HomeMy WebLinkAboutJuly 1, 2003I'r. .
45:0120
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
ARC,4DIA REDEVELOPMENT AGENCY
REGULAR MEETING
July 1, 2003
The City Council and Arcadia Redevelopment Agency met in a Regular Meeting on
Tuesday, July 1, 2003 at 4:30 p.m. in the DevelopmenYServices Conference Room.
ROLL CALL PRESENT: Councilmembers Kovacic, Marshall, Segal, Wuo and Chang
ABSENT: None
AUDIENCE PARTICIPATION
None.
1. CLOSED SESSION
1a. Pursuant to Govemment Code Section 54957.6 to confer about labor contract negotiations -
Califomia Teamsters Public, Professional and Medical Employees' Union Local 911
(Confidential, Supervisor, Professional and General Employee Unit and Public Works
Employee Unit), Arcadia Police O~cer's Association, Arcadia Firefighter's Association,
Manegement and non-represented employees (City Negotiators Tracey Hause and William
W. Floyd)
1b. Pursuant to Government Code Section 54956.9(c) to oonfer with legal counsel regarding
potential litigation - one (1) case
ta Pursuant to Govemment Code Section 54956.9(a) to confer with legal counsel regarding the
case of Citv of Arcadia et al. v. United States Environmental Protection Apencv, et al. -
U.S. District Court Northern District of California - Case No. C 02-5422 SBA
The Closed Session ended at 6:00 p.m. and a reception was held in the Council Chambers
Conference Room for the Arcadia Beautiful 2003 award recipients. The Regular Meeting
then CONVENED in the City Council Chambers at 7:00 p.m.
INVOCATION Reverend Gene Wallace,
Arcadia Episcopal Church of the Transfiguration
PLEDGE OF Russ Simsarian
ALLEGIANCE
ROLL CALL PRESENT: Councilmembers Kovacic, Marshall, Segal, Wuo and Chang
ABSENT: None
, LRSER IMAGED ~~~~03
roP
•y 1
45:U121 '
2. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS
None.
City Attorney Deitsch announced the subject discussed at the Closed Session held earlier
this evening. With respect to the first two items on the posted agenda, no reportable action
was taken. With respect to the third action the City Council voted to authorize the City to join
an appeal to the 9th Circuit Court of Appeals in the case captioned "City of Arcadia, et al. v.
United Stated Environmental Protection Agency".
ORD. & RES. It was MOVED by Councilmember Segal, seconded by Councilmember Marshall and
READ BY CARRIED that ordinances and resolutions be read by title only and that the reading in full be
TITLE ONLY WAIVED.
PRESENTATIONS
3.
ARCADIA Mayor Chang introduced the Arcad ia Beautiful Commission Cha irperson, Richard Cordano.
BEAUTIFUL Dr. Cordano introduced the Arcadia Beautiful Commissioners. Carmie Falabrino, Awards
AWARDS Chairperson, presented the Arcadia Beautiful Awards for 2003.
(July 2003)
Recipient Address Award
Jim & Tammy Romani 500 E. Lemon Avenue Arcadia
Mary & Marti Schultz 1010 Panorama Drive Peacock
John & Nancy Miller 1026 Monte Verde Drive Hugo Reid
Hodge Gaines 1015 Monte Verde Drive Lucky Baldwin
Nancy Dorn 1410 Rancho Road Newcastle
Constantino & Alice Miguel 816 Singingwood Drive Azalea
Po Chien Cheng 265 W. Lemon Avenue Patricia Eicherly
Amy Lee 239 W. Lemon Avenue Anita Baldwin
R'ichard & Carol Epp 374 Wistaria Avenue Jerry L. Broadwell
Craig & Carolyn Bell 1839 Oakwood Avenue Rose Budd Doble
Frank & Anne Rakowski 1918 Highland Oaks Drive Albert E. Matthies
Elio E. Salvo 1959 Alta Oaks Drive Queen Anne
Oaktree Homeowners Association 428 W. Huntington Drive Condominium
Bob & Margie Campbell 82 Woodland Lane Santa Anita
Tom & Judy McKernan 1070 Fallen Leaf Road Huntington
William & Pat Gregory 1041 Panorama Drive Clara Baldwin Stocker
Embassy Suites 211 E. Huntington Drive Business
George Realty Co. 660 W. Huntington Drive Business
4.
CITIZEN OF Mayor Chang presented the July, 2003 Citizen of the Month Award to McKinney Adams,
THE MONTH Vice President, Senior Men's Club.
(Senior Men's
Club)
5.
CITIZEN OF Mayor Chang presented the July, 2003 Citizen of the Month Award to Anne larossi-Armenio,
THE MONTH President, the Golden Age Club.
(Golden Age
Club)
~~~.< ;~`•j~f li.~~:"~J 2 7/1/03
I \ ~ ~ . . . . . . . , .
' . , . - . 45:0122
6.
~ CITIZEN OF Mayor Chang presented the July, 2003 Citizen of the Month Award to Betty Spear,
THE MONTH President, Senior Friendship Club.
' (Sc Friendship
Club)
7.
CITIZEN OF Mayor Chang presented the Juty 2003 Citizen of the. Month Award to Harlene Hamann,
THE MONTH President, Arcadia Travelecs Club.
(Arcadia
Traveler's Club)
8.
CITIZEN OF Mayor Chang presented the July 2003 Citizen of the Month Award to Mickey BaII, President,
THE MONTH Women's Club of Arcadia
(Women's Club
of Arcadia)
9.
CITIZEN OF Mayor Chang presenfed the July 2003 Citizen ot the Month Award to David Liu, President,
THE MONTH Arcadia Chinese Gymnastics Club.
(Arcadia
Chinese
Gymnastics
Club) " ~
10,
CITIZEN OF Mayor Chang presented the July, 2003 Citizen of the Month Award to Rosemary and John
THE MONTH Reuter, Co-Presidents, Friends of the Arcadia Public Library.
(Friends of the
Arcadia Public .
Library)
11.
LIFE SAVING Mayor Chang and Police Chief Hinig presented the "Arcadia Police Department Life Saving
AWARDS Medal" to Police Offcers Robin Letourneau and Matt Kraut for their extraordinary action in
(Officers duty and outstanding service in saving the life of a 55 year old man, an occupant of Santa
Letourneau & Anita Inn.
Kraut - APD)
12.
ARC. BEAUT. Mayor Chang presented a plaque of appreciation, in recognition of their services to the
COMSN. (Ho) community, to outgoing Arcadia Beautiful Commissioner, Sandy Ho; outgoing Recreation
REC. & PARKS and Parks Commissioners, Pat Gibson and Don Kennedy and; outgoing Senior Citizens'
COMSN. Commissioners, Harlene Hamann, Joan Leathery and James "Russ" Simsarian.
(Gibson &
Kennedy)
SR. CITIZENS'
COMSN.
(Hamann,
Leathery and
Simsarian)
3 7/1/03
1
13.
OA7HS OF
OFFICE
(Hoherd, Cook,
Fowler, Barnes,
Curtis,
Milefchik)
14.
14a.
T.A. 2003-001
(Education/ '
Tutoring
Center -
Grouhd Floor
Along Htg. Dr.)
(DENIED)
45:0123
City Clerk June Alford administered the Oath of Office to incoming commission members,
and, Mayor Chang expressed congratulations and presented each of the new
commissioners with a City pin and an identification card.
Arcadia Beautiful Commission Robert "8ob" Hotierd
Recreation and Parks Commission Michael Cook, Randy Fowler
Senior Cifizens' Commission Esther Barnes, Carol Curtis, Don Milefchik
PUBLIC HEARING
The City received a request from Prisca and Hanfu Lee to delete the requirement that
prohibits education/tutoring centers on the ground floor of buildings along Huntington Drive.
The applicants own the property at 29 East Huntington Drive, which has been conditionally
approved for a coffeehouse and is currently improved with a dental offce. The applicants
intend to add a tutoring component to the approved coffeehouse use. Pursuant to
regulations of the CBD, (Central Business District) zone, tutoring centers are not a
conditionally approved use on the ground floor area, along Huntington Drive and First
Avenue; therefore the applicant initiated the Text Amendment. 2003-001.
The proPosed text amendment would allow education/tutoring centers in the ground floor
area of buildings fronting Huntington Drive only, subject to the Conditional Use Permit
process. If approved, this would allow the Planning Commission an opportunity to review
appiications for education/tutoring centers through the conditional use permit process.
The goals of the CBD (Central Business District) zone and the General Plan include the
promotion of retail uses and pedestrian oriented development, especiaily along Huntington
Drive and First Avenue. Development Services Department staff felt that education/tutoring
centers are not conducive to meeting the land use goals outlined in the CBD zone,
Downtown 2000 program and General Plan.
Further, the Planning Commission at its May 27, 2003 meeting voted 4-0 with one member
absent to recommend denial of T.A. 2003-001 to the City Couricil for proposed amendments
to the text of the Arcadia Municipal Code to allow education/tutoring centers on the ground
floor along Huntington Drive.
Following the presentation, Mayor Chang OPENED the public hearing.
Dr. Hanfu Lee, owner, 29 East Huntington Drive, requested City Council's.approval of the
proposed texf amendment, stating in part, that a tutoring center will bring more traffic to the
neighboring businesses and to the downtown area. He felt that it would be difficult for a
tenant to operate just a coffee house on a 2200 sq. ft: area. They are trying to have a
business that will be able to support itself with the help of a tutoring center.
Dr. Lee responded to questions raised by the City Council, stating in part, that the 2200 sq.
ft. will house the coffee shop and the tutoring center. The dental office is located in the rear
2/3rd of the building and the proposed coffeehouse would be located toward the front of the
building.
Mayor Chang CLOSED the Public Hearing.
Considerable discussion ensued. Some members felt that the proposed request is contrary to
the City's goal in trying to promote pedestrian and retail uses in the downtown area.
4
7!1 /03
45:0124
It was MOVED by Mayor Pro tem Kovacic, seconded by Councilmember Marshall and
CARRIED on roll call vote as follows to DENY T.A. 2003-001 to DELETE the requirement that
prohibits education/tutoring centers on the ground floor along Huntington Drive.
AYES: Councilmembers Kovacic, Marshall, Segal, Wuo and Chang
NOES: None
ABSENT: None
AUDIENCE PARTICIPATION
None.
15. MATTERS FROM ELECTED OFFICIALS
MARSHALL Councilmember Marshall expressed congratulations to the Arcadia Beautiful and Citizens of
(Award the Month Award recipients.
Recipients)
(New Ms. Marshali welcomed the new commission members and expressed appreciation to all
Commissioners) commissioners for giving their time and talents to the City.
(Hazardous Ms. Marshall announced that the Household Hazardous and E-Waste Round Up will be held
Waste) on Saturday, August 16, 2003 from 9:00 a.m. to 3:00 p.m. at the Santa Anita Race Track,
Gate 6, Colorado Place.
(Skate Park) Ms. Marshall reminded everyone that the Skate Park Grand Opening Ceremony will be held
on July 9, 2003 at 6:00 p.m., at Bonita Park, corner of Huntington Drive and Second Avenue.
(Summer Ms. Marshall encouraged everyone to attend the summer concert series, on Thursdays at
Concerts) the City Hall West Lawn.
(Food for Councilmember Marshall shared a"food for thoughY' by Margaret Mead: "Never doubt that a
Thought) small group of thoughtful, committed citizens can change the worid, indeed it is the only
thing that ever has "
SEGAL Councilmember Segal expressed appreciation to outgoing commissioners who have served
(Commissioners)so willingly with their time and efforts. In addition, he welcomed the new commission
members and encouraged them to get involved and be active.
(July 4th Councilmember Segal encouraged everyone to attend the Sierra Madre Fourth of July
Celebration) Celebration and the parade.
(City's t00th Councilmember Segal reminded everyone to mark their calendar for August Sth, the City's
Birthday) Birthday. Invitations will be send to the entire community. That day will be filled with all ,
kinds of events beginning at 9:00 a.m. and going through to the City Council meeting and
after.
KOVACIC Mayor Pro tem Kovacic echoed the sentiments expressed regarding the volunteers who
(Award were recognized tonight. Mr. Kovacic expressed appreciation to the out-going commission
Recipients) members and welcomed the new commissioners.
(Skate Park) Mr. Kovacic encouraged everyone to attend the Grand Opening Ceremony of the state-of-
the-art, 10,500 sq. ft. Skate Park, July 9, 2003.
5 7/1103
45:0125
(City's Mr. Kovacic encouraged everyone to attend the entire day of scheduled events on August
Birthday) 5th for the celebration of the City's o~cial birthday. The unveiling of the City book, "Visions
of Arcadia: A Centennial Anthology" will be held at the library from 1:30 to 3:30 on the City's
birthday.
WUO Councilmember Wuo expressed congratulations to all the recipienis of the Arcadia Beaufrful
(Award Awards, the Citizen of the Month Awards and the Life Saving Awards.
Recipients)
(Commission Mr. Wuo expressed appreciation to all outgoing commissioners for their dedication and
Members) commitment to the City and welcomed the new members.
(Skate Park) Mr. Wuo encouraged the youth of the City to take care of the new Skate Board Park and
keep it as beautiful as it is now.
(Fourth of Mr. Wuo wished everyone a safe and happy Fourth of July.
July)
CHANG Mayor Chang expressed congratulations and read the names of the Girl Scout Gold Award
(Girl Scouts) recipients.
(Chamber of Mayor Chang announced that the Arcadia Chamber of Commerce, at its 2nd Annual
Commerce) Luncheon, honored six of its members. Mayor Chang expressed congratulations to the
honorees for their distinguished service to the community.
(DSD and Mayor Chang referred and read two letters complimenting Development Services
Building Administrator, Donna Butler, and Buitding Inspector, John Zurick, for their outstanding
Employees) service and efficiency.
(Blue Line Mayor Chang encouraged the Councilmembers to attend the Blue Line Authority meeting,
Authoriry) July 9, 2003 at the Council Chambers. He felt that it is important for the City to encourage
the Blue Line Authority to expand the Board and include all ten cities as voting members on
the course of the Gold Line Phase ll. :
(Acupuncture Mayor Chang invited everyone who is interested in acupuncture and related matters to .
Board Mtg.) attend the State of California Acupuncture Board Meeting, July 14 at 8:30 a.m. in the Arcadia
Council Chambers.
(July 4th Mayor Chang invited everyone to attend the Sierra Madre Fourth of July celebration.
Celebration)
(Events) Mayor Chang announced some of the activities that will take place on the City's Birthday,
August 5, 2003, and encouraged everyone to attend the Centennial Celebration events.
~g, THE CITY COUNGL RECESSED TO ACT AS
THE ARCADIA REDEVELOPMENT AGENCY
ROLL CALL PRESENT: Agency Members Kovacic, Marshall, Segal, Wuo and Chang
ABSENT: None
AUDIENCE PARTICIPATION
None.
6 7/1/03
r~
It was MOVED by Agency Member Segal, seconded by Agency Member Marshall and
CARRIED on roll call vote as follows to APPROVE the Minutes of June 17, 2003 Regular
Meeting as amended.
AYES: Agency Members Kovacic, Marshall, Segal, Wuo and Chang
NOES: None -
ABSENT: None
EXECUTIVE DIRECTOR
45:0126
17.
CONSENTITEMS
17a.
MINUTES In response to Agency Member Marsfiall's query with regard to Item 18f. which was
(June 17, 2003) discussed at the June 17, 2003 meeting, in particular the professional services agreement
(APPROVED with Willdan, City Manager Kelly clarified that the City will request proposals for services
AS AMENDED) following the termination of the existing contract next year.
17b.
RESOLUTION Peter Kinnahan, Economic Development Administrator, provided a brief overview of
ARA-207 suggested modifications to the January 21, 2003 Owner Participation Agreement (OPA)
(Senior Housing requested by Mr. Roger Davila of American Senior Living (ASL), doing business as Arcadia
Project) Heritage Park, L.P., relative to the proposeil 54-unit affordable senior housing project at 150
(APPROVED) West Las tunas Drive. (Exhibit A to Resolution ARA-207)
The Agency is also being requested by Mr. Davila in a Subordination and Standstiil
Agreement (Exhibit B to Resolution ARA-207), to subordinate its 4.5% residual $1.8 million
loan behind the Bank of New York (BNY), the bond trustee (first trust deed), and behind AIG
SunAmerica (Sun), the Construction phase credit facility lender (second trust deed), but
ahead of the los Mgeles County Community Development Commission. The County has
agreed that the Agency is in a higher lien position than the County (Exhibit C to Resolution
ARA-207). This is generally consistent with previous discussions but it does expose the
Agency to some risk that a senior lien holder may, in the event of a foreclosure, convert at
least many of the income-restricted units to market rate and possibly stop repayment of
some or all of the loan. Certain protections for the Agency's rights are in the Agreement.
Agency Counsel advised that the Agency can subordinate the Health and Safety Code
requirement that affordable rental units be retained for 55 years if findings are made that no
other economically feasible method of financing the project, on substantially comparable
terms and conditions but without subordination, is reasonably available.
The actual construction expects to begin in late July or early August and completed by mid-
summer 2004. Under the Federal Tax Credit regulations, possible tenants must have their
income verified no sooner than 90 days prior to move-in. Therefore, the lottery to select the
tenants would be around mid-April 2004. This would permit ASL to have to verify and certify
incomes only once prior to occupancy.
It was noted that after much negotiation, Agency Counsel has reviewed and approved
Resolution ARA-207, as well as Ameridment No. 1 to the Owner Participation Agreement,
tha Subordination and Standstill Agreement, and the Subordination Agreement with Los
Angeles County.
7I1 /03
45:0127'
In response to an Agency question, the Agency's financial advisor, Kathe Head of Keyser
Marston Associates, stated in part that, in the complicated affordable housing projects she has
worked on, Agency approval of the Subordination Agreements and of the findings related
thereto are typically made and it is very common. Payment of the Agency's loan.comes only
from 50% of the net cash flow, probably beginning around year 14 and continuing annually until
year 30, with the balance of loan principal and interest owned to be paid out of a developer
refinancing.
City Attomey Deitsch clarified that certain rights and remedies of the Redevelopment Agency
have been included into the Subordination Agreement regarding the Regulatory /{qreement,
developers performance and Agency's right to foreclose. The lender had no problem with that.
Mr. Roger Davila of American Senior Living (ASL), stated that the Agency has the ability to take
over the project if they do not meet the affordability compliances. If in fact this project goes to
foreclosure there will be a significant period of time between the inception of foreclosure
procedures and conclusion of foreclosure procedures. It can be either added to the document
and/or it is already in the document, that the Agency should be notified in the event of filing a
foreclosure. At that point there will be at least six months before the actual foreclosure happens
and that will give enough time for the tenants to be notified.
Following discussion it was MOVED by Agency Member Segal, seconded by Agency Member
Marshall and CARRIED on roll call vote as follows to APPROVE RESOLUTION ARA-207
entitled: "A RESOLUTION OF THE ARCADIA REDEVELOPMENT AGENCY MAKING
CERTAIN FINDINGS RELATIVE TO THE PROPOSED 54 UNIT AFFORDABLE SENIOR
HOUSING PROJECT DEVELOPED BY AMERICAN SENIOR LIVING, DOING BUSINESS AS
ARCADIA HERITAGE PARK, L.P., APPROVING AMENDMENT NO. 1 TO THE JANUARY 21,
2003 OWNER PARTICIPATION AGREEMENT WITH AMERICAN SENIOR LIVING,
APPROVING A SUBORDINATION AND STANDSTILL AGREEMENT WITH ARCADIA
HERITAGE PARK, BNY WESTERN TRUST COMPANY, AIG SUN AMERICA, AND
APPROVING A SUBORDINATION AGREEMENT WITH LOS ANGELES COUNTY
COMMUNITY DEVELOPMENT COMMISSION"; and AUTHORIZE the Executive Director to
EXECUTE the documents subject to minor revisions approved by the Executive Director and
also by Agency Counsel as to form.
AYES: Agency Members Kovacic, Marshall, Segal, Wuo and Chang
NOES: None
ABSENT: None
ADJOURNMENT The meeting of the Arcadia Redevelopment Agency ADJOURNED to July 15, 2003 at 6:00
p.m., Council Chambers Conference Room.
THE CITY COUNCIL RECONVENED
18.
18a.
MINUTES
(June 17, 2003 -
AS AMENDED)
18b.
LIVE
BROADCAST
FY 2003-04
(Council Mtgs.)
CONSENTITEMS
APPROVED the Minutes of the June 17, 2003 Regular Meeting as amended.
AUTHORIZED the retention of Studio Spectrum, Inc., in an amount not to exceed
$25,000.00, to fiim, program and provide other ancillary services related to the live
broadcast of City Council meetings during fiscal year 2003-2004.
7/1 /03
:.
.• -
~ - - ~ ; ` 45:0128
18C.
PURCHASE AUTHORIZED the purchase of 100 Level II ballistic vests, model XTXS2-3, for the Police
BALLISTIC Department from Aardvark Tactical in the amount of $64,408.75.
VESTS
(Police Dept.)
18d.
VEHICLE AUTHORIZED staff to purchase one Urban Search And Rescue Truck from the Equipment
PURCHASE Replacement Plan from Emergency Vehicles, Inc., in the amount of $184,682.08, for the Fire
(Fire Dept.) Department.
18e.
AGREEMENT AUTHORIZED the City Manager to EXECUTE an Agreement for Services with the Arcadia
FOR SVCS. Chamber of Commerce for $55,000, in a form approved by the City Attomey; and, that the
(Chamber of Arcadia Redevelopment Agency AUTHORIZE the transfer of $3,750 to the City for payment
Commerce) of services rendered by the Chamber of Commerce to the Central Downtown
Redevelopment Project Area.
18f
NEW & APPROVED new and revised job specificatibns for Utilities Superintendent, Streets
REVISED JOB Superintendent, Water Maintenance Crew Chief, Maintenance Crew Chief, Water Production
SPECIFIC. Technician I/II, Water Services Representative Crew Chief, Equipment Operator, Water
(Public Works Quality Backflow lnspector, and Water Production Crew Chief.
Department)
18g.
ACCEPT ACCEPTED the work pertormed by D& J Foothill Electric, Inc, for phase (1), the Installation
WORK of parking lot and emergency electrical connection at the Community Center project as
(Parking Lot & complete; and, AUTHORIZED the final payment to be made in accordance with the contract
Emerg. Elect. documents, subject to the retention of $10,600.00
Connect. -
Community Ctr)
J ,an.
AWARD 1 YR APPROPRIATED an additional $1,500 from the General Fund to pay for the following
CONTRACT services; and, AWARDED a one (1) year contract in the amount of $74,646.04 to Tra~c
(2003-2004 Operations, Inc. for the painting of street striping and pavement marking services for fiscal
St. Striping 8~ year 2003-2004; and, WAIVED all informalities in the bid process; and, AUTHORIZED the
Pavement City Manager and City Clerk ta EXECUTE a contract in a fortn approved by the City
Marking Svcs.) Attorney.
78i.
ACCEPT ACCEPTED all work performed by Ranco Corporation for the 2002/2003 Concrete Repair
WORK Project as complete; and, AUTHORIZED final payment to be made in accordance with the
(2002/2003 contract documents, subject to a retention of $8,248.68.
Concrete
Repair Proj.)
18j.
AWARD 1YR. AWARDED a one (1) year contract extension in the amount of $60,000 to National Plant
CONTR,4CT Services, Inc. for closed-circuit television inspection services of the sanitary sewer system
(Closed-Circuit for fiscal year 2003-2004; and, AUTHORIZED the City Manager and City Clerk to EXECUTE
Television an Agreement in a form approved by the City Attorney.
Inspection Svcs.)
7/1 /03
4v": C J 29'
18k.
AWARD AUTHORIZED the City Manager to enter Into a contract with DMA Greencare Contrecting,
CONTRACT Inc. in the amount of $89,780.50 for the Construction of Landscaped Median on Huntington
(Landscaped Drive.belween Morlan Place and Santa Anita Avenue.
Median Const. -
Htg. DrJ
THE PRECEDING CONSENT ITEMS 18a, b, c, d, e, f, g, h, i, j& k APPROV~D ON.
MOTION BY COUNCILMEMBER MARBHALL, SECONDED BY COUNCILMEBMER
SEGAL AND CARRIED ON ROLL CALL VOTE AS FOLLOWS: .
AYES: Councilmembers Kovacic, Marshall, Segal, Wuo and Chang
(Item 18a. approved as amended)
NOESi None
ABSENT: None `
~ g, CITY MANAGER
19a.,,
MAYOR/ On April 16, 2002 the City Councit adopted a unique Mayor's Rotat(on Schedule so that as
MAYOR PRO many Council Members as possible would have the opportunity to serve as Mayor during the
TEM City of ATCadia's centennial year. Different recollections as to who is to be Mayor Pro tem
ROTATION for the period covering January 20, 2004 until April 20, 2004 make it necessary for staff to
SCHEDULE ask for City Council clarification and direction on this matter.
(1-20-04 through
4-20-04) The staff report and motion suggesting the unique Mayor's rotation did not specifically
designate a Mayor Pro tem for the period of January 20 through Apr11 20, 2004. However,
the minutes that were prepared for the April 16, 2002 m~eting and subsequently approved
by the City Council indicated Councilmember Marshall as the next in line.
It was MOVED, by Counciimember Segal, seconded by Mayor Pro tem Kovacic and
CARRIED on roll call vote as follows to ENDORSE the Mayor/Mayor Pro tem Rotation
Schedule covering January 20, 2004 until April 20, 2004 as stated in the July 1, 2003 staff
report.
AYES: Councilmembers Kovacic, Marshall, Segal, Wuo and Chang
NOES: None
- ABSENT: None
ADJOURNMENT At 9:28 p.m. the City Council Regular Meeting ADJOURNED to July 15, 2003 at 6:00 p.m. in
(July t7, 2003) the Councll Chambers Conference Room for a Regular Meeting to conduct the businass of
the City Council and Arcadia Redevelopment Agency and any Closed Session necessary to
dlscuss personnel, litigation matters or evaluation of properties.
w
June D. Alford, C' terk
~ 0 7/1/03
lyq,
~
ARC ~ I
9
,~`°Rp°R°TE9-'°° STAFF REPORT
Development Services Department
July 1, 2003
TO: Mayor and City Council
FROM: Don Penman, Assistant City Manager/Development Services Director ~
By: Donna Butier, Community Development Administrator,~j!~j
Prepared By: Joseph Lambert, Associate Planner~
SUBJECT: Text amendment T.A. 2003-001 - amendin the text of the Arcadia
Municipal Code to allow education/tutorinq centers on the qround floor
alonp Huntinqton Drive
Recommendation: Deny
SUMMARY
The City received a request from Prisca & Hanfu Lee to delete the requirement that
prohibits education/tutoring centers on the ground floor along Huntington Drive.
Section 9264.2.9(6) of the CBD regulations currently state that "Education/tutoring
centers not located on the qround floor area afong Huntington Drive and First Avenue"
are a permitted use subject to the Conditional Use Permit process.
The applicants are proposing to change the wording of Section 9264.2.9(6) to read:
"Education/tutoring centers not located on the ground floor area along First Avenue" are
permitted subject to the Conditional Use Permit process. The Development Services
Department is recommending denial of TA 2003-001.
DISCUSSION
The project applicants own the property at 29 E. Huntington Drive, which has been
conditionally approved for a coffeehouse and is improved with a dentist office. The
dentist office is located in the rear 2/3 of the building and the proposed coffeehouse will
be located toward the front of the building. The applicants intend to add a tutoring
component to the approved coffeehouse use. Pursuant to the regulations of the CBD
LASER IMAGED Page 1
1 ~-~°
zone, tutoring centers are a conditionally permitted use along Huntington Drive and First
Avenue when not located on the around floor.
The proposed text amendment would allow education/tutoovedcthisrwouldhallow the
floor area of buildings fronting Huntington Drive. If aPations for educationltutoring
Planning Commission an oppo~tunity to review app ~
centers through the conditional use permit process. However, this application does not
address proposed education/tutoring centers fronting First Avenue.
The CBD (Central Business District) zone was created in 1996 as part of the
"Downtown 2000" program intended to revitalize economic activity in the downtown
area. The CBD zone regulations are intended to promote a strong pedestrian
orientation through its permitted uses and deve~opment standards. Retail uses and
consumer services are generally encouraged within the CBD zone, especially within the
front 113 of storefronts facing First Avenue and Huntington Drive. These uses
encourage pedestrian oriented development.
Certain uses within the CBD zone are conditionally permitted, and such uses are
reviewed by the Planning Commission through the conditional use permit process.
Educationltutoring centers are a conditionally permitted use when located above the
ground fioor area of Huntington Drive or First Avenue. These uses are prohibited along
the ground floor area in an effort to encourage more pedestrian friendly uses fronting
Huntington Drive and First Avenue. Educationltutoring centers are not considered uses
that further the goals of the Downtown 2000 program and the CBD regulations that
implement those goals.
The Community Development section of the General Plan incorporates the goals of the
Downtown 2000 program, identifying downtown Arcadia as the "Heart of the City." The
General Plan encourages revitalization of downtown, and to establish the area as the
City's historic business core. Therefore, the goals of the General Plan are consistent
with the regulations of the CBD zone and the Downtown 2000 program.
As previously stated, the goals of the CBD zone and the General Plan include the
promotion of retail uses and pedestrian oriented development, especially along
Huntington Drive and First Avenue. Staff feels that education/tutoring centers are not
co~nd am and Genelral Plan.a Thereforealstafftrecomlmends de~nial of t e~p op sed ~exot
P 9
amendment.
PLANNING COMMISSION ACTION
The Planning Commission at its May 27, 2003 meeting voted 4-0 with one member
amendmentscomhe exaof thefAcadia Mun~~Opal~Code toitalow education/tu~torng
centers on the ground floor along Huntington Drive. The Planning Commission
Page 2
~~P~~af r;-,..~i~
..E P1~':l ~rt~~~
concurred with staff's recommendation and noted that if this text amendment was
approved it would be inconsistent with the goals set forth in the CBD zone and the
General Plan.
ENVIRONMENTAL ANALYSIS
The proposed text amendment will not have a potential for causing a significant effect
on the environment and is, therefore, categorically exempt from CEQA per Section
15305.
RECOMMENDATION
That the City Council move to deny T.A. 2003-001 to delete the requirement that
prohibits education/tutoring centers on the ground floor along Huntington Drive.
If the City Council determines that tutoring centers are an appropriate ground floor
activity along Huntington Drive, the Council should move to approve T.A. 2003-001 and
direct staff to prepare the appropriate Ordinance for adoption at a later meeting.
Attachments: Aerial Photo & Zoning Map
Vicinity Map
Existing CBD Regulations
ApplicanYs Business 5ummary
PC May 27, 2003 Minutes
Preliminary Exemption Assessment
Approved by: ~9 1~
William R. Keily, City Manager
Page 3
~
N
~ Tq 2003-001
[~ Arcadia
CBD, Zone
r--~-~
, ,'- 'S S
~~~
Development Services Departmer~t e~eni ,
~gineenng Division rN
C~RPORAT$~~
pqpxedby:R.S.Gor¢alez,MaY2003 -
100... ~ . .0 100 200 Feet
Subject
Tq 2003-001
.4N .' . ... . //~\ .. . l I~~ I ~
, / \ . PORTE ST lA POR7E Sf ..
~/~l
N
}00 ~0 . 100 200 30B 400 - 500 800 700 800 Feef ~.~
w ~ STJ0.5FPNS1 SiJOSEPH 57
0
~
~.,. ~ a ~0,~ a
~.
y
o sT s
z
~
~
m
TINGiON DF
HUNTINGTON OR HUNTINGiON DR
~ ~~~
ALTA Si AL7A ST ~~ AL7A ST
I ~
I
~~ ~
BONITA ST BONf7A Si BONi7A ST .
~!
4
~
y
~
CAIIFORNIA St~ CALIFORNIA 57 '
~
¢
~
S
LL
. DIAMOND ST . . -lAMOND ST
a
C
~
~
c
y
~'
c
t
~
~
~
~ TY Qj'a~
i 1
i
~
.~.~:
Development Services Deparfment ~C~
Engineering Divrsion r
R'epaetlby: R.SGonzakz, MaY~ McORPORAT$%
TA 2003-00~
HUNTINB
~ ~
¢ ~
o ' ~~
w
CITY O~ ARCADIA
I.DL 2ti+vv~r~ ~ ~•+ . ~.
9263.6.7
community-wide need under desien standazds which
ensure compatibility and harmony with adjoining
land uses,;and which e^.courage the highesL qualiry
tiesign aa3 deve:opmeat.
The CBD Zone encompasses the Ciry's ~aditional
~'owntown and the Central Redevelopment Project
r1:ea. The CBD Zone is intended to piomotz a
strong pedestrian orientauon throueh its mix of
percnitted uses and specific develooment standazds.
DIVISION 4.
CBD CENTR~L BUSINESS
DISTRICT ZONE.
TITLE 2.
GENERAL U5E REGLTLATIONS
DIVISION 4.
CED CENT'RAL BUSIN'ESS
DISTRICT ZONE
TITLE 1.
PL'RPOSE
9264•1. PURPOSE.
The CBD (Cen~al Business District) Zone is
intended to provide for general retail and profes-
sional o~ce~service activides servin; a regionaJ
926A.2. tiSES PEI2NIITTED.
No building or land shalI be used and no buildine
shall be he:eaf~e: erec?ed, constructed or esabl:shed,
except for the uses specified in the follcwin~ suo-
sections, and ic compliance with the reg.;lations oi
,
this Division.
~ 925~1.31. :~tiTONiOBILE PARK~NG
'~ LOTS AYD GARAGES.
When such uses do not front an Huncington
Drive. Parkin; ~aza~es may front on Huntington
Drive when the ground floor adjacent to the street
is constructed to accemmodate commercial uses.
92b~3.2.2. FTNANCIAL INSTITUTIONS.
Commercial banks, savin~s, loan associations and
credit unions.
9364.2.3. BUSINESS eiND
PROFESSIONAL OFFICES.
Establishmen:s where the administrative, clerical
and manage:ial func[ions of a business or industry
aze conducted or where members of a profession
conduct their pracuce (i.e., accounting~ medical or
eaQineering). Business and proiessional ofFices are
not permitted in the fronc one-third (1/3) of the
ground floor azea along First A~'enue ex:ept as
4A~
~ax~a~= Io-99)
CITY OF ARCAD~A
9264.23
provided in Section 9264.2.7. (.~.mended by Ord.
2085 adopted 5-5-98; amended by Ord. 2112 adopt-
ed 8-3-99),
9264.2.4. BUSINESS SERVICES.
Establishments primarily eneaeed in rendering
szrvices to buiness establishments including adver-
using and mailing, employment services; manage-
menz .ad consul[ing services; protective services;
eqc'._--ent reatal and leasine; pho[o finishing; and
per_ ~nal supply service;. Business ser+ices aze r,of
per.nicted in the front one-third (i/3) of the ground
floc.- area along First Avenue except as provided in
Sec*.;an 926~.2.7. (.~rnended by Ord. 2085 adoored
~-~-98; amended by Ord. 2112 zdopted 8-3-99)
9264.2.~. COVSL~IER SERVTCES.
Es.ablishmen[s primarily eaga~e3 in rendering
services shall be ailcwed in the GBD zone except
ttiai such services aze noE permi[ted in li5e front one-
third f 1/?1 of t6e g*ound floor area along First Ave-
nue.
1. Barber, beauty, tanning and nzil shops;
~. Dry cleaning shop;
_. Ecuipmen[ ren[al and leasing; '
~. Electronic repa'u shop; ~
,
~. Furniture rental srores;
6. Hazdwaze rental stores;
%. In!erior desitn store~showroom that dozs not
have on-site retaii;
8. Locksrnich shops,
9. blusic renta] and lesson stores:
10. hSailing services, ir.cludin~ post ofnce box
ren~als and courier sbipping;
11. Photob aphy smdios;
i2. Shoe repair;
13. Tailor, dressmaking shops;
14. Video rentaUsales;
15. ,~ny other use deemed by the Planning
Commission to be considered "consumor services.°
(Added by Ord.2085 adopted 5-5-98; amended by
Ord. 2112 adop[ed 8-3-99)
CBD REGULATIONS
9264.2.6. RETAIL USES.
Retail stares or bus:nesses under ten thousand
(10,0q0) squaze feet of ~ross iloor azea not involv-
ing any kind of manufacture, processing or ¢eat-
ment of products other chan that which is c]early
incidental to [he retail business conducted on the
premises and provided that: (1) a:ninimum of thz
iront one-third (1/3} of the ground floor area of a
buildin2 shall be utilized for retail sales and display;
(2) that the incidental manufacture, processin~ or
~aaQnent of products shall not exceed one-[hird
(1/3) of the ground floor area of the building; and
(3) windews facing the public s~eet shall have
merchandise visible to passin; pedesuians.
l. Anrique stores: sevenry-five percen~ (75%)
of 3erchandise must be over one fiundred (1001
years old:
?. Appliance scores;
~~ .Art galIeries;
4. Baiczries, ice crzam stores or confecuone-v
stores enployir.g Izss than *ive (5) perscns;
~. Bicycle shoos;
~6. Boek or stationery stores;
7. Camera shop; ,
s• Clochin~ or wearing anpa.*el shops (new
merc:;andise only);
9• Cons;gnment c?otnin2 s.ores;
1Q Copy centers (nee includin~ comme:cial ofi-
sec printers);
11. DeIicatessen shops;
L. Department stores;
13. Drug stores;
14. Floor coverin~drapery stores;
15. Florist shops;
16. Furr.icure sales; .
17. Hazdwaze sales;
I8. Interior decorating stores;
19. Jewelry stores;
2~• Kitchen and bath cabinets/fixtures;
21. Lighting fixture stores;
2?• Music stores, instrument sales;
23• Paint and wallpaper stores;
24. Pet shops;
25. Photog*aphy stores;
26. Picture frame stores;
~~ (Madia l0.99) ~~
ciTY o~ aiic~~a
l.I}~11:~[:~l7VLCii~~.~ ....
9264 ?.6
27. Radio and television stores and incidental
repa~r services;
28. Records, audio and videotaoe and ocher
producu, inc,udin~ sales, ren[als and incidental
reoair;
29. Saddlery shops;
30. Spordng goods stores;
31. TobacconisUcigar shops;
;2. Toy shops;
, _3. Trophy shops;
34. Typewricer and competer product sale=_,
ientals and incidental services. (.~nended by Qrd.
2QE~ adopced 5-~-98; 3rnended by Ord. 2112 adop[-
zd 8-3-9°)
9~(~ :,7, iJSE OF GROII`ID FLOOR FOR
RET?,IL COb'll~i IERCL~L
BUSINESSES.
1, In crder to maincain an active pedesuian
envirenment wiLhin the downtown, oniy srecified
;etail commer~ial ousinesses and financial ins5ru-
tiens shal! be allowe3 within the front one-third
(173) of the gound fioor for strucmres frontin~ on
First:~venue exceot as provided in subsection 2 of
tnis Secrian.
2. W'here a structure has been specifically da-
si;aed, consffucte3 and maintained to serve office-
tvpe uses, and where because of l:mited pedestrian
access the structure would not properly ser~e retail-
rype uses, then o~c~ and businesa service uses may
~~upy the g*ound floor, including the front one-
third (1/3) of the sQUCture.
3. A bona fide recail commercial business shall
ooerate witkrin the frant one-third (1~~) °f the
~round floor area of a building.
4, ~/indows facing che public streot shall display
merchandise visiole to passing pedestrians•
S. One (1) passa~eway may be provided tEuough
the front one-third (1/3) azea to the reaz of the struc-
ture. The passa~eway shall not exceed a maximum
width of five (5) feec or the minimum width aeces-
sary to comply with the P,mericans with Disabilities
Act. (rlmended by Ord. 2085 adopted ~-~-98~
amended by Ord. 2112 adopted 8-3-99)
g264,2.g. ACCESSORY USES.
Accessory uses customarily incidental to any
permitted uses aze permitted when located on thz
same lot, cxcepc that no more than tYuee (3) gama
machines shall be considered as an accessory use in
eacn hotel, eaung establishmenc or restaura~t.
(.~,mended by ~d. 2085 adopted 5-~-98)
g26~4,2,g. USES SUBJECT TO A
CO,~IDITION:~I. USE PER'~ITT•
The following uses may be permitted provided
that a condicional use permic is obeained in accor-
dance with the procedures set forch in Seccion
9275? of this Chapcer.
7_ Any use over tea thousand (10,000) squaze
feet g*oss floor area;
?. Alcohelic beverage sales for off-premises
consumpticn (iiquor stores);
3. Daycare cente:, not locared on fl~e ~ ound
floor along Hunungtor. Dri~'e and First Avenue;
4. Drive-in ?acilitizs for fmancial inscimr.on<_.
not located on the b ound floor along Huntington
Tjrive and First Avenue (added by Planning Com-
mission);
j. Drive-in facilicies for restanrancs and earing
escablistL-nents, not lecated on the ground floor
alon~ Hunting~on Drive and First Avenue (added by
Planning Commission);
6. Educaaonitutoring cent~eon Driveoand Firs
the ground floo* along Huntin,,
Avenue;
7. Health clubs;
g, biartial ares srudios;
9. Residential uses which aze an integr du/ac
of a commezcial development (thirceen (13)
maximum). Must be located above [he ground floor,
10. Restaurants> eatine establisr~nts, coffee
houses, jLice bazs, deiicatessen and similac' uses;
11. Restaurants and eating establishmenis wn~h
a sepazate baz/lounge azea, serving of alcoholic
beverages and/or with live entertainmenr ,
12. Restaurants and eating establiskunents, in-
cluding the inciden[al serving oi alcoholic bevera;es
but without drive-through facilities or baz/lounges;
446-1
p+,rodia 10•991
e~TY aF ~icaD~
9264:29
13: Theaters. (Amended by Ord. 208~ adopted
5-5-98)
9364.2.10. OTF~R USES.
Any other uses deemed bythe PSannin~ Commis-
sion to be compatible with the purnoses of this
Tide.(Amended by Ord. 208~ adopted 5-5-98)
~
o...~. m.e.
~~.. ~~
~
~a ~
~,p. ~~..e...a..~...
~
,... ~
~«
DI~'ISION 4.
CBD CE.VTRAL BL'SI~ESS 3'
DISTRICT ZONE
TITLE 3.
DEVELOPNIENTSTANDARDS
92643• vIINIlVIUlY1 P.ARCEL AREA.
Every project site or ]ease parcel sball have an
ar~a of not less than five thousand (5,000) squaze
fee: except that no exisung pazcels shall be subdi-
vided which create lots less than ten thousand
(10,000) squaze feeC
CBD REGULATIONS
92643.1. BUILDING HEIGHT.
No building hereafter erected, constructed or
estabiished shall exceed three (3) stories, having a
maximum hei~ht of forty (40) feet not includine
mechanical equipmeni and screening devices.
An additional height bonus may be considered by
~e ~iry of up to six (6) stories with a maximum of
sixty-fve (65) feet through the approval of a condi-
rional use permit for the provision of one or more
of the followin;:
1, Additional shared parking facifities,
Z. Residentiai units above the ground floor;
3. Day caze and nursery facilities;
4. Enhanced pedestrian areas, plazas, landscap-
ing, public art, and water features;
5. Outdoor cafes/restaurants; and/or
6, Tra~c demand management faciliues (i.e.,
cazpoollvanpoo] pazking, transit facilities, enhanced
linkages to off-site transit faciliues).
92643?. BLZLDING SETBACKS.
A. Street S:de Setbacks. No street side setback;
az'~ required and the maximam setback permitted
shaL be ten (10) feet which may 6e used for land-
scaping, pedestrian c'uculation, eatry court, outdoor
d~ning, and similaz uses related ro a downtown
pedestrian environment.
B. Side Yard Setbacks. No side yazd setbacks
shall be required, except as follows:
1~ ~here the side property line abuts residendai
zoned property, no setback shaIl be required for the
ground floor portion of the suucture or first fifteen
(15} feet of s~ucture heighc, whichever is less: Por-
rions of the structure above the ground floor or
fifreen (15) feet in height shall be set back a mini-
inurn of ten (10) feet fram the side praperty line.
2. Where the side property liae abuu a dedi-
cated alley which sepazatzs such side property line
from abuttin; residential zoned property, ihe side
Ya~ shall have a minimum.dapth of ten (10) ieac,
whicfi shail be measured from the center liae of said
alley and the forty-five (45) degree angle of the
aforedescribed plane may be measured at
(Madia i0.9~ . ~6-,L
1. Tutoring wiil help to bring ciients to our Coffeehouse business which is in an area with
very little foot traffic. We believe that this idea will benefit other businesses in the area.
2. Our Coffeehouse is a unique business. Our goai is notjust making money but also to
encourage kids to have high values such as high morals and to be good, loving and
obedient, while having fun. It is important for us to create a healthy environment for these
kids. We will encourage our kids to be brave enough to show off their talents while
building up friendships. We prefer to have families be involved and to monitor our
coffeehouse.
3. 2 years ago when we had trial coffeehouse nights, famllies, young and old enjoyed the
fun yet had the assurance that our coffeehouse was a safe ptiace. Our nelghbors loved It.
They could not wait for us to open this piace. They know this husiness will ed off the arm
environment and will bring profits to their husiness. They parked and dropp
kids in the back parking lot.
4. Parents that bring kids for tutoring are in fact the ones who'nar~~tem off n the busy ir
kids_ They will not be putting their kfds In danger by dropp g
str2et They wiil be parking in the back parking lot. These parents are good and obedlent
that follow rules. It is aiso mandatory now that parents who bring their kids need sign in
and sign out: We will not release kids any other way. Parents are not hard to control ,
they are respectful and law abiding.
5. We have never heard of anyone getting hurt from parents dropping off children at school
on Duarte Rd. Yet, Duarte is a busy street just like Huntington Dr. Tutoring is not a
school. We have much less students than schools would have. If it is all right to have a
schools on Duarte Road and First Avenue, it would only be fair for us to be allowed to
have tutoring here on Huntington Drive, especially since we have a large public parking
space.
6. Currently there is a trend that coffee houses are equipped with books and compu ers.
This wouid especially be helpful In Arcadia where there is.stiff competition students.
Parents have requested for us to provide tutoring for their children in a fun place like o~,irs
and to help monitor their homework. If you look at Starbucks, Borders etc., you will flnd
that kids study there. We just cannot prevent that. We think the cld fashlon Code should
be revised.
7. The kids that come to the coffeehouse will also be the ones that study. Again, since
businesses in downtown Arcadia are so slow( e.g. Cafe De Lily), the few hours that these
kids will come to recelve tutoring will only help the coffeehouse have a normal flow of
people coming.
8. Kids will come for tutoring close to 4 pm when all other businesses are about to close. A[
this time parents will only just come for a few minutes to sign in/ouffor tlieir chiltlren.
From our experiences , people stari coming into the coffeeholU for anfotheftCUP SlAfter all
hours as well (Spm) or so . I doleot tolf s acesllonend to app y
the public parking always has p ty P F
9. We will not serve alcohol or inappropriate books etc. Kids again will be monitored . If our
w'e should encou age theminW alt are'we here fohyif t~s nhotmo makeya postive kids and
difference on the lives of others and our worid. Thank you for your understanding.
Summary;
1. Easy flow.
2. Tutoring starts at the end of business hours.
3. Responsible parents and business owners will monitor.
4. To bring good, healthy , safe, environment for the fami4y to en}oy.
5. To promote good future for kids and our community and country.
6. It is a trend, whether we like it or not, kids will study in the coffeehouse like ours. So why
not monitor and give appropriate service as well.
7. f believe that you care about the people in your community also.
• ~: .
2. PUBLIC HEARING TA 2003-001
Consideration of a text amendment allowing education/tutoring centers on the ground floor
along Huntington Dr.
The staff report was presented.
Commissioner Lucas asked if there were any procedural means that this could be done on the first floor
without having to actually amend the code. Mr. Lambert replied that the CBD zone prohibits tutoring
centers or educational uses on the ground floor along Huntington Dr. and First Ave. The only avenue to
do that would be to amend the code which would then require an approved CUP. These uses aze
permitted on the second floor, above the stores, but not on the ground floor. Although, the applicant is
requesting this oniy for Huntington Dr., there aze othei CBD zones which aze not fronting Huntington,
and if the code is amended, it wouid affect all of those areas which aze along portions of First Ave. and
Santa Anita. Staff is not in favor of this amendment.
Commissioner Baderian asked whether their original application indicated the desue to have a tutoring
center and Mr. Lambert indicated tF~at it was for a coffee house.
In answer to a question from Commissioner Wen, Mr. Nicholson replied that this azea is still the
downtown area. Staff feels that it will take at least 5-10 yeazs to see the results of Downtown 2000 plan
which was adopted by the City Council. If at that time it is determined that the plan is not working, then
it could be amended.
The public heazing was opened.
No one else spoke in favor of or in opposition to this item.
Chairman Olson closed the public hearing.
Commissioner Baderian felt that based on the reports, it appeazs that the City Council made it clear
when they adopted the Downtown 2000 plan that they wanted to see certain types of uses in the azea
which would help the azea grow. This use, if approved, would be going against that set goal. He wanted
to send a strong message to the City Council that the plan for the azea be continued as it was originally
established.
Motion
It was moved by Commissioner Baderian, seconded by Commissioner Lucas to recommend
denial of TA 2003-001 to the City Council.
ROLL CALL:
AYES: Commissioners Baderian, Lucas, Wen, Olson
NOES: None
ABSENT: Commissioner Hsu
Arcadie Ciry Pleming Commission 3
527/03
PRELIMINARY EXEMPTION ASSESSMENT
~°"'°^"`°~ (Certificate of Determination when attached to Notice of Exemption)
1. Name or description of project:,^nTenf.nAmce tersnonNthe 2qro~n~d 1fiooA alona
H~ntinqton Drive.
2. Location: NiH
3, Entity or person undertaking project:
A.
X g, Other (Private)
. . -.
~~) Name:. Prisca & Hantu Lee
~2) Address: 29 E. Huntin ton Drive Arcadia CA 91006
4. Staff Determination: review of this project in
The City's Staff, having undertaken and completed a preliminary
accordance with the City's "Local Guidelines for Implementing the California
Environmentai Quaiity Act (CEQA)" has concluded that this project does not require
further environmental assessment because: ro ect under CEQA.
a _ The proposed action does not constitute a p 1
b _ The project is a Ministerial Project.
~ _ The project is an Emergency Project. lanning study.
d _ The project constitutes a feasibility or p
e x The project is categ~on~ Cllass xemp15305
qpplicable Exemp
f _ The project is statutorily exempt.
qpplicable Exemption:
The project is othenriise exempt on the following basis:_-
9• -
ro ect involves another public agency which constitutes the
h _ The p 1 ency
Lead Agency: Name of Lead Ag
Joe Lambert
Date: A ri124 2003 Staff
~102
- ~~-,., ; 1Z h ,
. ~..
^~^
STAFF REPORT
Arcadia Redevelopment Agency
July 1, 2003
TO: Arcadia Redevelopment Agency
FROM: ~GPete Kinnahan, Economic Development Administrator
SUBJECT:. Resolution ARA-207 - A Resolution of the Arcadia Redeveloament
Agencv making certain findinqs relative to the proposed 54-unit affordable
SUMMARY
Mr. Roger Davila of American Senior Living ("ASL;' doing business as Arcadia Heritage
Park, L.P.), the developer of the proposed 54-unit affordabie senior housing project at
150 W. Las Tunas Drive, has requested certain clarifying amendments to the January
21, 2003 Owner Participation Agreement ("OPA") with the Arcadia Redevelopment
Agency ("Agency"). Together, these amendments constitute Amendment No. 1 to the
OPA (Exhibit A to Resolution ARA-207, Attachment 1).
The Agency is also being requested by Mr. Davila in a Subordination and Standstill
Agreement (Exhibit B to Resolution ARA-207) to subordinate its 4.5% residual $1.8
million loan behind the Bank of New York ("BNY"), the bond trustee, and behind AIG
SunAmerica ("Sun"), the construction phase credit facility lender, but ahead of the Los
Angeles County Community Development Commission. This is generally consistent
with previous discussions but it does expose the Agency to some risk that a senior lien
holder may, in the event of a foreclosure, convert at least many of the income-restricted
~p,S~Q 11a~r~UCU
s~'
America. and aparovinp a Subordination Apreement with the Los Angeles
Countv Communitv Develoqment Commission
Recommendation: Adoption of Resolution ARA-207
Arcadia RedevelopmentAgency.
July 1, 2003
Page 2
units to market rate and possibly stop repayment of some or all of the loan. Certain
protections for the Agency's rights are in the Agreement.
The County is agreeing in the second Subordination Agreement (Exhibit C to Resolution
ARA-207) that the Agency is in a higher lien position than the Counry.
After much negotiation, Agency Counsel has reviewed. and approved Resolution ARA-
207 (Attachment 1 to this staff report), as well as Amendment No. 1 to the OPA, the
Subordination and Standstill Agreement, and the Subord'ination Agreement with Los
Angeles County. Staff recommends approval of Resolution ARA-207.
DISCUSSION
Amendment No. 1 to the OPA (Exhibit A to Resolution ARA-207)
The Agency adopted the OPA with American Senior Living (Arcadia Heritage Park,
L.P.) on January 21, 2003.
The Developer has requested non-substantive ciarifying changes to the text of the
OPA. These are shown in Attachment 1, Exhibit A. These are acceptable to
Agency Counsel and staff.
Mr. Davila expects to begin actual construction in late July or early August and be
done by mid-summer 2004. Under the Federal Tax Credit regulations, .possible
tenants must have their income verified no sooner than 90 days prior to move-in.
Therefore, the lottery to select the tenants would be around mid-April 2004. This
would permit ASL to have to verify and certify incomes only once prior to
occupancy.
The Developer has purchased the 150 W. Las Tunas Drive property, relocated the
tenants, and obtained an amendment to the City's General Plan permitting a higher
density for affo~dable senior housing. He has submitted building plans to both Los
Angeles County and the City for plan check. He has submitted applications to Los
Angeles County for HOME funds, the Califomia Debt Limit Advisory Committee
("CDLAC") for a$6 million California Statewide Communities Development
Authority ("CSCDA") Multi-Family Housing Revenue bond issue, and requested a
4% tax credit application from the Califomia Tax Credit Allocation Committee
("CTAC").. He is currently working with the lending sources and their respective
bond counsels on the July CSCDA bond closing. The project is on schedule for a
mid-2004 opening.
/[~ -~ /~ 11 0 ~ ! (11 ~ ~ ~
li t,~ ~.~,. ..». .
~.> r
• ` ~ Arcadia Redevelopment Agency
July 1, 2003
, Page 3
2. Subordination and Standstill Apreement (Exhibit B to Resolution ARA-207)
The proposed CSCDA $6.0 million bond issue to partially fund the construction of
the 54-unit ASL Heritage Park affordable senior housing project will be issued in
two parts - Senior bonds -$2,500,000; Subordinate bonds -$3,500,000. The
Agency is being requested to subordinate our $1.8 million 4.5% residual loan
behind both the Bank of New York Westem Trust, the bond trustee (first trust
deed), and A!G SunAmerica, the construction phase credit facility provider (second
trust deed). The Agency's third position is consistent with previous discussions.
However, payment of-the Agency's loan comes only from 50% of the net cash flow,
probably beginning around year 14 according to the Agency's consultant, Keyser
Marsfon Associates and continuing annually until year 30, with the balance of loan
principal and interest owed to be paid out of a develope~ refinancing.
The Subordination and Standstill Agreement permits the first trust deed holder, in
the event of a foreclosure, to terminate the Regulatory Agreement. The Regulatory
Agreement requires that the project be income-restricted, and convert some or all
of the project to market rate housing. Although this would be very unlikely while the
30-year federal tax credits are in place, we are advised that the Federal National
Mortgage Administration ("Fannie Mae") requires that.,all other lenders agree to
subordinate any rights contrary to this provision. Fanny Mae requires such
subordination as a condition of their purchase of the mortgages in the secondary
market. According to the Developer's attorney, Bruce Holden of the law firm Arter
& Hadden, in his letter dated June 20, 2003, the ASL project is dependent on such
subsequent purchase (see Attachment 2).
Agency Counsel advises that the Agency can subordinate the Health and Safety
Code requirement that affordable rental units, i.e., income restricted, be retained for
55 years if findings are made that no other economically feasible method of
financing the project, on substantially comparable terms and conditions but without
subordination, is reasonably available. The Agency's financial advisor, Kathe Head
of Keyser Marston Associates ("KMA") has informed staff that in the complicated
affordable housing projects she has worked on, Agency approval of the
Subordination Agreements and of the findings related thereto are typically made in
the cities in which she works (e.g., Glendale). She believes this ASL project is no
different.
The June 19 Arter & Hadden letter provides further explanation of the Fanny Mae
role in this financing and the various regulations and practical considerations
affecting the Regulatory Agreement and the Subordination Agreement for this
project. Agency Counsel has requested and the Developer and other parties have
agreed that notwithstanding the Agencys subordinating the Regulatory Agreement,
the Agency will be expressly permitted to sue for Specific PerFormance to enforce
Arcadia Redevelopment Agency ~, ry
July 1, 2003
Page 4
the Covenants on income restriction, and/or to foreclose on the property and re-
market it for affordable senior housing ourselves.
In summary, the Agency, by adopting Resolution ARA-207 which among other
matters approves the Subordination and Stands4ill Agreement, is taking a risk.
However; without the Subordination the project could not proceed. The project will
benefit many of Arcadia's senior population and will be a significant aesthetic and
economic improvement in south,Arcadia. Staff belieVes that the regulations of the
tax credit financing will keep the project affordable at least for 30 years, and the risk
to the Agency during that period, as well as after, is worth taking.
3. Subordination Aqreement (Los Anpeles Countv) (Exhibit C to Resolution ARA-207)
The County has agreed that the Agency is in a higher lien position than the County.
This Agreement memorializes the County's subordination.
Agency Counsel, Best Best & Krieger, has reviewed and approved Resolution ARA-
207, Amendment No. 1 to the OPA, the Subordination and Standstill Agreement, and
the Subordination Agreement with Los Angeles County.
Representatives from ASL will be at the Agency meeting to respond to questions.
ENVIRONMENTAL IMPACT
The project is exempt per California Public Resources Code Section 21080.14 and.was
so approved at the Agency meeting of January 21, 2003.
FISCAL IMRACT
The repayment of. the Agency's $1.8 million residual loan will be made after repayment
of the senior and any subordinate bonds and other related costs and expenses from
50% of the residual net cash flow of the project.
RECOMMENDATION'
It Is recommended: that the Agency approve Resolutlon ARA-207, a Resolution of the
Arcadia Redevelopment Agency making certain findings relative to the proposed
54-unit affordable senior housing project developed by American Senior Living,
doing b'usiness as Arcadia Heritage Park, L.P:, approving Amendment No. 1 to the
January 21, 2003 Owner Participation Agreement with American Senior Living,
approving a Subordination and Standstill Agreement with Arcadia Heritage Park,
BNY Western Trust Company, AIG SunAmerica, and approving a Subordination
Agreement with 'Los Angeles County Community Development Commission
(Attachment 1). By this action the Agency will also be approving Amendment No.
o_~~i ~
° Arcadia Redevelopment Agency
~ July 1, 2003
Page 5
1 to the Owner Participation Agreement with Arcadia Heritage Park, L.P., dated
January 21, 2003 (Exhlbit A); the Subordination and Standstill Agreement dated
June 19, 2003 between Arcadia Heritage Park, L.P., BNY Western Trust Company,
AIG SunAmerica, and the Arcadia Redevelopment Agency (Exhibit B); the
Subordinatlon Agreement dated June 19, 2003 between the Los Angeles County
Community Development Commission and the Arcadia Redevelopment Agency;
and authorizing the Executive Director to execute the documents subject to minor
revisions approved by the Executive Director and also by Agency Counsel as to
form.
Approved: '°°~-~!
William R. Kelly, Executive Director
Attachment 1 - Resolution ARA-207
Exhibit A- Amendment 1 to the January 21, 2003 OPA (Full copy available at
Executive Director's Office)
Exhibit B- Subordination and Standstill Agreement dated July 1, 2003 (Full copy
available at Executive Director's office)
Exhibit C- Subordination Agreement (LACDC) dated July 1, 2003 (Full copy
available at Executive Director's office)
Attachment 2- June 20; 2003 letter from Arter & Hadden
RESOLUTION NO. ARA-207
A RESOL"UTION OF THE ARCA~IA-REDEVELOPMENT AGENCY-
MAKING CERTAIN FINDINGS RELATIVE TO THE PROPOSED 54-
UNIT AFFORDABLE SENIOR HOUSING PROJECT DEVELOPED
BY AMERICAN SENIOR LIVING, UOING BUSINESS AS ARCADIA
HERITAGE PARK, L.P., APPROVING AMENDMENT NO. 1 TO THE
JANUARY 21, 2003 OWNER PARTICIPATION AGREEMENT WITH
AMERICAN SENIOR LIVING, APPROVING A SUBORDINATION
AND STANDSTILL AGREEMENT WITH ARCADIA HERITAGE
PARK, BNY WESTERN TRUST COMPANY, AIG SUNAMERICA,
AND APPROVING A SUBORDINATION AGREEMENT. WITH LOS
ANGELES COUNTY COMMUNITY DEVELOPMENT COMMISSION
WHEREAS, the Arcadia Redevelopment Agency ("Agency") has entered into an
Owner Participation Agreement ("OPA") dated January 21, 2403 with American Senior
Living ("ASL"), doing business as Arcadia Heritage Park, L.P. ("Developer"); and
WHEREAS, the OPA requires the Developer to design, construct and operate a
54-unit, 3-story affordable active senior apartment facility ("ProjecY') at 150 W. Las
Tunas Drive, Arcadia, CA; and
,WHEREAS, the Agency has agreed to contribute $1.8 million of its 20% Low and
Moderate Income Housing Set Aside funds toward the construction of the Project in the
form of a 4.5% residual loan to the Developer; and
WHEREAS, the Agency's contribution requires that the affordable rental units be
income restricted for 55 years in accordance with Health and Safety Code Section
33334.3(~(1)(A), as set forth in a certain Regulatory Agreement ("Regulatory
Agreement") entered into by the Agency and the Developer for the Project; and
WHEREAS, the City of Arcadia Conditional Use Permit 2002-014 requires that at
least 20% of the units shall be affordable senior units as defined by the California
Community Redevelopment Law; and
, LASERIMAGED
?P
WHEREAS, in order to finance this low and moderate income housing
-- - cJeveloprr~ent,-the-Developer-has-app4ied-for-seueral-ot#~er-sources-of~nancir~g,-i.e.-,~4°~--- - --
Tax Credits through the California Tax Credit Allocation Committee (CTAC), a$6 million
Statewide Community Development Authority bond issue through the California Debt
Limit Advisory Committee (CCDLAC), Los Angeles County Development Commission
HOME funds, the Agency's $1.8 million loan, and possibly Federal Home Loan Bank of
San Francisco Affordable Housing Program (AHP) funds, in addition to providing its own
developers equity; and
WHEREAS, the Developer's attorney, Arter & Hadden has informed the Agency
by letter ("Correspondence") dated June 19, 2003, attached hereto as Exhibit D, that
without these numerous and particular funding sources and the complicated debt
structure, the Project could not be financed; and
WHEREAS, in order to accomplish the financing for, and to complete the Project,
the Agency is in a third lien position behind the BNY Western Trust Company, the bond
trustee, and AIG SunAmerica, the construction phase credit facility lender; and
WHEREAS, because its loan amount ($1.8 million) is more than that of the Los
Angeles County Community Development Commission ($1.35 million), the Agency is in
a lien position senior to the County; and
WHEREAS, the Agency has been required by the ProjecYs senior lender to
subordinate the Regulatory Agreement, which means that in the event of a foreclosure
the first trust deed holder may at its election have certain opportunities to convert the
Project from an income restricted project to, at least in part, a market rate project, and
such event, although unlikely, could occur before the 55`h year (the term of the
Regulatory Agreement); and
2
WHEREAS, the Agency has been informed by the Developer and legal counsel
- ---for-SunAtneriea;-Bellard,-Spar; Andrews-and-Ingersoll,-L-L-P,-that-t#~e-Fecieral-National- --
Mortgage Administration ("Fannie Mae" or "FNMA") requires that, if FNMA is to
purchase the SunAmerica loan, the first trust deed holder, in the event of a foreclosure,
must have the right to convert at least many of the income-restricted units to market rate
units in its discretion; and
WHEREAS, Agency Counsel in negotiations with SunAmerica, the Developer
and Developer's counsel, has attempted to ensure that the Agency's income restrictions
continue in the event of a senior lien foreclosure, and further that, if such event oecurs,
and the Agency's loan and interest are at that time unpaid or only partially paid, the
Developer should guarantee the complete repayment of the loan to the Agency, but
such a guarantee has been rejected by the Developer; and
WHEREAS, the Developer and SunAmerica have, instead, agreed that the
Agency has the right to compel specific performance of the Regulatory Agreement (i.e.,
55 year covenant of restricted income senior units) as well as the right to foreclose and
remarket the property; and
WHEREAS, Section 33334.14(a)(2) of the Califomia Health and Safety Code
states that "covenants or restrictions imposed by the Agency pursuant to subdivision (c)
of Section 33334.3 may be subordinated..."
"(2) To a lien, encumbrance, or regulatory agreement of a lender other
than the agency or from a bond issuance providing financing, refinancing, or other
assistance of owner-occupied units or parcels where the agency makes a finding that
an economically feasible alternative method of financing, refinancing, or assisting the
3
units or pafcels on substantially comparable terms and conditions, but without
- --- --subocdination,-is-r~ot-reasonably-available;"and---- -- - --- ---- - - -
WHEREAS, the Agency's financial consultant, Keyser Marston Associates
("KMA"), has advised staff that this complicated financing and the senior lender's
subordination requirement regarding the Regulatory Agreement cited above are typical
for affordable senior housing projects, and that redevelopment agencies routinely adopt
the findings set forth in Health and Safety Code Section 33334.14(a) for a transaction
similar to that herein; and
WHEREAS, Agency Counsel has prepared Amendment No. 1 to the OPA, which
contains revisions and changes of a minor nature which generally ciarify certain terms
and conditions of the OPA, and which is attached hereto as Exhibit A; and
WHEREAS, Agency Counsel has reviewed and, after extensive negotiations, has
recommended approval of the Subordination and Standstill Agreement with American
Senior Living (Arcadia Heritage Park, L.P.), BNY Western Trust Company, and AIG
SunAmerica, in which are contained the Agency's right of specific performance to
enforce the regulatory covenants and the right to foreclose and remarket the property,
and which is attached hereto as Exhibit B; and
WHEREAS, Agency Counsel has prepared a Subordination Agreement reflecting
that the Los Angeles County Community Development Commission is in a junior lien
position to the Agency, and which is attached hereto as Exhibit C.
NOW, THEREFORE, THE ARCADIA REDEVELOPMENT AGENCY DOES
HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
SECTION 1. The recitals above are true and correct.
4
SECTION 2. For the reasons set forth in the recitals and in the Correspondence
set forth in Exhibit D, the Arcadia Redevelopment Agency finds that an-economically
feasible alternative method of financing the 54-unit Arcadia Heritage Park, L.P. project
on substantially comparable terms and conditions but without subordination is not
reasonably available.
SECTION 3. The Arcadia Redevelopment Agency hereby approves:
a) Amendment No. 1 to the OPA (Exhibit A);
b) Subordination and Standstill Agreement with American Senior Living
(Arcadia Heritage Park, L.P.), BNY Western Trust Company, and AIG SunAmerica
(Exhibit B); and
c) Subordination Agreement with Los Angeles County Community
Development Commission (Exhibit C).
SECTION 4. Agency Counsel and the Executive Director are hereby authorized
to make minor non-substantive changes to each or all of the above agreements which
they deem to be reasonable and appropriate, and the Executive Director or his
designee is authorized to execute each and all of the above agreements on behalf of
the Agency and any and all other documents related thereto in order to permit the
financing for the Project to proceed.
SECTION 5. The Agency Secretary shall certify to the adoption of this
Resolution.
5
Passed, approved and adopted this 1St day of July, 2003
/s/ sxErrc crinr~c
Chair
Arcadia Redevelopment Agency
ATTEST:
~ W'9i' '.OO ~
Secretary
Arcadia Redevelopment Agency
APPROVED AS TO FORM:
~c~ P, I~~
Stephen P. Deitsch.
Agency Counsel
6
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:
CITY OF ?:RCADIA )
I, JLTNE D. ALFORD, Secretary of the Arcadia Redevelopment Agency of the
City of Arcadia, hereby certifies that the foregoing Resolution No. ARA-207 was
passed and adopted by the Arcadia Redevelopment Agency of the City of Arcadia;
signed by the Chairperson and attested to by the Secretary at a regular meering of said
Agency held on the 1 st day of July, 2003 and that said Agency Resolurion was adopted
by the following vote, to wit:
AYES: Agency Members Kovacic, Marshall, Segal, Wuo and Chang
NOES: None
ABSENT: None
/ e~/ e~V ~~ . ~a 0'~ .
Secretary of the Arcadia
Redevelopment Agency
7
1 ~~.
S'TA~F I~EPORT
DATE: July 1, 2003 Off'ice of the City Manager
TO: Mayor and City Council
FROM: William R. Kelly, City Manager U~? r~
By: Linda Garcia, Communications, Marketing and
Special Projects Manager
SUBJECT: Cable telecast of Citv Council meetinqs
Rec~mmendation: Authorize the retention of Studio Spectrum, Inc.,
in an amount not to exceed $25,000.00, to film, program and
provide other ancillary services related to the live broadcast of City
Council meetings during fiscal year 2003-2004
SUMMARY
Since the City of Arcadia began filming and televising City Council meetings we have
used the firm of Studio Spectrum, Inc. for these services. The cost of filming the
meetings has remained constant for many years. However, several months ago Studio
Spectrum increased their fee to a more current market price. This staff report requests
City Council approval to continue using Studio Spectrum in fiscal year 2403-2004 to
produce a live broadcast of City Council meetings.
DISCUSSION
Studio Spectrum, Inc. designed and installed the City's original audio-video system in
the Council Chambers, as well as the recent upgrades that were made as part of the
Council Chambers Renovation Project. The City has also used Studio Spectrum to film
City Council meetings since we first began offering this service. Their work, both in
terms of product knowledge and application, as well as their services with regard to the
live broadcast, has been excellent. They are familiar with the City's needs and
expectations and have been responsive to issues and concerns staff has raised. In
addition, Studio Spectrum is able to meet the City's insurance requirements.
For fiscal year 2003-2004, the fee to broadcast live City Council meetings held in the
Council Chambers is $750.00 per meeting ($18,000.00) annually. For this fee, Studio
Spectrum provides a two-person crew for up to five hours to perform the following
seroices:
. Arrive two hours prior to the meeting to check the equipment and perform any
necessary control room maintenance (In the past, this two hour period has
not been considered part of the above referenced "five hours" and Studio
Spectrum has agreed to continue with this policy.)
LASERIMAGED
Mayor and City Council
July 1, 2003
Page 2
• Maintain equipment service records and coordinate required manufacturer
service
• Create graphics for display before, during and after the meeting
. Prepare the City Clerk's area for audio and video recording
• Provide support to staff with regard to any additional audio or video needs
they may have for presentations
• Control the lighting during City Council meetings
• Provide a live broadcast of the City Council meeting and additional videotape
copies of the meeting for the Library and City Clerk
e Program meetings for future broadcast
• Provide on-call technical support (at a separate cost)
Because there are a limited number of companies that have the amount of experience
providing this type of service to local government, as well as the fact that their service
record with Arcadia is quite good, staff is recommending that we continue to use Studio
Spectrum to film City Council meetings in the coming year. With regard to the fee
increase, staff believes that it is reasonable. Further, as evidenced by their keeping
fees constant for the last six years (i.e. no increases), we believe Studio Spectrum is
understanding of the City's need to produce a quality product and at the same time
keep tFie cost as low as possibie.
FISCAL IMPACT
At $750.00 per meeting the annual cost to film City Council meetings is $18,000.00. On
occasion, there are meetings that go extraordinarily long resulting in additional cost.
Since much of the equipment is fairly new we do not anticipate significant maintenance
costs and have therefore budgeted a total amount of $25,000.00 in the 20o3-2004
operating budget for filming City Council meetings and for any maintenance that may
need to be done on the cameras, microphones, lights, computers and playback decks.
Only the services necessary will be purchased; if the money is not used it will go back to
the General Fund at the end of the fiscal year.
RECOMMENDATION
Staff recommends that the City Council authorize the retention of Studio
Spectrum; Inc., in an amount not to exceed $25,000.00, to film, program and
provide other ancillary services related to the live broadcast of City Council
meetings during fiscal year 2003-2004.
~1~c~~niG°~ ~~~~+~
1 ~c.
,
'"°°=POS.TSO-~~' STAFF REPORT
Police Department
DATE: July 1, 2003
TO: Mayor and Members of the City Counc~
FROM: David H. Hinig, Chief of Polic~~ C-~
By: Nancy Chik, Management Ana'lyst~
Approved by: Jan Steese, Purchasing OffiG~7~
SUBJECT: Purchase of ballistic vests
Recommendation: Authorize the purchase of 100 Level II ballistic
vests, model XTXS2-3, for the Police Department from Aardvark
Tactical in the amount of $64,408.75
SUMMARY
Staff is recommending that the City Council authorize the purchase of 100
ballistic vests in the amount of $64,408.75 from Aardvark Tactical. The formal
bidding requirements have been satisfied and funds have been budgeted in the
FY 2002-2003 and FY 2003-2004 Capital Improvement budget for this purchase.
BACKGROUND ~ DISCUSSION
Body armor is mandated for all police officers, and the Department replaces its
ballistic vests on a five-year cycle as recommended by the National Institute of
Justice (NIJ) standards and warranted by the manufacturer. As in past practice,
the Department budgets the purchase of the vests under the Capital
Improvement budget over two fiscal years. In this ins4ance, money was
allocated in FY 2002-2003 and FY 2003-2004. The money from last year's
allocation was held over to insure su~cient funding to purchase the required
number of vests for departmental members.
The Department has selected a ballistic vest with a threat level II that is
lightweight and also meets NIJ standards. Requests for bids were sent to four
vendors; Aardvark Tactical and Galis (Long Beach Uniform) submitted bids and
two vendors returned with no bids.
Aardvark Tactical ......................... $64,408.75 (includes custom fittings)
Galls (Long Beach Uniform) ........ $61,215,38 (does not include fittings)
Galls (Long Beach Uniform)........ $67,115.00 (includes custom fittings)
ATD-American ............................. No bid
Tom's Clothing & Uniforms.......... No bid
LASERIMAGED
Although Galls' initial bid submission was the lowest, they were unwilling to do
onsite fittings for the vests. This would have resulted in an overtime cost of
$10,000 to $12,000 to the. City to send all the officers to Long Beach for the
fittings. Galls submitted a second bid to include onsite fittings; however the cost
was substantially higher than by Aardvark Tactical.
Based on the cost and time savings involved in the purchase of the ballistic
vests, staff recommends that Aardvark Tactical be awarded the contract.
FISCAL IMPACT
Staff has budgeted funds in the FY 2002-2003 and FY 2003-2004 Capitab .
Improvement budget for this purchase. Additionally, staff has applied for a
bulletproof vest partnership grant and has received preliminary approval for an
amount not to exceed $48,712.50 in reimbursement.
RECOMMENDATION
Authorize the purchase of 100 Level II ballistic vests, model XTXS2-3, for the.
Police Department from Aardvark Tactical in the amount of $64,408.75.
Approved
i~~
William R. Kelly, City Manager
. ~ s '~~~.~
~``,~z;4,:.~ ~~'?G•
1~d
`~°°Rp°~°T$°'°°' STAFF REPORT
Fire Deparhnent
DATE: July 1, 2003
TO: Mayor and City Council
FROM: David R. Lugo, Fire Chief
By: David Haney, Captain
SUBJECT: Purchase One Urban Search And Rescue Truck In The Amount Of $184 682 02
For The Fire Denartment
Recommendation: Approve
SUMMARY
On June 17, 2003, the City Council approved the Equipment Replacement Plan (FY03-08).
One of the proposed pieces of equipment is an Urban Search and Rescue ("USAR") truck for the
Fire Department. The addition of this vehicle will a11ow the Department to quickly respond to
incidents involving structural collapse, chemical or biological terrorism, and weapons of mass
destruction.
BACKGROUND
In 1993, the Arcadia Fire Department established itself as a first responder in the field of Urban
Seazch and Rescue. This was accomplished through the specialized training of Deparhnent
personnel and the purchase of a trailer designed to carry the necessary tools and equipment to the
scene of the emergency. When needed, this trailer must be connected to a tow vehicle and towed
to the scene of an incident: The connection and transportation of this equipment is a time
consuming process and may delay the first azriving fire units from performing their jobs in a
timely and efficient manner.
DISCUSSION
In today's heightened state of awazeness conceming possible acts of terrorism against our
country, the Deparirnent has begun to upgrade its response capabiliries for various types of
incidents. An incident involving a chemical or biological agent will require safe and rapid
decontamination of citizens, personnel, equipment, and the environment from the harmful effects
of the contaminate. The equipment and associated protective clothing required to mirigate an
incident of this nature will need to be stored and transported to the sCene by a vehicle capable of
providing a rapid.response. A decontamination process that is started quickly increases the
probability of saving lives.
LASER IMAGED
Mayor and City Council
July 1, 2003
Page 2
On April 1Q 2003, the City advertised requesting formal bids for the USAR truck. Four (4) bids
were provided and aze listed below.
Bidder
Location
Bid Amount
Emergency Vehicles, Inc. Lake Pazk, Florida $184,682.08
South Coast Fire Equipment, Inc. Ontario, Califomia $203,976.00
SVI Trucks I.oveland, Colorado $217,412.55
Emergency Vehicle Solutions Corona, Califomia $221,699.24
Staff recommends that the City Council authorize staff to purchase one USAR truck from the
Equipment Replacement Plan from Emergency Vehicles, Inc., in the amount of $184,682.08.
FISCAL IMPACT
Sufficient funds in the amount of $200,000 have been appropriated in the FI'2003-2004
Equipment Replacement Budget to cover the cost of this acquisition.
RECOMMENDATION
It is recommended that the City Council authorize staff to purchase one USAR truck from
the Equipmeut Replacement Plan from Emergency Ve6icles, Inc., in the amount of
$184,682.08.
Approved: ~
William R. Kelly, City Manager
Q3~t~"w%i! 5~3~};J
;,. ~
:~'
~~e,
'~°°$~x,T=D-~°°' STAFF REPORT
Development Services Department
DATE: :luly 1, 2003
TO: Mayor and City Council
Arcadia Redevelopment Agency
FROM: ~Don Penman, Assistant City ManagerlDevelopment Services Director
~By: Pete Kinnahan, Economic Developmenf Administrator
SUBJECT: Aqreement for Services - Arcadia Chamber of Commerce
Recommendation: Approve Agreement
SUMMARY
The Chamber of Commerce assists the City's and Agency's economic development and
marketing activities pursuant to an annual Agreement For Services contract: The
Chamber's required report on their performance under the FY 2002-2003 contract is
provided as Attachment 1. The Chamber has requested a continuation (Attachment 2-
Scope of Services for FY 2003-2004) of the contribution of $55,000 provided by the City
for services provided by the Chamber.
Staff recommends approval of the Agreement for Services with the Chamber for FY
2003-04 (Attachment 3). The City General Fund will pay $51,250 and the Agency will
pay $3,750 as its share of the Chamber Agreement.
DISCUSSION
The Chamber has been providing the following services pursuant to the Agreement:
1. Provides reference and referral information on the City to brokers, realtors,
merchants, business operators, interested public and new Arcadia residents.
2. Prepares the monthly Community Calendar, monthly Business Hotline Newsletter,
annual Arcadia Civic Directory, bi-annual City map (2004} and Arcadia Business
Directory which has now become an annual publication.
3. Organizes and operates the annual Craft Faire (October) and Business Expo (May)
to showcase City businesses and provides the City with a table at no cost at each
event. (This may be the last' year for the Faire due to excessive financial and
manpower costs in relation to the revenue received.)
LASER IMAGED
Z~~a
,~~., _
Staff Report
July 1, 20a3
Page 2
4. Provides organization and staffing support
Business Networking meetings, Busines
Preparedness Committee, the Multicultural
annual area mixers.
for the monthly Government Affairs,
s Promotion Committee, Emergency
Committee, and the monthly City and
5. Provides organization of special Community meetings and forums, e.g., election
candidates, school bond issues, Taste Around Arcadia, etc.
6. Prepares and submits an annual perFormance report regarding their activities (FY
2002-2003 - Attachment 1) and a propoSed Scope of Services for the next fiscal
year (FY 2003-04 - Attachment 2).
The Agreement is essentially the same as last year, updated with the new dates. The
Chamber has been forwarded a coov of the draft contract (Attachment 3).
In addition to the $55,000, the City also subsidizes the Chamber's annual rent at the
City-owned facility at 388 West Huntington. Drive. The lease is for five (5) years
beginning December 13, 2001 and ezpiring becember 12, 2006. The City can terminate
the lease upon twelve (12) months' notice to the Chamber.
FISCAL IMPACT
The $55,000 ($51,250 in General Funds; $3,750 in Redevelopment Agency Funds) has
been appropriated in the FY 2003-2004 budget.
RECOMMENDATION:
That the City Council authorize the City Manager to execute the Agreement for
Services (Attachment 3) with the Arcadia Chamber of Commerce for $55,000, in a
form approved by ttie Gity Attorney, and that the Arcadia Redevelopment Agency
authorize the transfer of $3,750 to the City for payment of services rendered by the
Chamher to the Central Downtown Redevelopment Project Area.
Ap
William R. Kelly, City ManagedExecutive Director
Attachment 1- Performance Report - FY 2002-2003
Attachment 2- Scope of Service Report - FY 2003-2004
Attachment 3= Agreement for Services- FY 2003-2004.
t.i ~%~ ~r ~ t i F~+.~ C~4~ i
....._. .. 1 ..... ~ . .. '. ,~.;~,~~
IWI
ARGAD~A
;jR~; 81'C'dd13CCj1flCbCI1.ll0Y , CHAMHBA OF COMM6RC6
388, West Huntington Drive
Tel: (626) 447-2159
May 10, 2003
Mt. William R. Kelly, City Manager
Members of the Arcadia City Conncil
240 West Huntington Drive
Arcadia, California 91007
R~.: Ascadiz Chamber of Commerce & City nf Arcadia
2003 - ZOU4 Annual Agreement
Dear Mr. Ketly and Council Members:
~iNf •
Tlie Pscadia Chamber of Commerce is pleased to submit the enclosed annual
performance report for services to ihe City for the 2003 - 2004 fiscal year.
As a promotional and marketing resource for the bvsiness community, the second laigest
Chnmber in tYie San Gabriel Valley, and the Information Center of Arcadia, it is our
desite to continue a high level of professional, quality service to the businesses, residents
and visito:s. -
Last yeaz, the City of Arcadia invested $55,000 for services provided by the Arcadia
Chamber. For the upcoming 2003 - 2004 yeaz, the Ctiamber is requescing that this
investment remain the satne, payable in quarterly installments of $13,750 starting witii
the July 1, 2003 payment. The Chamber would very much like to continue in a
partnership with the City, as it is to our mutual~benefit in all areas.
For the upcoming year> we pian to continue to focus on areas such as economic
c:evelopment, business relations and information, multicultural, and especially legislative
a&airs. Recently, a new San Gabriel Valley Coalition of Chambers of Commerce has
been formed to address legisiative issues pertaining to the viability of our businesses, and
we are currently very active in that group.
The Ct~amber continues to be involved in the Centennial festivities, and has two liaisons
appointed to the Centennial Commission. The Centennial Golf Toumamem was quite
successfui, and we are looking forward to participating in the Grand Ball and Parade. Oiu
goal is always to serve the City of Arcadia and we think the vazious events that the
Chaznber hosts such as Taste Around Arcadia, Business Expo, Citizen of the Yeaz, and
various business related seminars, to both residents and businesses, very well. The
Cl~amber is actively working on Breeder's Cup and has pledged no less than 30
volunteers to assist in this world-wide event. The investment from the City will enable us
Arcadia, Callfornia 91007
Fax: (626) 445-0273
ATTACHMENT 1
to continue be the "Front Door" to the community, and it will also aid in the reseazch of
new ideas and programs for business.
Enclosed you will also find a copy of the Ctiamber 2003 -2004 Proposed Budget. We
appreciate your continued interest and support of the Arcadia Chamber of Co~amerce.
Sincerely,
~
BeW Costanza
Executive Director
ARCADIA GFIAMBER OF GOMMERCE PERFORMANCE REPORT
TO THE CYTI' OF ARCADIA FOR YEARS 2002-2003
Pursuant to Attachment A ofthe Agreement betweeri the City of Arcadia (City) and the Arcadia
Chamber of Commerce (Chamber) the Chamber hes prod'ided tlie following secvices to the Ciry
for year 2002 -2003. -
2. PUBLIC RELATIONS/COMMiJNICATIQIdS `
a.. The Chamber staffs a visitor/irifomiation service with professional personnel,
open ta the public a minimum of 8 houis pec 8ay; Monday througH Friday,
excludinp` fiolidays.
b. Several hundred residen4s and businesspersons phone, wrife, fax, e-mail, look at
our web site, or walk into the Chamber office throughout the montfi requesting
inforination direatly regarding the City of Arc~dia. The Chamber answers
qi~bstions, rpsponds to cortesporiderice, gives refeTtals to City Hall Departments,
and other agencies tluoughopt the city. In Niarch, our office answered at least
6U0 phone ealis for service and• refenels. Upda4ed inaps, duectories, new
residents packets, business relocatio~i p8ckets arid vazious other City information
is distributed from' the CSamliei office: The Chamber also promates City Fire &
Police information in t6e lobby, and is a spon'sor of"Business Watch."
c. The Chamber staffmaintains a Commuaity Calendar wheie approximately 70
local b~ganizations cooidinate theit events so fhat scheiiuling conflicts do not
arise. This community calendar is also taken to monthly Communiry
Coordinating Council Meetings in order that members aze,updated; with accurate
informatipn, thus maintaining a current calendar of events, Many o#'these groups
utilize the CUambpr Boardroom as a meetirig place and last year over 135
. , ;_,, _
~.
d. The Chamber receives a monthly lisf of new Atcadia residents from the City's
Water Departmeut and proyides a welcome packet containing City and Chamber
information, parking restrictions, the Sure-kay, Plan, and informat'ton on the
Paramedic Program.
e: Local real estate agents are provided wifh "business relocation" packages from
the Chamber for bu'sinesses interested in rel,acating in Arcadia. Thi~ package
consists of a City map,, d'uectory, community economic profile ati3
f. The Arcadia Ci~
every yeat. Tlii:
and dates, etc, c
well as a list oF
a listine of uad¢
6ctory is compile~
tr pnblication coi
ciYic, cultuiat, sc
;s, schaoLs, and 1~
ool information,
Ition, etc.
afedby the Chamber
ses, meeting times
id busiaess groups, as
; Chamber also keeps
and wedding/
g. The Centennial Direotoiy will be delivered in July 2003. (more information
under business develop.ment)
h The Chamber coordina4es and conducts monthly events, including Chamber
Mixers, networking breakfasts, board meetings, and numer,ous committee
meetings. These monthly meetiags and events bring together civlc laaders and
city staff with bu~iness people and private citizens, providigg posicive interaction
and dialogue between local government and the community.
i. The Chamber works on the develppment snd public relations of Huntington
Crossing. Sl~ied for 7uly is "Summer MADaess Mixer" whicH will include
hotels and restaurants and will be bosted by fhe Monrovia, Arcadia & Duarte
Chambers - a yearly event to promate the Huntington Crossing area.
j. Our receptionis;; Cherry Liu, is fluent.~n Mapdarin and heIps with our
Multicultural Committee, but her specialry, is trapslating for our of~ce sta~ and
dealing with our large Asian population. She speaks Chinese to our members or
visitors almost every day.
k. We have the capabilities to present a dynamic web site, but also to link.to the
Ciry and to sll of our 754 member businesaes, Everything, froxn a fist of inembers
to aIl upcomit~g, euents and new mem6er applicarions, is ayailabl~ on line now.
We are in the process of developing our web site furthei wi4h Mr, Bob Roper, a
chamber member, who is showing us how to maintain our web site & how to
make money with it, too.
1. Our staffcoatinues to be active in the.community and has attended,such evenu
as: SGV Economic Parfnership Meetings, C.onferences & Receptions, City
Council Maetings, Centennial Commission Meetings, LACO Board of
Supervisors & Arlioretum Ivleetings ia orde~,to lie beger jnformed;., Also, staff
has attended community events suqh as: Snow Day at Cily Hall, Soroptomists
High Tea, Methodisf Hospital 100 Year Rededication, Opening Day at Santa
Anita, CalAf'omia Chamber Business Legislative Summit in Sacramento, Senator
Margett's Grand Opening of his. Brea Office, 7oint Legislative Meetings with
~urbank & Glendale, Ioint meetings with various other SGV Chambers, to name
a few.
II. BUSINESS DEVELOI'tviEN'I'
a: The Chamber's Business:Promotion'Coinmittee coriducts-fwo major events
&nnually, wHich allow local businesses fo market their ptoducts &nd services to
the community. The Chamber coordin, ates hanging the large banners throughout
the city to promote these events, and ~heavily advertises and promotes the events
by newspap6r, TV & individtial'flyers, newsletfer & door to door. On the third
weekend in Octobec, the Chamber held its Annual Craft ~sir snd Camival where
over 15,000 people attended and interacted with appfbzimately 120 participating
vendors. Thi3 event incresses in poputerity and attend~ace eacli ybar, and the
Chambei is p3eased to sponsor an event that b~in~s so many visifors to Arcadia.
b. On March 8, 20T13 the Aniiual Arcadia Chamber BusineSS Lzpo was held at
Wes~eld Shopping Town Santa Anita where app~'oximately' S0 local businesses
and organiie#ions, in~luding the City of Arcadia received oufstanding visibility
and exgosar6 to approximafely 25,000 shoppers. As in prioP Expos, a
questionna've was' given to each participarif tb as'sess the-success bf the event and
to obtain sugge'sfidns and comments for future Business ~xpos. The results of
this survey were very pos'itive; in fact, we wer'e told it was the best ever! The.
City is always provided with bootivs for City information, Centennial sales, and
PACE/DARE.
c. A City map is published every third year by the Chamber, and was published
in. late 2002 foP the Centegnial. 20,000 copies, 8re printed and distri&ut0d throngh
out the following 2 years. Valuable civic ihformation is included in the
publication, along with over 70 business display advertisements. The City
Departments and agencies receive 250+ copies of this tnap, and mote when
needed. There is a large supply for much future use.
d. Every other year the Chamber produces and dishibutes 15,000 copies of the
Arcadia Business Directory~ The 2003 -04: Centennial D'vectory will be
distributed in July 2003; with many copies to the City depathnents and agencies.
As the next D'uactory will ba the Centenniel EdiUon; an addirional.five thousand
copies will bp prented in anticipatic~n of souvanirs.
e: The Chambar holds special commuqity and business#orums to.keqp Arcedia
citizens and busine'sses informed. This year e Crty Council Csadidate forum
was held ia coajunation with the Aesoeiation of Reahors. 4ther years City
Councit Gandidate forums;ara held; somatiznes in: conjunction witl- a breald'ast.
The Ghambes provides the City with a column an the montlily newsletter. This
column contsins aubjects; dates, times and locations of city sponso{ed events to
the business community. In this nawslattet, the City may atsti'.have flyers
inserted' cofltainiAg informatioa oa racycling,; meetings; and speciat iaformation.
f. The Chamber has an Emargency Preparedness Committee ready to assist the
Ciry in an emergency. Chasnber and Business District Repres,entatives provide
liaison at the Emargency Operations Center durin$ an emergeacy:or crisis.
Disaster assessmem packeEs have been distributed to aIl Arcadis businesses
whae keg parsonnel hava received instruction oa proper:use and display of
contents: Tlris "Disaster Assessment" progam petmits each Arcadia business to
communicate the level of assistanoe raquired to the proper agencies: Recently,
the Ct~amber printed 1,200 mo;e packets for distribution to businesses that are
new or who have-lost.theirs, and 6ava redistributed them with the help of the
Ambassadors: The Chamber's: Emergency Preparedness Committeealso sponsors
CPR Classes in conjunction with Arcadia Rad Cross, s class was hold in March
~003. '
g. A committee consisting of 15 volumeers, named the Chamber Ambassador
C~ub, meets montlily 8c aeporfs to the Board of Directors. Their duties consist of
dalling on about 60 Chsmber members per month to monitor concerns, assist as
liaisons, help msintain good relafions with members, and halp retain members.
Ambassadors takean active role atall Chamber functions making members
guests and prospective members feel welcome. They are an extevsion of staff
and essist with ribbon cuttings/grand openings - averaging 3 per month - up
about events 12 for the year:
h. The Chamber's monthly newsletter is compiled, printed and mailed to 750
Chamber members as weli as 100 non-members; consisting of prospective '
members, surrounding Ck~ambers, local legislators, City deparhnents end
agencies and othet VIPs. It is mailed on the first day of the month to reach most
members by the 5'~, and provides e variety of information on business activities,
local events, tegislation and committee reports. Information on various subjecta
such as ABA, SGORE, SBA, US and California Chambers of Commerce, are
• among the many aress covered in the publication A column is provided to the
City for City news, and 20+ copies of the newsletter are provided each montli to
the City.
i. Tha Chambet plays an active role in assisting the Citp in business recruitrnent,
expansion and retention: This is accomplished by our~Chamber staffmeeting
with business owners and executives who are intefested in-establishiag or
relocating a business in Arcadia. Questions regarding demograplrics, economic
outloo}q local policies, and ordinances are answeted by staffor referred to City
staff. New Arcadia bpsinesses are encouraged to paRicipate in Chamber
functions and City meetings to make them feel welcome in Arcadia. The
Chambei also provides informaHon to business owners that is posted 8c updated
moiRhly. on the Gity~bulletin board adjacent to the Cashier's Office.
k On tlie third Wednesdsy of every month, the Chamber provides a networking
Brea~cfast for local businesses to attend and meet other business
owners/managers. During this 90 minut~ meeting, business ownars network and
receive valuable information from gucst speakars; including such topics as:
Census 2000, starting & operaring your business, financing a business, updated
tax laws~.setting& achieving goals; and motivational speaKers; too~
l.The Chanibet encourages quarterty meetings for the businesses of South
Aicatfia, and has actively ptirsued t6is goai. Efforts are ongoing'to r~form that
ocganizatiom The Executive Director and a City Staff person attend ail South
Arcadia mcetings.
m. The Chambet Planning Gonfetence was a daylong trip, which included about
half of ourBoard of Directors: A"Strategic Pianning Conference" wil] be held
this August to"outline the Chamber direction for the next 3 years. The Ciry will be
invited to send a staff member, if so desired.
IV. GOVER't~IMENT/i,EGISLATI~E
E. The Chamber's Government Affairs Forum meets once a month and usually
about 15 business people attend~to'discuss cuttent & proposed business
legisietion affecting local business; our City & School District. Federal, State,
County & local legislators or representatives att6nd this meeting to share
inforhiation c~ open dialog: -During this reportirtg.period, committee discussions
have consisted of the following pTesentations: The Alameda Corridor, Califomia
Chamber of Commerce update; 710 Freeway, The Gold Lina; Sen~tor Mazgett,
Assemblyman Modntjoy, and often a forum to discuss various ba{lot issues
regarding business. Always th~re are discussions on pending legislation &
reoomme`ndations to legislators as to opposition or approvaL of certain bills. In
Ianuary, the Chamber joined foroes with i 9 neigh6oring Ghsmbers & 9 State
Legislators for a Legislative Power Lunch aftended by 350 business peopie.
F. In'the monthiy News & Views, the Goveaunent Affairs Fonim is responsible for
reviewing and ce~ommending proposed business IegiSlation to the City, Chamber
membership and local business as space is provided for thase recommendations.
Inserts from the California Chamber Alert publication are often ineluded in our
newsletter.
G. ~ T6e Chamber's Multicultural Cammittee is active s`n the area of making inroads
with the Asian Business Community, hopefully paving the way for Asian owned
bus'messes learn business prceedures; rules 8c ragulations operating in our town.
Also, i6is very active commiitee has presented Taste Ai'ound Arcadia and will
continue to Chair that committee in t6e futwe. The Interculhual Dinner is slso
part of the¢ responsibility, too. Members of this comfnittee attend the Arcadia
Area Chinese American Business Association Meetings, as does our staff, and
we have a iepresentative on our Board of Directors from CAABA. The
Multicultural Committee presents several 5eminars/workshops on doing business
with other culhues. In the past year, they presented tHe Islamic and Chiaese
Cultures. In July, 2003 there will be a thud presentation of "Doirig Business
With the Korean Culture".
H. Membership surveys are conducted throughout the year primarily through the
newsletter and the Ambassador program. A responsibility of the ambassadors is,
upon completion of a member call, to fill out a survey card indicating local
husiness conoerns, comments, suggestions and other statisHca] data. This
information is evaluated by the Chember and then pessed on to appropriate
Chamber cbmmittees and City staff.
Additionally for your information, since July 1, 2002, the Chamber has: Purchased a new
computer, addad seveaai new progams, begun revitalizing our web page, added an "on hold" line
with Muzak, inctnding a script & music, end we ere looking at new office fiuniture for the front
office (the desks are not "computer friendly" - probabty actuelly made for children). For the last
savaral months we have hosted many delegations from China who are visiting t6e US and wa~ to
learn about the way we do business. They are very i~erested ia Chambcrs of Commerce and
Ciry Government and we give them a quick briefing. However, we see a downturn in these visits
wrtil the 3ARS problem subsides. Also, the SARS epidemic is the factor in the Chamber trip to
China being canceled. Our aim is to iry again next spring.
I trust that tlris report of Cliamber Services to the City of Arcadia i~s~tisfactory and adheres to
out contractual ageemem. ~~
Dated: ~ O v~ 3 Beth C~
Executive Director
~
m2CX9 e~ ° 3
ARCADIA CHAMBER OP' COMMERCE:
. awc.'C ' : .. ~ .
SCOPE OF SERVICE REPORT- ' S~ p A~ ~'~'N ~"~~
ANIYUAL E~'ENTS . ,,
• Planning Coitfer~nce = August 16, 2002, the Boerd of Directors treveled to Santa
Bazbarr~ liy Amv~tc to spend a tlay plsiuiing the next 18 moaths. Twelve Directors atteaded.
This yeat we plan to take a simiiar trip;°(this time an overnight evern), to do a strategic '
planning workshop to plan for the next three years. ~
. Egpo 2003, Westfield Shoppingtown 5anta Anita - Heid M~rch 8, in
response to bur cnembers requests for a Saturday at the Mall. Westfield was very generous
and accominodariag & Expo 2003 was extremely successful, "Tha best ever", according to
one exhibitor: .; ~
• Chamber Service Awards and Membership Luncheon (new)xo be hetd ac
Four Points Sherafon, May 28. -
• 89t~ Annnal Installation and Awards Dinner -~ 60 aaendees congratulated
the Citizen of the Year, Don Fandry and installed the new Board of Directors end Aresident
Steve Gutier[ez, March 29, 20a3.
e Sacramento Business Legislative Summit - Members of [he Chamber and scaff
traveled to this conference to hear Govemor Davis and Califomis: Chamber discuss
legisiative bil(s.. This yearly event has become an impo;tant meeting with our legislators.
• LegiSlBtiVC Lunc]leon - January 12 at The Maaiott in Baldwin Park ia conjunction
with 19 San Gabriel Valley Chambers of Commerce and 9 stste & federal elected
representativas, we Held the annual Legislative Luncheon Over 350 residents and
businesspersons, lriattepdance:
• Golf Touraa[nent= 5`~ annual M.A.D..GolfTournamen~, Aug 4, 2002, 144 golfers
played at San Ltiinas Canyo,n Gnuntry G~ab. '. ' :
• Taste Al'oUnd ACC$dls = Held September 9, 2002 at the Arboretum - nearly 500
attended: The Multicultural Committee has broken off a sub oommittee to spearhead it again
this year. It is anticipated to include wine tasting & possibly an.art or}aus eventas well~, The
Chamber sees this as a growing event.
• Craft Faire & Carnival -12th annual event drew nearty 15,OOD"people to .4roadia
t(ie thvd weekend of October 2002. There was abouf a 10% drop in`attendance & revenves,
but sign~camly less than similar eaents in other communities experiencing as muc6 as a.
35% drop in revenues:
• Intercultural Dinner - In conjunction with the School Districf, and th6 Multicultural
Committee; the Chambet hosted thi's annual evdnYat the Community Center in November -
about180 in attendance.
BAD CHECK ENFORCEMENT PROGRAM .
• Provided paperwork from District Attomey's office to local businesses for reporting bad .
checks, articles in monthly newsletter. ~peaker from DA's Office at $realcfa'st ConnecNon.
ARCADIA COMMi71~tI'TY INFORMATION CENTER & SERVICES
• Cominued to act as the InformaHon Center for Arcadia, providing information and referral to
all citizens who request it, via drop-ins, telephone, Fax - E-Mail, and. VJeb Sitg,. InfqrmatiQn
dispensed from SBA, city/school district business; economic deve]opinent, nq&p5.r directions;'
schedules of events, ]ocal organiza~ions, cburches & temples, proyid~d ~n, botl~ Fngl~sh snd„, _
Chinese.:Past surveys show fhat the Chamber answers 50 or more requests for infox~mation.
per day: Discounting spam, Chamber Emai1 receives about 12 requests for d'uecfions, services
and information every day
CITY DIRECTORY/MAP
• Produced the 2003 - 04 Gentannial Directory, an important souvenir for the Hundred
Yeaz Gelabration. Due for delivery Ju1g,2003, and to be distributed to~:13,000
households, plus businesses, and hotels. Also, another 10;004 are included in real
esYate packets yearly fot those interested in moving' to .At~adia, new"resideuts; aew
business, visitors & residential inquiries. The Centennial Map was deliV~red in
September 2002.
BREAI~t1ST CONNECTION
. Held 10 networking breakfasts with topics that affect the business commnnity. Average
attendance is 40': - _
BUSINESS ED'UCATION
• Seminars & Workshops for businass owners/managets - an exampie is the 3 seminars put on
by SBA. Atte~ldanoe was lower than anticipated, but more are planned for summer & fall, as
the information was Wiy vital to business.
CENTENNIAL GOLF TOURNAMENT
• The fvst & only Arcadia Centennial Golf Tournament af Santa Anita Golf Course was held
on May 12. with 40 participants &] 0 volunteers. Though small; e very e~husiastic group.
SEMINARS: DaING BUSINESS WITH OTHER CULTURES
• The Multioultura( Committee presented 2 informationa] seminars open to the publia The 2
cultures presented were Islam and Chinese, with a third slated: Doing Business with the
Korean Guttare: Less than 20 attended, but when surveyed; attendees gave the events very
high marks.
CHAMBER AF~ILIATIONS
• Chamber to continue memberships with U.S. Chamber of Commerce, Western Association of
Chamber Executives, California Chamber of Commerce, San Gabriel Valley Economic
Councif and Valley Area Chamber Executives in order to receive latest legisladve,
employment, an.d Chamber benefits information. We are also a membet~ of the Arcadia Area
Chines~ Business Assn., P.LA.N.K. and The S G V Legislative Coalition of Chambers.
INSTITUTE FUR ORGAI~TIZATION MANAGEMENT
e January 2003 - Executive Director completed third of 4 years Institute Training for Charnber
Executives.
POLICE, FFRE DEPARTMENT, CITY & LEGISLATINE
PARTNERSHIPS
. Continued to distribute Business Watch informaUon to Chember memtiers
• Promofed Police Deparhnenf informafion in Chamber lobby
. Provided-FREE tables, to Police, City and F've Departments at aU events
• Co-sponsors mauy Chamber'ribbon-cutting caremonies with the Fire Department, City
CounciC(Mayor), and various elected officials:
• Contact all new businesses from business Iicense`lisf provided by City
• Distribute'City Deriiographics; services 8c` city history to those Tequesting.
e Participated in City Picnic hosting the Popcorn Ta61e "
PRESS RELEASES, STREET BANNERS
• Advertises currern and upcoming avents, conducts press conferances when appiopriate
• Provides lazge street banners for many events
• Cable Companies provides spots to advertise Chamber events &c informarion
REFERRALS
• Every we~k we answer mail, phone, fax, Email, Intemet and wallc-in inquiries nearing
100 per day, 5 days a week. 3ummer months are slower, and on most summer
Fridays the staff is able to concentrate on tasks af hand. This calculates to around
24,000 inquiries every yeaz.
SPECIAL,IZED ~IJIDES, LISTS, DEMOGRAPHICS
• Provides community witi~ updated giudes, lists and city demographics - i.e..
Arcadia City Map, Directory, Membership and legislative or city contact lists:
VISITING DELEGATIUN SEMINARS
• Conducted numerpus seminarg for yisitjng del~gations from such, countries as Taiwan
and Mainland China to.explain city government;,ctiamber activiUes and business
involvemdnt. ORen very intetactive meetings.
CANDIDATE FORUMS
• Hosted School Board Candidate' Fonun with Arcadia Association of Realtors,
March 2003 ~
RIBBON CUTTINGS/GRAND OPENINGS ~
• Conducted with the city, an average of 3 ribbon cutting ceretnonies pei momh;
coordinaking with elected officials representatives.
MEETINGS/SEMINARS ROSTING AND ATTENDING
o Quarterly host for EDD Semina~s for business ownersl managei~s:
o Keep Coordinating Council calendar in o~ceto t~ to coordinafe cofnmunity events.
• Staff and D'vectot5 attend City'Council, workshops, conventions, receptions, VACCE,
SGV Eoonomic ParMership Meetings, LACO & Supervisor Hearings to keep the
Chamber informed and visible.
~RS~s~a~AST coNr~cTTON
• Hosted 12 monthly Mixers to showcase businesses to our members and for networking
purposes. Co-hostad one with Monrovia & Duarte, a San Gabriel Valley,Mixer at
Invindale Speedway, and will again cahost "Summet MADness Mixer'.' with Duarte,
Monrovia and Arcadia. Seidner's Auto Collision 3ervice in Duarte is a MAD Event.
. An Open House BBQ is slated for new members to get acquainted, & inc~udes a tabletop
~xpo. Event is FREE to all members.
• More than 450 people~attend our Networkdng Break#'asts yearly.
MEMBERSI-~P & CHAMBER AWARDS LUNCHEON
•(New in 2002) Intended to be a:yearly event, nearly 1-00 atte,nded it in 2002, & we anticipate
the same this y,ear. Chamber Award~es can be.feted for the'v achievements.
EMERGENCY PACKETS FOR BUSINESS
• The Emergency Prep Committee, in conjunction with the Chamber=;Staff &
Ambassadors, blantceted the business community with emergency gackets to assist
our Police & Fice Departments in case of an emergency. Completed eariy 2003.
ENERGY CRISIS
o Continued energy consetvation at the Chamber.
CHAMBER COMMITTEES
• Multtcultural Commitlee helps businesses by promoting dialog between all ethnlGities: Also,
produces Taste Around Arcadia, Cultural Busipess Seminars & Imercultural Dinner with the
School District.
• Ambassddors ivelcome new members, call on all mem6ers, help with events.
• Emereencv Pren Commitlee fo prepate business for any disasters, works w/Red Cross, Fire,
City and Police Departments and provides emergency packets to businesses.
• Business Promo Committee manages big events sue6 as'Carnival and Business Expo.
• Governrnent AfYairs Foruiir keeps members aware of whaf s happening in Washingtoii and
Sacramento,~plus oui local cities and county, too. Pubiic, invited to make intereats known.
• Membership:Luncheon & Chainbei Awards - Firsf year as a single event & first year
including a Membership Luncheon
• Quarterly Report to the City
• SGV Legislative Coalition
• Hired part-time employee from LACO Community & Senior Seryices, pd. by County
• Planning to begin Internet ad program
• Contracted nvith Muzak for music on hold & iaformational script
• Strategic Planiiing Conference for a three year projection
• Encouraging the reforination of ABA & So, Arcadia Busine§s Associations.
• Hosting meetings re; parking in the First Ave. - south side of Huntington Drive area.
e More joint Chamber effarts with othei Chambers as direeted by Board of Directors.
• Considering ~IelpCity yoint effort for Internet capabilities, referrals, including web
site D'uectories nn C17inese, Spanish & English.
MISSIONSTATEMENT: To play a critical and integral role in
maintaining a healthy business environment, contributing to the economic
growth of the ciry, and enhancing the City's image.
flECFEM~O
~,~~~ ~ ~ ~~
CHAMBER OF COMMERCE/CITY OF ARCADIA SCOPE OF SERVT~CE~p~EP31 SERVICES
PROJECTION FOR 2003 -2004
PUBLIC RELATIONS
A. The chamber will continue to maintain regulaz office hours with qualified personnel.
B. We will aiso conrinue to provide rimely and accurate informarion and to market the
city and business azeas to residents, tourists, etc. About 100 packets of information
will be distributed each month. We will continue to deliver maps as needed to
businesses, and hotels. The 2003-04 Directory will be finished in July and delivered
to residents and businesses, either in person or by mail. We will continue to update
informarion, demograplucs, etc., as information is available to us. A quarterly report
to the City will be pmvided every three months, Sept 30, Dec 30, March 30, June 30.
C. The Community & Centennial Calendaz wili be maintained, and a copy to the City
within 5 days of Coordinaring Council Meetings.
D. It is standazd procedure to provide all new residents with a welcome package via the
Realtors. About 25 per month will continue to be distributed. A sample packet will be
provided to the City with the first quarter report.
E. Business relocation packages will be provided on a monthly basis to new busiriesses
from the list provided by the Water Department. Sample to be provided with first
quarterly report.
F. The Civic Directory draft will be sent to City Manager two weeks prior to final
printing for approval. 20 copies are due no later than 7une 30, 2003.
G. The Chamber plans to continue to meet on a monthly basis with the Business Promo
Committee, Govt. Affairs Forum, Multicultural Committee, Taste Around Arcadia,
Executive Boazd and Board of Directors, Ambassador Club, Emergency Prep
Committee (bi-monthly} and,such funcrions as Business Mixers, Breakfast
Connections, vatious Chamber Luncheons with staff, City; Ciyic Leaders, business
people & citizens. Tfie Chamber will continue to provide the number of attendees
and functions at such events in the quarterly report.
H. Centennial lvlap delivered in 2002. No map pIanned unril late 2004 or early 2005.
I. To provide continued assistance with the Huntington Crossing azea, the Arcadia &
Monrovia Chambers of Commerce, along with Duarte, have planned a"Summer
MADness" Mixer on July 16,which will be held at the Holiday Inn. The Chambers
encourage restaurants & hotels to participate in tlus event. Several informal meetings
have been held and continue to be scheduled for the purpose of increasing tourism &
regional use of this azea. A tentative date of 7une 19 is set for the next meeting, at
which time a new publication will be discussed, also. I will norify the City when the
date is firm.
BUSINESS DEVELOPMENT
A. Planned for October 17-19; 2003, the Craft Faire & Carnival already has vendors
signed up and the Business Promo committee has met to begin planning. However,
the consensus is that this may be the last one due to several reasons. The rime spent
is enormous, and the best comparison is Business Expo. The Business Expo makes
the exact same amount of money and is a fraction of the effort to produce. The
ATTACHMENT 2
Business Promo Committee is leaning towards the idea of 2 annual Expos and
eliminating the Camival weekend.. We would make the same profit, promote local
business better, use less staff & volunteer time, and reduce our liability insurance
costs, among other things. As always, the City & various City Departments will be
provided space in any and all of these events. Included in the June 30 Quarterly _
Report will be the final Expo Report.
B. Centennial Map was produced in 2002 and will not be produced again until late 2004
or 2005, depending on how long it takes to distribute those we flave. We continually
supply City Hall with maps.
C. The Business Directory is at the printers and should bedelivered by Aug 15, 2003 or
sooner. The Chamber will continue to provide copies to. the City as requested.
D. This spring, the Chamber has provided the forum for the Downtown parking issue,
So. Arcadia informational meetings, a City Department Heads - Chamber Executives
introductory lunch, The Chaznber Awuds Lunch with Business speaker, Dr. Vener,
and a School Board Candidate Forum. All of thesa events aze slated to continue in the
next fiscal year. The Chamber continues to listen to the Arboretum issue. In June we
will attend.a breakfasthosted by Supervisor Antonovich. We have planned a Seminaz
on doing business with the Korean culture as requested by our members. SCORE is
continuing to counsei businesses here monthly, & by appoinhnent, & to offer specific
seminars each month in different locations. ~
E. Last winter, the Chamber distributed several hundred Emergency Packets to
businesses. We will continue to have these packets avaitable for our Ambassadors
and for the Fire Department to pass out during each of their respective visits. Our
Emergency Prep Committee meets bi-monthly and several of the members will
continue to attend the EOC exercises when offered. The Executive Director is a
member of the Arcadia Red Cross Disaster Action Team and will continue to meet
monthly with them. We will need to obtain the SB 198 disaster plan requirements for
review.
F. The Ambassadors visit or call all members at least once every year, and will continue
to do so. They are instructed to meet & greet all attendees at all chamber sponsored
events. We now have chamber information for membership in Chinese to heip our
Asian business community get involved in our chamber. We plan to continue the
monthly Breakfast Connections, evening events such as Mixers & dinners, seminars,
etc.
G. In addition to the mailed monthly Newsletter, our web site is slated to offer our
newsletter on the web. Chamber Staff will continue to be in contact with City Staff
regarding city items for the newsletter. 20 News & Views will be sent to City Hall
every month as in the past.
H. An ongoing process, we continually work on business recruitment, expansion &
retention. Recently, our efforts included discussions with some So. Arcadia
businesses regazding how to bring more upscale businesses to the azea, encouraged
Rescom to comply with regulations & worked with them on retention. We discussed
with RJ Collins the move to Arcadia from Monrovia, congratulated Hale Corp on
theu new developments & have sent several potential tenants to them. Also, we have
met with numerous potential businesses iegazding available properties in town. We
dispense demographic information to developers, Realtors & others and continue to
do so.
I. Staff is instructed to post, email,'fax, or include in the newsletter, all information
iegazding SBA, SBDC, the Economic Partnership, EDD, WIB; SCORE, our poing
Business With Other Cultures Seminars and other business related workshops. Some
meetings are conducted in the Boardroom, but we dispense information for any
business related meeting or woikshop as a courCesy to our members.
J. In the coming yeaz; we plan to continue to encourage the creation of business
associations m the various business districts. A downtown pazldng meeting in April
netted only 8 participants - the second meefing is slated for June/July. Gil Stromsoe
was appointed by President Steve Gutierrez to assist with contacting some businesses
in each azea to test for the level of interest. He is to report from each district any new
or pertinent information. We will continue to sponsor meetings in each of these
azeas, but realize that they have to have an interest in the concept first. .
GOVERNMENT/LEGISLATIVE "
A. The Chamber is moving into a proactive position on legislative issues. Our Chamber
has joined a San Gabriel Valley Legislative Coalition with about 15 other Chambers.
We are meeting once a month and studying legislative issues pertaining to business.
Another Legislative Lunch is planned in January 2004 to include 350 business people
from the SGV and all state;elected officials from our district. We aze writing letters,
inviting our legislators to dialog on certain issues and taking stands on legislation
through our own Chamber meetings. We often print the stands taken by the Chamber
in the newsletter. :
B. The Chamber's opinion is in the newsletter and mailed to City Staff & City Council.
Usually; there is repiesentation at our Government Affairs Fonuri from the City, and
thaf representadve"is in on the discussion & present for the vote of action. •Also,
either the President or Director will bring to a City Council Meeting a particulaz
concern; when applicable.
C. A future survey has not been defined at present. Most recently, a survey regazding
the Business Expo revealed that the new format for EXPO 2003 was most welcome
and more EXPOs par year were requested:
CHAMBER ADDITIONS
A. A Chamber Strategic Planning Meeting is planned for August to pian the Chamber
direction for the next three yeazs rather than for one year, only. This event will be a
two-day activity;
B. The Chamber brochure in Chinese is printed and available to be distributed when a
potential business member is approached for membership.
C. The Chamber plans to hold monthly meetingsbeginning in the fall to invite potential
members for an informal "coffee" type of gathering. This is engineered to bring in
new members in a very "low ke}~' situation. We no longer have a commissioned
sales person.
D. Poles for banners at the Chamber are being considered. The plans will be suhmitted
to the proper City Departments for approval.
E. It was budgeted for 2003-04 for new office furniture & a new phone system. The
furniture currently being used in the front office was made for children, is very
uncomfortable, and not compatible to computer use. Our phone system is so old that
no parts aze available to repair the system. An "on hold" Muzak system is being
installed.
F.. A new Huntington Crossing Directory is being discussed with Monrovia Chamber.
The meeting in June will set the direction. This directory will help funnel hotel
guests to the restaurauts & attracrions along Huntington Drive.
CITY ADDITIONS
A. It was suggested that we not survey the merchants, but have several informal .
gatherings at the Chamber to find out if there realiy is a"parking problem". We
decided that rather than create a situation, IeYs find out if anyone really even
cazes. At tlus time, most of those attending the first parking meeting were
somewhat apathetic about parking. The second meering is scheduled for July
with Pat Gibson, our volunteer pazking "guru" - the date still not firm.
B. lncluded is a Chamber Event Calendar for the July/June period.
C. The Chamber began producing a Quarterly Report as requested by City Council
last year. We will continue to submit 4 quarterly reports each year as requested.
~ ~~ ~~
~
ARCADl~ CH~4MBER OF COMMERCE
G~ 2003 EVEN~'S
Mark these dates on your calendar to meet new eustomers!
Break~RSt COnneCtiOn - Held on the 3rd Wednesday morning of the month from 7:30 am to 8:45 am at
Peppers Mexican Restaurant,181 W. Colorado Place inArcadia. Informative presentations from guest speakers.
Bring your business cards to ezchange with other business professionals and have the opportuniry to give a 30-
second commercial about your business!
January ISh Apri! 16th July 16th October ISth
February 19th May 21st August - No meeting November 191h
March 19th June 18th September 17tk ,, December - No Meeting
. i .. m ~te ~ ~ r * ,t * ,t r ~ ,t * * * r ,t * ,t ,r ,t * ,t ,t * * ,t * * * ~ * * ,t * ie ,t * *
Business Networkin,~ Events Networking, food, beverages & raftle prizes. Great exnosure for the Host
Business. People are more likely to do business with and refer others to someone they know! Contact the Chamber for
details and}'oinus atthe nextnetworking event. Let us help youto growyour business!
January 28th - Countrywide Home Loans , Inc., Arcadia
February 25th -Arcadia ChapterAmerican Red Cross
March - Business Expo 2003 at Westfield
Apri116Fh • Cocoa's,1150 Colorado Blvd. Arcadia
May 21 st - Seidner's Collision Center-Joint Mixer
June 25th -SGV Mixer at Irwindale $peedway .
Jul,y 16th - MAD Mixer Holiday Inn
August 20th - New Member's Showcase, Elk's Lodge
September 8th - Taste Around Arcadia, Arboretum
October 2nd - Pasadena Wine Merchants
November 13th - Premier Jewelry Makl
December IOth - Holiday Mixer - SantaAnita Pazk
~ RECENED
2003 -Arcadia Centennial Year ,3~~ p 3 2003
.Ianuary 1 st - Tournament of Roses Parade - Pasadena
January 29th - Mu1Hcultural Lecture Series - Holiday Inn T SERVICES
,lanuary 31 st -SGV Chambers Legislative Luncheon - Radisson/Martiott, B~~~~~
March 8th - Centennial Business Expo - Westfield Shoppingtown SantaAnita
March 29th - Citizen of the Year & ChamberAnriual Installation Dinner - Four Points Sheraton
May Sth-7th -Annual Business Legislative Summit - Sacramento
May 12th - Centennial Golf Tournament - SantaAnita Golf Course
May 28th - Chamber Centennisl Business Awards Luncehon - Four Points Sheraton
June 18th.- Doing Business with Other Cultures Seminar - Holiday Inn
June 30th - Chamber Open House / MemberAppreciarion
'~7,D03~~( /ury~orn-inegatir.:~+u,xi,..a~...~._....,--~»..---.--..._..___ ______-, --
August 8th - MAD Golf Tournament
*August - Chamber Board of Directors & Members Planning Conference - TBA
September 8th - Centennial "Taste Around Arcadia" - LA County Botanic Gazden
October 17th, 18th,19th - Annual Craft Faire & Carnival - LA County Pazk
Novemberl9th -AnnualInterculturalDinner-CommunityCenter
' Some dates, times and locations have not been confirmed. Occasionally an event is rescheduled due to a conflict with
another community event. Please watch for updates in our monthly newsletter, on our website or call the Chamber. Office
hours are Monday through Friday &om 8:30 am to 4:30 pm.
388 West Huntington Drive, Arcadia, CA 91007 Ph 616-447-2159 FAX 626-445-0273
Web sire - www.arcadiachamber.com Email - arcadiac@pacbell.net
AIZCADIA CHAMBER OF C'OMMERCE
G ~' 2004 EVENTS
BYeRkfRSt & LuttCh CbnneCtlot2s - Held on the 3rd Wednesday of the month. Breakfast is from 73Q am to
8:45 am at Peppers Mexican Restaurant,181 W. Colorado Place in Arcadia. Lunches will be held from 12:00-130 at
various locations to be announced. Hear informative presenta6ons from guest speakers:..leam new and innovative ways to
help your bnsiness grow and share ideas with other successful business owners. •
January 11st Apri121st July 21st October 20th
February 18th May 19th August - No meeting November 17th
Mprch 17th June 16th September 15th December - No Meeting
r ,w ,r * * * * x * ,v ,r * ,w * +e * + * * r • * « a * r ,r * * * * * * « * * r r a r * * ,r * *
AdllitiOn[lllVetWO'1'kZ12P EVeIZts - Networking at its best. join us! People are more likely to do business with
someone they lmow! Contact the Chamber to make your reservation or for details and join us at our next Business event.
*Planned Events for 2004
January 21 st - Chinese New Year Mixer
*January - Open House for new Health Caze Partners Offices
*February - Joint Open House for Hale Business Offices
'"March - Business Expo - Westfield
March 27th - Installation Dinner & Citizen of the YearAwazd
*ApriUMay - Annual Business I:egislative Summit - Sacramento
April 22nd - Arcadia 210 Self Storage Mixer
F~, yo oy.5' July 21nd - Joint Monrovia, Arcadia & Duarte Mi
*August - New Member's Showcase
8eptember 13th - Taste Around Arcadia, Arboretum
October 16, 17 & 18 - Craft Faire & Carnival
*November, December - TBA
RECEIVED
~au~u o ~ 2003
DEVELDPMENT SERVICES
Avariety of Committees meet throughout the month... join us at one or more to insure your voice is being heard Locally, in
Sacrunento and Washington. Days, times and other inforn~ation conceming these committees aze listed on the back of this
sheet. Please let us Imow if you would like tb be notified about any of them.
* Some dates, times and locations have not been confirmed. Occasionallv an event is rescheduled due to a conflict with
another community event. Please watch for updates in ow monthly newsletter, on our website or call the Chamber. Office
hours aze Monday through Friday from 8:30 am to 430 pm.
April - GolfToumament
May 27th - Sam's Club Business Appreciation Mixer
*May - Annual Lunch Mtg with City Officials/Dept Heads
June 24th - FoothHl Credit Union Mixer
*June - Chamber Boazd & Members Plannnig Conference
388 West Huntington Drive, Arcadia, CA 91007 Ph 626-447-2159 FAX 626-445-0273
Web site - www arcadiac/:amber.com Email - arcadiac@pacbelGnet
r
t p
9
~
N M ~
~ w
~ ~ ~vmo
~ ~ o
Z W , N N NT .. . ~ N O r b 9
~ O O~ ~ r' ~
. .
~~
~
N
~
~ .
~ ~ t
4 r1
~ N
tl? N
fR
.~ .0 ~ . u ?
M-~ ~ W.
,
OF ap
~ w>m
~ .
~- O O
O~ O O
O O~
O ' O
O C
O O
O O
O O~~
O O
O O ~
O. ~ O
Q O
O O
O O
O O O O
O N O
a
~f7 ~ O~
O
f1 O
Y 7
O O
O
7
O O O [9 ~
~. ~(1
' M' ~ N Y~ YJ. I ~
O ) ~ O N
Q: .:~ ~ ~ ~ LL7~ t 0 O M V1 f D N C9 O N O~
T - C ~1 t 0 N~d l
•- * r
.~ f~ W O ~ ~. - o u~ ~ ~
N ~
~;'. .
7 ~ .
.~
Z .am N
~'
~~
v
/. ~~ 00 O ~ 0 0 0- ~ O ~ o
,
~/
.
~ ~ O O O Cf Cl O W ~ ~ O ~<~
p 0 N
~,{.,
W-~ W~ p N M. OD. aD ~ ~ t0 ~ ~~ N N c- if r N
, - N u. o '
O
w :
~ a
~ .
N
~ 0
F~ K
Q N~. ~
W, °- ~: .
~
o o o o o oo. o o 0 0
o o` o 0
0 0
0 .
o a o o oo 0 0 0
~ o °o 0 0
o 0
~n 0
to ~n a o co ~ o ~o~ ~n a o v
~'~
~ ~ 1~ 0 0 N N sF t0 N tn O cD ~ f0 V- r N
' ~{
d N
m .. W p ~ e - oJ N N N . ~
(V Vf
~ Q N
~' ~ o
O, ', 00 N
N'
~
-
M
O ...
~ ~ rn
rn ~n
cn ~n
N m
~ o
o ao
~ o
W m~
v ~~ ~
m m
m ~ co.
A ..-,
~ ~
v .-
~ m~
~
ti~ a
v o
r w
m o
c
o
O; O Q
W e~
W . ' N~ ~
Oi ~/1
u'i
' O>
N ~
O O
Y"/
!O ~f1
~ t+1
•r 1n
M c0,
Ni .
~
I~
O
~
~
bm9 ~
~
~
r
~
N } o
f w
u .- .-
d- ~
~ ~rs u> w M ~ ur ia
w
W - o o vi s ~
.R ~ y>
;,
v,, ~ o ~:
~ ~ Z N
~
W
W
W; ~
~
~i c~ o ~ v> c~ rn o
~ v
01 ~o
' N .-
O c
W no
O f7~ m
a-' m
Os m
tD o
O
~, ~^ W ~ l7
V O
O O
N N
a0 N
'- ~ oJ
O~ T
~7 V OD~ N ? fD' O I~ ~ af N
.. (q
. ~ N N V W N tO C'1 ~ N Of fD [O .-- ~ V1 ~ C7 t7 ~ N
O, F-' Q O o] r OT ~ I N ~ ' , ~
U .
z~ N ~ ~ "'
O 1- N
~j„ ~ U o
O °4
~ N
a
w
m
~
, Q
..
~
cp N
~ y
X O
v C
p
_
~
~
~ O
~ ~
~
v
~~
~
m
m
~
~ N
~
. U ~ v i . ~ c C C ~ ~ ' ~,N„ ~ i . F- c ~ ~ a Q a
m 4
~ 7 [6 C
~ ~
y~
a
z Z N S -
o ~, 7 '"
c o
~
E
i» U
a E ~ m d . c c c m o .~-°~«° : a> ~
~ W` . ~2 c ~UC V~ O D U ~
°' m o E :: :o' °
~ ° E ` ° W¢ J ~ w :wx ~ a Zo :
~= ~ u , a z
Q ai~ a ~ o m X~ 'w c o~ 'Od ~ ~ t~u 7~ o~ NU a~c L W ¢ ¢ >
aa °E '~ ~ x E w°7 W o: oamm ~m i n-~ ~~ N T
V E~ I~ E O ~
`
N
°
N
V
~ .
C
d O
O
d
~
~
O
'~ ~
~ . U m 3 a` ~i m E Ic i a:°- ~ ~ ' ~d ~ m a~ i `aic° ~ m ~ oi m
g w
` E~~ m d
x o
~ ° .i
..
Q x
w
Q ~U Z O w ' o i~zo ~T ~ t- a o w ao ~ - ~
I
p a ~ m ~ mcp~ °o m W~ N ~ n rn ~ °cp ~ rn ~ ~ ~ v ~v rn
~ th c+7 ~( A ~ N aD N f+7 O CI ~ •r ch t9 N .p
69 6~4 ~ W u7 T
. W~ M d3 V! ~ ~ ~~ H ~ ~~ ~ Vi u9 ~fl W ~ ~ N
f9
~
~
.
yr ~ Q L
~ ~ W ~ ~
`
' ~
e W ~ m
` ~
' p
p p
p O
O O
O O O
O O O
O O
O p
p
' O O
O N O
O p
~
~ O
O O
O .O
O O.
O O
O O.
O O
O O
O O
O O
O p
p
~ O
O
~n
~ ~ ~ 1~ fV N O O t0 ~- N O~ ~ <O N O O ~n N ~n
N N.
~ 1i> !O u7
~ ~ -
0 W F V' ~ pj N ~ Ntli N tD N t~ p •! N 1D. ~ ~ N t y ~
1 ~, W OO !~ e~ O f
~ a ~ ~,
°
Z ~m "'
~
a
f/~ o 0 0 0 0 0 0 0 0 0 0 0 0 0 0
0 0 0 0
0 0
0 0
0 0
0
.~ ~ o
~ 00
mn
.
~ 0
ao o
w ~n
rn o
~n v+
m a
~n o
c~ o v ~n m ~
~ W~ o vi c4 ~i r ri N
~ y ~ o
p W .N
~
p
~ Q:~ N
~ U ~
'0 o .p 0
O 0
O 0
O 0
O 0
O 0
~ 0 0 o 'p p
p ' '
' 0
~O 0
O 0
O 0
O 0.
O - 0
O 0
O. 0
O ~0
Q 0
O p
O O
O
.
. O.
N ;O
p~ h u7 O t~ O p
~ p O aG O ~ u7 ~ 47 LCl N O b N
~ ~ ~ tn ~ C7 O N {~j t~ ~ 1~ tD r '- ~ N ~f1 ry N
M:
LL W p N
(~ N
~. ~ N
`.O`. : ~ o
Q. m N
+ ~.
_:'f .
~~ O~. ~A. N '- ~ M O
O h
1~ ~Ci '•! 7~
fO- O
N 01
~O ~O
N f~
O [+7
~f O
tD (O~
: O W.
(O~ 1n.
~ ~~
O ~ O O
f9' ~
C O
O1
~
Q ~ ~ (p
O Op
O C7
~ (p
N O~ N ~
N O
fD N~ ~
~tI ~O V W M ~L1~. I~ O C'Y Of-. f0 M t O 'at
N W Il~ o\° . ` d, ~p
~ f~j ~
^ ~ CV e- ~ ~ ~ ~ ~ ~p
fA ~ ~ ~ ~ ~ ~M ~ 1 ~+1 ~
fA fA fA tA M ~ 1A dY ~ . H T
.'~~, 1 Q~ O
LY ~ N
U o:..a
~N.Z ~
"W
W W
~
~ o q cv
~n
o ro
r rn
~ o
o
M W
~. . v~
o o
n o
o .~.
~ .,. m
ao m
o v
rn o
o r
w , ~n
r- cn
o
~v v
o r~
~n o
e ~
r m
o
~ y o
~n °n o rn ~n r ~n N ,
w
~ tD V ~
~ .- ~ v~ N r~ vs ~c r> ~o m
N w
0 b rn
t
~O 2 J ~ •- aj ~1i v .- p^ r 1 O~ M f0 . vi ~ ~ ~ c O
h n
f": Q O p'
(~ z;~: N
gr
U
LL ~ ~
O oQ. N
~
~
,LLI
m
w
~
Q V
~ y
- H c
m m
~ N 2
~ p ~ W ~
~ N
,U
i
a
c
~
~ ~
°:
. L
a
otf
v
~ ~
a
o
.
y
~
a
y
. `
~l
~
C
y ~
Q- d
~ d
~
'C
Q
~
K~
~. N
C
C
'
~ `
`
Z N
T~
«
V
C
~~
C
-
C
.C
.N
3
~ N
. 3
Q W . . U
2 m m
~ ttl p
~
~ y
? o c
a a
~ .a~
~~a d
n m
c a ~.o
~c
-~
W Q
etf
Q . y'
c . ~
c a J ~1 c
~ -..i
¢ 2
¢ `-° ~t1
~ tQ c
° °' y o a`' a
w ' "~ '~ : N ~ ~ .
a~ ~ ,~
y
~
F-
d
~ o - ¢
r
w w
~ 3 a
5 S al ~ ~ a ~
V I-
U
y
°-:
- ~
m o
o
.y
p ~
~
a
~
W
°"
y ~
~ m
Z m
~
O m a
W Q
w c
w
m
°
~
4
'.;~'~ y 0
~
c i
a
x »
a
in
c
F-:
u) o y
a i
a
- ~ ~
`
~ c
~
o w
•- '
~ m
~ ~ V
~ _
I
U .
?
< ~
~O
O
~
°
a`
- ...
O
~
Q
~
~ -
~-
Q. d O ~ F
- ~ ~ O ~ a .
~
~
~~ ~ ~
p O O ~O M
W
~N
~ ~
~ NO
W nj ~
r
~
t t
H
Va f A~
'. f c
- ~
~ a.
a
O
~ ~ ' ~ ~ ~
a ~.
~
O a
p
~ w>m
o o o$ o 0 0
O 0
~ 0
O $. . 0 0
' L C~ ~ O N O p ~ ~ O ~ . A~ a . ~
~ ~ ti N .-p ` t~ h ~, N a ~
~ y W O ~` ~f
~ a o d,
0
Z .am N
O
~ ~ S o °o 0 0 0 0 0 0 0
1~
cV
t0 ~
~ r
~ o r~ o
- ~n
I m
+i
W W~ 0 ~
~ .
~ (S t
N
> (A LL p
N
1 a (~ N j
O
N
W n' =
~ U
~ °o °o o° °o 0 0 ° OO °o °o °o
r: r ou ~ r o o N o~ u~
~n ~.i .= f : r i r o " ,~'
' ~ ~
m W °o r a N
N
~ ~ N
~ ~ ~
O °~ N
N
i
M
~ m v
M ~
O m~ p co
N rn
~ ~
N ~ m
C] ~
W
O Q o.
0 W N O. •
-- f
7 ~ ~ °°
N W W o ~» ~ vs~ ~ ~ `~
~ u
i
~ o
~
W Q~ O N f 9 6
9
~ O QQ ~
WOW
W
~
c
C N OO ~ p ~ N ~+f O~i O ~ YS h ~
~ eN- ~ O p N . ~
OI 1~ N d' lo h .
~. , t~
O N
= J O ~ ~ ~ p ~ d, ~ ~ , ~ tfi M
I N fH
V Z ~ N ~
~ U o
(j,
O °a
~. N
~
~ ~ ~ ~
Q
~
N
X
m
O
W
O
W
Z
2 ~ U ~ W ~ ~ ~
~ L ~
U ~ 'V/ ~ E N . V U .y,i W
° ' a~ ~ '
° ° '~: ~ ~ ` n a ' ~' E K
.
Q ~~ a W ~
o c ~ ~ c ~ a
° , o
V ~ ° -
p ~tO ~ a m
~ ~s c'n Z v ~R ~ m a a ~ p o ~ = E °- i
~ m
Q
~
'
J J ¢
~1 F-
"
0
f ~ C ~ u. . j .%
d ~ G
O O
l .. ~
. N C
N J
¢ ~
•
- ..d. Q
~ J ~O l " " ~ J
~ y ~ ~ Y '
~ y ~ ~
U C
~ "
a Q W
v C
~ fp ~ 'N L" .W x
E ~
`~ 7
a ~ C .~
~ 0
a C
C 0
1 Q
~" ' ~
~
. v iE ~ c
i~ cn ~ ~ j > , m .. ._ m -
O U
R ~ J
Q lA ~2 U ~C i- Q U . U ?
\
~~ .
AGREEMENT FOR SERVICES
FY 2003-2004
This Agreement for Services ("AgreemenY') is entered into this 17`h day of June, 2003
by and among the Arcadia Chamber of Commerce ("Chamber"), a not-for-profit
organization, the City of Arcadia ("City"), a municipal corporation and charter city, and the
Arcadia Redevelopment Agency ("Agenc~'), a public body, corporate and politic.
RECITALS
A. The City, the Agency, and the Chamber have long cooperated on areas of mutual
interest to the Arcadia civic and business community.
B. The Chamber has provided numerous economic development and marketing
services to the City and Agency.
C. For many years, the City has provided to the Chamber at a below market lease rate
the full use of the City-owned building at 388 W. Huntington Drive, Arcadia in recognition
of its services to the City, and in FY 02-03 has further contributed $55,000 to the Chamber
as the City's share of the cost of the economic development and marketing services
provided that fiscal year by the Chamber.
D. The City and the Chamber have extended the previous Lease between the City and
the Chamber, terminating December 12, 2001, for five (5) more years.
E. The City, the Agency, and the Chamber desire to memorialize their relationship for
the fiscal year 2003-2004.
F. The City desires and intends to pay the Chamber the amount of $52,15~, and the
Agency desires and intends to pay the Chamber $3,750 in FY 2003-2004 for the business,
economic and civic promotion services set forth in Attachment "A".
G. The Chamber desires and intends to provide the City and the Agency the business,
economic, and civic promotion services set forth in Attachment "A".
AGREEMENT
Now therefore, the City and Chamber do hereby agree as follows:
A. Responsibilities of the Chamber
The Chamber is and shall serve as an independent organization entirely
separate from the City and the Agency, and shall operate under its own
bylaws as a.membership organization serving the interests of business in
the greater Arcadia area. For purposes of this Agreement, the Chamber is
and in all respects shall be deemed to be an independent contractor.
ATTACHMENT 3 ~~~ ~ ~~ ~~C~I~~"' ~
~
The Chamber shall assist the City and the Agency in their economic
development, civic promotion, and marketing efforts by providing the
services and materials to the City and the Agency set forth in Attachment "A"
to this Agreement, which is made a part hereof.
3. On or before May 1, 2004, the Chamber shail submit to the City and Agency
a progress repoit describing their perFormance under this Agreement for the
period July 1, 2003 to April 30, 2004.
B. Resqonsibilities of the CiN and Aqencv
The City and Agency shall assist the Chamber in its business service and
developmen4 efforts by means of the City leasing to the Chamber for the
remainder of the term of the lease described in the Recitals hereof, and any
extension, the facility at 388 W. Huntington, and by providing, in the
aggregate, $55,000 to the Chamber in FY 2~~3-2004 for the products and
economic development and civic promotion services set forth on Attachment
~,A„
C. Audit and lnspection of Chamber records
The Chambe~ shall provide to the City and Agency a complete and accurate
financial statement of the Chamber by September 3Q 2003 for the previous
fiscal year ending June 30, 2003, and by September 30, 2004 for the fiscal
year ending June 30, 2Q04.
2. The City and the Agency shall have the right to review and/or audit the
records of the Chamber to verify that the Chambers expenditures of the
City's funds are consistent with this Agreement. For this purpose, the
Chamber shall make available to the City `and the Agency, and their
representatives, all rewrds of the Chamber for purposes of review and audit
during normal business hours of the City, upon reasonable demand by the
City and/or the Agency.
D. Amendment
This Agreement may be amended by mutual written consent of all parties.
E. Termination
This Agreement may be terminated
written notice of termination 180
termination. The rights, duties and
and the Chamber will continue fi
termination and the effective date
portion of the agreed compensation.
by any party giving the others effective
days prior to the effective date of
responsibilities of the City, the Agency,
~r tfie period between the notice of
of te~mination, including any prorata
_, -2-
;;: . ~- • .
F. Califomia Law
1. This Agreement shall be govemed by the laws of the State of California.
G, Attornev's Fees.
1. Should a dispute arise between the parties to `this Agreement resulting in
legal action, the prevailing party or parties shall be entitled to an award of
reasonable attorney's fees and costs incurred.
In witness whereof, the parties have executed this Agreement as of the date first sef forth
hereinabove.
CHAMBER:
CITY:
President City Manager
Arcadia Chamber of Commerce City of Arcadia
Approved as to form:
City Attomey
AGENCY:
Executive Director
Approved as to form:
Agency Counsel
-3-
Services Provided by Chamber of Commerce to the
City of Arcadia and Arcadia Redevelopment Agency
FY 2001-2002
The Chamber shall provide the following services to the City and Agency:
I. Public Relations
A. Maintain regular office hours with qualified personnel.
B. Provide accurate and timely information and market the City and business
areas to residents and business people who walk-in, phone, write, e-mail, or
fax.the Chamber.
C. Prepare and maintain the monthly community calendar of civic group events.
D. Provide all new Arcadia residents with a"welcome" package within one
month of City notification; the package shall include materials provided by
the City.
E. Provide information on Arcadia to realtors for a"business relocation"
package which commercial agents give to new businesses in the City.
F. Prepere, print and circulate fhe annual civic directory which lists all civic,
cultural, social, educational, and business groups, addresses, meeting
dates, etc. (due no later than June, 2002).
G. Through the Board and Committee structure (e.g., Business Promotion
Committee, Government Affairs Committee, intercultural Committee,
Ambassador Committee, Emergency Preparedness Committee), and
Chamber functions (Business Mixers, Breakfasts and Luncheons) bring civic
leaders and City/Agency staff together with business people and citizens
monthly.
H. Install, maintain, insure brackets on City street lighf poles; create attractive
community based posters; post and remove them promptly, and in a timely
manner.
I. Prepare a tourist map of the City (Downtown, Mall, Race Track, Arboretum,
West Arcadia); provide 200 copies to the City.
J. Provide continued assistance to the City and Agency with the East
Huntington Drive hotel/restaurant association, e.g., marketing information
and materials, coordination of joint activities and programs with the City of
Monrovia and the Monrovia Chamber of Commerce.
-4-
" l~:q~.:.r,-~ ~ ~ .
II. Business Development
A. Under the Business Promotion Committee, organize and hold the annual
"Business Expo" and Country Faire for Arcadia businesses to market their
products and services to each other and to the community (Faire - Fall,
2001; Expo - Spring 20o2) including hanging the ChambedCiry banner.
The Gity will be provided free and prominent space at the Expo and at the
annual Fall Country Faire.
B. Prepare and print (every other year) "City Map", including economic,
demographic and civic information on Arcadia (due no later than February,
2002); provide 250 copies to the City annually.
C. Prepare and print the "Business Directory" (due no later than June, 2002);
provide copy to all Arcadia businesses, and to residents; provide 50 copies
to the City annually.
D. Conduct special community and business forums, e.g., City Council
candidates forum, Trash/Recycling, or assist City to inform the community of
meetings, e.g., community workshops on large development projects.
E. Assist the City during emergencies, by providing liaison at Emergency
Operations Center, coordinate four or five Emergency Business Centers
throughout the City in the event of earthquake or disaster; working with
Chamber Emergency Business Center Task Force plan for emergencies;
assist businesses in meeting their SB198 disaster plan requirements.
F. Provide ambassadors to existing and new businesses throughout the year to
monitor concems, assist in resolving problems with the Chamber or the City,
meet other Arcadia businesses (e.g., monthly networking / orientation I
breakfasts).
G. Prepare, print, and mail monthly "newsletter" to members providing
information on business activities and legislation; provide space for a City
column; provide 2a copies to City.
H. Work actively on business recruitment, expansion and retention efforts
throughout the City, e.g., business CEO/ChambedCity official meetings.
Organize and publicize at least five seminars and training sessions for
merchants. and business members under SBA, SCORE, PIC and other
govemmentaf and educational programs.
J. Work to create business associations in West and South Arcadia similar to
the downtown business association. (ABA)
-5-
K. Research a banner program whereby local merchants can purchase
banners foc display on street light poles; design the program, and fonvard to
the City for.review~
L. Market the .San Gabriei Valley Community Development Corporation
business loan programs through distribution of literature, advertising and
visiting local businesses, particularly in the downtown area: '
III. GovernmenULepislative
A. Through the Legislative Committee, provide business information to
membership and serve as a forum for City, County; State and Federal
inter~elationships and dialogue.
B. Review and recommend proposed business legisiation and concems to the
City.
C. Conduct membership survey on general business topics, e.g., parking,
smoking, ride share, recycling, spray paint, signage, to inform the City of
business concems.
Based upon historical experience; the Chamber will provide to the City the following
approximate number of referrals and other services:
Referrals to City of Arcadia-
Business License -
Senior Citizens/Recreation -
Economic Development -
Planning/Building -
Public Works Services-
City Attomey -
City Clerk -
100-150/month
100/month '
10-15/month
B/month
2a/month
15/month
10/month
Maps and/or directions - 100-150/month
New resident and business
relocation packets - 40-50/month
Calis on Utilities
(e.g., water, phone, gas,
electric, cable) - 75/month
Civic Directory Information
(Service Clubs, legislators
efc.) - 20-30/month
-6-
i ~ ~,
ARC
~RpaRATm9~~~on STAF~ REPORT
Administrative Services Department
DATE: July 1, 2003
TO: Mayor and City Council
FROM: Tracey L. Hause, Administrative Services Direct~
Prepared by: Chris Ludlum, Management Analyst
SUBJECT: New and revised job specifications for Utilities Suaerintendent. Streets
Recommendation: Approve
SUMMARY
Staff is recommending that the City Council approve the new and revised job
specifications in the Fieid Services Division of the Public Works Services Department.
DISCUSSION
In order to efficiently carry out the daily operations of the streets and water sections, the
Public Works Services Department would like to make some minor changes to its
organizational structure. The re-organization includes a transfer of sewer-related
functions from the Streets section to the Utilities section. As a resuit, the Department is
requesting a change in title, as well as revisions to the class specifications of the current
Water Superintendent position to accurately reflect more than one utility function.
Currently, the sewer section is placed under the Streets Superintendent. The transfer of
the sewer function from Streets to the Utilities section will improve the operation of the
Sanitation unit and reflect industry standard, since water and sewer functions under a
Utilities section is a common organizational structure in several municipalities.
Staff is also recommending changes to the education requirements to more accurately
reflect what is defined for other management positions in the City. These changes
include the Utilities Superintendent possessing an Associate's degree in water
technology or a related field and that the Streets Superintendent having an Associate's
degree in Public Administration, Business Management, or a related field; a Bachelor's
LASER IMAGFD
Mayor and City Council
July 1, 2003
Page 2
degree is highly desirable. Both Superintendent positions currently require the
education equivalent of the twelfth grade, supplemented by college course work in
public works, supervision, or public administration.
Additionally, the California Department of Health Services has recently changed
certification requirements for many positions within the Field Services Division of the
Public Works Services Department. As such, staff proposes to change the water
certification requirements and drivers license requirements for the following job
specifications: Utilities Superintendent, Water Maintenance Crew Chief, Maintenance
Crew Chief, Water Production Technician Illl, Water Services Representative Crew
Chief, Equipment Operator, Water Quality Backflow Inspector, .and Water Production
Crew Chief. The Human Resources Commission approved these changes at their
regularly scheduled meeting on June 12, 2003.
FISCAL IMPACT
There is no fiscal impact to these changes in the Department as there are no proposed
adjustments in salaries.
RECOMMENDATION
It is recommended that~the City Council approve the attached new and revised
job specifications for Utilities Superintendent, Streets Superintendent, Water
Maintenance Crew Chief, Maintenance Crew Chief, Water Production Technician
llll, Water Services Representative Crew Chief, Equipment Operator, Water
Quality Backflow Inspector, and Water Production Crew Chief.
TLH:CL:
Approved: ~ ,
William R. Kelly, City Manager
_{,,,~ . ~ i ~, ~„
~..i~~1~~r'i{ t~i P~ ~
~ ~ ~l
~ i
July 1, 2003
STAFF REPORT
Public Works Services Department
T0: Mayor and City Council
FROM: Pat Malloy, Public Works Services Director (//-/~
Prepared by: Gary F. Lewis, General Services Manager
Dave McVey, General Services Superintendent
SUBJECT: Installation of parkinq lot and emer4encv electrical connection at the
Cammunitv Center
Recommendations: Accept all work perFormed by D& J Foothill Electric,
Inc. as complete and authorize the final payment to be made in
accordance with the contract documents, subject to a retention of
$10,600.00
SUMMARY
On January 7, 2003, the City Council awarded a contract to D& J Foothill Electric Inc. in
the amount of $104,600.00 for the Installation of Parking Lot and Emergency Electrical
connection at the Community Center. 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 $100,600.00.
Staff recommends that the City Council accept all work performed by D& J Foothill
Electrical, Inc., as complete and authorize the final payment to be made in accordance
with the contract documents, subject to retention of $10,600.00.
BACKGROUND
Upon completion of the new Historical Museum, the old modular Historical Building was
abandoned and removed. This area was then designed for use as additional
Community Center parking. Landscaping and a new irrigation system were also
incorporated into the extension of the parking lot. The Community Center is used as a
resource center for residents during emergencies. In the event of a natural disaster, or
during a major power outage, this facility could operate under emergency power through
the new emergency electrical connection.
LASER IMAGED
Mayor and City Council
July 1, 2003
Page 2
DISCUSSION
The new centralized electrical switchgear, with an emergency transfer switch, will have
the capacity to provide emergency power to both the Community Center complex and
Historical Building if Edison power is interrupted due to equipment failure, or in an event
of a natural disaster.
There was one change order reducing the work originally covered by the contract:
CCO # Description Amount
Edison waived a portion of their fees ($4,000.00)
for installation of a new transformer.
Total Change Orders
($4,000.00)
The terms and conditions of this project have been complied with and the work has
been performed to staff's satisfaction for a total cost of $100,600.00. Staff recommends
that the City Council accept all work performed by D& J Foothill Electric, Inc. as
complete and authorize the final payment to be made in accordance with the approved
contract documents, subject to a retention of $10,600.00.
ENVIRONMENTAL ANALYSIS
The project is categorically exempt per Section 153~2 (c) from the requirements of
California Environmental Quality Act (CEQA).
FISCAL IMPACT
Funds in the amount of $459,000 were budgeted for the installation of new parking lot
and emergency connection for the-Community Center and for the installation of a new
800 KW emergency generator at City Hall. Final cost for installation of new parking lot
and emergency connection for the Community Center is $100,600. The balance of this
account is budgeted for the installation of an 800 KW generator at City Hall and
relocation of the existing 300 KW Generator to the Community Center and for
administration, engineering and inspection senrices.
RECOMMENDATION
1. Accept the work pertormed by D& J Foothill Electric, Inc. for phase (1) the
Installation of .parking lot and emergency electrical connection at the
Community Center project as complete.
2. Authorize the final payment to be made in accordance with the contract
documents, subject to the retention of $10,600.00.
Approved: ~ ~~'~
William R. Kelly, City Manager
PM:GFL:dw; a',~ ~ ~: ; ~ f~~
~ S ~,
~ ~
July 1, 2003
STAFF REPORT
Public Works Services Department
TO: Mayor and City Council
FROM: Pat Malloy, Public Works Services Director ~
Prepared by: Tom Tait, Field Services Manager
Dave Thompson, Street Superintendent
SUBJECT: Street Stripinq and Pavement Markinq Services
Recommendation: Authorize the City Manager to enter into a one (1) year
contract in the amount of $74,646.04 to Traffic Operations, Inc. for street
striping and pavement marking services and appropriate an additional
$1,500 for these services
SUMMARY
On March 18, 1997, the City Council approved a 3-year agreement with Traffic
Operations, Inc. to perform citywide street striping and pavement marking services with
two (2) one-year contract extensions. The current contract agreement with Traffic
Operations, Inc., for street striping and pavement marking services expires on June 30,
2003. To ensure that the City is receiving the most competitive prices and quality
services, staff recently requested bids for this service.
Staff has thoroughly reviewed the bids received. Based on this review, staff
recommends that the City Council award a one (1) year contract with annual contract
extensions subject to approval of the City Council to Traffic Operations Inc. in the
amount of $74,646.04 for street striping and pavement marking services. To
accomplish this work it is also recommended that the City Council appropriate an
additional $1,500 from the General Fund.
DISCUSSION
The existing street striping and pavement marking program includes annual striping on
all major arterial streets. Collector streets are painted once every two (2) years and
commercial streets once every three (3) years. Residential streets are scheduied once
every three (3) years. Additionally, all yellow school markings will continue to be
painted in August before school begins. Miscellaneous markings and striping and areas
requiring more frequent painting will be handled on an as need basis.
LASER IMAGED
Mayor and City Council
July 1, 2003
Page 2
Bid documents based on a prescribed maintenance schedule and quantities were
prepared and the Notice Inviting Bids was published locally and in the construction trade
papers. As advertised, the City Clerk opened three (3) sealed bids on June 12, 2003
with the following base bid results:
BIDDERS
Traffic Operations, Inc
Line Master
Sudhakar Co. Inter.
ANNUAL COST
$ 74,646.04
$ 80,315.00
$ 85,525.00
Traffic Operations, Inc. submitted the lowest base bid for street striping and pavement
marking services. They are properly licensed and in good standing with the State
Contractors' Licensing Board. Traffic Operations, Inc. is the current contractor with the
City for this work and has provided excellenf and affordable service during the past six
(6) years.
Staff is recommending that the City Council award an annual contract for Street striping
and pavement marking services to Traffic Operations, Inc. as the lowest responsible
bidder.
FISCAL IMPACT
Funds in the amount of $73,200 has been budgeted in the 2003-2004 Operating Budget
for street striping and pavement marking operations. An additional $1,500 will be
required to provide su~cient funding for these services.
RECOMMENDATION
1. Appropriate an additional $1,500 from the General Fund to pay for these
services.
2. Award a one (1) year contract in the amount of $74,646.04 to Traffic
Operations, Inc. for the painting of street striping and pavement marking
services for flscal year 2003-2004.
3. Waive all informalities in the bid process
4. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
Approved by: ~^^'~ "~-~"I
William R. Kelly, City Manager
,~.. . . _ .,~a i
PM:tt:dt'.dw ~ ~ ``"'i''
~ „
STAFF REPORT
July 1, 2003
Public Works Services Department
TO: Mayor and City Council
FROM: Pat Malloy, Public Works Services Director
Prepared by: Gary F. Lewis, General Services anager
Mark Rynkiewicz, Associate Civil Engineer
SUBJECT: 2002/2003 Concrete Reaair Proiect
Recommendation: Accept all work performed by Ranco Corporation for
the 2002/2003 Concrete Repair Project as complete and authorize the
final payment to be made in accordance with the contract documents,
subject to a retention of $8,248.68
SUMMARY
On August 6, 2002, the City Council awarded a contract to Ranco Corporation in the
amount of $77,180.00 for the construction of the 2002/2003 Concrete Repair Project.
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 $82,486.76. This amount
reflects the original contract amount of $77,180.00 plus two (2) contract change orders
(CCO) totaling $5,306.76 or 6.9% above the original contract amount.
Staff recommends that the City Council accept all work performed by Ranco
Corporation as complete and authorize the final payment to be made in accordance with
the contract documents, subject to a retention of $8,248.68.
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
established a program to slurry seal streets within the City based on a pavement
condition index. As a part of the work, adjacent damaged concrete curbs and gutters
are repaired to correct safety and drainage problems. The 2002/03 Capital
Improvement Program includes the Annual Asphalt and Concrete Program for this work.
~ ~;.
LASER IMAGED
Mayor and City Council
July 1, 2003
Page 2
The terms and conditions of this contract have been complied with and the .work has
been performed to staff's satisfaction. Concrete repairs were conducted on various
streets as identified on the attached location map (Exhibit "A").
In addition to the work originally covered by the contract, the contractor also performed
the following work.
CCO # Description Amount
Additional concrete repair to sidewalks, driveways, and access $2,426.76
ramps in siurry project area of the City.
Construct two (2) curb access ramps and adjacent sidewalk at 2,880.00
the intersection of Las Tunas and Live Oak at the Rite Aid
entrance (per citizen requests for service)
Tota4 Change Orders $5,306.76
Staff recommends that the City Council accept all work performed by Ranco
Corporation as complete and authorize the final payment to be made in accordance with
the contract documents, subject to retention of $8,248.68. This amount reflects the
original contract amount of $77,180.00 plus two (2) contract change orders (CCO) for
$5,306.76 or 6.9% above the original contract amount for a total contract amount of
$82,486.76.
ENVIRONMENTAL ANALYSIS
This project is categorically exempt per Section 15302 (c) replacement from the
requirements of the California Environmental Quality Act.
FISCAL IMPACT
Funds in the amount of $416,000 are budgeted in the 2002-2003 Capital Improvement
Program for phase (1) of the Concrete repair program and phase (2) the annual slurry
seal program. The total contract amount for phase (1) is $82,486.76 and for phase (2)
is $181,228. The $152,285.24 project balance will be used to pay for administration,
engineering and inspection services.
~-,••,~~,~ ~~,.~~~
~~i~,',r~:~'F, ;t,~ut~
_,
Mayor and City Council
July 1, 2003
Page 3
RECOMMENDATION
1. Accept all work performed by Ranco Corporation for the 2002l2003
Concrete Repair Project as complete.
2. Authorize final payment to be made in accordance with the contract
documents, subject to a retention of $8,248.68.
Approved by: "'"' '~
William R. Kelly, City Manager
PM:GFL:dw
Attachment: Location Map - Exhibit `A"
.~~
2002-2003 CONCREI'E REPAIR PROJECf ~~ ~ I'~~U/ .
LOCATION MAP \ ^r-~ ,
EXHIBTT ~~A" i
i.
; ~
~ :. v'~~~~ o~, ~
~. ~
- ~,~~~ ~~~? -
~v~ _
--~---~~-,~----
~~~ ,
~ ;
~ ~~ f " ~d
N.T.S.
~~
J
_ ~~~
,MC~RPORATE9~~9o~ STAFF REPORT
Public Works Services Department
July 1, 2003
TO: Mayor and City Council
FROM: Pat Malloy, Public Works Services Director//-/~~'/
Prepared by: Gary F. Lewis, General Service~M~nager
. Rafael Fajardo, Assistant Engirteer
SUBJECT: Annual CCN Sewer Inspection
Recommendation: Authorize the City Manager to enter into a contract
extension with National Plant Services Inc. in the amount of $60,000 for
the Annual Sewer Closed Circuit Television Inspection Program
SUMMARY
On January 7, 20d3, the City Council approved an annual Agreement with National
Plant Services, Inc. to perform Closed-Circuit Television (CCTV) inspection services of
the sanitary sewer system. The Agreement provides for one-year contract extensions,
contingent upon acceptance by the City Council. National Plant Services has submitted
a written offer to extend the contract in accordance with Section 2 of the existing
Agreement. This is the first requested extension. The contractor's offer indicates no
changes in the contract cost, or in the conditions of the Agreement.
The service contract provides accurate and reliable information regarding the condition
of the City's sanitary sewer collection system to assist staff in identifying and correcting
problem maintenance areas. Staff therefore, recommends that the City Council award a
contract in the amount of $ 60,000.00 to National Plant Services Inc. for the Annual
City-wide Sewer CCTV Inspections with a one (1) year extension upon Council's
approval.
DISCUSSION
The City owns and maintains over 148 miles of sanitary sewer collection lines that have
been in service for fifty years. The Sewer Master Plan identified Closed Circuit
Television (CCN) inspection of the entire sewer system as one of the more important
projects to be completed as part of the Plan. 5ince the introduction of the program, the
City has inspected approximately 85 miles of the system. The data gathered from these
inspections will be very valuable as part of the City's program to meet a new Federal
Mandate under the proposed Capacity Management Operations and Maintenance
regulations (CMOM). This new program will require all sewer collections systems to be
inspected and maintained at a level that will to allow for zero system overflows.
LASER IMAGED
Mayor and City Council
July 1, 2003
Page 2
The annual CCTV sewer inspection program is designed to locate root intrusions,
grease accumulation, broken lines, cracks, reverse slope of the pipeline and potential
restrictions from poorly installed laterals. Following completion of sewer line cleaning
and CCN inspection of each segment, the Department, with the assistance of an
Engineering consultant, will analyze the data, identifying sewer line sections with
significant damage, in need of minor repair work and/or sections that will need
increased maintenance from such things as tree root intrusion, grease buildup etc.
Capital improvement projects will be added to the program and maintenance schedules
will be adjusted to prevent sewer system overtlows.
The current contractor has demonstrated excellent service during the term of the
existing Agreement. The work assigned to National Piant Services is aiways performed
in a timely, efficient manner.
National Plant Services, Inc. has submitted a written offer to renew this contract in
accordance with Section 2 of the existing Agreement. The offer indicates no changes in
compensation or the conditions of the existing Agreement. Staff concludes that
extending the existing Agreement will ensure that the excellent quality of service being
performed by National Plant Services, Inc. will continue through the fiscal year.
FISCAL IMPACT
Funds in the amount of $70,000.00 were budgeted in the 2003-2004 Capital
Improvement Project for Annual City-wide Sewer CCTV Inspections and engineering
analysis from the Sewer Fund.
RECOMMENDATION
1. Award a one (1) year contract extension in the amount of $60,000 to
National Plant Services, Inc. for closed-circuit television inspection
services of the sanitary sewer system for fiscal year 2003-2004.
2. Authorize the City Manager and City Clerk to execute an Agreement in a
form approved by the City Attorney.
Approved by: ~
William R. Kelly, City Manager
PM:GFL:CL:dw
i J i/ ~'~i p\. ~! ~~ 1..~. ~.i ~~ J
' 1 F, 1c ,
Development Services Department
DATE: July 1, 2003
TO: Mayor and City Council
FROM; Don Penman, Assistant City anager/Development Services Director
Philip A. Wray, City Engineer~~
Prepared By: Tim Kelleher, Senior Engineering Assistant
SUBJECT: Award of Contract--Construction of Landscaped Median on Huntinqton
Drive between Morlan Place and Santa Anita Avenue
Recommendation: Authorize the City Manager to enter into a contract
with DMA Greencare Contracting, Inc. in the amount of $89,780.50
SUMMARY
As part of the fiscal years' 2002/2003 Capital Improvement Project budget, the City
Council approved funds in the amount of $150,000 to construct a landscaped median
on Huntington Drive between Morlan Place and Santa Anita Avenue.
Recently staff received bids for the landscaped median. DMA Greencare, Inc.
submitted the low bid in the amount of $89,780.50. Staff has analyzed the bid results,
investigated DMA's status, and is recommending the City Council award the contract to
DMA GREENCARE CONTRACTING, INC. in the amount of $89,780.50.
BACKGROUND
In 1996, the City of Arcadia completed the Downtown 2000 project, which established
the downtown district via landscape architecture and architectural improvements. The
project included antique style streetlights, decorative walls, entrance monuments, street
furniture and a distinctive landscaping scheme. As part of the overall design concept,
landscaped medians were constructed along Huntington Drive between Fifth Avenue
and Santa Clara Street. One segment between Morlan Place and Santa Anita Avenue
was eliminated due to potential commercial development on the north side of
Huntington Drive, which failed to occur. The median is now proposed as part of the
2002-2003 Capitai Improvement Project budget.
LASER IiN~GED
~
Mayor and City Council
Staff Report
July 1, 2003
Page 2
DISCUSSION
Currently, there are landscaped medians on Huntington Drive from Fifth Avenue to
Santa Clara Street, except the segment from Morlan Place to Santa Anita Avenue. To a
large extent, the downtown ambiance is defined by tree-lined streets and landscaped
medians. Huntington Drive between Morlan Place and Santa Anita Avenue lacks the
same character as in the downtown area due mainly to the missing median. A median
landscaped in the same theme as the Downtown 2000 area will connect Huntington
drive west of Santa Anita Avenue to the downtown district.
It is the opinion of the City's traffic engineer that the proposed raised median will also
increase traffic safety by prohibiting left turn movements across opposing traffic. At
present, there are several driveway entrances to parking lots on the north side of
Huntington Drive that currently has the benefit of left turns due to the existing
continuous protected left-turn pocket. This proposed median would eliminate that
continuous left-turn pocket. Those effected businesses have been notifiied as to this
proposal and have not responded.
On June 17, 2003, the City Clerk opened bids for the Construction of a Landscaped
Median between Morlan Place and Santa Anita Avenue. Five (5) bids were opened with
DMA Greencare Contracting, Inc. being the low bidder. The bid results are as follows:
DMA Greencare Contracting Inc. Tustin $89,780.50
EC Construction EI Monte $94,903.27
Excel Paving Company Long Beach $96,605.00
EGN Construction Upland $96,841.05
Mariposa Horticultural Irwindale $106,476.00
Staff has investigated DMA Greencare's license and experience and has found both to
be in good standing.
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 $150,000 have, been appropriated in the 2002/2003 CIP budget
to construct the landscaped median. The low bid being $89,780.50, there are adequate
funds to cover the construction contract and contingencies.
~Y ~ ~
R~~~i~~a 5~:~=„~:~
,
Mayor and City Council
Staff Report
July 1, 2003
Page 3
That the City Council authorize the City Manager to enter into a contract with
DMA Greencare Contracting, Inc. in the amount of $89,780.50 for the Construction
of Landscaped Median on Huntington Drive between Morlan Place and Santa
Anita Avenue.
APPROVED: ""-' '~
William R. Kelly, City Manager
DP:PW:TK:pa
\ i
STAF~ REPORT'
Office of the City Manager
DATE: July 1, 2003
TO: Mayor and City Council
FROM: William R. Kelly, Ciry Manager
By: Linda Garcia, Communications, Marketing and Special
Projects Manager
SUBJECT: Mavor/Mavor Pro Tem Rotation Sr.hedulP -.lanuarv ~n ~r
Provide direction
SUMMARY
On April 16, 2002 the City Council adopted a unique Mayor's Rotation Schedule so that as
many Council Memhers as possible would have the opportunity to serve as Mayor during the
City of Arcadia's centennial year. Different recollections as to who is to be Mayor Pro Tem for
the period covering January 20, 2004 until April 20, 2004 make it necessary for staff to ask for
City Council cla~ification and direction on this matter.
DISCUSSION
Recognizing that 2003 would be a unique year because of Arcadia's 100`" birthday, on April 16,
2002 the City Council adopted (according to the minutes) the following Mayor's Rotation
Schedule:
April 16, 2002 until April 15, 2003
April 15, 2003 until July 15, 2003
July 15, 2003 until October 21, 2003
October 21, 2003 untii January 20, 2004
January 20, 2004 until April 20, 2004
Mavor
Gail Marshall
Sheng Chang
Gary Kovacic
John Wuo
Mickey Segal
Mavor Pro Tem
Sheng Chang
Gary Kovacic
John Wuo
Mickey Segal
Gail Marshall
The staff report and motion suggesting the unique Mayor's rotation did not specifically designate
a Mayor Pro Tem for the period of January 20 through April 20, 2004. However, the minutes
that were prepared for the April 16, 2002 meeting and subsequently approved by the City
Council specifically listed Council Member Marshall as the Mayor Pro Tem for this time period.
At tonighYs meeting, the City Council has the option of maintaining the above referenced
rotation or changing it as you deem appropriate.
RECOMMENDATION
It is recommended that the City Council provide direction on the Mayor/Mayor Pro Tem
Rotation Schedule covering January 20 through April 20, 2004. Such direction may be to
endorse the Schedule as stated in this report or revise it as you deem appropriate.
LASER IMAGED
c. m. i 9~