the COG and Mayor Mickey Segal as the Alternate Delegate. RECOMMENDATION It is recommended that the City Council adopt Resolution No. 6576 designating an Arcadia City Council Member and Alternate Member to the Governing Board of the San Gabriel Valley Council of Governments. Attachment: Resolution No. 6576 RESOLUTION N0. 6576 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DESIGNATING AN ARCADIA CITY COUNCIL MEMBER AND AN ALTERNATE MEMBER TO THE GOVERNING BOARD OF THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS WHEREAS, the Arcadia City Council approved the formation of the San Gabriel Valley Council of Governments; and WHEREAS, the Council of Governments is structured with a Governing Board (policy body) made up of elected officials selected by each member city; and WHEREAS, each member city is requested to designate by resolution a Governing Board Member and an Alternate Governing Board mem6er. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. The City Council hereby rescinds Resolution No. 6518 and ` designates Mayor Pro Tem Robert Harbicht as the Delegate and Mayor Mickey Segal as the Alternate to the San Gabriel Valley Council of Governments. SECTION 2. The City Clerk shall ceitify to the adoption of this Resolution. Passed, approved and adopted this _ day of , 2007. Mayor of the City of Arcadia ATTEST: City Cierk of the City of Arcadia APPROVED AS TO FORM: CS`~' l~ " "'... ~ ~~ City Attorney RESOLUTION NO. 6576 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DESIGNATING AN ARCADIA CITY COUNCIL MEMBER AND AN ALTERNATE MEMBER TO THE GOVERNING BOARD OF THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS WHEREAS, the Arcadia City Council approved the formation of the San Gabriel Valley Council of Governments; and WHEREAS, the Council of Governments is structured with a Governing Board (policy body) made up of elected officials selected by each member city; and WHEREAS, each member city is requested to designate by resolution a Governing Board Member and an Alternate Governing Board member. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. The City Council hereby rescinds Resolution No. 6518 and designates Mayor Pro Tem Robert Harbicht as the Delegate and Mayor Mickey Segal as the Alternate to the San Gabriel Valley Council of Governments. SECTION 2. The City Clerk shall ceitify to the adoption of this Resolution. Passed, approved and adopted this lsthday of I"IaY , 2007. ISl M~CKEY SEGAL Mayor of the City of Arcadia ATTEST: 1S/ J~~~S H~ ~,~~~~e~,~~ City Clerk of the City of Arcadia APPROVED AS TO FORM: G ,.,,l~ ° """ ~ ~ City Attorney STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS: CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolution No. 6576 was passed and adopted by the City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 15th day of May, 2007 and that said Resolution was adopted by the following vote, to wit: AYES: Council Member Amundson, Chandler, Harbicht, Wuo and Segal NOES: None ABSENT: None !S/ ~4MES H. ~~R S City Clerk of the City of Arcadia 2 6576 If ~ .//~. ._ ~ , 5 ~ K q~Aaaqqy~ . ~4~ ii} . . . . . C.,' "S x °0m4pj~~~~N°°`~ STAFF REPORT Office of the City Manager DATE: May 15, 2007 TO: Mayor & City Council FROM: William R. Kelly, City Manager ~ Linda Garcia, Communicatio s, ar eting & Special Projects Manager~ By: Yvonne Yeung, Management Analyst ~, ~ SUBJECT: RESOLUTION NO. 6577 APPROVING AND ADOPTING THE THIRD AMENDED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT OF THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS Recommendation: Adopt SUMMARY The County of Los Angeles recently has agreed to join the San Gabriel Valley Council of Governments (SGVCOG). Accordingly; the SGVCOG Governing Board approved the Third Amended and Restated Joint Exercise of Powers Agreement (Amended Agreement), which included modifications necessary to enable the County to join the SGVCOG. The City of Arcadia is one of the twenty-nine (29) member cities in the SGVCOG with the authority to approve or disapprove the Amended Agreement. Staff believes having the County as a strategic partner in the SGVCOG would further the public interest of the citizens in the San Gabriel Valley and thus recommends the City Council adopt Resolution No. 6577 approving and executing the Third Amended Agreement, allowing the County to join the SGVCOG. BACKGROUND The San Gabriel Valley Council of Governments was established in 1994 with the mission of maximizing regional resources and improving the quality of life in the San Gabriel Valley. A Joint Exercise of Powers Agreement was formed in 1994, and in 1998; the Amended and Restated Joint Exercise of Powers Agreement was approved and adopted. Two years later, in 2000, the SGVCOG approved and adopted the Second Amended Agreement. To reflect the anticipated participation by the County of Los Angeles in the SGVCOG, a new Amended Agreement is needed at this time. Mayor and City Council May 15; 2007 Page 2 In February 2007, the SGVCOG Governing Board unanimously approved the Third Amended and Restated Joint Exercise of Powers Agreement for submittal to the city councils of each of the member cities. If sixteen (16) of the twenty-nine (29) member cities approve and execute the Amended Agreement, it will become effective and the County will be able to join the SGVCOG as soon as it too approves and executes the Amended Agreement. The City of Arcadia is one of the twenty-nine member cities in SGVCOG. DISCUSSION Traditionally, membership in the SGVCOG has been limited to cities in the San Gabriel Valley. As more people have moved into cities in the region over the years, there is a burgeoning population growth in the unincorporated portions of Los Angeles County that are located in the San Gabriel Valiey. Accordingly, there is a growing need to have the SGVCOG consider and address the interests of these areas in the development of regional policies and planning. The participation of the County of Los Angeles in the activities of the SGVCOG would allow the SGVCOG to carry out its mission of maximizing regional resources and advocating for the public interest of the citizens in the San Gabriel Valley more effectively, and the County has indicated a willingness to join the agency and actively participate in its activities. The Third Amended and Restated Joint Exercise of Powers Agreement for the SGVCOG would allow the County of Los Angeles to join the SGVCOG and participate in the SGVCOG's activities through appointed representatives of the three County Supervisorial Districts that are located in the San Gabriel Valley. Although approval is needed from only sixteen of the twenty-nine member cities for the Amended Agreement to take effect, the SGVCOG indicated a desire to have on record every member city approved of the proposed Amended Agreement. FISCAL IMPACT None. RECOMMENDATION Adopt Resolutlon No. 6577 to approve and adopt the third amended and restated joint exercise of powers agreement of the San Gabriel Valley Council of Governments allowing the County of Los Angeles to join the SGVCOG. Attachment: Resolution No. 6577 ;% RESOLUTION NO. 6577 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, APPROVING AND ADOPTING THE THIRD AMENDED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT OF THE SAN GABRIEL VALLEY COUNCIL OF GOVERMENTS WHEREAS, the San Gabriel Valley of Governments ("SGVCOG") was established and that certain Joint Exercise of Powers Agreement entered into as of March 1, 1994; and WHEREAS, the Amended and Restated Joint Exercise of Powers Agreement for the SGVCOG was approved and adopted effective September 17, 1998; and WHEREAS, the Second Amended and Restated Joint Exercise of Powers Agreement for the SGVCOG was approved and adopted effective November 21, 2000; and WHEREAS, membership in the SGVCOG has been limited to ciries in the San Gabriel Valley; and WHEREAS, there is a growing need to have the SGVCOG consider and address the interests of the unincorporated parts of Los Angeles County that are located in the San Gabriel Valley in the development of regional policies and planning; and 1 WHEREAS, the County of Los Angeles has indicated a willingness to join the SGVCOG and actively parricipate in its activities; and WHEREAS, the participation of Los Angeles County in the acrivities of the SGVCOG would further the public interest by assisring the SGVCOG to achieve its goals and objecrives; and WHEREAS, the Third Amended and Restated Joint Exercise of Powers Agreement for the SGVCOG would enable the County of Los Angeles to join the SGVCOG and participate in the SGVCOG's activities through representatives of the three County Supervisorial Districts that are located in the San Gabriel Valley. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY F1ND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. That the Third Amended and Restated Joint Exercise of Powers Agreement of the San Gabriel Valley Council of Governments, attached hereto and incorporated herein by this reference, is approved and adopted. SECTION 2. The City Clerk shall certify to the adoption of this Resolution. 2 w RESOLUTION NO. 6577 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, APPROVING AND ADOPTING THE THIRD AMENDED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT OF THE SAN GABRIEL VALLEY COUNCIL OF GOVERMENTS WHEREAS, the San Gabriel Valley of Govemments ("SGVCOG") was established and that certain Joint Exercise of Powers Agreement entered into as of March 1, 1994; and WHEREAS, the Amended and Restated Joint Exercise of Powers Agreement for the SGVCOG was approved and adopted effective September 1T, 1998; and WHEREAS, the Second Amended and Restated Joint Exercise of Powers Agreement for the SGVCOG was approved and adopted effective November 21, 2000; and WHEREAS, membership in the SGVCOG has been limited to ciries in the San Gabriel Valley; and WHEREAS, there is a growing need to have the SGVCOG consider and address the interests of the unincorporated parts of Los Angeles County that are located in the San Gabriel Valley in the development of regional policies and planning; and 1 , WHEREAS, the County of Los Angeles has indicated a willingness to join the SGVCOG and acrively participate in its activiries; and WHEREAS, the parkicipation of Los Angeles County in the activities of the SGVCOG would further the public interest by assisring the SGVCOG to achieve its goals and objecrives; and WHEREAS, the Third Amended and Restated Joint Exercise of Powers Agreement for the SGVCOG would enable the County of Los Angeles to join the SGVCOG and participate in the SGVCOG's activities through representatives of the three County Supervisorial Districts that are located in the San Gabriel Valley. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. That the Third Amended and Restated Joint Exercise of Powers Agreement of the San Gabriel Valley Council of Governments, attached hereto and incorporated herein by this reference, is approved and adopted. SECTION 2. Tfie City Clerk shall certify to the adoption of this Resolurion. 2 6577 Passed, approved and adopted thislstn day of MaY , 2007. ISI MlCKEY SECAL Mayor of the CiTy of Arcadia ATTEST: 1Sl ~A~ES Ho ~R S City Clerk APPROVED AS TO FORM: c~~c~~ ~ ~~-~~~~ City Attorney 3 6577 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS: CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolution No. 6577 was passed and adopted by the City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 15th day of May, 2007 and that said Resolution was adopted by the following vote, to wit: AYES: Council Member Amundson, Chandler, Harbicht, Wuo and Segal NOES: None ABSENT: None ~SJ ~-M~S H. ~~RR S City Clerk of the City of Arcadia 4 6577 f~ ~ DATE: May 15, 2007 TO: Mayor and City Council FROM: William R. Kelly, City Manager iU~~ By: Linda Garcia, Communications, arketing and Special Projects Manager~ SUBJECT: REQUEST FROM THE ARCADIA PUBLIC LIBRARY FOUNDATION TO SOLICIT MONETARY CONTRIBUTIONS THROUGH CITY WATER BILLS Recommendation: Approve SUMMARY At the request of the Arcadia Public Library Foundation, on November 4, 1997 the City Council authorized the use of City water bills as a means to solicit monetary contributions for City programs and operations. At this same meeting, the City Council stated that future requests of a similar nature must be brought to their attention for approval. The Arcadia Public Library Foundation has used the water bills twice as a tool to raise money and they are now requesting that they be allowed to do so a third time. Staff is recommending approval of their request. BACKGROUND At the request of the Arcadia Public Library Foundation, on November 4, 1997 the City Council authorized the use of City water bills as a means to solicit monetary contributions for City programs and operations. As a result of this action, a flyer offering residents the opportunity to sign up for either a one-time or ongoing donation to the Foundation was included in the January and February 1998 water bills (rivo months are necessary to cover the entire city). On August 17, 1999 the City Council authorized a second solicitation effort for the Library Foundation, which took place in September and October 1999. The program involves giving customers the ability to contribute to the Foundation on a regular basis by selecting a pre-determined amount of money that will appear as a charge on future water bills. The Foundation, in turn, uses the money to support a variety of library programs for the community. The effort has been very successful to date, raising $94,261.00 for the Library Foundation. When the City Council approved the first solicitation request from the Foundation, they also adopted the following policy: The Arcadia City Council is appreciative of all responsible efforts undertaken by community organizations for the purpose of benefiting City programs or operations. To that end, the City Council will consider the use of water bills as a vehicle by which to solicit funds that will be used directly for a"City program or operation." All requests must be approved by the City Council. Ga Office of the City Manager Mayor and City Council May 15, 2007 Page 2 DISCUSSION The Arcadia Public Library Foundation is a non-profit and tax-exempt corporation. The Foundation's mission is to provide materials, services and special enhancements to meet the educational, informational and recreational interests of the community. Their work and financial contributions over the years have helped the City purchase a great deal of equipment and supplies necessary for various Library programs. As mentioned above, the water bill solicitation program has been quite effective and offers residents a convenient way to support the Foundation and the Library. Operationally, the logistics of the program are already in place and the Administrative Services Department has the mechanics of processing the ongoing donations well in hand. Water customers participating in the program include their donation in their check to the City for water service. The City keeps track of this money and on a periodic basis issues a check to the Foundation. Attached is a(draft) flyer the Library Foundation would like to include in two upcoming water bill mailings. Because there are already two inserts in the water bili (the City's Hot Sheet and the School DistricPs "News and Views"), in order to avoid an additional postage charge staff is suggesting that the Foundation flyer be printed on the back of the Hot Sheet, with the cost for such coming from the City's General Fund. As with the previous efforts, customers will have the opportunity to make either a one- time donation or sign up for continuing donations of a specific amount payable with future bills. Residents already participating in the program are not affected and will continue to do so until they cancel. FISCAL IMPACT The cost of printing the flyer on the reverse side of two editions of the Hot Sheet is approximately $400 and will be paid for by the City. Even though the money raised through this program goes to the Library Foundation, the City benefits because the money is eventually passed on to the Library in the form of equipment, supplies and activities. RECOMMENDATION It is recommended that the City Council approve the Arcadia Public Library Foundation's request to solicit donations in two upcoming water bill mailings and, further, that the Council authorize the use of the General Fund to absorb the cost of staff support and printing of the solicitation flyer. Attachment i~~ ARCADIA PUBLIC LIBRARY FOUNDATION 20 West Duarte Road ~'C Arcadia, CA 91006 P- ~~ - You are invited - -- to support the Arcadia Public Library Foundation in its mission to provide materials, services and special enhancements to meet the educationai, informational and recreational interests of the community, so that the Library continues to be a source of pride for all of us. The Arcadia Public Library Foundafion, a non-proflit and tax-exempt corporation, was founded in 1994 to provide furnishings for the then-new Library. The Foundafion continues to provide funds to meef the on-going and changing needs of the 50,000 or more area residents who use the Arcadia Publrc Library each month. In the past the Foundation has provided fhe Library with online databases and a homework helpline for ifs website, computers, books, audiovisual equipment, oufdoor benches and tables, and the popular classica! music concert series. Please complete the form below, indicating the amount you choose to contribute to the Librery. That amount will appear as a charge on your future water bills. This is a convenient way for you to gfve continuing support to your local Library. If you have questions about this program, please call Janet Sporleder, Director of Library and Museum Services, at 626/821-5568. I would like to suoqort the Arcadia Public Librarv Foundation with mv contribution: ^ I agree to donate $5 every other month. ^ I agree to donate $10 every other month. ^ I agree to donate $15 every other month. ^ I agree to make an annual donation of $30. ^ I agree to make an annual donation of $50. ^ I agree to make an annual donation of $100. Address: Telephone Number: Water Account Number: By signing below I agree that the above contribution will appear as a charge on future water bills. Donations are non-refundable. Signature: Date: Please return this form with your water bill, or mail it to: Cashier's Office, City of Arcadia, P.O. Box 60021, Arcadia, CA 91066. To make a one-trme contribution in an amount nof listed above, send a check payable fo the Aroadia Public Library Foundation to the Foundation at 20 West Duarte Road, Arcadia, CA 91006.