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HomeMy WebLinkAboutSeptember 16, 20034- CITY COUNCIL PROCEEDINGS ARE TAPE RECORDED AND ON FILE IN THE OFFICE OF THE CITY CLERK MINUTES CITY COUNCIL OF THE CITY OF ARCADIA and the ARCADIA REDEVELOPMENT AGENCY REGULAR MEETING September 16, 2003 45:0169 Pursuant to the foregoing adjournment of the September 2, 2003 Regular Meeting of the City Council and Arcadia Redevelopment Agency, the City Clerk appeared at the time and place of adjournment at 5:00 p.m. and announced that no quorum would be present until 6:00 p.m., at which time the Regular Meeting convened in the Council Chambers Conference Room. ROLL CALL PRESENT: Councilmembers Chang, Marshall, Segal, Wuo and Kovacic ABSENT: None AUDIENCE PARTICIPATION None. 1. STUDY SESSION 1a. PARING During the past year, the Development Services Department has been reviewing parking REGULATIONS standards from other cities as well as studies conducted by International Parking Design, AMENDMENT Inc., Walker Parking Consultants and the American Parking Association. The City's parking regulations have.not been amended since 1985 and during the last few years there have been new types of businesses that the code does not address, such as, tutorial schools, game arcades and also significant changes in the way many businesses' operate such as banking institutions. Donna Butler, Community Development Administrator, presented an overview of the proposed revisions to the City's parking regulations, set forth in the September 16, 2003 staff report, with regard to mixed use developments, parking stall sizes, wheel stops, parking area landscaping and walls in industrial /commercial zones, stating in part that, one of the major recommended revisions is to eliminate compact or small car spaces. Currently, the City allows 20% compact spaces. With regard to mixed uses it was noted that, in the past the City has granted parking modifications for mixed -use projects, based upon a demonstration of on -site parking needs. Although the modification procedure creates another step in the process,. it does allow staff and the Committee /Commission an opportunity to analyze the parking needs based on the specific site and the types of uses occupying the site. Modifications for mixed -use parking are handled on a case -by -case basis. Considerable discussion ensued. Some members expressed concerns with regard to the parking problems in town related to congestion and quality development. LASER IMAGED 1 9116103 IIP 45:0170 Following discussion, directions were given to staff to improve circulation patterns and enforce the codes. 1b. POLICE City Manager Kelly presented an overview of the new Police Station Project. The City STATION Council established a budget of $16 million for the project when it was conceptualized in PRQIECT 1999. On January 15, 2002 the City Council awarded a contract to Mallcraft, Inc., which UPDATE included two (2) bid alternates for a total contract price of $12,844,000. At that time the total cost of the project was estimated to be approximately $16.2 million. In reviewing the overall project revenues at that time, two additional revenue sources were identified that would not involve any additional demands on City resources, and that cover the cost above $16 million. Based on an analysis of the anticipated total project costs (Phase I and II), it appears that an additional $140,000 is needed to finance Phase II activities (including bid alternate No. 1). Finally, it was noted that since the project is not complete, staff does not know it there will be any disputed costs that cannot be resolved without another appropriation. This would need to be addressed at the end of the project. The City Council RECESSED and RECONVENED in the Council Chambers for the Regular Meeting at 7:00 p.m. INVOCATION Reverend Gerry Wilson, Arcadia Friends Community Church PLEDGE OF Pete Seberell, Santa Anita Park, Director of Community Services and Special Projects ALLEGIANCE ROLL CALL PRESENT: Councilmembers Chang, Marshall, Segal, Wuo and Kovacic ABSENT: None City Attorney Deitsch reported items discussed at the 6:00 p.m. Study Session. 2. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS None. 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. CITIZEN OF Mayor Kovacic presented the September, 2003 Citizen of the Month Certificate to Santa THE MONTH Anita Park which has been a pro- active force in the community for decades. Santa Anita CERTIFICATE has consistently proven itself a good corporate neighbor through it's many generous (McCarrion- donations to various organizations. On behalf of the Santa Anita Park, Chris McCarrion, Santa Anita Vice President and General Manager, accepted the Mayor's Citizen of the Month Award. Park) n „'� 9116(03 45:0171 4. CITIZEN OF Mayor Kovacic presented the September, 2003 Citizen of the Month Certificate to Sherwood THE MONTH "Chilly Chillingworth, Execudve:Vice President of the Oak Tree Racing Association, stating CERTIFICATE in part that, the Oak Tree Racing Association is a true benefactor to the community, (Oak Tree providing many thousands of dollars to service organizations, schools, national and local Racing Assoc.) organizations. This year the Oak Tree Racing will be hosting the 20th Anniversary of the World Thoroughbred Breeder's Cup Championships:. Mr. Chiliingworth presented a Breeder's Cup banner to the City. 5. CERT. OF Mayor Kovacic presented The Mayor's Certificates of Commendation to Captain Andy COMMENDATION Chang and members of the United States Tennis Association, Arcadia Team, winners of the (Arcadia Tennis Silverball Cup for the 2003 season local championship. Team League) AUDIENCE PARTICIPATION Carmie Falabrino 487 Oxford Drive, urged the City Council to take action on distribution trucks using her neighborhood streets as their route to access the freeway. She also would like to know the status of the soundwall. City Manager Kelly noted that California law allows distribution companies such as Voris to use public streets as the most direct route in order to- access the freeway. Baldwin Avenue has been a truck route for decades and the City is not able to legally stop that. The Police Department is in the process of sound testing in Ms. Falabrino's area. The City is also looking into an alternative route for Voris Distribution Company in order to reduce the number of trucks using Baldwin Avenue. With regard to the soundwall project, Mr. Kelly noted that all funding for the soundwalls and the artwork is on hold due to the state budget crisis: M. Gianarande 140 West Winnie Way, President, Arcadia Council PTA, presented an overview of the Arcadia PTA Council, its programs and achievements. She urged parents to support the PTA by becoming a member. She also expressed appreciation for the beautiful skate park, the after school summer programs and the good relationship between the City and the School Board. Larry Morris was present with Scout Troop 103 of the Lucky Baldwin District of Arcadia to observe the Council meeting. 6. MATTERS FROM ELECTED OFFICIALS CHANG Councilmember Chang expressed congratulations to recipients of the Citizen of the Month (Award Awards. Recipients) (Arcadia Tennis Dr. Chang congratulated Andy Chang and the Arcadia tennis team members for their Team) achievements. (Centennial Dr. Chang expressed congratulations to Pamela Blackwood, the Centennial Ball Committee Ball) Chairperson, and the committee members for a wonderful and successful event. 9116103 45:0172 (League of Dr. Chang and City Manager Kelly attended the League of California Cities Annual Calif. Cities Conference at Sacramento. The conference offered more than 100 seminars and exhibitors Annual Conf.) and the cities voted on important League resolutions. Dr. Chang referred to one of the approved resolutions, which will be on the November 2004 ballot in regard to a majority of voters approval needed for state to be able to take funds from cities and local governments. He urged citizens to support this measure. (Gold Line Dr. Chang referred to four articles published in the Pasadena Star News with regard to the Phass.11) Gold Line Phase II construction. He noted that the Metropolitan Transportation Authority has decided not to join the ten (10) East San Gabriel Valley cities in a partnership to extend the Gold Line. He also noted that the bill introduced by Assemblywoman Carol Liu, which would expand the Blue Line board from five members to 15, failed. Dr. Chang expressed appreciation to Assembly Members Liu and Mountjoy and Senator Margett for introduction of this bill and supported the bill's reintroduction on January of 2004. (West Nile Dr. Chang noted that West Nile virus, which is a .mosquito transmitted virus, has been Virus) recognized in a dead crow that was submitted to the San Gabriel Valley Mosquito & Vector Control District from the City of Arcadia. This is the first confirmation of the virus in Los Angeles County this year. Dr. Chang urged residents to take precautions to reduce exposure to mosquitoes and eliminate potential breeding sources around their property. WUO Mayor Pro tem Wuo expressed appreciation to the Centennial Grand Ball Committee (Centennial Chairperson Pamela Blackwood for a wonderful event. Ball) (Methodist Mayor Pro tem Wuo attended a Golf Tournament on September 15th. He was glad to see Hospital) that the proceeds benefited the Arcadia Methodist Hospital The hospital's share was about $100,000. (Arcadia Tennis Mr. Wuo congratulated the Arcadia Tennis Team League members and coach, Andy Chang. Team) (Relay For . Mr. Wuo announced that the American Cancer Society presented a Certificate of Life) Appreciation to the Arcadia City Council for their participation in the "Relay For Life" event. MARSHALL Councilmember Marshall reiterated Councilmember's comments on the Centennial Ball and (Cent. Bail) congratulated Pamela Blackwood and all the committee members for a job well done. (Santa Anita Ms. Marshall thanked Santa Anita Park for being a good corporate partner and neighbor, Park) and commented that it is a pleasure to partner with Santa Anita for the upcoming Breeder's Cup. (Lucky Baldwin Ms. Marshall encouraged everyone to attend the Lucky Baldwin Day Picnic, November 2, at Day Picnic) the Arcadia County Park. (US Marine Ms. Marshall' encouraged everyone to attend the U.S. Marine Corps Band Concert on Band) Saturday October 18, at the City Hall west lawn. (Late Summer Ms. Marshall encouraged everyone to attend the "Late Summer Night's Dream" which will be Nights Dream) held at the Los Angeles County Arboretum, September 21, 2003. There will be a live auction and proceeds will benefit the Arboretum Historic Section Preservation Project. (New Police Ms. Marshall announced that the new police station grand opening celebration will be held Station) on October 3, 2003 at 4:30 p.m.' Ms. Marshall invited everyone to attend the grand opening 4 9/16/03 45:0173 ceremony. She also expressed appreciation to the voters for voting in the bond issue. (Whiskers 'n Ms. Marshall invited everyone, to attend the "Whiskers 'n Tails Animal Care and Adoption Talcs) Day"; October 4, 2003 on the west lawn in front of City Hall. (Food for Ms. Marshall shared a food for thought, "there is no right way to do the wrong thing". Thought) SEGAL Councilmember Segal congratulated Mayor Pro tem John Wuo for his effort in chairing the (The Methodist Methodist Hospital Golf Tournament and fundraiser... As the result of his efforts the Hospital) Methodist Hospital benefited by receiving one - hundred thousand dollars in donations. (Centennial Councilmember Segal also congratulated Pamela Blackwood and the Centennial Ball Ball) committee for a beautiful night. (AHS Football Mr. Segal encouraged everyone to support the Arcadia High School Football Team by Team) attending their fundraising event, September 16th at the high school. (Breeder's Mr. Segal encouraged everyone to remember the date of October 25, the Breeder's Cup Cup Day) Day. It is going to be a special day for the City of Arcadia. There has been a fair amount of work going on and it is estimated that sixty- thousand people or more will attend this important event. (Water Fast Mr. Segal announced that the Upper San Gabriel Valley Municipal Water District will sponsor 2003) Water Fast' 2003, Saturday October 11, 2003 at Arcadia County Park. He encouraged everyone'to attend this event, have a family picnic and,leam about water conservation. KOVACIC Mayor Kovacic also expressed appreciation to Pamela Blackwood and her great staff for the (Centennial Ball wonderful Centennial Grand Ball. Ball)` (New Police Mayor Kovacic encouraged everyone to attend the grand opening of the new police station Station) on Friday October 3, 2003. It is an impressive facility. It Is something that the entire community will be proud of. (White Mountain Mayor Kovacic and his wife Barbara visited the White Mountain Apache reservation to show Apache Tribe) theVappreciation and to thank the tribe for their support of the use of the Apache name by Arcadia High School. The White Mountain Apache tribe is located in northeastern Arizona, in the mountains. The Mayor presented the White Mountain Apache Tribe with different centennial items Including one of the street signs that had White Mountain Apache Reservation on It. (Lash) Mayor Kovacic referred to an article in the newspaper that mentioned the major accomplishments of a 9- year -old Arcadia boy, Joey Lash, who won the Hog Calling Contest at the Los Angeles County Fair. (Joint City Mayor Kovacic would like to schedule a joint meeting with the Planning Commission to Council & discuss common concerns in areas of mutual interest. He felt that it will be a good time to Ping Comsn. review a lot of items that are currently on the agenda. Council concurred. Meeting) 5 9/16/03 45:0174 7. THE CITY COUNCIL RECESSED TO ACT AS THE ARCADIA REDEVELOPMENT AGENCY ROLL CALL PRESENT: Agency Members Chang Marshall, Segal, Wuo and Kovacic ABSENT: None AUDIENCE PARTICIPATION None. 8. CONSENT ITEM 8a. MINUTES It was MOVED by Agency Member Segal, seconded by Agency Member Marshall and (Sept. 2, 2003) CARRIED on roll call vote as follows to APPROVE the Minutes of September 2 2003 Regular Meeting. AYES: Agency Members Chang, Marshall, Segal, Wuo and Kovacic NOES: None ABSENT: None 9. EXECUTIVE DIRECTOR. 9a. . CITY -OWNED At the August 19, 2003 meeting, the Agencydirected.staff to set a future public hearing date VACANT and time .at which the four (4) remaining developers, were to present their respective PARCEL proposais.for affordable housing on the vacant 55,000 sq. ft. City-owned parcel at the entry (3 Par Golf to the Arcadia 3 Par Golf Course at 620 East Live Oak Avenue. Subsequently, the Agency Course) Board at its September 2, 2003 meeting; requested that the matter. be re- agendized based upon the potential that this site could be considered as -a possible relocation site for organizations or businesses that could potentially relocate from the Morlan Place Project. Staff requested direction as to which way the members would like to proceed, either to table the matter until a future date or to go forward with the public meeting. Agency Member Segal stated In part, that he made a motion at the last meeting to table the `meeting with developers until the Agency resolves the redevelopment issues in the redevelopment area specifically around the Rusnak dealership and related properties. .There may be a need to relocate a business or multiple businesses and this property Is an appropriate relocation site for some potential relocatees. Considerable discussion occurred.. Some members felt that.the property on Live Oak Avenue has been vacant for a long time and it is a good opportunity for the City to use this property for a. multi-family residential project; others felt that delaying the development project on the Live Oak Avenue property and considering other options is very economical and a smart move. It was MOVED by.Agency Member Segal, seconded by Agency Member Marshall and CARRIED on roll call vote as follows to TABLE the public meeting until such time as the .Agency has definitive Information on to the need of that site for redevelopment negotiations that possibly will be forthcoming. AYES: Agency Members Marshall, Segal, Wuo and Kovacic NOES: Agency Member Chang. ABSENT: None 9/16/03 45:0175 ADJOURNMENT'The meeting of the Arcadia Redevelopment Agency ADJOURNED to October 7, 2003 at 6:00 p.m., in the Council Chambers Conference Room. THE CITY COUNCIL RECONVENED 10, CONSENT ITEMS 10a.. MINUTES APPROVED the Minutes of the September 2, 2003 Regular Meeting. (Sept. 2, 2003) 10b. - ORDINANCE ADOPTED ORDINANCE NO. 2183 entitled: "AN ORDINANCE OF THE CITY COUNCIL NO. 2183 OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING 'SECTIONS 8020;8; 9116.4, (Develop. Svcs. 9118,4, AND 9295.11 AND ADDING SECTION 6211.2.1.1 TO THE ARCADIA MUNICIPAL Dept. Fees) CODE RELATING TO CERTAIN DEVELOPMENT SERVICES DEPARTMENT FEES ". loc. CONTINUE DETERMINATION to CONTINUE emergency action with regard to Resolution No. 6385 EMERGENCY which, was adopted August 19, 2003, and authorized an emergency contract to remove ACTION underground tanks and Install above ground tanks and /or related facilities at the City Service (Underground Center and Fire Stations 105 and 106. Tanks — City Service Ctr. & Fire Stations 105 & 106) 10d: AWARD AWARDED a contract to Ernie's Auto Parts in the amount of $55,000.00 for the purchase, CONTRACT. delivery of auto parts and ;brake resurfacing for light and medium_, duty vehicles; and, (Automotive WAIVED any informality, in the bid or bidding process; and, AUTHORIZED the City Manager Replcmnt., and City Clerk to EXECUTE a contract in a form approved by the City Attorney. Parts) 10ei MATERIAL REJECTED the bid submitted by Western Water Works for the purchase of valves, brass PURCHASE fittings, and water related materials for the Public Works Services Department's warehouse; (Valves, Brass and, DIRECTED staff to re -bid the contract. Fittings & Wtr. Related) 10f. - 1 YEAR AWARDED a one (1) year contract extension in the amount of $75,000.00 to Delta CONTRACT Distributing, Inc., for the purchase of janitorial supplies for various City facilities. EXTENSION (Janitorial Supplies) 10g. AWARD AWARDED a contract to Vargas Olson Enterprises Inc., in the amount of $74,890.00 for CONTRACT construction services at various City facilities;. and, WAIVED any informality in the bid or (Construction bidding process; .and; ' AUTHORIZED the City Manager and City Clerk to EXECUTE a Services) contract In a form approved by the City Attorney. 7 9/16/03 45:0176 1Oh. FINAL TR. MAP APPROVED the Final Map of Tract No. 53864 for a 6 -unit residential condominium project at NO. 53864 816 west Fairview Avenue. (816 Fairview Avenue) 101. FINAL TR. MAP APPROVED the Final Map of Tract No. 53839 for an 8 -unit residential condominium project NO. 53839 at 15 -17 Alta Street. (15 -17 Alta St.) 10j. FINAL TR. MAP APPROVED the Final Map of Tract No. 53755 for a 6 -unit residential condominium project at NO. 63765, 37- 41,AIi6e Avenue. (37-41 Alice Avenue) 10k. PROF. SVCS. AUTHORIZED the City Manager to enter into a Professional Services Agreement with Joe AGREEMENT_ A. Gonsalves & Son for legislative advocacy services in the amount of $36,000.00; and, RENEWAL APPROPRIATE $8,000.00 from the Redevelopment Fund, $8,000.00 from the Water Fund (Legislative and $20,000.00 from the General Fund for such services. Advocacy Services) Will AWARD AWARDED a contract to Mariposa Horticultural Enterprises, Inc. in the amount of $411,656 CONTRACT for the base, bid work and Alternate No. 1; and, AUTHORIZED the City Manager to (Police Facility' EXECUTE said contract In 6 form approved by`the City Attorney; and, ESTABLISHED a II Phase Phase II 6% project contingency totaling $20,583; an, APPROPRIATE $240,000.00 of Landscaping) Police Facility Project interest earnings for the Phase Il improvements and for renovation of the public parking lot and provision of public art at the entrance of the new Police facility. Councilmember Segal commented that the police station project was budgeted at $16 million. With all items budgeted, there is still approximately a half million dollars left before the $16 million budgeted amount is hit. THE PRECEDING CONSENT ITEMS 10a b, c, d, a f, g, h, i, j, k and I APPROVED ON MOTION BY COUNCILMEMBER CHANG SECONDED BY COUNCILMEMBER SEGAL, AND CARRIED ON ROLL CALL VOTE AS FOLLOWS: AYES: Councilmembers Chang, Marshall, Segal, Wuo and Kovacic NOES: None ABSENT: None' 10. CITY MANAGER 10a. RESOLUTION Consideration of the report and recommendation to ADOPT RESOLUTION NO. 6395 NO. E396 entitled: ' "A RESOLUTION''OF THE CITY 'COUNCIL OF THE :CITY OF ARCADIA, (Gold Line CALIFORNIA, DESIGNATING `ARCADIA CITY COUNCIL ELECTED OFFICIALS TO Phase II Joint SERVE AS PRINCIPAL AND ALTERNATE REPRESENTATIVES TO THE GOLD LINE Powers Auth. PHASE II JOINT POWERS AUTHORITY GOVERNING BOARD ". Governing Bd.) 8 9/16/03 45:0177 (ADOPTED) On July 15, 2003, the Arcadia City Council adopted Resolution No. 6372 approving a Joint (Kovacic and Powers Authority (JPA) agreement creating a new Gold Line Phase II Construction Authority Wuo) to represent the local interest of eleven (11) Phase Il.cities involved with the extension of the Gold Line light rail. • The eleven cities Include Arcadia, Monrovia, Duarte, Irwindale, Azusa, Glendora, San Dimas, La Vern; Pomona, Claremont and Pasadena A fifteen (15) member Goveming Board composed of one elected official from each Phase II city, the cities of Los Angeles and South Pasadena, and the Metropolitan Transportation Authority and San Gabriel Valley Council of,Governments:will be formed to engage in joint oversight of the Gold line , Phase II ras it is, planned, :funded, designed and constructed through the San Gabriel Valley: The JPA will be in effect for the estimated 15 -year life of the Gold Line Phase II light rail, construction project. Currently, eight (8) of the'ten (10) Phase II cities have adopted the JPA by City Council resolution, along with the City of South Pasadena. It was MOVED by Councilmember Segal, seconded by Mayor Pro tem Wuo to DESIGNATE Mayor Kovacic as the Principal representative to the Gold Line Phase II Joint Powers Authority Governing Board. AYES: Councilmembers Chang, Marshall, Segal; Wuo and Kovacic NOES: None ABSENT: None It was MOVED by Councilmember Marshall, seconded by Councilmember Segal to DESIGNATE Mayor Pro tern Wuo as an Alternate representative to the Gold Line Phase II Joint Powers Authority Governing Board. AYES: Councilmembers Chang, Marshall, Segal, Wuo and Kovacic NOES: None ABSENT: None 11b. ORDINANCE. Consideration of the report and recommendation to INTRODUCE ORDINANCE NO. 2181 NO. 2181 entitled: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, (ARA Central CALIFORNIA, ELIMINATING THE DEBT INCURRENCE DEADLINE FOR THE Redev. Plan - REDEVELOPMENT PLAN;FOR THE CENTRAL REDEVELOPMENT PROJECT AREA." Amendment No. 6) By adoption of Ordinance 2181, the Agency will be able to expend future tax increment for (INTRODUCED) purposes other than paying existing debt. However, following such adoption, the Agency is required by' statute to forward 25% of the growth in tax increment over and above the year 2003 property tax receipts to other taxing agencies, and every year for the remaining life of the Redevelopment Plan. AB 1290 adopted by the State Legislature in 1993 established certain new 'limits" on redevelopment agencies included was the termination of the Agency's ability to incur debt after January 1; 2004. This effectively means that all tax increment received after that date could only be spent paying pre- existing debt, such as, annual principal and interest on the 2001 Bond issue, and /or the principal and Interest on the $4 million owed to the Low /moderate Income Housing Fund. The Agency could not even pay for administrative costs or reimburse the City General Fund for overhead costs incurred after January 1, 2004. Staff explained in detail the options, set forth in the September.16, 2003 staff report, stating in part that, the Agency /City Council have three (3) options for extending the limit: 1 — the Agency can presently (before January 1, 2004) borrow sufficient funds from another source, 9/16/03 45:0178 i.e., the City, to meet future staffing, Capital Improvement Program (CIP), and Business Incentive Program expenses; 2 — the: City Council can adopt an SB 211 Ordinance eliminating the "Incur debt" - limit; or, 3 — do nothing at this time and adopt the SB 211 ordinance at such time In the future as the Agency determines such.is needed. Staff estimated the Agency's potential need for the ten -year period from January 2004 to January2014 approximately $10 million. By adopting the Ordinance No. 2181, the Agency will be able to pay for annual operating costs an annual CIP program, "and a Business Incentive program; out of annual tax increment. However, the Agency must every year thereafter pay 25% of the growth in annual tax increment from the adjusted base year It was MOVED by Councilmember Segal, seconded by Councilmember Marshall and CARRIED on roll call vote as follows that ORDINANCE NO. 2181' be and it is hereby INTRODUCED. 10 9/16/03 AYES: Councilmembers Chang, Marshall Segal, Wuo and Kovacic NOES: None ABSENT: None ADJOURNMENT Mayor Kovacic adjourned the meeting in memory of "Robert Dale Kidd, beloved husband, (in Memory of father, grandfather and friend to many. Bob Kidd passed away peacefully at home Robert Dale September 6, 2003, at the age of 77. He is survived by his wife of 55 years, Ann, three Kidd) children, James, Kathleen and Patricia and their spouses, he is pre- deceased by a son, Richard. He is also survived by three grandchildren, 'two great grandchildren and many in- laws, nieces and nephews. Following high school graduation, Bob joined the U.S. Army Air Corps. When the'war ended, he attended` Pasadena Jr. College and also earned a pilot's license. He had a brief career with the U.S. Postal Service, prior to entering the business world in the garment industry with Photo -Maker Services. He later became Involved in sales and metal tubing, retiring from Tube Service Reliance Metals Company in 1991, and continued another five years as an independent contractor. He served many years as camp chairman and Scout Master for the Boy Scout .Troop at Arcadia Presbyterian Church, instilling in othere his great fondness for the outdoors. As an initial member of the Arcadia "Over 'the 'Hill Gang ";.annual weekend trips in the Sierras were fond memories;.hikes with the "Arcadia Ridge Rovers" became a more recent" activity. Many enjoyable days were spent with his buddies on the golf course and in fact Bob wrote an essay for "Visions of Arcadia: A Centennial Anthology "; where he talked about growing up in Arcadia and also his life on the golf course. He also i ade twice - yearly adventurous selling trips to Catalina over the years.. He was a member of Sparks at the Arcadia Presbyterian Church and also received a 50 -year pin from the Arcadia Masonic Lodge. A memorial service was held Monday, at the Arcadia Presbyterian Church and donations may: be made in his memory to the Methodist Hospital Foundation ". ADJOURNMENT Councilinember Marshall adjourned the meeting in memory of Bret Harker. "Bret Harker (In Memory of grew up as my next door neighbor. When he moved Into the neighborhood he was Bret Harker) beginning Dana Middle School and I watched him grow up and we got quite a kick that Bret at that time was an Unusual name and we had two Bret's living right next door to each other and they spelled, their name exactly the same so when you walked out your door and " hollered Bret you didn't know who would come running. Bret Elvis Harker was 45, he died peacefully with his family at his bedside at Dixie Regional Medical Center, Sunday, September 7, 2003 from a brief Illness. Bret was bom July 29, 1958 In Provo, Utah to Glen La Verne and Joan Terry Harker. He married Carline Komakona in Arcadia, California, July 17, 1987. Bret graduated from Dana Middle School, and he graduated from Arcadia High 10 9/16/03 45:0179 School in 1977. He worked long hours with his dad and brothers in their family tire and battery company in California for over eight years. He was recruited to the Circuit City stores in Pasadena on Rosemead when they opened in Pasadena. For over ten years he was one of the three top salesmen in the United States. Most recently Bret and his brother Steven established Solstice Controls Company and had been granted the distribution for Uniflex Roofing System, a leading manufacturer in today's roof coating industry. He is survived by his wife Carline, his daughter Brittany Marie of Arcadia, California, his parents Glen and Joan of Saint George, Utah, brothers Michael of Sierra Madre, Steven of Saint George, Utah, sister Jana of Diamond Bar, a foster brother George P. Lee of Saint George, Utah, a foster sister, Luplta K. Ferwin of Springfield, Utah, and his 97 year old grandfather, Elvis B. Terry of Orem, Utah. Bret is preceded in death by his brother Cary, grandmother Laurel Terry, grandparents Vern and Ethel Parker and father -in -law Pete Komakona. Bret now has been lifted into their waiting arms, free from his pain, yet we will all miss him very much. He is our special Bret, our buck our bubba. Funeral services were held Saturday, September 13, 2003. Our condolences go out to the entire Harker family. ADJOURNMENT At 8:45 p.m. the City Council Regular Meeting ADJOURNED to October 7, 2003 at 6:00 p.m. (Oct. 7, 2003) in the Council Chambers Conference Room for a Regular Meeting to conduct the business of the City Council and Arcadia Redevelopment Agency and any Closed Session necessary to discuss personnel, litigation matters or evaluation of properties. June D. Alford ity CI k 11 9/16/03 \a 55 MEMORANDUM Development Services Department September 16, 2003 TO: . William R. Kelly, City Manager FROM: Don Pen n, Assistant City Manager /Development Services Director Donna Butler, Community Development Administrator SUBJECT: Proposal to amend the City's Parking Regulations SUMMARY During the past year, the Development Services Department has been reviewing parking standards from other cities as well as studies conducted by International Parking Design, Inc., Walker Parking Consultants and the American Planning Association. The City's parking regulations have not been amended since 1985 and during the last few years there have been new types of businesses that the code does not address such as tutorial schools and game arcades and also significant changes in the way many businesses operate such as banking institutions. The City's parking standards do not adequately address these new types of businesses and changes in business operation. The Development Services Department is proposing revisions to the parking standards based upon review of the parking regulations from other cities, staffs experience, industry standards and the changing parking needs of businesses.. Proposed changes are recommended for the uses set forth below. ' LASER IMAGED sip 1 gfa — Gross Floor Area Parking/9 -16.03 rpt ", r,r� �'s3tv 1 ft - lj 1�sLi, Parking Memo September 16, 2003 Page 2 Day Care facilities, nurseries None 1 per staff + 1/ 5 children or ` 1/10 children if adequate drop- off rovided Fast Food w/o drive thru 20/1000 sf aW 15/1000 sf We ,Fast Food w /drive thru .: - 1 2011000 sf We 10/1000 sf afa Financial Institutions, including 6 /1000 sf gfa 4/1000 sf gfa but not limited to banks, savings and loans, credit unions Health Clubs 1/35 sf gfa 1/35 sq. ft. gfa in all workout areas Hotels /Motels 1.1 per room 1 per room + number of spaces required for ancillary uses such as restaurants, lar a meetin rooms etc. Industrial, Manufacturing 2 /1000 sf gfa 3/1000 sf gfa for projects <10,000 sf 2/1000 sf gfa for ro acts >10,000 sf Offices, General 4/1000 sf gfa No change Offices, MedicaVDental 6/1000 sf Qfa 5/1000 sf qfa Other Permitted uses, i.e., 5 spaces per 1,000 sf gfa No changes retail, service uses, nail salons, beauty salons etc. Public Assembly; schools (not 115 fixed seats; 1/35 sf of non 1/5 permanent fixed seats; -inc. tutorial or trade schools), fixed seats; 1/28 linear feet of 1/35 sf of non -fixed seats; 1128 churches; community bidgs., bench area linear feet of bench area recreation centers, etc- Restaurants/Bars 10/1000 sf gfa 10/1000 sf gfa for restaurants 5000 sf or less 1511000 sf gfa for restaurants >5000 sf qfa Restaurants with bars and /or 2011000 sf gfa for restaurants cocktail lounges occupying more than 30% of the dinin /bar area Senior Citizen affordable None 1 per unit apartment housin Senior Citizen assisted living None 1.5 per unit facility, Movie and performing arts Under public assembly: 1/5 1 per 3 fixed seats theaters and auditoriums fixed seats Tutorial Schools; trade schools Under public assembly: Schools for children under 1/5 fixed seats; 1/35 sf of non high school age: 1 per fixed seats employee plus 1 for every 5 students High School age /trade schools: 1 per employee plus 1 for eve 3 students Warehouses 211000 sf fa No chan e 1 gfa — Gross Floor Area Parking/9 -16.03 rpt ", r,r� �'s3tv 1 ft - lj 1�sLi, Parking Memo September 16, 2003 Page 2 Mixed Use Developments Another issue is parking requirements for "Mixed Use" developments. Unfortunately information on shared parking is limited because "shared " parking depends on the types of uses and peak hours of uses. Currently, parking for mixed -use projects in Arcadia is based on the individual uses; i.e., retail, office, restaurants, fast food, etc: An American Planning Association (APA) parking study notes that there are distinctions between day and nighttime uses or weekday and weekend uses which may be considered non - conflicting in terms of parking because of the differences in their hours of operation. In regards to mixed uses, in the past the City has granted: parking modifications for mixed use projects, based upon a demonstration of on -site parking needs. Although the modification procedure creates another step in the process, it does allow staff and the Committee /Commission an opportunity to analyze the parking needs based on the specific site and the types of uses occupying the site. Modifications for mixed use parking are handled on a case -by -case basis subject to the criteria noted above. Parking Stall Sizes The City's parking stall sizes are: Standard 9'x 20' commercial 8' /i x 20' industrial Compact 8'x 16' the City allows 20% compact spaces Some cities allow a universal parking stall size and do not differentiate between compact and standard spaces (see attached table): Most of the universal parking stall sizes noted are 8' -6 "x18'. Based upon staffs observations of the narrower parking stall widths in other communities, and the trend towards larger vehicles, staff is recommending that compactor small car spaces be eliminated from the code and that the standard size of 9'x 20' remain for commercial and 8 '/z x 20' remain for industrial. Wheel Stops Currently the code requires either a planter curb or wheel stop provided for each parking space a minimum of 39" from the forward end of the parking stall fora standard size stall and 26" for a small car stall. Parking/9.1&03 rpl Parking Memo September 16, 2003 Page 3 Wheel stops do serve a purpose where they protect structures/cabinets /utilities such as hydrants, light poles, walls and sidewalk encroachments. Generally, however, wheel stops are a nuisance and potential liability for the property owner (persons tripping over them and cars running into or over the wheel stops causing damage to the vehicles as well as the stops). Also, they are susceptible to damage and tend to be neglected when they begin to deteriorate. The Development Services Department staff is recommending1hat the requirement for wheel stops be eliminated with the exception where the spaces are adjacent to buildings or other structures. Parking Area Landscagina and Walls The Development Services Department is also proposing that the interior landscaping requirements in parking lots be increased for both commercial and industrial projects as follows: Commercial zones That the interior landscaping be increased from 5% to 10% with an increase in the number of trees. - The 10% would include planting areas adjacent to buildings as well as planting areas within the parking area and the planting area that is part of the parking stall overhang (which are currently not included In the 5% calculation). • Trees shall be a minimum of 24" box with a minimum of 5% of the trees specimen trees (36" box or greater). Industrial Zones The following changes are proposed: • That the interior landscaping be increased from 3% to 5 %. • Trees shall be a minimum of 24" box with a minimum of 5% of the trees specimen trees (36" box or greater). Attachments: Standard and Universal Size Parking Spaces Parking Standards for Selected Cities ParMng&l"3 rpt Parking Memo September 16, 2003 Page 4 STANDARD AND UNIVERSAL SIZE PARKING SPACES CITY Arcadia Alhambra STANDARD 9'x20' 9'x20' UNIVERSAL None COMPACT 8'x16' - 20% . . T6" x 15'— 25% Anaheim 8' -6" x 18' None Bakersfield 9'x18' Not allowed Baldwin Park 8 "x18' Bell 9'x20' 7' -6" x 15'— 20% Beverly Hills 9'x19' Not allowed Brea 9' -6 "x19' 8'x16' — 30% Buena Park 9'x19' 8'x16',- 30 %°. Burbank 9'x18' 7' -6 "x15' — 45% Calabasas 9'x18' Not allowed Claremont 9'x20' Only w /CUP Costa Mesa 9'x18' 7' -6 "x15' — 25% Covina 9'x19' Only w /CUP Culver City 8' -8 "x18' 7' -6 "x15' — 30 %_ ,. Cypress 9'x20' 8'6 "x15' — 30 %° Dana Point 9'x18' Not allowed Diamond Bar 9'x19' Not allowed Downey 8' -6 "x18' _ Not allowed Duarte 9'x20' 8'x9 7'— 20% El Monte 9'x20' 7' =6"x16 — 33% Fontana 9'x19' Not allowed- Fountain Valle 9'x19' Not allowed Fullerton 9'x19' 8'x16' — 30% em onl Glendale Glendora 9'x20' 8'x17' — 25% Hesperia 8' -6 "x18' Not allowed Huntington Beach 9'x19' 8'xlT — 20% Irvine 9'x19' 8'x16'-25% La Habra 9'x20' 8'x15' — 25% La Mirada 9'x20' 7' -6 "x 15'— 30% _ Laguna Beach 8'-4 "x18' 8'x15'— 50% " Laguna Niguel- 9'x18' Not allowed Lake. Forest 9'x18' 8' -6" x 18'— 30% Lakewood. 9'x20' 8'x16' — 40% Loma Linda 9'x18' -6" Not allowed. Long Beach 8' -6" x18' Monrovia 8' -6 "x18' Not allowed Montebello 8' -6 "x18' ' Permitted but not counted towards the required parking, must be excess parking Standard /Universal Pkg Study August 2, 2002 Page 1 CITY STANDARD UNIVERSAL COMPACT. Monterey Park 9'x18' 8'x15'— 30% Mountain View .8' -6 "x18' Newport Beach 8' -3 "x18' . Not allowed Norwalk 9'x18'. 7' -6 "x15' — 40% Ontario 9'x19' 8'-6"x17'-25% Oran a 8' -6 "x18' Palm Desert. 9'x20' 8'x1 T _ s , 9'x18' , 8'x15' — 40% 9'x18' 7'-6 "x16' —15% pRancho 9' =6 "x18' 8'x16' — 25% amon a 9'x18' Not allowed 9'x1 9' 8'x15' — 25% 9'x20' Not allowed Riverside 9'x20' 7' -6 "x15' — 30% Rosemead 9'x20' 8'x16' — 25% Sacramento 8'x18' 7'- 6''x16' — 40% San Bernardino 9'x19' Not allowed San Bruno 8' -6 "x18' San Buenaventura ' 9'x20' 8'-"x 6' — 35% San Carlos 8' -6 "x18' . San Clemente 8'-4" x18' 8'x15' — 50% San Diego 8' -6 'x20' 7'-6"x15"-60% San Gabriel ° 9'x20' 8'x15' — 35%° San Juan Ca istrano 9'x19' Not allowed Santa Ana ' -6 x18 8 ' " - Santa- Barbara 8' =6 "x20' 8'x15' -6" — 30% Santa Monica 8' -6 "x18' 7' -6 "x15' — 40% Seal Beach 9'x20' 9'x16'-2 5% Simi Valle 9'x18' Not allowed South Pasadena 9'x19' 8'x17' — 35% Tem le C' 9 7' -6 "x15' — 25% Thousand Oaks` 9'x20'. 8'x16' — varies Torrance 8'- 6''x19' 7' -6 "x15'— 10% Tustin 9'x20` 7' -6 "x19' — 20%. Upland 9'x18' -6" 9'x16' — 25% West Covina" 8' -6 "x18' 8'x16' — 35 % Westminster 9'x19' . Not allowed West Hollywood 8' -6 "x18' 7' -6 "x15' — 40% Westlake Village 9'x19 8'-6 "x15' — 25% . Whittier 9'x18' 9'x16' — 50% min. re . Yorba Linda 9'x20' A v'I. of ci InformIadon from May 2000 California Odes Parking Standards. Study s Same as #1 Standard /Universal Pkg Study August 2, 2002 Page 2 W Q V p W F � W J W yo o O N y Q Z O I V V I n c E a E q m m � I m� bb m qq x iM=��L E� qm f �g mp `b J. y�Jp � $ c w XX ffi:m 1,2 4 LL ffi .M gQ ffi � + + o .;2 p "'� S 9 m �! �9 �9 m O N 0 0 60 .0 0 gms — S �ffi E 0 E oS:. 8 c a r� r ° r ffi +°° 8ffi 'm g ffi g p pQ — I S p 0 8 0 3 d NN +N O N. § S � �1 �A ffi � C mm m t O O O' 8 Res 0-1 m 8ffi QQ ffi m 0 w e ffi Q 8 t 3 mffi. g „ N b S O m E e° E Tn c pp O OO Ua� ' p `w 'fin �O `a ` + g p O�O p 9 N om. C � S ` E a gg V I n c �\ \S� k � kZ ! m 2a. X851 5 8-e £ IM TL I \$!!ƒ ! @ � §� & -�■ =l,g . %!� « ; ■� �f d -, «■ . , .. . ! . S .. r e.r . » � \ §.l §Z 7 � ) ) \ % &!B@s ■! se §■§ls. lA.m g�■.§§k � , , ■k!} § §\ \ 7 §' � k2� \ ■ . e�g` ) •§ a ! «#, ;f . m k' !\ a.. ^- . . ! co �\ \S� STAFF REPORT Arcadia Redevelopment Agency September 16, 2003 TO: Arcadia Redevelopment Agency FROM: Don Penman, Deputy Executive Director P 41p y: Pete Kinnahan, Economic Development Administrator SUBJECT: Consideration of retaining the City -owned vacant parcel at the entry to the 3 Par Golf Course for possible relocation site Recommendation: Provide direction to staff DISCUSSION At the Agency's August 19 meeting, the Agency Board directed staff to set a future public hearing date and time at which the four (4) remaining developers were to present their respective proposals for affordable housing on the vacant 55,000 sq. ft. City -owned parcel at the entry to the Arcadia 3 Par Golf Course at 620 E. Live Oak Avenue. At this meeting, the public would also be able to provide their comments, concerns and recommendations to the Agency Board about the future use and development of the site. At the Agency's September 2, 2003 meeting, Agency Member Segal expressed concern about possibly retaining this parcel as a possible site for organizations or businesses that could potentially relocate from the Morlan Place Project. He asked for, and the Board agreed, to place this issue on tonight's agenda for discussion. RECOMMENDATION That the Agency provide direction to staff. Approved: - i k William R. Kelly, Executive Director qq. LASER IMAGED 'E'-, September 16, 2003 STAFF REPORT Development Services Department TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Ptector qq By: Donna Butler, Community Development Administrator SUBJECT: BACKGROUND The City Council at its September 2, 2003 meeting voted 5 -0 to introduce Ordinance No. 2183 amending certain sections of the Arcadia Municipal Code relating to specific Development Services Department fees. Attached is City Council Ordinance No. 2183: Ordinance No. 2183 amending Sections 8020.8, 9116.4, 9118.4 and 9295.11 and adding Section 6211.2.1.1 to the Development Services Department fees. RECOMMENDATION That the. City Council adopt Ordinance No. 2183. APPROVED BY: `*UA William R. Kelly, City Manager Attachment: Ordinance No. 2152 VA LASER IMAGED ORDINANCE NO. 2183 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING SECTIONS 8020.8, 9116.4, 9118.4, AND 9295.11 AND ADDING SECTION 621.1.2.1.1 TO THE ARCADIA MUNICIPAL CODE RELATING TO CERTAIN DEVELOPMENT SERVICES DEPARTMENT FEES THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: SECTION 1. Section 8020.8 of the Arcadia Municipal Code is hereby amended in its entirety to read as follows: "8020.8. REFUSE FEES. All of the permit fees authorized pursuant to Article VIII of the Arcadia Municipal Code shall be established by resolution of the City Council, and shall include an added refuse fee in an amount established by resolution of the City Council." SECTION 2. Section 9116.4 of the Arcadia Municipal Code is hereby amended in its entirety to read as follows: "9116.4. FINAL APPROVAL FEE. After approval of the Final Map and prior to its recordation, there shall be paid to the City a fee in an amount established by resolution of the City Council." SECTION 3. Section 9118.4 of the Arcadia Municipal Code is hereby amended in its entirety to read as follows: _1_ . LASER IMAGED 2183 qp "9118.4. FINAL APPROVAL FEE. Prior to final approval of the Parcel Map, there shall be paid to the City a fee in an amount established by resolution of the City Council." SECTION 4. Section 9295.11 of the Arcadia Municipal Code is hereby amended in its entirety to read as follows: "9295.11. FEE. Before accepting for filing any application for design review,, the City shall charge and collect a fee, and the applicant shall pay to the City a fee in an amount established by resolution of the City Council. In addition the applicant shall reimburse the City for all costs associated with design review performed by the City's architectural and landscape design consultants prior to final approval of the design review." SECTION 5. Section 6211.2.1.1 is hereby added to the Arcadia Municipal Code to read in its entirety as follows: "6211.2.1.1. SAME. SAME. PROCESSING FEE. Before accepting for filing any application for a business license under this Title, the City shall charge and collect a processing fee for a new business license in an amount established by resolution of the City Council." SECTION 6. The City Clerk shall certify to the adoption of this Ordinance and shall cause a copy of the same to be published in the official newspaper of said City within fifteen (15) days after its adoption. -2- 2183 Passed, approved and adopted this 16th day of September ,2003. /c/ GARY A KOVACIC Mayor of the City of Arcadia ATTEST: City Clerk of the City of Arcadia APPROVED AS TO FORM: 9 P Ael� Stephen P. Deitsch, City Attorney -3- 2183 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS: 'CITY OF ARCADIA ) I, JUNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that the foregoing Ordinance No. 2183 was passed and adopted by the City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 16th day of September, 2003 and that said Ordinance was adopted by the following vote, to wit: AYES: Councilmembers Chang, Marshall, Segal, Wuo and Kovacic NOES: None ABSENT: None City Clerk of the City of Arcadia rd A + *OORpORAT &D��OO� STAFF REPORT Public Works Services Department September 16, 2003 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director Prepared by: Gary F. Lewis, General Service Manager SUBJECT: Determine Continu of Emergency Action - Resolution no. 6385 authorizing an emergency contract to remove underground tanks and install above ground tanks and /or related facilities at the City Service Center and Fire Stations 105 and 106 Recommendation: City Council to determine by at least a four -fifths (4/5) vote, that there is need to continue this emergency action 10� SUMMARY On August 19, 2003, the City Council adopted Resolution 6385, a resolution of the City Council of the City of Arcadia, California, authorizing an emergency contract to remove underground tanks and install above ground tanks and /or related facilities at the City Service Center and Fire Stations 105 and 106. Pursuant to Section 4 of Resolution No. 6385 and pursuant to the California Public Contract Code, the City Council is required at every Council meeting until project completion to determine that the emergency continues concerning the public works project to remove underground tanks and install above ground tanks and /or related facilities at the City Service Center and Fire Stations 105 and 106. The City Council is required to determine by at least a four -fifths (4/5) vote that there is need to continue this emergency action. DISCUSSION As provided for in Section 2842.5 of the Arcadia Municipal Code and in Sections 20168 & 22050 of the Public Contract Code, in the case of an emergency, the City Council may pass a resolution by at least a four -fifths (4/5) vote declaring that in the public interest and necessity demand the immediate expenditure of money to safeguard life, health or property. It is recommended that the City Council determine, by at least a four -fifths (4/5) vote, that there is need to continue this emergency action. LASER IMAGED 9P Mayor and City Council September 16, 2003 Page 2 FISCAL IMPACT Funds for this project are provided in the 2003 -2004 Capital Improvement Program Budget in the amount of $345,000. Funds have also been appropriated in the amount of $122,000, $64,000 from the Water Fund and $58,000 from the Capital Outlay Fund, for construction and contingencies for a total budget amount of $467,000. RECOMMENDATION City Council to determine by at least a four -fifths (415) vote, that there is need to continue this emergency action Approved: PM:GFL:dw Attachment: Resolution No. 6385 William R. Kelly, City Manager Q ^A �Ut�t'r:l fig: A.J RESOLUTION NO. 6385 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AUTHORIZING AN EMERGENCY CONTRACT TO REMOVE UNDER- GROUND TANKS AND INSTALL ABOVE GROUND TANKS AND /OR RELATED FACILITIES AT THE CITY SERVICE CENTER AND FIRE STATIONS 105 AND 106 WHEREAS, California Senate Bill 989 and regulations promulgated thereunder ( "the Law ") require that all fuel pumps have a double walled fuel pump with a holding tank equipped to provide containment if the fuel pumps malfunction or leak; and WHEREAS, the Law further requires that all piping be upgraded to a full double wall piping containment system; and WHEREAS, the County of Los Angeles Department of Public Works submitted a Notice of Non - Compliance to the City of Arcadia on April 7, 2003 indicating that the City is required to bring into compliance with the Law by May 7, 2003 certain underground storage tanks located at the City. Service Center at 11800 E. Goldring Road in the City of Arcadia; and WHEREAS, on June 16, 2003, the County of Los Angeles Department of Public Works extended to September 30, 2003 the deadline for the City to bring into compliance the underground storage tanks at the City Service Center; and 1 WHEREAS, the City believes that the City must also bring into compliance with the Law certain tanks located at Fire Stations 105 and 106, although these tanks have not been made subject to any notice of non - compliance by the County of Los Angeles Department of Public Works to date; and WHEREAS, the City has twice published a Notice Inviting Bids in order to accomplish bringing into compliance with the Law the tanks and related facilities at the City Service Center and Fire Stations 105 and 106, but has twice rejected the sole bid received on each occasion due to the high bid proposal and the lack of additional bidders; and WHEREAS, the City Council reasonably believes that it is necessary, based on a four -fifths (4/5) vote, of the City Council, to declare an emergency in order to repair or replace the above described facilities at the City Service Center and Fire Stations 105 and 106 and to procure the necessary equipment, services and supplies for those purposes without giving notice for bids to let contracts, all in accordance with Section 1212 of the Charter of the City of Arcadia and Section 2842.5 of the Arcadia Municipal Code. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: 2 SECTION 1. Pursuant to Public Contract Code Sections 20168 and 22050, the City Council finds that an emergency exists with respect to the removal and installation of underground and above ground fuel tanks and related facilities (the "Project') at the City Service Yard and Fire Stations 105 and 106 for the following reasons and based on the following facts. The City of Arcadia is required to undertake and complete the removal and installation of fuel pumps and related facilities at the City Service Center by September 30, 2003. In the event that the City fails to do so, the City is subject to the imposition of fines and to the prohibition of delivery of petroleum products into the subject facilities. Petroleum .......... products at the subject facilities are critical for purposes of the City providing life and health related maintenance of City property, and of persons and property within the City of Arcadia. Bringing those facilities at the City Service Center and also those facilities at Fire Stations 105 and 106, into prompt compliance with the Law will protect the public health, safety and welfare by reducing or eliminating the possibility of malfunction or leaks in the tanks and related facilities, which could cause severe health risks to the public and extensive damage to the soils and improvements on the real property upon which such facilities are located. The City has in good faith published notice inviting bids on two occasions in order to accomplish the Project, but has received and rejected unsatisfactory bids from a sole bidder on each occasion due to high bid price. The commencement and 3 completion of the Project at the City Service Center and Fire Stations 105 and 106 are estimated to take approximately four (4) to six (6) weeks, thereby prohibiting the City from having sufficient time to publish notice inviting bids for a third time in order to receive competitive bids and enter into contracts for the completion of this project by September 30, 2003 or a reasonably short period thereafter. Additional facts which constitute the basis for finding that an emergency exists are set forth in the recitals of this Resolution and in that certain Staff Report which accompanied this Resolution for presentation to the City Council. __ -. SECTION 2. By at least a four -fifths (4/5) vote of the City Council the City Council hereby finds and determines that there is an emergency which requires that City repair or replace the above described facilities at the City Service Center and Fire Stations 105 and 106, and take any directly related and immediate action required by this emergency, and procure the necessary equipment, services and supplies for these purposes, without giving notice for bids to let contracts. The City Council further finds and determines that the emergency will not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency. SECTION 3. The City Council hereby delegates to the City Manager, or his designee, the authority to order any action pursuant to this declaration of an emergency including, without limitation, the authority to enter into contracts to 0 accomplish the Project. The City Council further authorizes the City Manager to substitute another form of security in lieu of a payment bond if, in the determination of the City Manager, it is not feasible or reasonable under the circumstances to require that the contractor provide to the City a payment bond in order to complete the Project. SECTION 4. The City Council shall review this emergency action at its next, regularly scheduled meeting and at every regularly scheduled meeting of the City Council thereafter until the project is completed, in order for the City Council to determine by a four - fifths (415) vote, that there is need to continue this emergency action. { SECTION 5. This Resolution shall take effect upon its adoption. SECTION 6. The City Clerk shall certify to the adoption of this Resolution. [SIGNATURES ON NEXT PAGE] 5 Passed, approved and adopted this 19 th day of August /s/ GARY A. KOVACIC , 2003. Mayor of the City of Arcadia ATTEST: " ; -Zusr City Clerk APPROVED AS TO FORM: City Attomey C! STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS: CITY OF ARCADIA ) I, JUNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolution No. 6385 was passed and adopted by the City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 19th day of August, 2003 and that said Resolution was adopted by the following vote, to wit: AYES: Council Members Chang, Marshall, Segal, Wuo and Kovacic ....... . ........... NOES. None ABSENT: None City Clerk of the City of Arcadia 7 • , � P. September 16, 2003 TO: Mayor and City Council FROM: Pat Malloy, Public Works S Prepared by: Dave McVey, Gary F. Lewis STAFF REPORT Public Works Services Department ervices Director General Services 1up intendent , General Services, Manager SUBJECT: Award of Contract — automotive repair parts Recommendation: Authorize the City Manager to enter into a contract with Ernie's Auto Parts in the amount of $55,000.00 for automotive replacement parts for City vehicles SUMMARY As part of the City's ongoing vehicle maintenance program, the Public Works Services Department purchases automotive parts, accessories, emergency lighting and brake services for all City vehicles. The Fleet Services Section schedules and services all City vehicles for routine preventative maintenance and repairs during the year to both safety and non - safety equipment. To ensure auto parts are purchased at the best price and delivered in a timely manner, staff conducted a competitive bidding process for the day - to -day purchase of automobile parts and brake services. The City Clerk opened sealed bids on July 29, 2003. Staff has evaluated all of the bid documents and found the most responsive /responsible bidder to be Ernie's Auto Parts. Staff recommends that the City Council award a contract to Ernie's Auto Parts in the amount of $55,000.00 for the purchase of auto parts and brake resurfacing services of various City equipment. DISCUSSION During the 2002 /03 fiscal year, approximately $55,000.00 was spent on the purchase of vehicle parts and accessories for maintaining all City safety vehicles, staff cars and daily work trucks. The current contract of $20,000 with NAPA auto parts as the primary and $10,000 with Ernie's Auto Parts as the secondary has expired and staff has decided not to extend the contracts for an additional year. The current arrangement with the primary and secondary suppliers has not worked to the best advantage of the City due to the primary supplier's failure to deliver the correct auto parts which resulted in unnecessary vehicle down time and ordered items are either out of stock or unable to be located which caused unnecessary delays in our order. Furthermore, due to NAPA's failure to i(0 4, LASER IMAGED Je Mayor and City Council September 16, 2003 Page 2 provide the necessary parts requested, only $9,800 was expended from their contract. This forced our Fleet personnel to expend the entire purchase order with the secondary supplier and search for other suppliers to keep the City fleet operational. The City has several purchase agreements with other suppliers of specialty automotive equipment. The intent of this contract was to incorporate as much automotive supplies in one contract and thereby reduce the number of suppliers and delays associated with delivery. Notices inviting bids were published in the adjudicated paper and bid packages were distributed to four (4) area vendors Sealed bids were opened on July 29, 2003 with the following results: Bidder Location Amount Ernie's Auto Parts Monrovia $ 55,000 NAPA Auto Parts El Monte Non - responsive Temple City Auto Parts Temple City Non - responsive Dick's Auto parts Monrovia No bid Staff has reviewed the bid documents for content and investigated the bidders' background and recent clients for competency. Ernie's Auto Parts meets all requirements of the contract document. NAPA Auto Parts did not bid for all items identified on the bid sheet or substituted unacceptable parts and failed to bid on brake resurfacing. Temple City Auto Parts specified their discount from their jobber price list, but this list was not referenced from their bid documents making price comparison inaccessible. It is staffs opinion that Ernie's Auto Parts can satisfactorily perform the work required. Therefore, staff recommends that the City Council award a contract to Ernie's Auto Parts in the amount of $55,000.00 for purchase, delivery of auto parts and brake resurfacing services for light and medium duty vehicles. ENVIRONMENTAL ANALYSIS The project is categorically exempt per Section 15302 (c) replacement from the requirements of the California Environmental Quality Act (CEQA). FISCAL IMPACT Sufficient funds are budgeted in the 2003 -04 Vehicle Maintenance Operating budgets of Fire, Police, Library, Recreation and Community Service and Public Works Services Departments for this contract. - 11_%:rcI n ^ iL) : it ).3� Mayor and City Council September 16, 2003 Page 3 RECOMMENDATION 1. Award a contract to Ernie's Auto Parts in the amount of $55,000.00 for the purchase, delivery of auto parts and brake resurfacing for light and medium duty vehicles. 2. Waive any informality in the bid or bidding process. 3. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: -- nn°"'--.1t William R. Kelly, City Manager PM:DM:MA:dw \0 e, E September 16, 2003 TO: Mayor and City Council STAFF REPORT Public Works Services Department FROM: Pat Malloy: Public Works Services Directdr JF Prepared by: Gary F. Lewis, General Services P Jim Brophy, Warehouse Manager SUBJECT: Reject Bid - Purchase of valves, brass fittings, and water related materials Recommendation: Reject bid submitted by Western Water Works and direct staff to re -bid the contract - SUMMARY The City warehouse maintains an inventory of iron pipe and iron valves along with brass valves and fittings to supply the water services section with needed repair parts. Bids were solicited in June 2003 for the purchase of iron pipe, iron valves, brass valves and fittings, and other related parts stocked by the warehouse. Based on last year's usage, it is estimated that the warehouse will process orders totaling approximately $115,000.00 for the next fiscal year. A Notice Inviting Bids was published in local newspapers for the purchase of valves, brass fittings, and water - related materials for the Public Works Services Department's warehouse. On June 30, 2003, the City received three (3) bids with only one (1) qualified bid from Western Water Works for $140,000.00. Based on the single bid and staffs feeling that the bid is extremely high, it is recommended that City Council reject the bid and instruct staff to re -bid the contract. The warehouse is responsible for purchasing and distributing all water valves, brass fittings, and other related parts used for water meter service repairs /installations. It is critical that the warehouse maintain the proper on -hand inventory levels to prevent an interruption to these vital services. Most items used in conjunction with water service needs are considered a revolving inventory item, and must be replenished to continue a smooth day -to -day operation of the water services section. LASER IMAGED Mayor and City Council September 16, 2003 Page 2 Bids were solicited and bid packages were distributed to interested vendors. Three (3) bids were received on June 30, 2003 with the following results: BIDDER LOCATION BID AMOUNT Western Water Works Chino $140,000.00 S & J Supply Santa Fe Springs Partial Bid Westburne Supply Santa Ana Disqualified Western Water Works was the only qualified bidder, but their bid amount was exceedingly high. S & J Supply did not bid for all items identified on the bid sheet and failed to bid most of the brass fittings. Westburne Supply, last year's successful bidder, was disqualified,due to late submittal of their bid. Based on the limited amount of bids received, with one (1) bidder quoting an exceedingly high amount, staff is recommending that the City Council reject the bid and instruct staff to rebid the contract the purchase - ot valves brass fittings and water related materials for the Public Works Services Department's warehouse. FISCAL IMPACT Sufficient funding is available in the 2003 -2004 budget to cover the cost of this acquisition. RECOMMENDATION Reject bid submitted by Western Water Works for the purchase of valves, brass fittings, and water related materials for the Public Works Services Department's warehouse and direct staff to re -bid the contract Approved by: `W-'A William R. Kelly, City Manager PM: GFL:JB:dw 1G S, *c�Rp�RATS9 �,0o� STAFF REPORT Public Works Services Department September 16, 2003 TO: MAYOR AND THE CITY COUNCIL FROM: Pat Malloy: Public Works Services Direct r Prepared by: Gary F. Lewis, General Services M nager Jim Brophy, Warehouse Manager SUBJECT: Purchase of Janitorial Supplies Recommendation: Award a one (1) year contract extension in the amount of $75,000.00 to Delta Distributing Inc. for the purchase of janitorial supplies for various City facilities SUMMARY On July 31, 2002, the City Council approved a one -year Agreement with optional contract extensions to Delta Distributing Inc. for the purchase of Janitorial supplies for various City facilities. Delta is reaching the end of their first year of the contract agreement and has submitted a written offer to extend the existing contract for an additional year in accordance with the existing agreement. Delta Distributing has agreed to hold firm the current prices for the next fiscal year 2003 -2004. Based on the excellent service provided by Delta Distributing Inc. during the last year, staff recommends that the City Council award a one -year contract extension in the amount of $75,000.00 to Delta Distributing Inc. for the purchase of Janitorial supplies for various City facilities. DISCUSSION The warehouse is responsible for purchasing and distributing all janitorial supplies for the City's facilities. It is .critical that the warehouse maintain the proper on -hand inventory levels to prevent an interruption to these services. Most items used in conjunction with janitorial services and facilities maintenance needs are considered a revolving inventory item and must be replenished to continue smooth day -to -day operations of the various City facilities. LASER IMAGED Mayor and City Council September 2, 2003 Page 2 On July 31, 2002, the City Council approved a one -year Agreement with optional contract extensions to Delta Distributing Inc. in the amount of $100,000 for the purchase of Janitorial supplies for various City facilities. During the past year the City spent $71,000 for the purchase of janitorial supplies and it is anticipated that the City will maintain the same level of activity. Delta Distributing has agreed to hold firm the current prices during fiscal year 2003 -2004. Therefore, staff recommends that the City Council award a one (1) year contract extension in the amount of $75,000.00 to Delta Distributing Inc for the purchase of Janitorial supplies for various City facilities. FISCAL IMPACT Sufficient funding is available in the 2003 -2004 budget to cover the cost of this acquisition. RECOMMENDATION Award a one (1) year contract extension in the amount of $75,000.00 to Delta Distributing Inc: for the purchase of janitorial supplies for various City Facilities. Approved by: r" William R. Kelly, City Manager PM: GFL:JB:dw )G �4 STAFF REPORT Public Works Services Department September 16, 2003 TO: Mayor and City Council ��jy� FROM: Pat Malloy, Public Works Services Direct r6 I i" �" � Prepared by: Dave McVey, General Services Superintendent Gary F. Lewis, General Services Manager SUBJECT: Award of Contract — Construction Services Maintenance Contract Recommendation: Authorize the City Manager to enter into a contract with Vargas Olson Enterprises Inc. in the amount of $74,890.00 for construction services at various City facilities SUMMARY As part of the City's ongoing facilities maintenance program, the Public Works Services Department historically conducts a variety of scheduled and unscheduled building improvements for various City facilities, through the Capital Improvement Program, Departmental operating budgets and emergency repairs associated with water /sewer damage. To ensure these projects are completed in a timely manner, staff conducted a competitive bidding process for scheduled and unscheduled construction and repair work at City facilities. The City Clerk opened sealed bids on August 5, 2003. Staff has evaluated all of the bid documents and found the most responsive /responsible bidder to be Vargas Olson Enterprises Inc. Staff recommends that the City Council award a contract to Vargas Olson Enterprises Inc. in the amount of $74,890.00 for the construction services at various City facilities. DISCUSSION During the 2002103 fiscal year, $91,437.00 was spent on several medium sized projects ranging in costs from $7,500.00 to $21,000.00. A similar level of miscellaneous construction projects and repairs is anticipated during the 2003/04 budget year. Part of the construction services contract pertains to emergency response required for any after -hour water /sewer damage to public and private structures. The contract outlines the costs associated with emergency restoration, repair, and new construction of damaged areas. LASER IMAGED 3P Mayor and City Council September 16, 2003 Page 2 The Public Works Services Department determined it would be advantageous to award a multi -year contract with annual extensions, pending the City Council's approval, for all facility construction services to one (1) qualified contractor to eliminate unnecessary down time and ensure projects are started /completed in a timely manner. City staff conducted a competitive bidding process for facility construction services. Notices inviting bids were published in the adjudicated paper and bid packages were distributed to four (4) area contractors. Sealed bids were opened on August 5, 2003 with the following results: Bidder Location Amount Vargas Olson Enterprise Inc. Baldwin Park $74,890.00 E.D. Nelson Construction Inc. Newhall $89,150.00 Staff has reviewed the bid documents for content and investigated the bidders' background and recent projects for competency. Staff has also contacted both _. .. contractors- -regarding _ the..accu racy- ofAheir...bid_. and has.been.._assured.that. he bid amounts are complete and accurate. During the past several years Vargas Olson Enterprises Inc. has been awarded and successfully completed numerous projects for the City. It is staffs opinion that Vargas Olson Enterprises Inc. can satisfactorily perform the work required. Therefore, staff recommends that the City Council award a contract to Vargas Olson Enterprises Inc. in the amount of $74,890.00 for construction services at various City facilities. ENVIRONMENTAL ANALYSIS The project is categorically exempt per Section 15302 (c) replacement from the requirements of the California Environmental Quality Act (CEQA). FISCAL IMPACT Sufficient funds are budgeted in the 2003 -04 Facilities Maintenance Operating budgets of Fire, Police, Library, Recreation and Community Service, Public Works Services Departments and in the Capital Improvement Program for this contract. Mayor and City Council September 16, 2003 Page 3 RECOMMENDATION 1. Award a contract to Vargas Olson Enterprises Inc. in the amount of $74,890.00 for construction services at various City facilities. 2. Waive any informality in the bid or bidding process. 3. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: -- k William R. Kelly, City Manager PM:GFL:DM:dw STAFF REPORT Development Services Department September 16, 2003 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Director By: Donna L. Butler, Community Development Administrator � Prepared By: Joseph Lambert, Associate Planner �fS SUBJECT: Consideration of Final Map No. 53864 for a 6 -unit residential condominium project at 816 W. Fairview Avenue. SUMMARY Tentative maps and final maps are required for all subdivisions that result in five or more parcels or condominiums. The City Council shall approve a final map if it conforms to all the requirements of the subdivision regulations of the Municipal Code and the State Subdivision Map Act. It is recommended that the City Council approve Final Map No. 53864 for a 6 -unit residential condominium project at 816 W. Fairview Avenue. DISCUSSION Final Map No. 53864 has been reviewed by the Los Angeles County Department of Public Works and the appropriate City Departments. Said map has been found to be in substantial compliance with the tentative map, as approved by the Planning Commission on November 12, 2002, and is in compliance with the subdivision regulations of the Municipal Code and the State Subdivision Map Act. RECOMMENDATION The Development Services Department recommends approval of Final Map No. 53864. Attachments: 1. Land use map 2. Letter of compliance from Los Angeles County 3. Final Map No. 53864 Approved: William R. Kelly, City Manager LASER IMAGED 6P N 100 0 100 100 300 Feet Me R1 Nq � (me Pi4 M4 Ml M4 Dan Pia 0w m, nan ma rw nm nm MR ro„ SOUTHVIEW RD m4 (sae Me Mu ma me mm Ml MD C a 30 nit 7 Un't m Ap , IAp z Pin me l YII { Pin n: Mn _ P Mm 'a n M Mn M4 M40 '°ln FAIRVIEW AV MR MA c all MA f>l. Pill MW m4 Mn Ml M4 ml raa) 'ml m4 ruu4 r" rw n N4 Taal. ral fal4 nw FAIRVIEW AVE M+ faa4 Pin !rW �, 28 Unit 8 U it. OWN Apts. Ap Hoff). Hall Hoff '. nm4 pmn na+l mm nom now Ham fill nom ` ml pse nan w4 - mw - ....� .__.. Ma Mn M11 M4 M4 nRCADIA AV J ARCADIA AVE F Mal O O r n +an G n„l Z CA Mm n +m Pt Development Services Department Engineering Division Pwa�dbr R. S Gonzalez Nommbar +2002 ,r,t NcO al!oxs E � 816 W Fairview Avenue M 53864 COUNTY OF LOS ANGELES DEPARTMENT OF PUBLIC WORKS 7o Enrich Lives Through£Becdve and Caring Service" JAMES A. NOYES, Director August,11, 2003 Mr. Phillip A. Wray City Engineer City, of Arcadia 240 West Huntington Drive Arcadia, CA 91006- 6021, Dear Mr. Wray: TRACTNO. 53864 900 SOUTH FREMONT AVENUE ALHAMBRA, CALIFORNIA 91803 -1331 Telephone! (626) 458 -5100. w .ladpw.org . ADDRESS ALL CORRESPONDENCE TO: P.O. BOX 1460 ALHAMBRA, CALIFORNIA 91802 -1460 IN REPLY PLEASE REFER TO FI LD -2 The enclosed subject tract map. has been reviewed by Public Works. for mathematical accuracy, survey analysis, title information, and for compliance with the Subdivision Map Act. It is ready for your examination and certification as to compliance with the conditional approval and applicable City Ordinances. The City Council or Advisory Agency should make the findings required by the State Environmental Quality Act and the Subdivision Map Act. After your' approval, and the approval of the City Council or Advisory Agency, the map should be returned to Land Development Division, Subdivision Mapping Section, for.filing with, the Registrar- Recorder /County Clerk's Office. If you have any questions, please contact Mr. Armando Aguilarof our Subdivision Mapping Section at (626)458 4915. Very ' truly yours, JAMES A. NOYES Director of Public Works D NNIS HUNTER ` Assistant Division Engineer Land Development Division LR:ca P:IDPUBISUBD NSNSMAPPI N GSFORMS\TRNCT Enc. 1 LOT >. 18,921 SO. FT, - TRACT NO. 53864 IN THE CITY OF ARCADIA COUNTY OF LOS ANGELES, STATE OF CALIFORNIA SHEET 1 OF 2 SHEETS BEING A SUBDIVISION OF A PORTION OF LOT 67, OF TRACT N0, 2731, AS PER MAP RECORDED IN BOOK 33. PACE 29 OF MAPS. IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY. FOR CONDOMINIUM PURPOSES OWNER'S STATEMENT SURVEYOR'S STATEMENT WE NO®Y STATE MAT W ME ME OBTOM W M AMC NTOBSRB N ME MS MM WS PRPM® BY WE M UNION AT (MECUM AND N BASED IPM A I.MN1 EMI® NON ME N®INNM SHOWN ON MY MM ■DIM ME FDD MONEY N COMIAMO NM ME REONBEMIR OF ME sl@MsM NN OBMCIIE DDDOt A AND WE CONSENT TOM PAWAAATM AND YANG ACT NO I ODEIANE AT ME RECI6T W IMW NOCERIE ME NC ON APNL OF SAD MM MB BY®MNO'L Y 1 MERRY STAR MAT MB fMAL MID fYBIrMIIALLY MPoRIS 1! ME LRN N)NAILY MYFICFN 01TAIE MM MAT ME MMMDITS OF ME EMNE BNETTMMR ML 'A CMIMIMIA (dPO1ATM ICAHN) MMACIEM A ILCAMM NIDMI RAM ME N NA MAT SAO NOTRA NM ARE NANOMr M ENABLE ME TAMMY TO BE RMA ®. STATE 6 CAJMMA ) M mNry Ir Im Allmn I M 06911 NE A NOTARY NOC N MD IM LYB STAII, NEwEI m m To M ME SAM OF SAT IF L ETOAEE) m INE ME MOOSE R YE NAME(M ARE SAMOEBED R THE .MN NSONMENT AND AONONIDOD R EE MAT IE/NRYINEY OEOIAD ME SAME N NISAER/MEIR wMOE4D OIDAMY("9 AND MAT BY HIS/! /MFO lMAMOS) M ME NSOUIYMT TIE RAP]I(S} Q ME MTtt IIPM BDINE' W MM ME POTSDAM ACTED. F]EdFRD ME NSMAOlT. rT1E0 NY NMD: EHNM[ W NNQM NI3 0" BINFE B IMM NNL • NN M ND SNE • HEIR MY UIMBBM EWR$ (NNE PRPIED) NRST OINMENTM BAN , GEMMOMY IADEA A ® OF MUST MOMENT) ANN. 06 SMO AS M 111MENT NO EDOS-109M13 STATE W CMYONA 55 CO.NTY O' W MDDF] PUBIICl SAD ITTA1E PEA9MMLY MPFADFO —� A NOTARY PO®wLY MDw R TIE (M PNOtD R w M ME BANS W SAMDACTMY rmom R NE ME PENSOR(M NOSE HAMM ME sY03tlmm0 R ME N" MMOMT AM AWDYIDOED M ME MAT NEIMOVINEY MEd® ME SAME M IMA R /DIENI MIMONED CARAONOM MD MAY BY MSAWA/TIDR NMATIME M M ME NTMMMT ME pErV M ME EMIM1 YPGN 40AAF W FMOI ME POOOM(M M= EISLIRO ME NSMIADIT. NT'EL9 YY XMD ODADEE W MEDE NAZ 6 BI!® N IDbIT MC N MI NN AO 9GE N MIlO w 9N�osNax EIPIRN (MITE N•IEDI CMMIOEY IIDR IRS SIbM O NE A OF THE M A ONOONiM Ml HOLD D IND NERDY TIE oND1T a A E IMR OF AN 9 I : YLL IIm M INDPLDI NTaETi M TIE UTILITY MFA9 FOR ME N IINL PMID[ DE IECE59MY AC m99v MO UTILITY EASFYFIIIS Pox ME IBD1S ams O BEMmsa ME EFAATICS MOM MOECII ME BASED M ME CdtER1Mf W FARY6W ANMIE NOM AS NMVM' T= M PMOl UM MD MIT% PMB. ]LID -I) -16 SIGNATURE OMISSIONS NOTES 111E SNMAIAE W ICS M ®JS MOT N BAMNpS SAME A COiPMAWN. EAERMR HOMER FM UWTY NNiq® REFdOFD M RDM 7D2 PAR IN W DEEDS ROODS W INS M[D.EW tD)mN HAS BED ODTTEO UIDOt ME PR0M90X5 W SECTION DMOS T NN'N 2 i¢ 0111 MO SAID . AS MOR NTAETf E 91M MAT I NONR E M NOT RDJRD BY ME IMM AGENCY. M+« AARn Ma LS. eBBo OPNEE B/mrye CITY ENGINEER'S CERTIFICATE I NOON CERTIFY ANT I HAW E(AAENED TK NAft. TNT IT L'OOpBR E1ABSTw11NLY TO ME TENTATIVE MAR AND ALL APPROED MIEAATMS MIERFOfE MAT AR. PRONSOO W 9®IMSM WMMCE9 W ME Ott W ARCAOA IPPI lC181E Ai ME TIE W IANOVM. W ME 1FNTATIE YAR IIAVF @III MRIm rM ANO TMAr I w 9ATSlE! rlur TIK YM N TRMIACNLr ooRRCr rM RsPEtt To an R'OTIDS wm ON ENomm PIMP NAY LS TSAR LYNIICf 1E /11%!004 CITY TREASURER'S CERTIFICATE I IMNNY mMTT MAT AIL v Al. Assmmin IENED MDOt Mc .M_®CBM OF ME ON OF ARCADIA To SNOT ME LMD WLDED N 11E M IN I X M my P�IMMYIW 91 IS ' MD NmOI WT RE PAID DATE ON MEASIRA - ON W MCAOA PLANNING COMMISSION CERTIFICATE MS E M CARET MAT ME TENTAM NO OF TRACT NO &MI4 WAS AIA#O�EO At A YE£MD NEl➢ M ME I2M DAY OT N0VENSE) , MFl I IIFIFBY oAIIFY TAT Mum 9DTTMTNLY COPIES MM ME PRENOU'1Y APPMNED ANTATE M.V. MTE SECRETARY W ME PLA MNO OT MSSM - ON W N CMN FINANCE DIRECTOR'S CERTIFICATE I MI®Y 6ADFY MAT ME FEE RETRAINED BY SECDM 0110.4 DF ME MIMOPAL DONE NAT ®I PAD TO ME ON W ARCADIA. M2 MANOE MECM - 0" 0' MMJOA CITY CLERK'S CERTIFICATE I xOEBY MU', MAT ME ON tl m OF TE CITY DF MCAOA BY NORM PASSED M APP•OND ME ATTAOm MAD. DATE ON (XIMC - OTY W ARCADIA SCALE: 1 "= 30' W 2 6 v9«t w aweli na uamornwean[ NOT A PART OF n4a Al�ila THIS SUBDIVISION r x 1 — — — — — a r t — — — — — — — — f W A 1 1 IIwlMwlw 41 ARCADIA AVENUE "n 10 iMia ila 1114 fq Il6 SFIH �Y >o-lfY SHEET 2 OF 2 SHEETS TRACT NO. 53864 IN THE CITY OF ARCADIA COUNTY OF LOS ANGELES, STATE OF CALIFORNIA FOR CONDOMINIUM PURPOSES ®r4R fuaarsuc Wma n4ravlst uti aonm�tu . r tic unles lucaaa n 43ID 4Ttl4W � 4nI �m r1¢ - IN 6 ®S IFL tlFIFn W IR - W�MaWW ran 9H1-4 p �lu RI mxm FAIRVIEW AVEN p 9 is v�tu� �i atr u A I �� 1/ xello.r 1 ro.a 41.v 9 I� � I I I I t I I nrr slscn i Wcw �/'� n Wl ivasuranW. '!i 1 y I n�u4 VblW RNO® I / IWl\CIIBI iM OQ OO 16QI 911 60 6 m 1 I I 1 INMC m l BGIN w T E 9JBtl or M9 MM. 1v v STAFF REPORT September 16, 2003 Development Services Department TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Director* By: Donna L. Butler, Community Development Administrator /�� Prepared by: Thomas P. Li, Assistant Planner -a- A/ SUBJECT: SUMMARY Tentative maps and final maps are required for all subdivisions that result in five or more parcels or condominiums. The City Council shall approve a final map if it conforms to all the requirements of the subdivision regulations of the Municipal Code and the State Subdivision Map Act. It is recommended that the City Council approve Final Map No. 53839 for an eight -unit residential condominium project at 15 -17 Alta Street. DISCUSSION Final Map No. 53839 has been reviewed by the Los Angeles County Department of Public Works and the appropriate City Departments. Said map has been found to be in substantial compliance with the tentative map, as approved by the Planning Commission on August 13, 2002, and is in compliance with the subdivision regulations of the Municipal Code and the State Subdivision Map Act. RECOMMENDATION The Development Services Department recommends approval of Final Map No. 53839. Attachments: 1. Aerial Photo with zoning information 2. Letter of compliance from Los Angeles County 33. j Fina�l Map No. 53839 ��v4 Approved: W in William R. Kelly, City Manager LASER IMAGED (18) ( ME (13) ( (17) (15) (f 9) HUNTINGTON 1 irr 1 Q Q (17) G (25) 100 0 V 100 Feet (4) (14) (16) (18-22) (26) (30) 7(32-34) (44) (46 48) (10) ( (124) 1 Devdopmerd Services Deparhent ° Fngineering Division 0 i Prepe ed by R.S.6m¢ak�, 4#2002 ^.. ,m! ;rp'?� r 1 -41 - I.d 15 -17 Alfa Street TM 53839 ALTA ST (16) {20) ( (26) (32) (34) (38) (42) (46) (112) (124) 1 Devdopmerd Services Deparhent ° Fngineering Division 0 i Prepe ed by R.S.6m¢ak�, 4#2002 ^.. ,m! ;rp'?� r 1 -41 - I.d 15 -17 Alfa Street TM 53839 ALTA ST a A a T It is read for your examination, And certification as to cpprippaw rovaj and'applip' a We City Ordinances. xr your approval and the approval of the City Council or,:Advise the Registrat-kecorder/County Cl erk's ice.i ive, any questioris, please contact Mr. Armando Aguilarof our Subdivision P at.(62,6)458-4915- it v( V J� Works DENNIS HUNTER Assistant Division,Enginebr Land Devel6ornent Division SA:ca . P:ILDPUBISUBDIVSN\MAPPINGTORMS\TRACT Enc. Oping '.SO: FT :� TRACT 53839 IN THE CITY OF ARCADIA COUNTY OF LOS ANGELES, STATE OF CALIFORNIA BEING A SUBDIVISION OF LOTS 4 AND 5, BLOCK 73 OF A PART OF ARCADIA SANTA ANITA TRACT, AS PER MAP RECORDED IN BOOK 15, PAGES 89 AND 90 OF MISCELLANEOUS RECORDS, IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY. FOR CONDOMINIUM PURPOSES T a ICEBY STAIN MAYBE AVE 101E CAC/ W W ACE NR1AGII N ME LICE SIOMASA WM0& TE OmI 0&00& a TARS MM+ ll" ME ngINC11K Bpml a 00119BR TOM PIS/ MIII AMO AT TA-EN BEE (00&00 TA -AW IQ WAN AT CNfONA S COA11Y CIF l0& AlIN1E8 �( A NOTARY wBIC — N NO�fa S/A fr IE M F lo YE (M WOES ro a ED! ME BASIS M SAWAC101Y E1nN1rE1 ro a ME PBMKS) NDBE xA1E(» ACE 9BETAaD M M NTAS wMAGR AMBIT AND ADAIO'MID® ro YE MAT ME/SIE/IIEY EIEWIID ME SATE N ISSAIIM/IIEN AMMMSBD CAPACITY( AND TUT BY IEAMMITMEIR SISIAMa aI 9) ON ME REARMAMENT ME M]CIOM6 a1 ME S1TIT IPxw M wou 6 NS ME PE1601p) ACID lN1M ME B14TORCIT. 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M" PAK USIA -AI -Y SCALE 1 30' r w W N r a SHEET 2 OF 2 SHEETS TRACT NO. 53839 IN THE CITY OF ARCADIA COUNTY OF LOS ANGELES, STATE OF CALIFORNIA FOR CONDOMINIUM PURPOSES I 6 a i p 5 �� 5 , CIF �• Y F -- yg @ TA DETAIL I � _� I I� DETAIL "A' NOT TO SCALE f NDI TO SCALE SANTA ANITA AVENUE FOwYrt ma I I I I I I I I I Ik j I I NOT A PART Ci OF THIS r p e Fi SUBDIVISION vwur @etasx z� rwA�nru[wsauww �° s is p m nNw.ea_ Ipeal- nm I 9 q' lwi a", FeevorS[ 1 -- mmN mW o' S 0 m N r O H a- 0 z z z 2 z z s 3 OmICMF9 i1Q BdnDMY S lIR LIID ally W ®NDFD Br ma YAP. «e!R IN! ®M IRY}111A M Arn dr F ♦Ri RrIAnR use 8 NOT A PART _�. OF THIS ni SUBDIVISION Nu[suau dap' Mrtdfe2 I R ry L R I � FIRST STREET '° cent a m ems n eL mW o' S 0 m N r O H a- 0 z z z 2 z z s 3 OmICMF9 i1Q BdnDMY S lIR LIID ally W ®NDFD Br ma YAP. STAFF REPORT Development Services Department September 16, 2003 TO: Mayor and City Council 9 FROM: Don Penman, Assistant City Manager /Development Services Dire or. By: Donna L. Butler, Community Development Administrator Prepared By: Joseph Lambert, Associate Planner SUBJECT: Consideration of Final Map No. 53755 for a 6 -unit residential condominium project at 37-41 E. Alice Street. SUMMARY Tentative maps and final maps are required for all subdivisions that result in five or more parcels or condominiums. The City Council shall approve a final map if it conforms to all the requirements of the subdivision regulations of the Municipal Code and the State Subdivision Map Act. It is recommended that the. City Council approve Final Map No. 53755 for a 6 -unit residential condominium project at 37-41 E. Alice Street. DISCUSSION Final Map No. 53755 has been reviewed by the Los Angeles County Department of Public Works and the appropriate City Departments. Said map has been found to be in substantial compliance with the tentative map, as approved by the Planning Commission on May 28, 2002, and is in compliance with the subdivision regulations of the Municipal Code and the State Subdivision Map Act. RECOMMENDATION The Development Services Department recommends approval of Final Map No.. 53755. Attachments: 1. Land use map 2. Letter of compliance from Los Angeles County 3. Final Map No. 53755 Approved: Qff William R. Kelly, City Manager LASER IMAGED rAA VA ST FT (625) (33) (45) (419) (53) L— GENOA ST -- (16-18) (20) (22) (26) (34) (40) (42) (46) (50) T 54) ICE ST (701) (70S) (711), ALICE ST LUCILE ST A Development Seri4ces Department 37=41 fice St Etigineefing DWsion Preparedby. R "'AT S.Gonzalez, Ma ygL TM 53755 ( f2O) (24) (30) (36 (42) (44) (46) (48) (50) (54) (803) 15) ( (15) (19) (19) (25) (27) (31) (33) (35-3 (45) (41) ( (8f 7) ( LUCILE ST A Development Seri4ces Department 37=41 fice St Etigineefing DWsion Preparedby. R "'AT S.Gonzalez, Ma ygL TM 53755 ITI . ... .... T I M, 1 IL N re t 100 0 100 '7 r a �y I'ct" M,") Scalo:l SIT" 01 ENOA ST`i; 4ikkkk 7 I P 1� Z _; 7 A SO. FT. 1.OF 2 SHEETS TRACT NO 53755 IN THE CITY OF ARCADIA COUNTY OF LOS ANGELES. STATE OF CALIFORNIA BEING A SUBDIVISION OF LOTS 13 AND 14, BLOCK 1, OF TRACT NO. 101, AS PER MAP RECORDED IN BOOK 13, PAGE 52 OF MAPS, IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY. FOR CONDOMINIUM PURPOSES TATEMENT W HFREHY EAR MAT W ME ME ESET9 E W AE N1ID4IIf0 w ME I.NDS NaASIED NMN 114 EE01YRa1 NOw1 al Mm" YTN M 01EDIIow TDrofR LIM Aim E Cal t m ME P ARAwm Alm "a E ENE YM ME YBdw9a1 PACIV FAKE NV . IIL. 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ME E[AI NE Y Ilm HEELII ME NA= dN ME EXTMR E hl E STINT VE N M NBS'SEEE d EILT Na ] Y8 9m-M-N. SIONATLIRF OMISSIONS NOTES ME OdATEE 4 4 TAIOMI. FAEFOENt lMOER Fal PIPEI111FE PUOPOE! EOamED N BOE a1 N2 9 Q: D®A RFCEO! E IM [Nl�alyES aaNlY 1 E A M T IP ILA. M ATA RID6TT HUMPED ME tNNM lIOCT. MV A I NRE AND SAD mA I a HOT RFaARE W ME YTCAL Aa]41'. 9TH GESENf R rfLTMNAT MME MT wmac aELmR - an E MIJDA CITY CLERK'S CERTIFICATE 1 IEEE, amm MAT ME an oxmom 6 M On OF MCAYA W WMION PAOO) OH lPPIIOTT ME ATTACHED w . MT an a - an OF MEATH 'SCALE: 1 ='20' SHEET 2 OF 2 SHEETS TRACT NO.. 53755 IN THE CITY OF ARCADIA COUNTY OF LOS ANGELES, STATE OF CALIFORNIA FOR CONDOMINIUM PURPOSES ate' � m°wQ�a MOM N.oac..a.wlYf 1g wi a°ta� -a-r - - - ms — � - 1 - -� —_ — GENOA STREET - -A - - i I 1 I 1 y y NOT A PMT OF THIS SUBDMSION I mien 4'NLLfMML11aG I0. Y6 iYM Y1 lromm, cave n lwiaro rw am tvcr I IR YD ��er Ipl t��Oa i I I 1 I 1erx+a . ALLEY r W yyy y I nuru� eure uaawl �I a��j ( W I ul 10ra9rytlr ^° eat aLr uO i f � I I j, ALL lH� 1 I F I ' j l Z N I I $ g yyII O: I i Z 4 < d" All z I I I I XN .. N mr Y ewf NfIDTf N IYt 1a dI.M IIY m0 ' elVaTlaTt eY aeraaaa IIM I , IIIWIM OaL 810Y IrIP. - rA rxmaa R ig rra aw-, -a oaa. aoa N1ee I R ' 1 II � spay w . twle 111,a ararm m o ALICE STREET 80110 9611 \OFD 9Y TNS M/A. STAFF REPORT Office of the City Manager September 16, 2003 TO: Mayor and City Council FROM: William R. Kelly, City Manager By: Cindy Flores, Special Assistant to the City Manager SUBJECT: Renewal of Professional Services Agreement with Joe A. Gonsalves & Son For Legislative Advocacy Services Recommendation: Approve SUMMARY For the past five years the City has contracted with Joe A. Gonsalves & Son to provide legislative advocacy services in support of the City's legislative efforts. Gonsalves & Son is a Sacramento lobbying firm with representatives who are diligent in their contact with legislators on issues important to the Arcadia community. DISCUSSION When the City takes a position on proposed legislation, notice is sent to Gonsalves & Son and Arcadia's support or opposition is noted. Representatives from the firm then make personal contact with legislators during the legislative process to ensure that Arcadia's position is communicated. Gonsalves and Son has proven to be accessible, knowledgeable and extremely helpful not only in making these important contacts and tracking the proposed legislation we request, but also in alerting the City to changes in legislation that may be either beneficial or detrimental to local government. Additionally, the firm has provided guidance regarding potential grant opportunities. FISCAL IMPACT The annual cost to retain Joe A. Gonsalves & Son is $36,000.00. This amount reflects no increase over previous contracts and is budgeted as follows: $8,000.00 from the Redevelopment Fund, $8,000.00 from the Water Fund and $20,000.00 from the General Fund. \® k_ LASER IMAGED Gonsalves & Son September 16, 2002 Page two RECOMMENDATION It is recommended that the City Council authorize the City Manager to enter into a Professional Services Agreement with Joe A. Gonsalves & Son for legislative advocacy services, and appropriate of $36,000 as noted above. n, t I �= �L�:w �'srl: r3�r to l 4 Development Services Department September 16, 2003 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services.Director SUBJECT: Award of Contract for Police Facility Phase II Landscaping and Site Work Improvements to Mariposa Horticultural Enterprises Inc and appropriate $240.000 from project interest earnings toward this work and other project related costs Recommendation: Award contract and appropriate funds SUMMARY The Police Department staff moved into their new facility on August 11. Though there were still a few elements of the construction to be completed, occupancy of the new building allowed staff to proceed with the asbestos remediation and demolition of the old police station. The next phase (Phase II) of the project involving the completion of the site work and landscaping around the new facility would follow. Remediation and demolition are underway and the Phase II improvements were advertised for bid on August 7 and August 14 with the bid opening on September 8. A total of five (5) contractors submitted bids, with Mariposa Horticultural Enterprises, Inc. being the low bidder with a total price of $393,602. Staff is recommending that the City Council direct the City Manager to enter into a contract with Mariposa Horticultural Enterprises for construction of Phase II Police facility landscaping and site improvements and appropriate $240,000 from the Police Facility Project interest earnings to finance this cost as well as rehabilitation of the parking lot and public art in a subsequent phase. BACKGROUND Construction of the new Police facility commenced on March 1, 2002 and the schedule anticipated a seventeen (17) month construction period, to July 31, 2003. The Police Department staff moved into the new facility on August 11, 2003. Once the Police staff moved into the new building, City staff removed salvageable items and then the asbestos remediation and demolition contract work commenced, which was authorized by the City Council on July 15, 2003. This work is anticipated to be completed the week of September 15. LASER IMAGED .1. P Mayor and City Council September 16, 2003 Page 2 Because the old Police facility could not be demolished until the new building was occupied, certain components of the overall project construction could not take place until the demolition was accomplished. Specifically, the Phase II work includes landscaping, concrete pathways in front of the new building, an outdoor space adjacent to the EOC /Community Room, some outdoor lighting and plastering of the site walls. DISCUSSION In anticipation of the completion of the demolition work, staff advertised for these Phase II improvements on August 7 and 14, with a bid opening on September 8. Eleven (11) firms obtained plans on the project, with five (5) submitting bids. There were two (2) bid alternates, with contractors asked to submit alternate prices for sod turf in lieu of seed (Alternate1) and installation of a concrete cap on the site perimeter walls in lieu of a plaster finish on top of the wall (Alternate 2). The bid results are provided below: Contractor Base Bid Alternate 1 Alternate 2 Mariposa Horticultural Enterprises $393,602 $18,054 $13,863 DMA Contracting $399,300 $15,105 $27,810 Thomsen Landscape $479,340 $12,000 $17,600 Bennett Landscape $491,797 $32,636 $24,000 American Landscape Companies $528,400 $16,500 $20,000 The low bidder, Mariposa Horticultural Enterprises, is a company that has provided satisfactory services to the City of Arcadia in the past. Their most recent project was the completion of the Library landscaping project, including the installation of the bus shelter. Staff was very pleased with their work on this project. For alternate bid item No. 1, a separate price was requested for installation of sod in lieu of seed for an approximate 44,000 square foot area. The primary benefit to this alternate is that the landscape will have an almost immediate completed appearance and there will be a shorter period of time to fence the area and keep people from walking on the grass thus resulting in fewer maintenance problems. Alternate No. 2 would involve the placement of a concrete cap on top of all the site perimeter walls that would match the lower "garden" style wall cap in front of the building. If a cap were not to be used on the site wall, the top of the wall would have a plaster finish. The total project budget, including staff recommended bid alternate No. 1 would be as follows: • Construction $411,656 • Contingency @ 5% 20,583 • Project inspection 10.290 TOTAL $442,529 Mayor and City Council September 16, 2003 Page 3 BUDGET The City Council established a budget of $16 million for the project when it was conceptualized in 1999. To that end, a number of decisions and changes were made throughout the planning phases and during construction in an effort to stay within this budget. These included eliminating the rehabilitation of the public parking lot, not equipping the firing range building, eliminating landscaping walls and the sidewalk along Centennial Way and not providing any new street level signage for the new Police facility along both Huntington Drives. (A new funding source was found to construct the sidewalk.) The Police facility construction project was bid in November 2001 with a bid opening on December 18, 2001. On January 15, 2002 the City Council awarded a contract to Mallcraft Inc., which included two (2) bid alternates for a total contract price of $12,844,000. It should be noted that Mallcraft's base bid was $219,000 lower than the next lowest bidder. In considering the overall budget, it was estimated at that time that the total costs of the project would be approximately $16.2 million. There were a number of reasons why the costs exceeded the original $16 million budget, including installation of a state of the art heating and air conditioning system that included a thermal storage energy saving unit and the general bidding climate at that time. Additionally, the two bid alternates included in the contract -- construction of the training room and firing range building at $562,000 and voice and date cabling in the building at $77,000 - -while bringing the total budget over $16 million, were cost effective because the pricing on those alternates was very reasonable. In reviewing the overall project revenues at that time, two additional revenue sources were identified that Would not involve any additional demands on City resources that would more than cover the costs above $16 million. These were a Federal grant for communications equipment ($150,000) and interest earnings from bond proceeds and other project revenues ($350,000). This total of $500,000 was then added as revenue to the project budget. The final reconciliation on the costs of the communications equipment has determined that $162,000 of the Federal grant will be eligible for these project related costs. Additionally, staff anticipates receiving a Southern California Edison energy grant of approximately $12,000 as a result of the energy saving features of the building. With the construction of the main building and the maintenance and firing rangeltraining room buildings now essentially complete (though the range is not finished), it appears that the 4% project contingency will be utilized for construction related activities and various inspection services required due to the complexity of the construction. Therefore, no additional funds are available in the contingency fund to finance the Phase 11 work. Mayor and City Council September 16, 2003 Page 4 Based on an analysis of the anticipated total project costs (Phase I and II), it appears that an additional $140,000 is needed to finance these Phase Il activities (including bid alternate No. 1). There are alternatives that could be pursued to reduce this amount, which would involve changing the scope of work for Phase Il. This could include painting all site walls rather than plastering them, eliminating the low "garden" style walls (in the front of the building), reducing the amount of pedestrian passages to the facility, and eliminating the new landscaping along East Huntington Drive adjacent to the public parking lot. Staff estimates that these cutbacks would reduce the Phase II costs, and therefore the additional funds needed, by $125,000. However, this would likely require re- bidding the Phase II improvements. Another option to meet this need is to allocate additional interest earnings from the project budget. The $16 million in project revenues were appropriated and placed in a project fund after the sale of the General Obligation (G.O.) bonds in June of 2001. These funds included the $8 million in G.O. bonds, $4 million in Redevelopment funds and $4 million in Capital Outlay funds. Since that time they have accumulated interest totaling approximately $1.1 million. The City Council, as noted above, previously allocated $350,000 of these funds to the project when the contract was awarded to Mallcraft. The City Council could allocate an additional $140,000 from these interest earnings to the project to complete the Phase II work as planned. There are a few items that have not been financed as part of the project that staff is recommending at this time. First, the public parking lot is in poor condition and needs to be refurbished and the interior landscaping in the lot needs renovation. The estimated cost for these two items is $50,000. Second, the design concept for the building suggested some form of public art near the front entrance.. Space has been allocated for public art though no funds have been budgeted. Previously the City Council discussed attempting to retain the Blind Justice tile work on the front of the old Police station but due to costs and the size of the work, the decision was made not to preserve it. Staff still believes some type of public art is appropriate for the front entrance area and recommends that the City Council allocate $50,000 for this purpose. The third item is the firing range. While the building shell and portions of the interior including the training room and armory were included in the construction contract with Mallcraft through an alternate bid item, the actual firing range equipment was not funded. The Police Department estimates that this could cost between $250,000 and $300,000 depending on the final design and equipment selected. The Police Department has received verbal approval to fund this work with Asset Seizure monies, and is.awaiting written approval. Once that approval is provided in writing, plans for the range can proceed. Finally, it should be noted that since the project is not complete, staff does not know.if there will be any disputed costs that cannot be resolved without another appropriation. This would need to be addressed at the end of the project. Mayor and City Council September 16, 2003 Page 5 RECOMMENDATION It is recommended that the City Council: 1. Award a contract to Mariposa Horticultural Enterprises, Inc. in an amount of $411,656 for the base bid work and Alternate No. 1 and authorize the City Manager to execute said contract in a form approved by the City Attorney; 2. Establish a Phase 11 5% project contingency totaling $20,583; 3. Appropriate $240,000 of Police Facility Project interest earnings for the Phase II improvements and for renovation of the public parking lot and provision of public art at the entrance of the new Police facility; Approved: William R. Kelly, City Manager Lr CHRONOLOGY OF POLICE FACILITY FINANCIAL HISTORY December 21, 1999 City Council establishes $16 million project budget June 5, 2001 General obligation bonds totaling $8 million were competitively sold along with Redevelopment Bonds, of which $4 million were set aside for the facility. The City Council also earmarked $4 million in Capital Outlay monies for the project. The $16 million in project funds was placed in a separate project fund January 15, 2002 The City Council awarded a contract to Mallcraft in the amount of $12,844,000 for the construction of the Police facility. The overall project expenses were estimated at that time at $16,243,790, including anticipated Phase II expenses for demolition, landscaping and site work. At that meeting the City Council approved staff's recommendation to allocate $350,000 in anticipated project interest earnings and $150,000 in a Federal communications grant to the project, resulting in a new estimated local contribution of $15,743,700 ($350,000 + $150,000 + $15,743,790 = $16,243,790). City Council awards a furnishings contract to Systems April 1, 2003 Source and also allocates $256,210 back into the project (this is the amount remaining in the project budget after the interest of $350,000 and Federal grant of $150,000 were allocated for the project). Summary of Project Budget Original Budget $16,000,000 Revised Budget when Mallcraft awarded contract • G.O. bond funds $ 8,000,000 • Redevelopment bonds $ 4,000,000 • Capital Outlay funds $ 3,743,790 • Interest earnings $ 350,000 • Federal Communications Grant $ 150.000 Total $16,243,790 Over Additional allocation at time of Furnishings contract award Additional Federal communications grant funds New Project Total Total anticipated expenses including completion of Phase II Funds to rehabilitate parking lot and provide public art FUNDS NEEDED New Project Expense Estimate Total Interest earnings Interest allocated previously Interest Available $ 256,210 $ 12,000 $16,512,000 $16,648,857 $ 100,000 $16,748,857 $ 236,857 or $ 240,000 $ 1,100,000 $ 350,000 $ 750,000 7— z o— -5,,-V,��� ;. 4 \\ STAFF REPORT JTS ' Development Services Department Date: September 16, 2003 To: Mayor and City Council From: Don Penman, Assistant City Manager /Development Services Director By: Martha Eros, Transportation Services Office IV Subject: Resolution No. 6395 designating Arcadia City Council elected officials to Recommendation: Designate Principal and Alternate Representatives. SUMMARY On July 15, 2003, the Arcadia City Council adopted Resolution No. 6372 approving a Joint Powers Authority (JPA) agreement creating a new Gold Line Phase II Construction Authority to represent the local interests of the eleven (11) Phase II cities involved with the extension of the Gold Line light rail. The eleven Phase II cities include Arcadia, Monrovia, Duarte, Irwindale, Azusa, Glendora, San Dimas, La Verne, Pomona, Claremont and Pasadena. A fifteen (15) member Governing Board composed of one elected official from each Phase II city, the cities of Los Angeles and South Pasadena, and the Metropolitan Transportation Authority and San Gabriel Valley Council of Governments will be formed to engage in joint oversight of the Gold Line Phase II as it is planned, funded, designed and constructed through the San Gabriel Valley. The JPA will be in effect for the estimated 15 -year life of the Gold Line Phase II light rail construction project. BACKGROUND The Joint Powers Authority will create the Gold Line Phase II Construction Authority (Authority) to work collaboratively with the Blue Line Construction Authority (BLCA). The fifteen (15) member Governing Board will give each Phase II city the same voting and management privilege that was granted to the agencies involved with Phase I. The goal and intent of the JPA is to create a partnership between the existing BLCA Board and the Phase II cities, and to provide each city with a vote and active administration on matters impacting local jurisdictions. LASER I1M ►GED 3e Currently, eight (8) of the ten (10) Phase II cities have adopted the JPA by City Council resolutions, along with the City of South Pasadena. The City of Claremont Council action is anticipated shortly and the City of San Dimas has postponed its decision based on further analysis of Authority annual dues. The cities of Los Angeles and Pasadena, and the Metropolitan, Transportation Authority (MTA) have not taken action on joining the JPA at present. The San Gabriel Valley Council of Governments (COG) will forfeit its seat on the Authority Board to the San Bernardino Associated Governments (SANBAG) if the light rail line is extended beyond the City of Claremont to the City of Montclair in San Bernardino County. SANBAG will represent the City of Montclair. DISCUSSION As stipulated in Section 32, Effective Date, of the Joint Powers Authority document dated July 3, 2003, the Authority will go into effect when eight (8) of the fifteen (15) eligible public entities in Phase II adopt the JPA by City Council action. Each Phase II entity (Member) will designate a Principal and Alternate governing board (Board) representative to serve a four•(4) -year term on the Authority Board . The Authority Board will elect a Chairperson and Vice - Chairperson at its first regular meeting on September 18, 2003, to serve a one -year term. The representative must be an elected" official who will vote on behalf of their city /agency. Each voting Phase II Board Member may cast only one vote for each action item before the Board through its representatives. The Alternate representative may participate on the Board and vote on actions only in the absence of the Principal representative. A Principal or Alternate representative seated on the Board shall be entitled to participate and vote on matters pending before the Board only if such person is physically present (no proxy voting) at the meeting of the Board and if the Phase II Member has timely and fully paid dues ENVIRONTAL IMPACT Not applicable with selection of representatives. FISCAL IMPACT Each Authority Board Representative (or Alternate) may be. compensated by the Gold Line Phase II Authority 'a maximum of one hundred fifty dollars ($150.00) per regular meeting, adjourned regular meeting or special meeting of the Authority plus expenses if the Authority Board authorizes compensation and payment of expenses. Compensation shall not exceed one thousand eight hundred dollars ($1,800.00) per year per Member. Gold Line Joint Powers Authority dated July 3, 2003. Section 32, Effective Date. a Gold Line JPA. Section 5, Creation of Governing Board. Gold Line JPA. Section 7.a., Functioning of Governing Board -Voting and Participation. 4 t '.7 — }1 \A. n!, ,c•T" Mayor and City Council September 16, 2003 Page 3 RECOMMENDATION Adopt Resolution No. 6395 designating Arcadia City Council elected official(s) to serve as Principal and Alternate representative(s) to the Gold Line Phase II Joint Powers Authority Governing Board to act and vote on all matters impacting the City of Arcadia and the Gold Line Phase II light rail system. Approved by: INJA William R. Kelly, City Manager Attachments: Resolution No. 6395, Phase II Gold Line JPA Principal and Alternate Governing Board. Representatives RESOLUTION NO. 6395 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DESIGNATING ARCADIA CITY COUNCIL ELECTED OFFICIALS TO SERVE AS PRINCIPAL AND ALTERNATE REPRESENTATIVES TO THE GOLD LINE PHASE R JOINT POWERS AUTHORITY GOVERNING BOARD WHEREAS, the Blue Line Construction Authority (`BLCA') was formed in 1998 in accordance with Public Utilities Code Section 132400, et seq. for the purpose of planning, designing and constructing the Los .Angeles- Pasadena Metro Blue Line light rail project extending from Union Station in the City of Los Angeles to the City of Claremont; and WHEREAS, the Los Angeles- Pasadena Metro Blue Line was renamed the Gold Line by the Los Angeles County Metropolitan Transportation Authority ( "MTA ") in November 2001; and WHEREAS,.the BLCA expects to terminate or conclude all of its Gold Line Phase I contracts and activities no later than December 31, 2003; and WHEREAS, the cities of Arcadia, Monrovia, Duarte, Irwindale, Azusa, Glendora, San Dimas, La Verne, Pomona, Claremont, Montclair and Pasadena (collectively known as the "Phase II Cities') in concert with the San Gabriel Valley Council of Governments ( "COG ") and the BLCA have begun the planning for the next phase of construction between Pasadena and Montclair, California ( "Gold Line Phase II "); and WHEREAS, it is the intention of most or all of the Phase H Cities to create by means of a Joint Powers Authority ( "JPA ") agreement a separate legal entity within the meaning of Section 6503.5 of the Government Code known as the Gold Line Phase II Construction Authority 1 . LASER IMAGED 3� ( "Authority") to support and participate in the planning, design and construction of the Gold Line Phase II in cooperative efforts with the BLCA; and WHEREAS, the City of Arcadia City Council adopted Resolution No. 6372 adopting a Joint Powers Authority Agreement by and among the Gold Line Phase II entities creating the Gold Line Phase lI Construction Authority. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. The City Council authorizes and assigns the following elected officials to serve as Principal and Alternate Representatives to the Gold Line Phase II Joint Powers Authority Governing Board until their'respective successors are appointed by the City Council: Gary A. Kovacic John Wuo Principal Alternate SECTION 2. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this 16th day of September, 2003. GARY A. KOVA Mayor of the City of Arcadia 0 JUNE D City Clerk of the City of Arcadia APPROVED AS TO FORM: A- IFJa" City Attorney of the City of Arcadia 2 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS: CITY OF ARCADIA ) I, JUNE D. ALFORD, City Clerk of the City of Arcadia, . hereby certifies that the foregoing Resolution No. 6395 was passed and adopted by the City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 16th day of September, 2003 and that said Resolution was adopted by the following vote, to wit: AYES: Council Members Chang, Marshall, Segal, Wuo and Kovacic NOES: None ABSENT: None City Clerk of the City of Arcadia W September 16, 2003 TO: Mayor and City Council STAFF REPORT Development Services Department FROM: *on Penman, Assistant City Manager /Development Services Director Prepared by: Pete Kinnahan, Economic Development Administrator v SUBJEC City Council Ordinance 2181. an Ordinance of the Citv Council of the Ci of Arcadia eliminating the debt incurrence deadline for the Redevelopment Plan for the Central Redevelopment Project Area (Amendment No. 6 to the ARA Central Redevelopment Plan) Recommendation: Introduce Ordinance SUMMARY The Redevelopment Agency will no longer be able to "incur debt" after January 1, 2004. SB 211, which took effect January 1, 2002, permits the City Council to extend or eliminate this date by the adoption of an ordinance. By adoption of the ordinance, the Agency will be able to expend future tax increment for purposes other than paying existing debt. In other words, the Agency can pay for new projects arising in future years. However, following such adoption, the Agency is required by statute to forward 25% of the growth in tax increment over and above the year 2003 property tax receipts to other taxing agencies, and every year for the remaining life of the Redevelopment Plan. Staff recommends adoption of the ordinance. DISCUSSION AB 1290 adopted by the State Legislature in 1993 established certain new "limits" on redevelopment agencies. One of these "limits" was the termination of this Agency's ability to incur debt after January 1, 2004. This effectively means that all tax increment received after that date could only be spent for paying pre- existing debt, e.g., annual principal and interest on the 2001 Bond Issue, and /or the principal and interest on the $4 million owed to the Low /Moderate Income Housing Fund. The Agency could not even pay for administrative costs (e.g., staff salaries) or reimburse the City General Fund for overhead costs incurred after January 1, 2004. LASER IMAGED i;?-P Mayor and City Council September 16, 2003 Page 2 Based upon discussions with Agency Counsel, the Administrative Services Department, and the Agency's property tax consultant, HdL Coren & Cone, the Agency /City Council have three options for extending the limit: 1) the Agency can presently (before January 1, 2004) borrow sufficient funds from another source, i.e., the City, to meet future staffing Capital Improvement Program (CIP), and Business Incentive Program expenses; 2) the City Council can adopt an SB 211 Ordinance eliminating the "incur debt" limit; or 3) do nothing at this time and adopt the SB 211 ordinance at such time in the future as the Agency determines such is needed. Staff estimates the Agency's potential need for the ten -year period from January 2004 to January 2014 is approximately $10 million. None of the following Agency projects, programs or activities would be eligible for continued Agency funding after January 1, 2004 without either a City loan or passage of an SB 211 ordinance. 10 Year Total FY 2003 -04 Redevelopment Agency operational needs (staff, supplies, services, consultants, overhead costs to the City, related annual operating costs (plus 2% annual inflation) $6,360,000 $530,000 /yr. • Agency Capital Improvement Program (estimated annually $200,000, plus 2% inflation) $2,400,000 $200,000 /yr. • Business Incentive Program (annual Commercial Fagade Rehabilitation Program, marketing, etc., plus 2% inflation) $1,200.00 0 100 000 Total $9,960,000 $830,000 (say $10 million) The Agency currently is working on a possible Morlan Place commercial project which could, if ultimately approved, utilize all of the taxable 2001 bond proceeds, e.g., $8 million. Other possible future projects could include acquisition and redevelopment of properties around the proposed Gold Line station, or other acquisition and redevelopment opportunities that emerge over the remaining eleven years of the Redevelopment Plan, e.g., Santa Anita, Inn, U.S. Forest Service site, industrial properties, etc. Additionally, there will be probable street and traffic signal capital improvement needs in the downtown 'project area over the next eleven years. These have been "lump sum" estimated at $200,000 per year, plus 2% inflation. The Agency currently has approximately $1,400,000 left in tax - exempt bond money. $700,000 has been allocated by the Agency for a new fire station and the balance is available- for CIP projects.- Staff - estimates that- $400 -of- the - remaining - balance could - - -- Mayor and City Council September 16, 2003 Page 3 be used for proposed Santa Anita Entry Corridor improvements, if such are ultimately . approved by the Agency Board. Once. the balance of the tax - exempt bond funds are exhausted, the Agency can no longer pay for future similar needed CIP projects using tax increment, unless an SB 211 Amendment is passed. The Business Incentive Program has several components. The Agency spent $71,000 in FY 2002 -03 for the Commercial Fagade Rehabilitation Program. Although five Commercial Fagade Rehabilitation Program applications for an estimated $100,000 are pending in FY 2004, staff believes that the recent changes in State law requiring the payment of prevailing wages by applicants for the Commercial Fagade Rehabilitation Program may result in a drop in applications. The Agency has paid a total of $25,000 for two Business Retention Program applicants and anticipates one a year ($15,000 maximum). Marketing costs include the biennial Lease Rate Survey, advertising, special events (Lucky Baldwin Day picnic), Geographic Information Systems, Web page /Internet, special signage or displays, aerial photos, special publications, etc. Option 1 - Borrow from the City or Other Lender As a practical matter, this alternative will be difficult to implement. Based upon the CitVs Capital Improvement Program budget, there will be few City funds available for loan to the Agency because of future facility construction needs. And the Agency could not repay a $10 million loan because of existing demands on annual tax increment receipts, i.e., 20 %, or $600,000, to the Low Moderate Income Housing Set Aside Fund; $1,700,000 to annual Debt Service on the 2001 bonds, $530,000 to annual Agency operational costs (total - $2,830,000). Based upon annual tax increment of $3 million, this would leave only $170,000 for CIP projects, the Business Incentive Program, and repayment of any loan. (The first year debt service on a $10 million City loan at 5% would be $500,000.) Finally, there may8 not be enough growth in the project area to generate sufficient revenue to pay back the loan. This $10 million amount can, of course be reduced by transferring more of the annual administrative operating costs (Fund 703) to the Low /Moderate Income Housing Program (Fund 708), reducing staff, cutting administrative expenses, or reducing or dropping completely the CIP and /or Business Incentive programs. In any event, the principal amount borrowed must be repaid by January 25, 2014, with interest. Interest could be at the LAIF rate (currently 1.65 %) or at any reasonable rate below 12 %. Option 2 — SB 211 Amendment — City Council Ordinance By adopting the ordinance (see Attachment 1 — City Council Ordinance 2181), the Agency will be able to pay for annual operating costs, an annual CIP program, and a Business Incentive program, if the Agency Board so decides, out of annual tax increment. However, the Agency. must every year thereafter pay 25% of the -growth in annual-tax _ increment -from ._the__adjusted__base ... year,_ i.e.,_FY_200.4__to_FY 2005,_after_ Mayor and City Council September 16, 2003 Page 4 deduction of the 20% housing set aside. `For example, if the Agency's net tax increment increases from .$3.0 million in FY 2004 to $3.1 million in FY 2005, the Agency must pay the County 25% of the $100,000 increase, or $25,000. If the net tax increment increases from $3.1 million in FY 2005 to'$3.3 million in FY 2006, the-Agency must pay the other taxing agencies 25% of $200,000, or $50,000. The annual payment would be made in September after receipt of the August fiscal year reconciliation figures from the County. There is a possibility of significant tax increment revenues coming to the Agency from land sales, new construction, and development in the project area over the next ten years, e.g., "the Santa Anita Inn, the Morlan Place area, and the area around the proposed Gold Line station. The Agency can then utilize this tax increment for new projects as well as to pay down debt, at the Agency's option. As stated above, the Agency after January 1, 2004 could not fund Agency operations, the CIP projects, 'or the Business Incentive Program. These could be funded out of available taxable bond proceeds, but this would correspondingly reduce funds available for larger projects, e.g., Morlan Place, or a Gold Line area opportunity. At such time as the City and Agency elected to adopt the SB 211 ordinance, the Agency would be required to pay 25% of the growth in tax increment from FY 2003 to the date one year after adoption of the SB 211 Amendment.: - Say for example the Agency elected to adopt: the SB 211 ordinance in FY 2007. Assuming the growth in tax increment from FY 2003 to FY 2008 is $400,000 (FY 2003 -'$3 million; FY 2008 - $3.4 million). The Agency would have to pay 25% (or•$100,000 in FY 2008) to the taxing agencies, and 25% of the difference annually thereafter. After the adoption of an SB 211 ordinance, the Agency would be able to spend all of its tax increment for Agency operations, CIP projects, and'the Business Incentive Program, as well as new projects.` It could, of course, elect to use these funds to pay down debt, e.g., 2001 Bond Issue, $4 million loan from the Low /Moderate Housing Set Aside fund, and /or any loan to the Agency made before January 1, 2004. The Agency currently has significant affordable housing responsibilities. The American Senior Living 54 -unit senior project to which the Agency will contribute $1.8 million in progress payments, is under construction. The Agency recently selected a developer to implement an affordable multi - family housing project on Live Oak Avenue. The Agency has approximately $1.3 million available this year in its Low /Moderate Housing Set Aside Fund. (The Agency still owes the fund $4 million as well.) While the Agency can no longer contribute to an affordable senior project, there is still a need to assist the City in meeting its General Plan Housing Element goals, e.g., multi - family housing. Mayor and City Council September 16, 2003 Page 5 For purposes of clarity, an SB .211 Amendment would be designated "Amendment No. 6. ENVIRONMENTAL IMPACT The adoption of an SB 211 Amendment is statutorily exempt from CEQA, per State CEQA Guidelines, Section 15378 (b) (see Attachment 2 — CEQA Preliminary Exemption). FISCAL IMPACT The Agency's financial advisor on the 2001 bond issue, HdL Coren & Cone, has prepared an analysis of the Agency's current and estimated future tax increment revenues. This indicates the Agency will have sufficient revenues to meet the requirements of the 2001 Bond Indenture. Pursuant to Section 5.10 of the Indenture, and as recommended by the Agency's 2001 bond counsel, Stradling; Yocca, Carlson & Rauth, a copy of the HdL analysis (Attachment 3) has been sent to the bond insurer, MBIA, and to the trustee, BNY Western Trust, for their comment six weeks prior to this meeting. Neither has raised any concern or objection. If the SB 211 Ordinance (Attachment 1 - City Council Ordinance 2181) is adopted, the Agency will be required to forward to Los Angeles County and the other taxing agencies 25% of the growth of the net !tax increment after deduction of the 20% Housing Set Aside from 2004 to the net amount received in each fiscal year thereafter. This is estimated to be $25,000, for the first year. The Agency would receive $75,000, which can be used for any eligible redevelopment purpose. RECOMMENDATION That the City Council introduce City Council Ordinance 2181, an Ordinance of the City Council of the City of Arcadia eliminating the debt incurrence deadline for the Redevelopment Plan for the Central Redevelopment Project Area (Amendment No. 6 to the Central Redevelopment Plan). Approved: U " William R. Kelly, City Manager Attachments: Attachment 1 — Ordinance No. 2181 Attachment 2 — Preliminary Exemption Assessment Attachment 3 —Alternate Projection showing Statutory Tax Sharing Payments Per SB 211 1. 2. 3. PRELRvDNARY EXEMPTION ASSESSMENT (Certificate of Determination When Attached to Notice of Exemption) Name or description of project: SB.211 Amendment eliminating "Incurrence of Debt" limit Location: City of Arcadia Entity or person undertaking project: x A. Arcadia Rddevelopment Agency B. Other (Private) (1) Name: (2) Address: 4. Staff Determination: The Agency's Staff, having undertaken and completed a preliminary review of this project in accordance with the Agency's "Local Guidelines for Implementing the California Environmental . Quality Act (CEQA)" has concluded that this project does not require further environmental assessment because: a. The proposed action does not constitute a project under CEQA. b. The project is a Ministerial Project. C. The project is an Emergency Project. d. The y constitutes a feasibilit or planning study, e., The project is categorically exempt. Applicable Exemption Class: f. x The project is statutorily exempt. Applicable Exemption: CEQA Guidelines 15378(b) g. The project is otherwise exempt on the following basis:, h. The project involves another public agency which constitutes the Lead Agency. Name of Lead Agency: Staff AGCY2003/RV PUB /312855 FORM "A" ATTACHMENT 2 NOTICE OF EXEMPTION TO: Clerk of the Board of Supervisors FROM: Arcadia Redevelopment Agen Or. 240 W. Huntington Drive X_ County Clerk Arcadia. CA 91006 County of Los Angeles 1. Project Title: SB 211 Amendment eliminating "Incurrence of Debt" limit 2. Project Location - Specific: Arcadia Redevelopment Agency Central Redevelopment Project 3. (a) Project Location - City: of Arcadia (b) Project Location - County: Los Angeles 4. Description of nature, purpose, and beneficiaries of Project: Extend "incur debt" lim it from January 1 2004 to January 25 2014 5. Name of Public Agency approving project: City Council City of Arcadia 6. Name of Person or Agency carrying out project: Arcadia Redevelopment Agency 7. Exempt status: (Check one) (a) Ministerial project. (b) Not a project. (c) Emergency Project. (d) Categorical Exemption. State type and class number: (e) Declared Emergency. (f) .X _ Statutory Exemption. State Code section number: CEOA 15378(b) (g) Other. Explanation: 8. a Reas why pro was exempt: Eliminatin limit constitutes. creation of a funding mec ants an or other governmen sca ac v ty w c oes not Involve any comment next to any specific project which may s r! ca i a ' � a mpact o n _gptent e jn1environ lflro m ant �. Contact Person: Peter Kinnahan _ Telephone: (626) 574 -5408 10. Attach Preliminary Exemption Assessment (Form "A ") before filing. 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