HomeMy WebLinkAboutMarch 18, 2003a.3 /l f' /�
45:001
CITY COUNCIL PROCEEDINGS ARE TAPE RECORDED AND ON FILE IN THE OFFICE OF
THE CITY CLERK
MINUTES
CITY COUNCIL OF THE CITY OF ARCADIA
and the
ARCADIA REDEVELOPMENT AGENCY
REGULAR MEETING
March 18, 2003
The City Council and Arcadia Redevelopment Agency met in a Regular Meeting on Tuesday,
March 18, 2003 at 6:00 p.m. in the Development Services Department Conference Room, 240
West Huntington Drive.
ROLL CALL PRESENT: Council /Agency Members Chang, Kovacic, Segal, Wuo and Marshall.
ABSENT: None
AUDIENCE PARTICIPATION
l\b7A -
The City Manager announced he would like to add a closed session item to the agenda for
discussion under Government code Section 54957: General Emergency Preparedness.
The City Attorney explained the factual basis which in his opinion would allow the City Council to
make two findings to add this closed session item to the agenda: 1) There is a need to consider
this item immediately this evening, and, 2) The need to take action arose after the agenda was
posted.
It was MOVED by Councilmember Segal, seconded by Councilmember Wuo and CARRIED by
unanimous vote of the City Council to add this item to the Closed Session agenda.
CLOSED SESSION
1a. Pursuant to Government Code Section 54956.9(b)(1) to confer with legal counsel regarding
threatened litigation — one (1) case.
1b. Pursuant to Government Code Section 54956.9(a) to meet with legal counsel regarding request
for Amicus Support (Petition for U.S. Supreme Court Writ of Certiorari) regarding appeal of Rubin
v. City of Burbank (2002) 101 Ca.AppAth 1194, 124 Cal.Rptr.2d.
The Closed Session ended at 7:08 p.m. and the City Council RECONVENED in the Council
Chambers for the Regular Meeting.
INVOCATION Reverend Ron Fraker,
Church of the Foursquare Gospel
PLEDGE OF Gary Thomas, former President, Pasadena Tournament of Roses
ALLEGIANCE
LASER IMAGED
3/18/03
45:002
ROLL CALL PRESENT: Councilmembers Chang, Kovacic, Segal, Wuo and Marshall
ABSENT: None
2. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS
City Manager Kelly introduced David Lewis, the new Director of Recreation and Community
Services.
City Attorney Deitsch announced the City. Council met in Closed.Session earlier this evening in
order to be briefed on general emergency preparedness and to consider the two items listed on
the posted agenda under Closed Session. Item 1a. related to the application of the City's adult
business ordinance, when adult user and adult business is in town. No reportable action was
taken.'
ORD. & RES:. It was MOVED by Councilmember Segal, seconded by Mayor Pro tem Chang and CARRIED that
READ BY ordinances and resolutions be read by title only and that the reading in full be WAIVED.
TITLE ONLY
AYES: Councilmembers Chang, Kovacic, Segal, Wuo and Marshall
NOES: None
ABSENT: None
PRESENTATIONS
3.
ARBOR DAY Mayor Marshall presented a plaque to Hugo Reid Elementary School Principal Michael
CELEBRATION Simoniello in commemoration of the participation of Hugo'Reid students in the 2003 Arbor Day
( Simoniello) Celebration.
4.
ARCADIA Gary Thomas, former President, Pasadena Tournament of Roses Association, presented an
ROSE PARADE official Rose Parade Float framed photograph to the City of Arcadia.
FLOAT
AUDIENCE PARTICIPATION
Robert Novell 1276 Oakglen Avenue, President, Arcadia Rotary Club, presented two checks to
the City. A $500 check for renovation of the peacock fountain at the county park, and $150
check in support of the publication of the Centennial Anthology.
5. MATTERS FROM ELECTED OFFICIALS
KOVACIC Councilmember Kovacic expressed appreciation to Mr. Novell and Arcadia Rotary Club
(Novell) members for their generosity and support.
(Law Day) Mr. Kovacic announced that the Annual Law Day will be held on May 3rd at the Arcadia Public
Library Auditorium.
(Community Mr. Kovacic noted that the "Annual Community Bike Ride" and "Fire Fighter's Association
Bike Ride & Pancake Breakfast" will be held on May 10, 2003.
FD Pancake
Breakfast)
(Sister City) Mr. Kovacic referred to an article published in the Chinese Daily News, March 1, 2003 with
regard to a sister city relationship with Taiwan. He clarified that the Council did not make a
decision concerning a sister city relationship with any city yet, and is waiting to receive the results
of a survey with regard to this matter.
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(Emergency) Mr. Kovacic referred to an incident that happened to a member of the Good Shepard Church at
the Sunday service. A young choir member collapsed, fainted and was unconscious on the floor.
Mr. Kovacic thanked Mayor Marshall for her quick response in handling the situation by calling
the Fire Department dispatch at 574 -5121 directly from her cell phone. He reminded everyone
that this is the quickest way to get a response in an emergency situation from a cell phone.
SEGAL Councilmember Segal expressed appreciation to Gary Thomas and Peter Ulrich for helping the
(City's Float) City with the 2003 Rose Parade float.
(School Board Mr. Segal encouraged residents to attend the Arcadia Board of Education Candidate's Forum,
Election) March 19, 2003 at the Arcadia Community Center.
CHANG Mayor Pro tem Chang congratulated the student essay winners from Hugo Reid Elementary
(Essay School. He also complimented Hugo Reid Principal, Michael Simoniello, for hosting the Arbor
Winners) Day celebration.
(Rose Parade Dr. Chang expressed appreciation to Gary Thomas from, Tournament of Roses Association for a
Float)` . wonderful picture of the Arcadia's Rose Parade Float. .
(Rotary Club) . Dr. Chang expressed appreciation to Robert Novell and the Arcadia Rotary Association for their
contributions to the Peacock Corner and Centennial Anthology projects.
(Civic Day Dr. Chang expressed appreciation to the Arcadia Woman's Club for the Civic Day Luncheon.
Luncheon) They really are a distinguished group in our community.
(Newspaper Dr. Chang referred to the newspaper article which was mentioned by Councilmember Kovacic.
Article) He does not have any information on that and will try to follow it up.
(Senior Dr. Chang announced that any resident interested in obtaining information with regard to the
Housing Proj.) senior housing project, should contact Ms. Aimee Staudt at ASL. He also announced a
telephone number for Adelphia Communications.
(Senior Citizen Dr. Chang encouraged senior citizens to contact Adelphia and receive a 10% discount on their
Discount) cable service.
(Capital Proj.) Dr. Chang noted that three major capital projects were discussed in a study session held on
March 4, 2003 which included the reconstruction /construction of Fire Stations 105 and 106, City
Hall and a youth center /gymnasium
WUO As a Rotary Club member for 10 years, Councilmember Wuo thanked the club and Bob Novell
(Rotary Club) for their donations.
(Arbor Day) Mr. Wuo congratulated the Hugo Reid Elementary School students for their award winning
essays for Arbor Day.
(Arc. Historical Mr. Wuo announced, on March 19, 2003 the Ruth and Charles Glib Historical Museum will host a
Museum) ceremony honoring museum volunteers.
MARSHALL Mayor Marshall noted some of the centennial celebration events; the Big Band Concert, April 17,
(Centennial 2003 at the Arcadia Community Center and Chorus American History Through Songs, May 18 at
Celebration the Church of the Good Shepherd.
Events)
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45:004
(Special Ms. Marshall announced that the Arcadia Police Department in Partnership with Matt Denny s will
Olympics) host "Tip -A -Cop" for the Special Olympic Program, March 28, 2003. The proceeds will benefit
the San Gabriel Valley Chapter of Special Olympics of Southern California.
(Candidate Ms. Marshall announced that the recent candidate forum for the School Board Election is being
Forum) broadcast on the City's Government Access Channel at 7:00 p.m. every night except Tuesday.
(Day at the Ms. Marshall encouraged everyone to attend the Centennial Day at the Santa Anita Race Track,
Races) Sunday April 6, 2003. It was also noted that the City Council will use this unique event to honor
the Silver Circle volunteers who donated 200 or more hours to the City during the calendar year
2002. Ms. Marshall read the name of the Silver Circle volunteers and thanked them for their
efforts and help.
(Food for Mayor. Marshall quoted a saying, "If Columbus had turned back no one would have blamed him,
Thought) of course, no one would have remembered him either."
6. THE CITY COUNCIL RECESSED TO ACT AS
THE ARCADIA REDEVELOPMENT AGENCY
ROLL CALL PRESENT: Agency Members Chang, Kovacic, Segal, Wuo and Marshall
ABSENT: None
AUDIENCE PARTICIPATION
None.
7. CONSENT ITEM
7a. It was MOVED by Agency Member Segal, seconded by Agency Member Chang and CARRIED
on roll call vote as follows to APPROPRIATE $96,767 from the Agency's Unprogrammed
Reserves; and, AUTHORIZE the Executive Director to forward it to the Los Angeles County
Auditor before May 10, 2003.
AYES: Agency Members Chang, Kovacic, Segal, Wuo and Marshall
NOES: None
ABSENT: None
ADJOURNMENT The meeting of the Arcadia Redevelopment Agency ADJOURNED to April 1, 2003 at 6:00 p.m.,
in the Development Services Department Conference. Room.
THE CITY COUNCIL RECONVENED
8. CONSENT ITEMS
8a.
MINUTES APPROVED the Minutes of the March 4, 2003 Regular Meeting.
(March 4, 2003
Reg. Mtg.)
8b.
RESOLUTION ADOPTED RESOLUTION NO. 6341 entitled: "A RESOLUTION OF THE CITY COUNCIL OF
NO. 6341 THE CITY OF ARCADIA, CALIFORNIA, DEDICATING CERTAIN PROPERTY ON SHARON
(Property ROAD FOR STREET PURPOSES (A PORTION OF LOT 9 OF TRACT MAP 47234) ".
Dedication -
Sharon Rd.)
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In response to a Council question staff stated in part, that the purpose of Lot 9 is to deny access
to Sharon Road for the properties on Lemon Avenue. Access would be denied until properties
are subdivided and public improvements are completed in accordance with City standards.
It was noted that the City Council is bound to approve this project based upon prior legislated
actions.
8c.
RESOLUTION ADOPTED RESOLUTION NO. 6343 entitled: "A RESOLUTION OF THE CITY COUNCIL OF
NO. 6343 THE CITY OF ARCADIA, CALIFORNIA, APPROVING THE APPLICATION FOR FUNDS FOR
(Urban Forestry THE URBAN FORESTRY GRANT PROGRAM AS PROVIDED THROUGH PROPOSITION 12
Grant FUNDING."
Program)
8d.
RESOLUTION ADOPTED RESOLUTION NO. 6344 entitled: "A RESOLUTION OF THE CITY COUNCIL OF
NO. 6344 THE CITY OF ARCADIA, CALIFORNIA, APPROVING THE SUBMITTAL OF THE
(Arcadia Trans. TRANSPORTATION DEVELOPMENT ACT CLAIM FORM TO RECEIVE FUNDS FOR THE
Oper. Funds — OPERATIONS OF ARCADIA TRANSIT FOR FISCAL YEAR 2002 - 2003."
2002 -2003)
8e.
GRANT ACCEPTED a grant from Arroyo Seco Library Network for $1,992.00.
(Lib. Network)
8f.
EQUIPMENT WAIVED the formal bid process, and, APPROVED the purchase of radio equipment from
PURCHASE Motorola for the Arcadia Police Department in the amount of $372,885.09.
(Radio - PD)
In response to a Council question staff stated in part, that Motorola is the only source for digital
technology radios and has an existing Government Services Administration (GSA) contract
under which local agencies can purchase radio equipment at a reduced price.
8g.
EQUIPMENT WAIVED the formal bid process; and, APPROVED the purchase of new PSAP equipment from
PURCHASE Southwest Bell Corporation in the amount of $208,383.37 for the Arcadia Police Department by
(PSAP) utilizing funding from the State 9 -1 -1 Emergency Communications Office and the COPS
Technology Initiative Grant.
8h.
WAIVE THE APPROVED Santa Anita's request to waive the cost of traffic control services for the ninth
COST
Annual Santa Anita Derby Day 5K Run & Walk to be held on April 5, 2003.
(5K Run &
Walk)
81.
AWARD
AUTHORIZED the City Manager to enter into a contract with Damon Construction Co. in the
CONTRACT
amount of $137,928.00 for the construction of 24 concrete bus pads at various locations.
(24 Concrete
Bus Pads —
Various
Locations)
3/18/03
45:006
81.
ACCEPT ACCEPTED all work performed by C.T. and F. Inc., for the modification of the traffic signal
WORK system at Peck Road and Clark street as complete; and, AUTHORIZED final payment to be
(Traffic Sign_ al made in accordance with the contract documents subject to a retention of $4,605.
System —
Peck Rd. &
Clark St.)
8k.
REJECT BIDS REJECTED bid submitted by Fleming Environmental, Inc.; and, DIRECTED staff to rebid for the
& REBID Fuel Pumps AQMD Compliance project.
(Fuel Pumps)
THE PRECEDING CONSENT ITEMS 8a, b, c, d, e, f, g, h, i, j and k APPROVED ON MOTION
BY MAYOR PRO TEM CHANG, SECONDED BY COUNCILMEMBER SEGAL AND CARRIED
ON ROLL CALL VOTE AS FOLLOWS:
AYES: Councilmembers Chang, Kovacic, Segal, Wuo and Marshall
NOES: None
ABSENT: None
9. CITY MANAGER
9a.
AWARD In January 2002, the City Council hired EPT Design to develop a "Landscape Master Plan" as
CONTRACT well as construction plans relative to the shelter and landscaping at the Library. Recently, staff
(Arcadia Public 'received bids for the shelter and landscaping. Mariposa Horticultural Enterprises, Inc. was the
Library Phase 1), low bid in the amount of $152,126.03. Funds in the amount of $300,000 have been appropriated
(APPROVED) in the 2002 -2003 Capital Improvement Project budget to construct the covered structure and
make landscape improvements at the Library. The low bid being $152,126.03, there are
adequate funds to cover the construction contract and contingencies. Staff requested approval
to increase EPT Design's Professional Services Agreement by $5,000 to cover costs of
construction administration and design relative to any additional work. These funds are available
in,the overall project budget.
The focus of this project "Arcadia Public Library Phase I" will be to create a pick- upldrop -off area
in the west side of the Library building with turf seat steps. This project will also strengthen the
pedestrian secondary access from the west parking lot and revitalize existing pedestrian
gathering areas with new planters. The proposed covered shelter is designed in the same
architecture style as the Library's existing trellis. The turf seat steps will provide an additional
pedestrian gathering space for Library patrons.
Following the presentation staff responded to questions raised by Council. It was noted that the
planter areas will be constructed with varied plant material creating a garden -like atmosphere
adjacent to the existing trellis patio along the northwest side of the library building, which
currently is a popular gathering area.
It was MOVED by Councilmember Segal, seconded by Mayor Pro tem Chang and CARRIED on
roll call vote as follows to AUTHORIZE the City Manager to enter into a contract with Mariposa
Horticultural Enterprises, Inc. in the amount of $152,126.03 for the City of Arcadia Public Library
Phase I; and, AUTHORIZE staff to increase the existing Professional Services Agreement with
EPT Design by $5,OOb.
3/18/03
45:0046
AYES: Councilmembers Chang, Kovacic, Segal, Wuo and Marshall
NOES: None
ABSENT: None
ADJOURNMENT At 8:16 p.m. the City Council Regular Meeting ADJOURNED to April 1, 2003 at 6:00 p.m. in the
(April 1, 2003) Development Services Conference Room for a Regular Meeting to conduct the business of the
City Council and Arcadia Redevelopment Agency and any Closed Session necessary to discuss
personnel, litigation matters or evaluation of properties.
'June D. Alford, Cit C erk
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FIFIF
STAFF REPORT
Arcadia Redevelopment Agency
March 18, 2003
TO: Arcadia Redevelopment Agency
FROM: Don Penman, Deputy Executive Director
By: Pete Kinnahan, Economic Development Administrator
SUBJECT: Appropriation of $96,767 to be paid to Los Angeles County Auditor per
AB1768
Recommendation: Approve
DISCUSSION
Because of the State's financial crisis, the Legislature passed AB1768. This requires
that all Redevelopment Agencies pay a proportional amount of their FY 2002 -03
revenue to their respective County Auditor prior to May 10, 2003. The State Director of
Finance has determined, based upon the formula in the legislation, that the Arcadia
Redevelopment Agency is to pay $96,767 to the Los Angeles County Auditor for deposit
into the County's Educational Revenue Augmentation Fund (ERAF). As currently
written, this would be a one -time payment in May 2003. However, the Governor and
Legislature may subsequently require additional Agency payments to ERAF in future
years.
FISCALIMPACT
Sufficient funds are available in the Agency's Unprogrammed Reserves.
RECOMMENDATION
It is recommended that the Agency appropriate $96,767 from the Agency's
Unprogrammed Reserves, and authorize the Executive Director to forward it to
the Los Angeles County Auditor before May 10, 2003.
Approved: -n
William R. Kelly, Executive Director
LASER IMAGED
ac t- ,
XW 1 9 COAJ.
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STAFF REPORT
Development Services Department
DATE: March 18, 2003
TO: Mayor and City
FROM: Don Penman, Assistant City Manager /Development Services Director
Philip A. Wray, City Engineerl4v , — Irk
Prepared By: Tim Kelleher, Senior Engineering Assistant .
SUBJECT: RESOLUTION NO. 6341 DEDICATING CERTAIN PROPERTY ON
SHARON ROAD FOR STREET PURPOSES (A PORTION OF LOT 9 OF
TRACT 47234)
RECOMMENDATION: ADOPT
SUMMARY
In 1989 the City accepted Lot 9 of Tract No. 47234 in "Fee Simple Lot 9 is a one -foot
by 478 -foot strip of.land on the south side of Sharon Road. As a condition of approval
of Tract Map No. 47234, the developer was required to transfer Lot 9 to the City. The
purpose of Lot 9 is to deny access to Sharon Road for the_properties on Lemon Avenue
(the street just south of Sharon Road). Access would be denied until properties are
subdivided and public improvements are completed in accordance with City standards.
Recently, a subdivider of a new 2 -lot subdivision, Parcel.Map No. 26548, on Lemon
Avenue has, requested access to Sharon Road for one of the two lots. The subdivider
has agreed to do certain public improvements on Sharon Road along the front of Lot 1
of Parcel Map 26548. Staff is recommending that the City Council adopt Resolution
6341 dedicating the portion of Lot 9, Tract 47234, fronting Lot 1 of Parcel Map 26548 for
street purposes.
BACKGROUND
Tract No. 47234 was an 8 -lot subdivision plus a one -foot trust lot, which included
Sharon Road improvements. The tract was approved on April 4, 1989 by the City
Council. The Planning Commission denied the project mainly because it proposed a
cul -de -sac with houses fronting on only one side.
LASER IMAGED
Staff Report
Resolution No. 6341
March 18, 2003
Page 2
Eventually the City Council overturned the Commission's decision citing the constraints
of the property's narrow width. The Council approved the development with certain
conditions. One condition was that the developer transfer a one -foot wide strip of land
along the entire south side of Sharon Road to the City in Fee Simple. The transfer of
the strip (Lot 9) in Fee Simple conveyed to the City all the rights normally associated
with land ownership. In effect, it denied access to Sharon Road from the properties
extending from Lemon Avenue to Sharon Road. The nature of Lot 9 was to guarantee
that future subdividers on Lemon Avenue would comply with the City's conditions of
approval to make full public improvements to complete access to the Sharon Road cul-
de -sac between Lot 8 of Tract No. 47234 and Baldwin Avenue.
A report to the Planning Commission has identified at least four (4) properties on Lemon
Avenue extending to the south side of Sharon Road that potentially could subdivide and
benefit from access to Sharon Road. It was both the Planning Commission and City
Council's desire that these properties would eventually take advantage of Sharon Road.
Eventually Sharon Road was built as a one -sided cul -de -sac with the homes built on the
north side. On the south side the developer built a 6 -foot sidewalk, street trees and a 6-
foot high block wall.
DISCUSSION
At its January 8, 2002 meeting, the Planning Commission approved Parcel Map No.
26548 as a 2 -lot subdivision at 727 West Lemon Avenue. The subdivision extends from
Lemon Avenue to the south side of Sharon Road. The lots are approximately 150 feet
deep and 72 feet wide.
The northerly lot requires access to Sharon Road. For the northerly lot to have access
to Sharon Road requires the City'to dedicate for "street purposes" that portion of Lot 9
of Tract No. 47234 adjacent to said northerly lot (lot 1 of Parcel Map No. 26548). The
dedication for road purposes will give that northerly lot access to Sharon Road. In
exchange, the subdivider has agreed to make full public improvements
FISCAL IMPACT
There will be no fiscal impact incurred by the City. The subdivider has agreed to
reimburse the City for administrative costs to process this dedication.
" Staff Report
Resolution No. 6341
March 18, 2003
Page 3.
RECOMMENDATIONS
That'the City Council Adopt Resolution No. 6341 dedicating Lot 9 of Tract 47234
for street purposes, allowing access to Sharon Road to Parcel 1 of Parcel Map
No. 26548.
APPROVED:
William R. Kelly, City Manager
Enclosures: Map .
Resolution No. 6341
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(741) (712) (1702)
(716) (1701)
(724) (T20) (1705)
(748) (744) (740)
(734) (730) (1711)
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(1813)
Parcel No. 26548 Approved January 8, 2002
r/ No. 47234 Approved April 4, 1989
Reference Map
r -
RESOLUTION NO. 6341
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARCADIA, CALIFORNIA, DEDICATING CERTAIN
PROPERTY ON SHARON ROAD FOR STREET PURPOSES (A
PORTION OF LOT 9 OF TRACT NAP 47234)
�G�IGGeYY' .�+ %�,�1
WHEREAS, Lot 9 of Tract Map No. 47234 was conveyed in fee to
the City of Arcadia, at the time Tract Map No. 47234 was recorded,
for the purpose of preventing access from property adjacent to said
Lot 9 onto Sharon Road until such time as the proper right -of -way
improvements on Sharon Road are made; and
WHEREAS, Parcel Map No. 26548 has been approved and the sub
divider of Parcel Map No. 26548 has agreed to make improvements to
the right -of -way adjacent to Lot 1 of Parcel Map No. 26546 in order
to allow access from said Lot 1 onto Sharon Road.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA,
CALIFORNIA, DOES HEREBY RESOLVE AND DETERMINE AS FOLLOWS:
Section 1. That certain property located in the City of
Arcadia, County of Los Angeles, State of California, which
constitutes a portion of Lot 9 of Tract Map No. 47234 and is
described on attached Exhibit "A ", is hereby dedicated for public
street purposes, effective upon the acceptance by the City of
Arcadia of all of the right -of -way improvements completed by the
developer on the northerly side of Lot 1 of Parcel Map No. 26548.
Section 2
this Resolution.
The City Clerk shall certify to the adoption of
LASER IMAGED
q�
Passed, approved, and adopted this 18th day of M arch 2003.
Mayor of the City of Arcadia
ATTEST:
/ eiV
June Alford, City Clerk
APPROVED AS TO FORM:
Stephen P. Deitsch, City Attorney
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES) SS:
CITY OF ARCADIA )
I, JUNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that
the foregoing Resolution No. 6341 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 18th day of March, 2003 and that said Resolution
was adopted by the following vote, to wit:
AYES: Councilmember Chang, Kovacic, Segal, Wuo and Marshall
NOES: None
ABSENT: None
City Clerk of the City of Arcadia
EXHIBIT "A"
THAT PORTION OF LOT 9 OF TRACT NO. 47234, IN THE CITY OF ARCADIA,
COUNTY OF LOS ANGELES, STATE OF CALIFORNIA, AS PER MAP RECORDED IN
BOOK 1177, PAGES 54 AND 55 OF MAPS, IN THE OFFICE OF THE COUNTY
RECORDER OF SAID COUNTY, BOUNDED BY THE NORTHERLY PROLONGATION
OF THE EASTERLY AND WESTERLY LINES OF THE FOLLOWING DESCRIBED
PROPERTY:
THE SOUTHWESTERLY 72 FEET OF THE NORTHEASTERLY 366 FEET OF LOT 8,
BLOCK "G" OF THE SANTA ANITA LAND COMPANY TRACT, IN THE CITY OF
ARCADIA, COUNTY OF LOS ANGELES, STATE OF CALIFORNIA, AS PER MAP
RECORDED IN BOOK 6 PAGE 137 OF MAPS, IN THE OFFICE OF THE COUNTY
RECORDER OF SAID COUNTY,
HAVING AN APPROXIMATE AREA OF 72 SQUARE FEET.
, LS 6924
EXP.
No. 6924
EXP.,m v5.
cNv
S � 435
STAFF REPORT
Public Works Services Department
March 18, 2003
To: Mayor and City Council
From: Pat Malloy, Public Works Services Director
Prepared by: Tom Tait, Field Services Manager
Toyasha Black, Management Aide
Subject: Resolution No 6343 approving Proposition 12 _grant application funds for
the Urban Forestry Grant Program
Recommendation: Adopt
Summary
The voters of California passed Proposition 12, the Safe Neighborhood Parks, Clean
Water, Clean Air, and Coastal Protection Bond Act in fiscal year 2000. In the 2003 -04
State Budget, the Legislature appropriated $1.125 Million to the Urban Forestry Grant
Program, to provide for rehabilitation of neighborhood parks and to plant new trees in
vacant areas in the public right -of -way. The City of Arcadia is eligible for $50,000 in
competitive matching grant funds to plant new trees in the City. Therefore, if the City is
approved for funding, at a later date, staff will return to the City Council for the approval
of matching funds.
It is recommended that the City Council adopt Resolution No. 6343 approving the
application for "Proposition 12" tree planting grant program funds.
Discussion
The Street Tree Master Plan has identified 4,400 parkway tree vacancies throughout
the City. The annual cost to plant new trees over a twenty -year period is estimated at
$36,000 per year at today's cost. This grant would allow the City to plant approximately
400 new 24" box trees over the next three (3) years; including maintenance and follow -
up care. "Proposition 12" is a $50,000 competitive grant program distributed under the
State Department of Forestry and Fire Protection. This grant can assist the City in
meeting the Master Plan's Mission of increasing tree planting and follow -up care. Staff
is preparing to submit a grant application package for $50,000 in competitive grant
funds and $50,000 in matching funds — for a total of $100,000 to be used for tree
planting and maintenance over the next three (3) years.
LASER IMAGED
CGIV, -,c-
Mayor and City Council
March 18, 2003
Page 2
Staff recommends that the City Council approve Resolution No. 6343 authorizing the
filing of the 'Proposition 12" Tree Planting Grant application and authorize the City
Manager to execute any agreement, contracts, and requests for payment regarding this
matter on behalf of the City.
If the City is approved for funding, at a later date, staff will return to the City Council for
the approval of matching funds.
Fiscal Impact
The City of Arcadia is requesting $50,000 in Proposition "12" funds which requires
$50,000 in matching funds. Funds are available in the General Revenue Fund to cover
the Urban Forestry Grant Program request for matching funds.
Recommendation
It is recommended that the City Council:
Adopt Resolution No. 6343 entitled, "A Resolution of the City Council
of the City of Arcadia, California, approving the grant application for
funds for the Urban Forestry Grant Program as provided through,
Proposition 12 funding
2. Authorize the City Manager to execute and file on behalf of the City
of Arcadia all forms necessary regarding this Grant with the State
Department of Forestry and Fire Protection.
Approved by:
William R. Kelly, City Manager
PM:TT:TB:dw
Attachment: Resolution No. 6343
AJ6'Aj
7 �-
RESOLUTION NO. 6343
a 1 r /?-op3 3443
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, APPROVING THE APPLICATION
FOR FUNDS FOR THE URBAN FORESTRY GRANT
PROGRAM AS PROVIDED THROUGH PROPOSITION 12
FUNDING
WHEREAS, the Governor of the State of California in cooperation with the
California State Legislature has implemented Proposition 12, which provides funds
to the State of California and its political subdivisions for urban forestry programs;
m1
WHEREAS, the State Department of Forestry and Fire Protection has been
delegated the responsibility for the administration of the program within the State,
setting up necessary procedures governing application by local agencies and
non - profit organizations under the program; and
WHEREAS, said procedures established by the State Department of
Forestry and Fire Protection require an applicant to certify by resolution the
approval of an application before submission of said application to the State; and
WHEREAS, the City of Arcadia, as an applicant, intends to enter into an
agreement with the State of California to carry out a tree planting project.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
I
LASER IMAGED
3 f'
SECTION 1. The City Council authorizes the filing of an application
on behalf of the City of Arcadia for "PROPOSITION 12" tree planting grant
program funds, and certifies that the City of Arcadia has or will have sufficient
funds to match the grant request to operate and maintain the project.
SECTION 2. The City Council certifies that the City of Arcadia would
expend grant funds prior to March 1, 2006.
SECTION 3. The City Council appoints the City Manager, or his designee,
as agent to conduct all negotiations, and to execute and submit all documents
including, but not limited to applications, agreements, amendments, payment
requests and so on, which may be necessary for the completion of the
aforementioned project.
SECTION 4. The City Clerk shall certify to the adoption of this Resolution.
Passed, approved and adopted this 18th day of March , 2003.
/l31 GAM A. MARSHALL
Mayor of the City of Arcadia
ATTEST:
City Clerk
APPROVED AS TO FORM:
I
City Attorney
2
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES) SS:
CITY OF ARCADIA )
I, NNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that
the foregoing Resolution No. 6343 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 18th day of March, 2003 and that said Resolution
was adopted by the following vote, to wit:
AYES: Councilmember Chang, Kovacic, Segal, Wuo and Marshall
NOES: None
ABSENT: None
City Clerk of the City of Arcadia
3
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FY 2067 —03
JOIAT STAFF REPORT
Development Services Department
DATE: March 18, 2003
TO: Mayor and City Council
FROM: Don Penman, Assistant City Manager /Development Services Director
Martha Eros, Transportation Services Officer
SUBJECT: Resolution No. 634 a pprovina su bmittal of the Transportation
Transit for Fiscal Year 2002 -2003
Recommendation: Approve
SUMMARY
Attached for the City Council's review and approval is Resolution No. 6344 authorizing
the City Manager to submit a claim form for Transportation Development Act (TDA)
Article 4 funds for fiscal year 2002 -2003. The claim form has been prepared by staff
and will be submitted to the Los Angeles County Metropolitan Transportation Authority
(MTA) and the Southern California Association of Governments (SCAG) for processing.
The City will receive $381,882 in FY02 -03 to operate Arcadia Transit.
The Transportation Development Act was adopted by the California State legislature in
1971 (SB325) and earns its funds from retail sales tax and gasoline /diesel sales tax.
Local agencies are allocated funds based on area population and transit fare revenue
generated by its local transit service. The funds are administered by means of two
programs, the Local Transportation Fund (LTF) and the State Transit Assistance (STA).
In Los Angeles County, the MTA serves as the regional planning agent and administers
the funds to each of the participating municipal operators. In total, Arcadia Transit will
receive $381,882 in Transportation Development Act funds in FY02 -03.
Local Transportation Fund (LTF) revenue is derived from one -fourth of one percent
(0,0025) of the 8.25% retail sales tax collected statewide for transportation planning and
mass transit. The State Board of Equalization returns the quarter cent to each County
according to the amount of taxes collected in its jurisdiction. In FY02 -03, the City of
Arcadia will receive $364,288 to operate Arcadia Transit. Eligible uses for LTF include
LASER IMAGED C.TV03 TDA 01im_starl Rq,ort_3 -1803
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public transit, program administration, transportation planning, pedestrian and bicycle
facilities, special group transportation service, and rail passenger service.
The State Transit Assistance (STA) fund is a second TDA funding source created in
1980 dedicated to public transit operation and capital expenditures. STA funds are
derived from the statewide sales tax on gasoline and diesel fuels appropriated to the
State Controller Office to the regional Transportation Planning Agency, i.e. the MTA, for
formula allocation. The formula is calculated using 50% population count and 50%
operator revenues for the prior fiscal year. The City will receive $17,594 in STAF
monies in FY02 -03.
FISCAL IMPACT
The City of Arcadia will receive $381,882 from the MTA in State funds to operate
Arcadia Transit. This amount represents approximately. 31% of Arcadia Transit's FY03
Operating Budget.
RECOMMENDATION
THAT THE CITY COUNCIL ADOPT RESOLUTION NO. 6344 AUTHORIZING THE
CITY MANAGER TO SUBMIT THE TRANSPORTATION DEVELOPMENT ACT -
ARTICLE 4 CLAIM FORM TO THE LOS ANGELES COUNTY METROPOLITAN
TRANSPORTATION AUTHORITY IN THE AMOUNT OF $381,882 TO RECEIVE
FUNDS FOR THE OPERATION OF ARCADIA TRANSIT FOR FISCAL YEAR 2002-
2003.
Approved
William R. Kelly, City Manager
Attachment(s)
1. Resolution No. 6344, TDA - Article 4
2. FY03 Transportation Development Act, LTF- Article 4 Claim Form
3. FY03 State Transit Assistance Fund Claim Form
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FY zoo- -a3
RESOLUTION NO. 6344
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, APPROVING THE SUBMITTAL OF
THE TRANSPORTATION DEVELOPMENT ACT CLAIM
FORM TO RECEIVE FUNDS FOR THE OPERATIONS OF
ARCADIA TRANSIT FOR FISCAL YEAR 2002 -2003.
WHEREAS, the Transportation Development Act of 1971 ( "Act") (Chapter 1400,
Statutes 1971 (SB 325), and amendments thereto) makes certain funds available for public
transportation systems; and
WHEREAS, the Arcadia City Council has adopted a budget for Arcadia Transit for the
2002 -2003 Fiscal Year evidencing the need for financial assistance; and
WHEREAS, the Southern California Association of Governments ( "SCAG ") has been
charged in the Act with the responsibility for the general administration of local transportation
funds through the Act.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA,
CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
SECTION 1. The City Council appoints the City Manager or his/her designee to
execute and file a claim with SCAG for local transportation funds in an amount to be
determined by SCAG based on preliminary estimates of funds available, and to take any and all
necessary further actions and execute any and all necessary documents in order to receive such
funds.
LASER IMAGED
r.[W1TA \7DA RESO - FY02 5 -07 -02
3P
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
Passed, approved and adopted this 18th day of March 2003.
Mayor of the City of Arcadia
ATTEST:
!
J UNE ®. WOW
City Clerk of the City of Arcadia
APPROVED AS TO FORMr
F&qp�� (), o-�
City Attorney of the City of Arcadia
c.AMTA%T0A RESO FY02 5 -07 -02
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES) SS:
CITY OF ARCADIA )
I, JUNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that
the foregoing Resolution No. 6344 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 18th day of March, 2003 and that said Resolution
was adopted by the following vote, to wit:
AYES: Councilmember Chang, Kovacic, Segal, Wuo and Marshall
NOES: None
ABSENT: None
City Clerk of the City of Arcadia
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STAFF RE PO RT
,OR PORAT & •,�0' S i L �H F RE1 O \ 1
Arcadia Public Library
March 18, 2003
TO: Mayor and City Council
FROM: Janet Sporleder, City Librarian%
By: Jackie Faust - Moreno, Assistant City Librarian aN
SUBJECT: Acceptance: Technology Enhancement Grant from the Arroyo Seco
Library Network for $1,992.00
Recommendation: Accept the grant.
Summary In February 2003, The Arroyo Seco Library Network approved a
Technology Enhancement Grant for the Arcadia Public Library. This will allow Library
staff to enroll in an advanced administration class concerning the new automation system,
and to provide extra staff hours to implement the enhancements learned from the class.
Discussion: The Arroyo Seco Library Network (ASLN), a division of the Library of
California of which Arcadia Public Library is a member, provided Technology
Enhancement grants to ASLN members. These grants are intended to meet the individual
needs of the individual libraries. The Library's project is to enhance the Library's catalog
website and the new integrated library system. The funds will be used to enroll staff in an
advanced administration course for the new system, and for increased staff hours while
attending the course and implementing the enhancements.
All gifts to the Library are subject to approval by the City Council pursuant to City
Charter article VIII section 809 (d).
Fiscal Impact The Library will experience an added value of $1992.00 for training and
staffing.
Recommendation It is recommended that the City Council accept the grant from
Arroyo Seco Library Network for $1992.00.
Approved by:
William R. Kelly, City Manager
LASER IMAGED
3�jJ �2ao3 Porc4 Eyf }n /'Lask
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Police Department
DATE: March 18, 2003
TO: Mayor and Members of the City Council
FROM: David H. Hinig, Chief of Polio aitrative 6y: Captain Rick Sandona, A Division Commander
SUBJECT:
Recommendation: Waive the formal bid process and approve the
purchase of radio equipment from Motorola in the amount of
$372,885.09
SUMMARY
Staff recommends that the City Council approve the purchase of 4 base station
radios, 2 radio repeaters, 35 handheld radios, 55 mobile radios, and various
support materials from Motorola in the amount of $372,885.09. This purchase is
part of the Arcadia Police Narrow Sand Communications Network Grant Program
to replace the Police Departments radio network in order to meet the 2005
Association of Public- Safety Communications Officials (APCO) 25 digital
standards. Funds for this purchase are part of COPS Technology Initiative grant
and all items in this proposal have been approved in the grant process.
In July 2002, the Arcadia Police Department received a federally funded COPS
Technology Initiative Grant in the total amount of $900,000 to replace our aging
radio network. Of the total grant amount, $372,885.09 has been designated for
radio equipment and the remaining balance will be used to complete various
aspects dealing with radio /antenna systems, dispatch center, site improvements,
and other communications issues required to complete the conversion process.
On September 3, 2002, the Arcadia City Council reviewed and approved the terms
and budget outline of the federal grant. As a condition of the grant, the
replacement radios must fully comply with the new Federal Communications
Commission (FCC) standards requiring public safety agencies to convert current
analog radio systems into narrow band, digital capable systems by the year 2005.
As part of the APCO 25 mandate, the FCC prohibited manufacturers from building
or offering any public safety equipment that does not meet these standards.
LASER IMAGED
Currently, Motorola is the only source for narrow band, digital technology radios.
Therefore, the Department will be purchasing Motorola brand equipment on a
Government Services Administration (GSA) Contract.
Motorola has an_ existing GSA Contract under which local agencies can purchase
radio equipment at a, reduced price. City purchasing guidelines authorize the
Department to use existing contracts to facilitate purchases that would result in
cost savings to the City. The Department is therefore requesting approval to
purchase the aforementioned equipment under GSA File #GS- 35F -0004L in the
amount of $372,885.09.
By purchasing the equipment under this contract, we will ensure compatibility with
our existing radio infrastructure and realize a significant savings over what we
would pay should we solicit an individual contract.
FISCAL IMPACT
None. The total cost of the equipment, $372,885.09, is paid by the COPS
Technology Initiative Grant.
RECOMMENDATION
That the City Council waive the formal bid process and approve the
purchase of radio equipment from Motorola for the Arcadia Police
Department in the amount of $372,885.09.
Approved:
0
William R. Kelly, City Manager
030AMI 13('*"A]
Sokls -- i3ell lPf�
�a�t"111
STAFF REPORT
Police Department.
DATE: March 18, 2003
TO: Mayor and Members of the City Council
FROM: David H. Hinig, Chief of Poli
By: Captain Richard Sandona, Administrative Division Commander
SUBJECT: Purchase of 9 -1 -1 PSAP Equipment for Police Department
Recommendation: Waive the formal bid process and approve the
purchase . of new power 9 -1 -1 Public Safety Answering Point
(PSAP) equipment from Southwest Bell Corporation in the amount
of $208,383.37 by utilizing funding from the State 9 -1 -1 Emergency
Communications Office and the COPS Technology Initiative Grant
SUMMARY
Staff recommends that the City Council approve the purchase of new Public Safety
Answering Point (PSAP) equipment in the amount of $63,383.37 from Southwest
Bell Corporation (SBC) to be installed in the new police facility communications
section. This purchase is part of the Arcadia Police Narrow Band Communications
Network Grant Program to replace the Police Department's radio network and
communications systems. Funds for this purchase are part of the COPS
Technology Initiative Grant and all items iri•this proposal have been approved in the
grant process.
DISCUSSION
In July 2002, the Arcadia Police Department received a federally funded COPS
Technology Initiative Grant in the amount of $900,000 to replace our aging radio
network and the emergency 9-1 -1 PSAP equipment. On September 3, 2002, the
Arcadia City Council reviewed and approved the terns and budget outline of the
federal grant. As a condition of the grant, the equipment used by the Department to
answer the 9-1 -1 telephone network for all emergencies will be replaced as we
move into the new facility. Additionally, this equipment will control the new radio
network.
In 1999, the City of Arcadia entered into a five -year agreement with Pacific Bell
Company (now SBC) for the installation and maintenance of new PSAP equipment.
The equipment offered by Pacific Bell was manufactured by Baker Technology and
was to be used through the year 2004.
LASERIMAGED
CON.
v
As our construction plans progressed, SBC approached the City of Arcadia and
offered us the opportunity to leave the Baker Technology equipment, that was no
longer offered and/or supported by SBC, and purchase the new Positron Integrated
Systems, Power Lite, and Power Radio systems. These new Positron systems
would be installed as a replacement to the Baker systems. To enhance this offer,
SBC has agreed to terminate the five -year lease on the Baker equipment and not
charge for the remaining $94,944.00 balance due on the Baker systems.
There are several advantages to the City if we enter into this agreement. It would
allow us to install a new PSAP network in the new facility and not interrupt the
current 9-1 -1 service. There would only be a very minor cutover period when we
move from the current police station to the new facility. By converting to this new
system, it would allow us to upgrade to the latest equipment and service at no cost
to the City. Currently, the upgraded system is fully supported by the SBC technical
staff.
If we retained the current Baker equipment, it would require a shut down of our
Communications Center for a period of at least one week to move the equipment.
The Department would have to transfer all 9-1 -1 telephone and dispatching services
to our backup PSAP site at Monrovia Police Department.
The State of California,. 9 -1 -1 Emergency Communications Office, who provides
partial funding for such equipment, has given approval to this agreement. The State
has agreed to fund the project for $145,000. The purchase price of the new Positron
equipment, including a five -year maintenance contract, is $208,383.37. The
balance of $63,363.37 will be expended using the COPS Technology Initiative
Grant, and staff recommends purchasing the equipment by using the 9-1 -1 State Bid
Contract.
FISCAL IMPACT
None. The total cost of the equipment, 208,383.37, will be paid by the State 9 -1 -1
Emergency Communications Office ($145,000) and the COPS Technology Initiative
Grant ($63,383.37).
RECOMMENDATION
That the City Council waive the formal bid process and approve the
purchase of new PSAP equipment from Southwest Bell Corporation in the
amount of $208,383.37 for the Arcadia Police Department by utilizing
funding from the State 9 -1 -1 Emergency Communications Office and the
COPS Technology Initiative Grant.
Approved:
William R. Kelly, City Manager
Q30AMMl TiN" .!
6311KIlze03
7
Tra -�kic G�n`fi�� "
Police Department
DATE: March 18, 2003
TO: Mayor and Members of the City Council
I/
FROM: David H. Hinig, Chief of PolicC2>7'
/
By: Nancy Chik, Managemen nalyst . ?`
SUBJECT: Santa Anita Derby Day 5K Run and Walk
Recommendation: Waive expenses related to traffic control services
for the Ninth Annual Santa Anita Derby Day 5K to be held on
Saturday, April 5, 2003,
SUMMARY
The Los Angeles Turf Club (Santa Anita) is sponsoring their Ninth Annual 5K Run
& Walk wherein traffic control services are required to facilitate the event.
Typically, when City services or personnel are required for coordination of special
events, the cost of these services is bome by the event organizer. In this instance,
like years past, Santa Anita is requesting that the City waive the cost of traffic
control services because it is a charitable event.
DISCUSSION
The 5K race is one of several special events that will be held in conjunction with
the Santa Anita Derby and will be coordinated by Kinane Events. This year the
Derby Day 5K Run & Walk is oo-sponsored by the Methodist Hospital of Southern
California and Westfield Shoppingtown Santa Anita. Participation of contestants
has increased each year, and it is anticipated that about 5,000 runnerstwalkers will
join in this year's event.
Any profits from the race will be donated to local beneficiaries including the
Arcadia High School Athletic Boosters Club and the Arcadia D.A.R.E. Program. If
the race operates at a loss, Santa Anita will give all organizations a check for a
fixed amount.
The racecourse will remain the same as last year. The race will begin in the south
parking lot (adjacent to gate #1) of the racetrack, and runners/walkers will proceed
through the mall parking lot, exit at gate #8, and cross Baldwin Avenue. The
participants will continue north on Baldwin Avenue in the southbound #2 lane,
which will be barricaded, and enter the Arboretum parking lot just south of gate #7.
LASER IMAGED
CGN.F�C.
They will proceed through the course in the Arboretum and exit by the fountain,
cross back over Baldwin Avenue, and enter the racetrack through gate V. Finally,
the racers will proceed through the turf tunnel and infield, and wind up on the
training track to the finish line.
The Police Department will provide intermittent traffic control to facilitate the
running of the race and to ensure the safety of the participants. The traffic control
unit will be composed of the Chief of Police and Department Command Staff, who
will donate their time and efforts for this community event. The saving to Santa
Anita is estimated'at approximately $1,500.00.
It is anticipated that traffic flow on Baldwin Avenue between Colorado and
Huntington will be diverted between 8:00 a.m. and 8:30 a.m. Police personnel will
use traffic flow management patterns that have been previously used and shown
to have the most minimal effect on businesses or local residents.
As part of hosting an.event of this type, Santa Anita is also required to provide a
certificate of insurance designating the City of Arcadia as an additional insured.
They have provided the required insurance certificate and it has been approved by
the City Attorney.
FISCAL IMPACT
None. The $1,500.00 associated with traffic control services will be absorbed by
the Police Department utilizing the donation of staff time by Chief'Hinig and his
Command Staff.
RECOMMENDATION
That the City Council approve Santa Anita's request to waive the cost of
traffic control services for the Ninth Annual Santa Anita Derby Day 5K Run &
Walk to be held on April 5, 2003.
Approved:
William R. Kelly, City Manager
0340A,Alll ffl ?A]
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PAMOY1 to C� -
STAFF REPORT
Development Services Department
DATE: March 18. 2003
TO: MAYOR AND CITY COUNCIL
FROM: Don Penman, Assistant City Manager /Development Services Director's
Philip A. Wray, City Engineer W
pv Prepared By: Dan A. Lazo, Associate Civil Engineer
SUBJECT: Award of Contract -- Construction of 24 Concrete Bus Pads at Various
Locations
Recommendation: Authorize the City Manager to enter into a contract
with Damon Construction Co. in the amount of $137,928.00
SUMMARY
As part of the citywide construction of bus pads, the City Council previously approved
funding to construct 24 concrete bus pads at various locations. A location map of the
project areas is attached for reference.
The project was advertised and bids were opened on March 4, 2003. Damon
Construction Co. submitted the successful low bid in the amount of $137,928.00. Staff
recommends that the City Council award a contract for the construction of 24 concrete
bus pads at various locations to Damon Construction Co.
DISCUSSION
On June 18, 2002, the City Council approved the budget of the four -year citywide
program to construct concrete bus pads on all bus stops that do not have bus pads. As
part of the citywide bus pad program, the City will construct 24 concrete bus pads at
various locations for fiscal year 2002 -2003. This project will prevent the
deterioration /failure of the A.C. pavement at the bus stops caused by the weight of the
buses and the constant stopping and starting movements.
The work will consist of removal of asphalt concrete and base materials, construction of
base materials and concrete bus pads according to standards, and installation of traffic
signal loop detector.
LASERIMAGED
Mayor and City Council
Staff Report
March 18, 2003
Page 2
MTA and Foothill Transit authorities concurred with the project after they were notified.
They were also notified that temporary bus stop locations will be provided adjacent to
bus stops that are being constructed to maintain the availability of bus stops during
construction.
Nine (9) prospective contractors received plans and specifications and seven (7)
qualified bids were received with the following results:
Bidders
Amount
Damon Const. Co.
Carson, CA
$137,928.00
U -Con Engineering, Inc.
Fontana, CA
$138,900.00
E.G.N. Construction
Upland, CA
$139,430.00
Ranco Corporation
Brea, CA
$149,920.00
TMT Development Co.
Los Angeles, CA
$159,450.00
Olivas Valdez
Covina, CA
$176,650.00
Excel Paving Co.
Long Beach, CA
$191,801.00
Staff has reviewed the bid documents for content, and has investigated the contractor's
background and recent projects for competency. Staff has determined that Damon
Construction Co. can satisfactorily perform the required work.
ENVIRONMENTAL ANALYSIS
The project is categorically exempt per Section 15301 Class 1(c) from the requirements
of California Environmental Quality Act (CEQA).
FISCAL IMPACT
Proposition A funds have been budgeted in the 2002/03 Capital Improvement Program
(CIP) for the construction of 24 concrete bus pads at various locations. Funds are
available to cover the contract cost, engineering and design, material testing,
inspections and contingencies.
`Mayor and City Council
Staff Report
March 18, 2003
Page 3
RECOMMENDATION
Authorize the City Manager to enter into a contract with Damon Construction Co.
in the amount of $137,928.00 for the construction of 24 concrete bus pads at
various locations.
Approved By: Ut °"
WILLIAM R. KELLY, CITY MANAGER
DP:PW:DL:pa
Attachment
U3/19/20p-3 sr hi
56 �`Mij. ec� g rClfk,
STAFF REPORT
Development Services Department
DATE: March 18, 2003
TO: Mayor and City Council
FROM: Don Penrpan, Assistant City Manager /Development Services
Director W
Philip A. Wray, City Engineer /Engineering Services AdministratoW
By. Ramiro S. Gonzalez, Assistant Engineer* -
SUBJECT: Acceptance — Traffic Signal Modification at Peck Road and Clark
Street
Recommendation: Accept all work performed by C.T. and F. Inc.
as complete and authorize final payment to be made in accordance
with contract documents
SUMMARY
On May 21, 2002, the City Council awarded a contract to C.T. and F. Inc. in the
amount of $42,900.00 to modify the traffic signal system at Peck Road and Clark
Street. Attached is a location map for reference. Change Orders were issued
during this project in the amount of $3,153.38.
The terms and conditions of this project have been complied with and the
required work has been performed to staff's satisfaction for a final project cost of
$46,053.38. Staff is recommending that the City Council accept the project as
complete and authorize the final payment in accordance with the approved
contract documents, subject to a retention of $4,605.
DISCUSSION
The construction of this project was performed in conjunction with the Peck Road
Reconstruction. The work consisted of installing new traffic signal poles, mast
arm street name signs, vehicle and pedestrian LED indications, intersection
lighting, new conductor throughout the system, a new service enclosure, and
vehicle detection loops. There were several change orders issued totaling
$3,153.38 due to unforeseen obstructions in the pole foundation construction,
and rearrangements of the traffic signal equipment. A credit was issued for
vehicle detector loops that were installed by the street contractor.
LASER IMAGED
Cvnl.g�• 3�
Mayor and City Council
Staff Report
March 18, 2003
Page Two
FISCAL IMPACT
Funds in the amount of $152,000 were appropriated from the Chicago Park
Assessment District 72 -1 to cover the cost of the construction contract,
engineering, inspection, material testing, and contingencies.
That the City Council accepts all work performed by C.T. and F., Inc. for the
modification of the traffic signal system at Peck Road and Clark Street as
complete and authorizes final payment to be made in accordance with the
contract documents subject to a retention of $4.605.
Approved By: —0
WILLIAM R. KELLY, CITY
DP:PAW:rsg:pa
Attachment
Project Location Map
MAW 93'�' J
city of
Arcadia
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Project
I Location
Q
Traffic Signal Modification
Peck Road and Clark Street
,i
* Development Services Department
IS Engineering Division
Prepared by: R.S. Gonzalez, March 2003 Attachment 1
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STAFF REPORT
OR PORAT &
Public Works Services Department
March 18, 2003
TO: Mayor and City Council
FROM: Pat Malloy, Public Works Services Di r for
Prepared by: Gary F. Lewis, General Services Ma ager
Rafael Fajardo, Assistant Engineer
SUBJECT: Reject Bid - Fuel Pumps AQMD Compliance
Recommendation: Reject bid submitted by Fleming Environmental, Inc.,
and direct staff to rebid for the Fuel Pumps AQMD Compliance project
SUMMARY
The Office of Administrative Law approved the California Code of Regulations, Title 23,
Division 3, Chapter 16, CCR- Amendments for Implementation of SB 989 on May 14,
2001. This Senate Bill 989 (SB 989) requires that all fuel pumps must have a double
walled fuel pump with a holding tank equipped to provide containment if the fuel pumps
were to malfunction or leak. It also required that all piping be upgraded to a fully double
wall piping system with scheduled periodic testing of the containment system. All of
these improvements must be installed before December 31, 2003 to be in compliance
with the law. These requirements are in addition to the double walled tank requirements
implemented by the State in 1999.
A Notice Inviting Bids was published in local newspapers and trade journals to complete
the new upgrade requirements. On February 25, 2003, the City received one (1) bid
from Fleming Environmental Inc. of Buena Park for $295,955.00. Based on the single
bid and staffs feeling that this bid is extremely high, it is recommended that City Council
reject the bid and instruct staff to rebid the project.
DISCUSSION
There are three (3) locations, Public Works Service Center, Fire Station No. 1 and Fire
Station No. 2, with double walled tanks, which are equipped with single walled fuel
pumps and piping system. All existing City fueling stations were in compliance when the
previous upgrades were undertaken in 1999.
LASER IMAGED
eUN. s -k
Mayor and City Council
March 18, 2003
Page 2
The project consists of the installation of new double walled fuel pumps, supply lines
from the tank to the fuel pumps, and special holding tanks encapsulating the double
walled lines to provide containment if the fuel dispensing pumps or lines were to
malfunction or leak. This project also includes an upgrade of the existing Fuel Master
monitoring systems to be consistent with the new system at the Police Department. The
excavation, treatment and removal of any contaminated materials encountered at the
time of construction in excess of fifty (50) cubic yards will represent an additional cost to
the City.
Public Works Services advertised in local papers, trade journals and sent notices to
several construction firms qualified to perform the AQMD fueling station upgrades. A
mandatory job walk and site inspection was conducted on February 18, 2003 at 10:00
a.m. with eight (8) contractors in attendance. All three locations were visited to allow the
potential bidders to familiarize themselves with the sites. One (1) sealed bid was
received on January 15, 2003:
Bidder Location Amount
Fleming Environmental Inc. Buena Park $ 295,955.00
Staff is not satisfied with the number of bids received based on the number of qualified
firms participating in the initial job walk. Based on the single bid received and the
extremely high bid received, staff is recommending that the City Council reject the bid
and instruct staff to re -bid the Fuel Pumps AQMD Compliance project in an attempt to
attract more bidders and lower the bid price.
FISCAL IMPACT
Funds for this project are provided in the 2002 -2003 Capital Improvement Program
Budget in the amount of $135,000.00. Since the budget was adopted last year, the
State has changed the requirements for fuel systems. Based on the new requirements,
staff estimates that the cost of this project should be approximately $200,000 which is
$65,000 higher than the original budget estimate, but not as significant as the single bid
received.
RECOMMENDATION
Reject bid submitted by Fleming Environmental, Inc. and direct staff to
rebid for the Fuel Pumps AQMD Compliance project.
Approved: --n=►
William R. Kelly, City Manager
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Development
DATE: March 18, 2003
TO: Mayor and City Council
FROM: Don Penman, Assistant City Ma ager /Development Services DirectorGo
Philip A. Wray, City Engineer VV
Prepared By: Tim Kelleher, Senior Engineering AssistantT�.
SUBJECT: Award of Contract -- Arcadia Public Library -Phase I
Recommendation: Authorize the City Manager to enter into a contract
with Mariposa Horticultural Enterprises, Inc. in the amount of $152,126.03
and approval to increase the Professional Services Agreement with EPT
Design by $5,000
SUMMARY
As part of the fiscal years' 2002/2003 Capital Improvement Project budget, the City
Council approved funds in the amount of $300,000 to construct a covered shelter and
landscape improvements at the Library. In a separate action in January 2002, Council
hired EPT Design. to develop a "Landscape Master Plan" as well as construction plans
relative to the shelter and landscaping at the Library.
Recently, staff received bids for the shelter and landscaping. Mariposa Horticultural
Enterprises, Inc. was the low bid in the amount of $152,126.03. Staff has analyzed the
bid results and investigated Mariposa's status, and is recommending that the City
Council award the contract to Mariposa Horticultural Enterprises in the amount of
$152,126.03.
The Professional Services Agreement with EPT Design did not include the cost of
contract administration and additional design associated with any additional work as it
may occur. Therefore, staff is recommending that Council approve an additional $5,000
in their Professional Services Agreement to cover these costs.
LASER IMAGED
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Mayor and City Council
Staff Report
March 18, 2003
Page 2
BACKGROUND
In 1996 the Library building underwent a major renovation. The focus of the renovation
was on the interior and exterior fagade of the structure. There were limited landscape
improvements done with the renovation; however, some of the existing landscaping has
died and needs to be re- planted and other areas need to be renovated.
The 2001 -2002 CIP budget included funding for a covered shelter for Library patrons
waiting for transportation. As staff began the process of preliminary design, the overall
condition of the existing landscaping and vehicular and pedestrian circulation became
an issue.
On January 15, 2002 Council awarded a Professional Services Agreement to EPT
Design to do a "landscape master plan" for the Library. Working closely with staff, EPT
developed a master plan. Key elements of the master plan included the covered
canopy structure, turf steps, and re- landscaping the pedestrian areas in front of the
Library. EPT also prepared construction plans for the shelter and landscaping for which
staff has received bids.
DISCUSSION
The focus of this project "Arcadia Public Library Phase I" will be to create a pick-
up /drop -off area in the west parking lot, as well as creating a gathering space between
the new shelter and the west side of the Library building with turf seat steps. This
project will also strengthen the pedestrian secondary access from the west parking lot
and revitalize existing pedestrian gathering areas with new planters.
The proposed covered shelter is designed in the same architecture style as the Library's
existing trellis. The canopy will be located in the west parking lot and will include a
turnout lane so that cars or vans may pull out of the travel lane to make their pick -up or
drop -off. The shelter will include seating, lighting, and a pay telephone. To compliment
the shelter, the design also includes turf seat steps directly behind the shelter. The turf
seat steps are concrete benches built into the slope between the west side of the
Library and the new shelter. The turf seat steps will extend the already popular
gathering area under the trellis in front of the Library. The turf seat steps will provide an
additional pedestrian gathering space for Library patrons to either wait for their ride or
take a break outside.
The planting scheme is designed to define and enhance pedestrian walkways and
gathering spaces. , a walkway or secondary access from the west parking lot will be
lined'on , 'bothisides. h " with trees to define and give it character. Planter areas will be
}
Mayor and City Council
Staff Report
March 18, 2003
Page 3
constructed with varied plant material creating a garden -like atmosphere adjacent to the
existing trellis patio along the northwest side of the Library building, which currently is a
popular gathering area. Wisteria vines will be trained up the columns of existing trellis
and will cover the trellis roof adding color and life to the front of the Library.
ENVIRONMENTAL IMPACT
The project is categorically exempt per Section 15301 Class 1(c) from the requirements
of the California Environmental Quality Act (CEQA).
FISCAL IMPACT
Funds in the amount of $300,000 have been appropriated in the 2002 -2003 CIP budget
to construct the covered structure and make landscape improvements at the Library.
The low bid being $152,126.03, there are adequate funds to cover the construction
contract and contingencies.
Staff is requesting an approval to increase EPT Design's Professional Services
Agreement by $5,000 to cover costs of construction administration and design relative
to any additional work. These funds are available in the overall project budget.
That the City Council authorize the City Manager to enter into a contract with
Mariposa Horticultural Enterprises, Inc. in the amount of $152,126.03 for the City
of Arcadia Public Library- -Phase I and authorize staff to increase the existing
Professional Services Agreement with EPT Design by $5,000.
APPROVED: JuAdy
William R. Kelly, City Manager
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