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HomeMy WebLinkAboutOctober 21, 2003;. , CITY COUNCIL PROCEEDINGS ARE TAPE RECORDEQ AND ON FILE IN THE OFFICE OF THE C1TY CLERK MINUTES CITY COUNCIL OF THE CITY OF ARCADIA and the ARCADIA REDEVELOPMENT AGENCY REGULAR MEETING October 21, 2003 45:0191 The City Council and Arcadia Redevelopment Agency met in a Regular Meeting on Tuesday, October 21, 2003 at 6:30 p.m. in the Council Chambers Conference Room. ROLL CALL PRESENT. Councilmembers Chang, Marshall, Segal,'Wuo and Kovacic ABSENT: None AUDIENCE PARTICIPATION None. ~, STUDY SESSION 1a JOIM'CRY The City Council discussed the importance of City Council and Planning Commission joint COUNCII~PWG meetings. The Planning Commission is one of the most important commissions in the City COMM~SICN and it will be healthy for the Commissions to get input as to how the Council thinks about Iv1EE"11NG different issues. . (Afla41344 ~ (1tyE7edion) Following discussion the Council decided to schedule a joint meeting with the Planning Commission after the April 13, 2004 City election. The City CounciFRECESSED AT 6:53 and RECONVENED in the Council Chambers for the Regular Meeting at 7:00 p.m. INVOCATION Reverend Charlie Wang, Lutheran Church of The Cross PLEDGE OF Jennifer Wuo . ALLEGIANCE ROLL CALL PRESENT: Councilmembers Chang, Marshall, Segal, Wuo and Kovacic ABSENT: None 2. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS The City Manager requested the removal of Agenda Items Sa. and 9a. ORD. & RES. It was MOVED by Councilmember Segal, seconded by Counciimember Marshall and READ BY CARRIED that ordinances and resolutions be read by title only and that the reading in full be TITLE ONLY WAIVED: LASER IMAG~D 1 10/21/03 ~fP 45:0192 Cily Attorney"Deitsch reported that item ta. was discussed at the 6:30 p.m. Study Session. PRESENTATIONS 3. PROCLAMATION Mayor Kovacic presented a Proclamation to Methodist Hospital, declaring October 21, 2003 (Methodist as Methodist Hospital Day. Dennis Lee, accepted the proclamation on behaff of the Hospital) Methodist Hospital. 4. PROCLAMATION p.qayor.Kovacic presented a ProclamaYion to Soroptimist International, declaring the month of (Soroptimist October 2003 as End Domestic Violence Month. Emily Mayorga, Soroptimist international International) District Director, accepted the proclamation on behalf of the organization. AUDIENCE PARTICIPATION Bob Hoherd, requested that Council discuss in detail Agenda Item 9f. Resolution No. 6397 adopting a Memorandum of Understanding with the Los Angeles County Metropolitan Transportation Authority to establish a Capital Reserve account for a future mass transit station. Mayor Kovacic pulled Agenda Item 9f. for further discussion and to allow Mr. Hoherd and others to ask questions at that time. Jerome Sefiner, Library Board Trustee, spoke on behalf of the board and expressed appreciation to the City Council for lwo projects which have recently been completed at the Library. Phase I of the landscaping project at the front of the library, and Phase I of the construction project which provided new executive offices and'a new conference room. Antoinette Klinakis, owner, Aqua Doro SPA, 130 East Foothill Boulevard, spoke with regard to her "A" frame sign and wanted to know what the City's concerns ware about the "A" frame sidewalk sign. Cify Manager Keily stated tfiat tfie A frame sign is part of. the sign code review. The Planning Commission and the City Council will discuss this.issue at a future date during a public forum. 5. MATTERS FROM ELECTED OFFICIALS MARSHALL Councilmember Marshall expressed appreciation to Mayor Kovacic for a job well done (Mayor) during his three month term as Mayor. She also congratulated Mayor Pro tem John Wuo as he takes over the gavel for the next three months. (U.S Marine Ms: Marshall attended the U.S. Marine Corps Band Concert, October 18th at the City Hall Corps Bahd west lawn: It was a very successful event with 300 attendees. Ms. Marshall expressed Concert) appreciation to staff member Roberta White, and Betty Flippen for going an extra mile to put this concert on. (Breeder's Ms. Marshall encouraged everyone to attend the Breeder's Cup Day, October 25, at the Cup) Race Treck. _ (NASCAR) Ms. Marshall encouraged everyone fo attend the NASCAR Race, at the Invindale Speedway; and reminded everyone that second Avenue between Huntington and Santa Clara will be closed on race day. t,i~L.~i~~'',':~ ~~C..i~..i 2 ' 10/21/03 45:0193 .(AHS . Ms. Marshall encouraged everyone to support the Arcadia High School Footbail Team by ~ Homecoming) attending the Homecoming Game on Friday, October 24, 2003. (Lucky Baldwin Ms. Marshall encouraged everyone to attend the Lucky Baldwin Day Picnic, November 2, at Picnic) the Arcadia County Park. (Food for Ms. Marshalf shared a food for thought by Dolly Parton, "A peacock that rests on his feathers Thought) is just another turkey". (Mayors Cup . Councilmember Marshall noted that she, represented Arcadia at the "Mayors Cup Race", at Race) the Irwindale Speedway, It was a wonderful event with participation of at least twenty cities from San Gabriel Valley. Ms. Marshall won the "Mayors Trophy" for the seeond year. SEGAL Councilmember Segal expressed congratulations to Mayor Kovacic for th~ee months well (Kovacic) served. (BreedePs Councilmember Segal encouraged everyone to be.part of the Breeder's Cup Day,Actober Qup) 25, 2003. Mr. Segal also reminded everyone to be aware of the heavy tra~c on that day. (Halloween) Mr. Segal cautioned parents and drivers to be careful on Halloween night when moving through the City. (Lucky Baldwin Mr. Segal encouraged everyone to attend the Lucky Baldwin Day Picnic, November 2, at the Picnic) Arcadia County Park. It has grown su6stantially with lot more activities for kids. . WUO Mayor Pro tem Wuo expressed congratulations to the Methodist Hospital and Soroptimist (Award International for their dedication to the community. Recipients) (Kovacic) Mr. Wuo congratulated Mayor Kovacic for his leadership during the past three months. He ~ also expressed appreciation to Gary and Barbara Kovacic for their hard work editing the City book, "Visions of Arcadia: A Centennial Anthology". {Gaines) Mr. Wuo expressed congratulations to Mildred Gaines on her 1DOth birthday. (Lucky Baldwin Mr. Wuo encouraged everyone to attend the Lucky Baldwin Day Picnic, November 2, 2003, Picnic) at the Arcadia County Park. He further expressed congratulations to the finalists for ttie Mayor's Spelling Bee contest. CHANG Councilmember Chang thanked Mayor Kovacic for his service the past three months. (Kovacic) (Award Councilmember Chang expressed congratulations to the Methodist Hospital and Soroptimist Recipients) Intemational for their service to the community~ {Fire Station Dr. Chang hoped that WestFleld ShoppingTown would donate some parking spaces adjacent No. 5) to Fire Station No. 6 orr Baldwin Avenue, to accommodate Fire Station No. 5 staff during the construction of the Santa Anita Avenue (No. 5) station. (Westfeld Dr. Chang noted that the Westfield Works Wonders Project will be held on Sunday Works November 16 from 6:00 p.m. to 9:OO.p.m. Last year this project raised more than $40,000. Wonders) Proceeds from this event wiil beneflt different charity projects in the community. 3 10/21/03 45:0194 (FAR) ' Dc Chang refered to phone calls he receiVed with regard to Floor Area Ratio (FAR). Council had a discussion with regard to Floor Area Ratio in a previous meeting antl unanimously rejected the idea (Sign) Dr. Chang also noted the signage issue, stating in part that, the'City can not legally regulate content of a sign. He wamed merchants that, using all foreign language signs could be offensive and could result in loss of customers. (Chinese Moon Dr. Chang expressed appreciation to Winnie Ng, Senior Citizens Department Administ~ative Festival) Assistant, for coordinating the Chinese Moon Festival. It was a successful event. (Water Dept. Dr. Chang referred. to letters from Arcadia residents complimenting City Manager, William & Public Works Kelly, Public Works Services Director, Pat Malloy and Water Department employees for their Employees) efficiency and a job well done. (815 W. Naomi Dr. Chang referred to a letter from the owner of a coffee shop located at 815 West Naomi Avenue) Avenue complaining about the number of outside tables and the hours of operation, sta4ing that his store can be'open until midnight while the adjacent stores in the same shopping center can be open until 1:30 or 2:00 a.m. City Manager Kelly noted that the staff is in the process of reviewing this specific application. KOVACIC Mayor Kovacic expressed congratulations to Arcadia Lutheran Church of the Cross for their (Anniversary)- 65th anniversary celebration; the Arcadia Historical Society for celebreting their 50th anniversary; and, forme~ City Councilmember Peter Ulrich and his wife Carol for their 59th wedding anniversary celebration. (Arcadia Rotary Mayor Kovacia also congratulated the Arcadia Rotary Club and its president, Rotiert Club) Harbicht, for dedicating "Fort Rotary" at the Boy Scout Camp Trask in the Monrovia foothills. (And~ew Segal) Mayor Kovacic sent get wel6wishes to Andrew Segal, who injured his knee. (Breeder's Mayor Kovacic reminded everyone that the nation will be watching Arcadia on Saturday, Cup) October 25, while the Breeder's Cup will be run at Santa Anita Race Track. He encouraged everyone to try extra hard to keap Arcadia looking beautiful as ever. It will be a great day in tFie life of Arcadia. 6• CITY CLERK 6a. . OATH OF City Clerk, June Alford administered the oath of O~ce to Lowell Lachelt, Human Resources OFFICE Commission. Mayor Kovacic expressed congratulations and presented the new (Lachelt) commissioner with a City pirrand an identifcation "card: 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. 4 10/21/03 45:0195 14. CONSENT ITEM 14a. MINUTES Withdrawn. (Oct. 7, 2003) ADJOURNMENT The meeting of the Arcadia Redevelopment Agency ADJOURNED to November 4, 2003 at 6:00 p.m., in the Council Chambers Conference Room. THE CITY COUNCIL RECONVENED PRESENTATION TO OUTGOING MAYOR GARY A. KOVACIC Presentation by Mayor Pro tem John Wuo on behalf of the City of Arcadia. Presentation by Steve Gutierrez, President, Arcadia Chamber of Commerce REMARKS BY OUTGOING MAYOR GARY A. KOVACIC "Thank you John for the kind words about what has been a very exciting three monihs for me as a life long Arcadian. It has been an honor to represent my hometown once again as Mayor. My wife Barb and mother Florence who are the most loyal fans of mine and are out there in T.V. land so, hi Barb, hi mom. Our daughter Kelly is still teaching high school in San Diego and our son Casey is going to get his degree in English at the University of Oregon this spring, so, they don't get this on cable, anyway, they will see a tape. " I want to thank all my friends new and old who offered their support throughout this term. And I want to thank my colleagues on the City Council for their support and of course the excellent employees at the City Hall for everything they do to keep this City running smoothly. "When the rotation system for centennial Mayor's was adopted over a year ago, and I was assigned summer months, I thought I would have a rather quiet tertn, rypically they are not a lot of events during the summer, at least a year ago nobody knew for sure when our actual birthday was, and we were not quite certain when the police station would open. The last three months turned out to be a very exciting time in the life of our City, and as we've all mentioned tonight, there where a number of special events: We published the centennial book, we dedicated two statues, a new peacock statue at peacock corner and an oid Hugo Reid family statue that found a new home at the Historical Museum. We broke ground on a new senior housing project down on Las Tunas, we threw two great parties; lhe one Hundred birthday party on August 5th and the Centennial Ball on September 13th. We hosted some great summe~ concerts at City Hall and we held our grend opening of the new police station. In future months, as we've heard, we will bring even more excitement for John and future Mayors. Breeder's Cup is this Saturday, we'll have a Veterans Day celebration at the Community Center, the Festival of Bands parade down Baldwin Avenue is coming up, the Lucky Baldwin Day community picnic, the annual holiday snow festival, the Mayor's Prayer Breakfast, and the opening of the expanded mall are just a few of the many events that are in our nearfuture. "But, our job on the City Council is hopefully more than cutting ribbons and just showing up at events. During these last months, not just the last three, but the last six that this Council has been in existence we continue to work with the balanced budget, to implement various master plans, to protect our infrastructure, we worked on revising our zoning and bUilding regulations concerning signage, parking, and residential development. We reached 5 10/21/03 45:0196 agreement with all of our bargaining units representing Arcadia's employees; we continued to pursue and negotiate for compatible commercial development and affo~dable housing. We set in motion strategy for a new fire station, a building on Santa Anita and hopefully a youth center here on the City Hall campus. We built up our code enforcement, public safety capabilities, and other public services including those offered by the library, the museum and the recreation department. We provided a strong support for Phase II of the Gold Line project through Arcadia and on to Montclair. We also continued our commitment to keep an open line of communication with the Board of Education so that we all make sure that our kids are alright. "As we reorganized as a City Council, encourage each Arcadian out there to also organize your lives so that you can benefit our community, embrace our rich diversity, make a connection with your neighbor. If you don't know your neighbo~ there is no excuse for that, knock on the door and say hello and introduce yourself and get involved and stay involved. Our focus as Arcadians must always be on the community as a whole not just one segment so that we can bring all Arcadians together for the common good and promote a real sense of community here in Arcadia. "John, congratulations on becoming our next Mayor, I am sure you will continue to attend the many events and ceremonies that take place in our City. As you know, attendance sends the message thatyou are committed to the community and also provides an opportunity for knowledge; knowledge that comes from listening and not just talking. You'll learn a lot just by listening to what Arcadians have to say. I wish you three months of efficient and effective City Council meetings filled with open communication, mutual respect, consensus building and problem solving: "Thank you Arcadia for letting me be Mayor and i feel very positive about the future of Arcadia and someday I may be back in this seat, Thank you very much". Mayor Wuo was seated as Mayor according to the approved Mayor Rotation Schedule for the Centennial Year. REMARKS BY MAYOR JOHN WUO °Good evening, I would like to introduce a few people who are here tonight to see that I take over the Mayor position. First of all I would like to introduce my mom, and of course my wife Jane, my son Jeff and my daughter Jennifer, my older brother Steve and my younger 6rnther George. And I also would like to thank Gordon Maddock, who is the president of Baldwin Realty, who is my boss, and who is here, thank you very much for your support. I would just like to say a few words before we go on to the next item on the agenda. I have been on the Council for a little over a year, about a year and slx rrionths, and I have~learned a l04 both from my Council and my colleagues. I can promise you that I will continue to be humble and will continue to listen to people. I am not going to be able to make everyone happy with ttie decisions I make but you can be sure that decision or the vote I cast is after ca~eful study and listening, and also wtiat is best for our community. If I do hurt somebody when i make a decision, I hope you understand that my decision and my vote is for the best of the entire community. I would definitely try to continue to work with rest of the Councilmembers, my colleagues, and try to bring Arcadia a community that is very diverse. But I think we need to get together and work together so that we are a community of one, and i think we are working very good toward that direction right now. And, our City is very financially sound and thanks to lhe staff and Councilmembers we will continue to work toward that goal and we will continue to do preventive work. I am excited, I think I am very lucky to be able to take the Mayor position in such a short period of time. I wiil continue to work hard and thank you". 10/21/03 / 9. 9a. MINU7ES . Withdrawn. (Oct. 7, 2003) 9b. ORDINANCE NO. 2176 (3-YR Term Extension - Adelphia Comm.} ~ 9c. CONTINUE EMERGENCY ACTION (Underground Tanks - City Service Ctr. & Fire Stations 105 & 106} 9d. RESOLUTION NO. 6393. (Calif. Clean Wtr., Air, Safe Neighborhootl Parks & Coastal Protection Act of 2002 - GrantFund) CONSENTITEMS 45:0197 INTRODUCED ORDINANCE NO. 2176 entided: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, GRANTING APPROVAL OF A THREE,YEAR TERM EXTENSION TO ADELPHIA COMMUNICATIONS CORPORATION, PURSUANT TO SECTION 4 OF THE CABLE TELEVISION FRANCHISE AGREEMENT (ORDINANCE NO. 2084) AND AMENDING SECTION 3{A) OF THE FRANCHISE ACCORDINGLY." DETERMINATION to CONTINUE emergency action with regard to Resolution No. 6385 which was adopted August 19, 2003, and authorized an emergency contract to remove underground tanks and instafl above ground tanks andior retated facilities at the City Service Center and Fire Stations 105 and 106. ADOPTED RESOLUTION NO. 6393 entitled: "A RESOLUTION OF THE CITY COUNCIL OF. THE CITY OF ARCADIA, CALIFORNIA, APPROVING THE APPLICATION FOR GRANT FllNDS FOR THE ROBERTf-ZBERGHARRIS BLOCK GRANT PROGRAM UNDER THE CALIFORNIA CLEAN WATER, CLEAN AIR, SAFE NEIGHBORHOOD PARKS, AND COASTAL PROTECTION ACT OF 2002". 9e. RESOLUTION ADOPTED RESOLUTION NO. 6396 entitled: "A RESOLUTION OF THE CITY COUNCIL NO.6396 OF THE CITY OF ARCADIA, CAL{FORNfA, TO ADOPT A MEMORANDUM OF (MTA-Prop. UNDERSTANDING WITH THE LOS ANGELES COUNTY METROPOLITAN C 5°~ Trans. TRANSPORTATION AUTHORITY TO RECEIVE PROPOSITION C 5% TRANSIT Security Funds) SECURITY FUNDS AS DEFINED IN THE ARCADIA POLICE DEPARTMENT'S FISCAL YEAR 2003-2004 TRANSIT SECURITY PLAN FOR ARCADIA TRANSIT'. 9f. RESOLUTION See page 9 NO. 6397 (MTA - Prop. A 8~ Prop. C Capital Res. Account) 7 10/21 /03 45:0198 9g. 1-YR CONTRACT EXTENSION (Landscape Maint. Svcs. - City Facilities) 9h. VEHICLE PURCHASE (PWS) 9i. ACCEPT WORK (T~affic Signal Mod: - Santa Anita Ave., Colorado Blvd. & Colorado PI.) In response to a Council question, City Manager Kelly stated"that the extension includes all the landscaped aree south of the Colorado overpass, going down towards the Arboretum. It includes all of the lanes on both north and south bound Baldwin Avenue to Golorado Boulevard. AWARDED.a one (1) year contract extension in the amount of $449,954 to CLS Landscape Management Inc., for Landscape Maintenance Services at City Facilities; and APPROPRIATED $13,049 from the General Fund to cover the additional landscape maintenance work; and, AUTHORIZED the City Manager and City Clerk to EXECUTE a contrect extension in a form approved by the City Attorney. City Manager noted that the project does not include on and off freeway ramps. The City requested a consulting company to look at the cost of renovation and maintenance of all on/off ramps of the City. When the report is ready it will be before the Council for policy direction. Cal Trens will allow the City to take over the maintenance if the City pays for it. APPROVED the purchase of two (2) 2004 Ford pick up trucks in the amount of $47,196.18 to Pasadena Ford; and, AUTHORIZED the Purchasing Officer to issue a purchase order tor one (1) Ford full size pick up with utility body and one (1) Ford 3/4 ton pick up truck with standard body in the amount of $47,196.18 to Pasadena Ford. ACCEPTED all work pertormed by Steiny and Company, Inc., for traffic signal maintenance at Santa Anita Avenue and Colorado Boulevard and at Cobrado Boulevard and Colorado Place as complete; and, AUTHORIZED final payment to be made in accordance with contracYdocuments subject to a retention of $14,675.26. 9j. FINAL TR. MAP APPROVED Final Map No. 53457 for a six-unit residential condominium project at 827-833 NO. 53457 La Cadena Avenue. (827-833 La Cadena Avenue) 9k. ACCEPT ACCEPTED the donation of $10,078.92 to the Arcadia Public Library from the Arcadia DONATIONS Puplic Library Foundation for shelving and a ceiling-mounted projector in the newly {Arc. Public remodeled Rev, Paul Johenk Conference Room at the Library. Library Foundation) Councilmembers expressed appreciation to the Arcadia Public Library Foundation for their donations to the various projects at the library. 91. ACCEPT ACCEPTED all work performed by Mariposa Horticuitural Enterprises, Inc., for the Arcadia WORK Library-Phase I Project as complete; and, AUTHORIZED final payment to be made in (Arc. Library - accordance with contract documents. Phase I) g 10121 /03 45:0199 9m. JOB CLASS. &: APPROVED the job classification and compensation level for Chief Deputy City Clerkl COMPENS. ;: ; Records Manager. (Chief Deputy City Clerk/ Record Mgr.) 9n. RESOLUTION ADOPTED RESOLUTION NO. 6399 entitled: "A RESOLUTION OF THE CITY COUNCIL NO. 6399 OF THE CITY OF ARCADIA, CALIFORNIA, SETTING COMPENSATION FOR THE CITY (Compensation- CLERK POSITION". City Clerk) In response to a Council question, City Manager Kelly noted that the duties of the elected City Clerk are outlined in the City Charter. 90: RENEW RENEWED the Weed Abatement Services Agreement between the City of Arcadia and the AGREEMENT Los Mgeles Agrfculturel Commissioner/Weights and Measurements Department to provide (Weed weed abatement services for an additional five years; July 1, 2004 through June 30, 2009, Abatement as set forth in the Agreement; and, AUTHORIZED the Mayor and City Clerk to sign lhe Services) Agreement on a form approved by the City Attorney. 9p. EQUIPMENT APPROVED the acceptance of the grant funds in the amount of $158,760 on behalf of the PURCHASE City of Arcadia for" the FY03 (Part 1) State Homeland Security Grant Program; and, GRANT FUND APPROPRIATED $158,760 to a Homeland Security Fund, for implementation of the State (Office of Homeland Security Grant Program; and, AUTHORIZED the City Manager to EXECUTE any Justice FY03 necessary forms and/or documents necessary to implement this grent. Grant Prog.) 9q. GRANT APPROVED the acceptance of the Congressionally Mandated Grant Award from the Bureau AWARD of Justice Assistance:(BJA) in the amount of $298,000; and, APPROPRIATED $298,000 to (Bureau of, a BJA Congressionally Mandated Fund; and, AUTHORIZED the City Manager to EXECUTE Justice Assist.) any necessary forms and/or documents necessary to implement this grant, subject to review and approvai as to form by the City Attorney. THE PRECEDING CONSENT ITEMS 9b, c, d, e, g, h, i, j: k. I. m. n. o. p. and q. APPROVED ON MOTION BY COUNCILMEMBER MARSHALL SECONDED BY COUNCILMEBMER SEGAL, AND CARRIED ON ROLL CALL VOTE AS FOLLOWS: AYES: Councilmembers Chang, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None 9f. RESOLUTION Consideration of the report and recommendation to adopt Resolution No. 6397 adopting a N0.6397-MOU Memorendum of Understanding with the Los Angeles County Metropolitan Transportation (MTA- Authority to establish a Capital Reserve Account for a future mass transit station. Capital Res. Account- With the expectation of developing the Gold Line light rail system through the San Gabriel Mass Transit Valley, the City of Arcadia, began setting aside Proposition A and Proposition C funds in Station) 1999 for the construction of a future mass transit station in the City. On June 18, 2003, the Metropolitan Transportation Authority Board of Directors approved the City of Arcadia's 9 10/21/03 45:b200 request to establish a capital reserve account totaling $5 million dollars, $2 miliion in Proposition A funds and $3 million Proposition C funds. In FY03, approximately $1.74 million in Proposition A and $2.89 mlllion in Proposition C funds (total $4.74 million) were accumulated in a City reserve account. Staff recommended an increase of $256,712 (approximately 13%) in Proposition A money, and $104,218 (approximately 3%) in Propositlon C money, resulting in an even $5 million Capital Reserve Account. Councilmember Kovacic attended an organizational meeti~g,for the JPA. A chairman antl a vice-chairman was appointed at that meeting. A negotiation team rriade up of three elected officials and three City Managers were appointed. City Manager Keily was appointed as one of the six members. There was discussion about the importance of providing a unified front as far as the Phase II cities are concerned. So far there is nothing indicating that Phase II cities are not unified. it was noted an amendment to the JPA will come before the Council periodically for Council's approval. Bob Hoherd, agreed with Cauncilmember Chang's suggestion at the previous meeting with regard to setting up similar reserve furids for the bridges crossing over Santa Anita and First Avenues. Considerable discussion ensued. Some members where in favor of approving the proposed extension, letting staff gather all the facts and then evaluating the need to reserve funds for overpass bridges. Staff noted that the rules required that the City have four years from receiving date to spend the money. Then a request to reserve funds formajor capitai projects can be submitted. Following discussion if was MOVED by Mayor Pro tem Segal, seconded by Councilmember Kovacic and CARRIED on roll call vote as follows to ADOPT RESOLUTION NO. 6396 entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, TO ADOPT A MEMORANDUM OF UNDERSTANDING WITH THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY TO ESTABLISH A CAPITAL RESERVE ACCOUNT FOR PROPOSITION A AND PROPOSITION C LOCAL RETURN FUNDS FOR A FUTURE MASS TRANSIT STATION IN THE CITY OF ARCADIA"; and, AUTHORIZE the City Manager to EXECUTE all necessary documents. AYES: Councilmembers Chang, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None 10. CITY MANAGER 10a. RESOLUTION Consideration of the report and recommendation to adopt Resolution No. 6398, supporting a NO. 6398 statewide ballot initiative to require voter approval before State Govemment may take local (Statewide tax funds. Ballot Initiative) (ADOPTED) Since 1991 more than $30 billion of local property tax funds have been taken from local government to subsidize state spending. To address a growing concern about future loss of revenue, local govemment associations have joined forces to sponsor a ballot initiative in November 2004 to put the vaters in charge of whether local tax dollars shouid be used to fund state services. 10 10/21/03 -.. ' , ~ 45:0201 On September 10, 2003, the General Assembly of Voting Delegates of the League of California Cities unanimously voted to sponsor this ballot initiative. Resolution No. 6398 represents Arcadia's participation in this joint effort. It was MOVED by Councilmember Chang, seconded by Mayor Pro tem Segal and CARRIED on roll call vote as follows to ADOPT RESOLUTION NO. 6396 entiGed: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, SUPPORTING A STATEWIDE BALLOT INITIATIVE TO REQUIRE VOTER APPROVAL BEFORE STATE GOVERNMENT MAY TAKE LOCAL TAX FUNDS". AYES: Councilmembers Chang, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None ADJOURNMENT At 8:38 p.m. the City Council Regular Meeting ADJOURNED to November 4, 2003 at 6:00 (Nov. 4, 2003) p.m. in the Council Chambers Conference Room 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. ~ ~..~~ ~ :1une D. Alford, Ci lerk ~~ 11 10/21/03 , A \ /. STAFF REPORT Off'ice of the City Manager ~ October 21, 2003 TO: Mayor and City Council FROM: William R. Kelly, City Managei~ By: Cindy. Flores, Special Assistant to the City Manager ~'~' SUBJECT: Ordinance No. 2176 granting approval of a three-year term extension to Adelphia Communications pursuant to Section 4 of the Cable Television Franchise Agreement (Ordinance No. 2084) and amending Section 3(A) of the Franchise accordingly Recommendation: I ntroduce SUMMARY Q ~. The adoption of Ordinance No. 208a in 1998, approved a seven-year cable television franchise and included a three-year extension of the term if the franchisee upgraded the cable system and had Internet capabilities in place by December 2000. At a public hearing held in March, 2001, it was determined that the requirement had been met. Adelphia Communications has requested the time extension be implemented at this time. DISCU5SION The cable television franchise entered into with TCI in 1998 and ultimately transferred to Adelphia in 1999, was for a seven-year term, with a potential three-year extension if Adelphia succeeded in upgrading the cable system and providing cable subscribers with high-speed Internet services as outlined in Section 15 (b) of the Franchise. On March 20, 2001, the City Council determined that Adelphia had met its contractual obligations (see attached minutes), and Adelphia has now requested that the franchise formally be extended (see attached letter). To do so requires the introduction and subsequent adoption of Ordinance No. 2176 which will change Section 3(a) of the Franchise to reflect a ten-year term to June 9, 2008. LASER IMAGED ~~ Adelphia Extension October2l, 2003 Pagetwo DISCUSSION (continued The City's cable consultant, John Risk of Communications Support Group, and the City's special counsel from Best Best and Krieger, have ~eviewed and approved the term extension based on Adelphia's demonstration of compliance. FISCAL IMPACT The adoption of Ordinance No. 2176 will have no fiscal impact. RECOMMENDATION It is recommended that the City Council introduce Ordinance No. 2176, an Ordinance of the City Council of the City of Arcadia, California, granting approval of a three- year term extension to Adelphia Communications Corporation, pursuant to Section 4 of the Cable Television Franchise Agreement (Ordinance No. 2084) and amending Section 3(a) of the Franchise accordingly. ~~'.:,~~'i't~ii. l~i.~{~iti~ - : . . 43:0061 tt was MOVED by-Councilmember Marshall, seconded by Mayo~ Piv tem $egal and CARRIED on roll call vote as "follows to AWARD a contract for the purchase of one (1) 2001 KME Fire Pumper to KME Fire Apparatus for the F(re Department in the amount of $333,612.00; and, AUTHORIZED the City Manager to EXECUTE a contract in a form approved by the City Attomey. AYES: Councilmembers Chandler, Chang, Marshall, Segaf and Kovacic NOES: None ABSENT: None 12. CITY MAMAGER 12a. ~~; _.. -~ CABLE N Dn February 20, 2001, a Public Hearing was held regarding Adelphia Communications FRANCHISE Corporation and the possible default of Section 15(b) of the Cable Television Frenchise (Two-way High between the City of Arcadia and Adelphia Communication Corporation regarding two-way Speed Internet high-speed Intemet access. The City Council continued the item for°30 days to allow Access) Adelphia time ta submit data that would confirm the availability of Intemet access in Arcadia and their compliance with Section 15(b) of the Cable Television Franchise. Staff stated that Adelphia completed the test, the City's cable consultant reviewed the report and was satisfied that Adelphia has now complied with the terms and conditions of the agreement. It was MOVED by Councilmember Chandier, seconded by Mayor Pro tem Segal and CARRIED on roll call vote as follows to DETERMINE ihat Adelphia has met its contractual obligation under Section 15(b) of the Cable Television Franchise. No further aCtion was taken. AYES: Councilmembers Chandler, Chang, Marshall, Segal and Kovacic NOES: None ABSENT: None ADJOURNMENT Mayor Kovacic adjourned the meeting in memory of the Honorable S. Clark Moore. "It is po Memory of with great sadness that we were not'fiied of the passing of strong supporter of the Arcadia S. Clark Moore) police Department. The Honorable S. Clark Moore, former preslding Judge of the Santa Mita Municipal Court suffered a massive heart attack on March 15th while in his home in Monrovia. Judge Moore was still an active judge at the age of 77. He sat at the Santa Anita Court for more that 10 years and was always available to our staff at any hour of the day and night to sign required court orders and subpoenas. Judge Moore was a strong supporter of.law enforcement as his roots were in the Califomia Attomey General's Office prior to his appointment as our local judge. .His frfendship will be missed. ADJOURNMENT Mayor Kovacic ADJOURNED the March 20, 2001 Regular'Meeting of the Arcadia City (April 3, 2001 Councii at 7:50 p.m. to April 3, 2001 at 6:00 p.m., in the Conference Room of the Council 6:00 p.m.) Chambers for a Regular Meetfng to conduct the business of the City Council and Redevelopment Agency and any Closed Session necessary to discuss personnel, litigation matters or evaluation of properties. A~JEST: ~ ( , `~, une D. Alford, Cit le k , A. Ko cic, Ma r of the City of Arcadia 3/20/01 ~clelp~ia Sept. 11, 2002 Ms. Cindy Rowe-Flores Management Services Officer City of Arcadia 240 W. Huntington Drive Arcadia, CA 91066 RECEIVED f iTV OF ARCADIA SEP 1 6 2002 CITY MANAGER Subiect• ReQUest for extension o' l,delphia Franchise Aareement (Ordinance No. 2084) Dear Ms. Rowe-Flores: I am writing to request the City extend Adelphia Communications' franchise for three years in accordance with the provisions of our franchise agreement. Sections 4 and 15 specify the conditions for the franchise extension. As you know, at its meeting of March 20, 2001 the City Council determined we were in compliance with Section 15(b). As such, we respectfully request the City Council formally extend our franchise three years. Should you have any questions on this matter, please don't hesitate to contact me at 760-438-7741, e 241; orvia e-mail at phil.urbina@adelphia.com. Respectfully, ~ Phil Urbina Govemment Affairs Manager Adelphia Communications Enclosure Cc: Mike Guise, General Manager, Adelphia Larry Windsor, Regional Govemment Affairs Manager, Adelphia 5720 EI Cemino ReW Cedsbad, CA 92008-7201 Business Oflice (780) 438-7741 Customer Service Q60) 931-7000 Fez (760) 438-6461 ~c, A \ / STAFF RE]PORT Public Works Services Department October 21, 2003 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Dire tor I Prepared by: Gary F. Lewis, General Services Manager SUBJECT: Determine Continuation of Emerpencv Action - Resolution no. 6385 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 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 (415) vote, that there is need to continue this emergency action. LASER I,'~AG~D ~ p' Mayor and City Council October 21, 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 Outiay Fund, for construction and contingencies for a total budget amount of $467,000. RECOMMENDATION City Council to determine by at least a four-fifths (4/5) vote, that there is need to continue this emergencyaction Approved: """' "Q"' William R. Kelly, City Manager PM:GFL:dw Attachment: Resolution No. 6385 „ -~, ~. ' _~ ~..:. _. :~~~ ~., . ~ .;,; i RESOLUTION NO. 6385 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFOIZNIA, AUTH~RIZING AN EMERGENCY CONTRACT TO REMOVE UNDER- . GROUND TANI~S AND INSTALL ABOVE GROUND TANKS ANll/OR RELATED FACILITIES AT THE CITY SERVICE CENTER AND FIl2E 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 suUmitted a Notice of Non-Compliance to the City of Arcadia on April 7, 2003 indicating that the City is required ta bring into compliance with the Law by May 7, 2~03 certain underground storage tanlcs 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 tanlcs at the City Service Center; and 1 WHEREAS, the Ciry believes that the City must also bring into compliance with the Law certain tanks located at Fire Stations 105 and 106, although these tanlcs 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 10~ and 106, but has twice rejected the sole bid received on eacli 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 declaze 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 TT3E CITY OF ARCADIA, CALIFORr]IA, DOES HEREBY FIND, DETERMIr]E AND RESOLVE AS FOLLOWS: 2 7 SECTION 1. Pursuant to Public Contract Code Sections 20168 and 22050, the City Councii 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 Starions 105 and 106 for the following reasons and based on the following facts. The City of Arcadia is required to undertalce and complete the removal and installarion of fuel purnps and related faciliries 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 imposirion of fines and to the prohibition of delivery of petroleum products into the subject facilities. Petroleum _ ....--._ ._ _- __ _ _ _._ ,__ _----_ __. _.._ ._._. _. . __.. . ~ .- - -- _. __ _ ~_,---- - _ . products at the subject facilities are crirical 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, safery and welfare by reducing or eliminating the possibility of malfunction or lealcs in the tanks and related facilities, which could cause severe health risks to the pubiic and extensiye damage to the soils and improvements on the real property upon which such faciliries 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 unsarisfactory 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 comperitive bids and enter into contracts for the complerion 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 Resolurion 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 determmes 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 a~ry directly related and imrnediate 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 fmds 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 17ereby 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 4 ~ 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 deternunation 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 far the City Council to determine by a four-fifths (4/5) vote, that there is need to continue this emergency acnon. SECTION 5 SECTION 6. Resolution. . ___ _ _ _ ~. This Resolution shall take effect upon its adoption. The City Clerk shall certify to the adoption of this [SIGNATURES ON NEXT PAGE] 5 Passed, approved and adopted this 19tn day of August , 2003. /s/ GARY A. KOVACIC Mayor of the City of Arcadia ATTEST: ~ ~~~~ o City Clerk APPROVED AS TO FORM: ~ ~~~~~ c~ty 6 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS: CITY OF ARCADIA ) I, JiJNE 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 , ~_~. ~ ~ October 21, 2003 STAFF REPORT Public Works Services Department TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Dir tor ~ Prepared by: Gary F. Lewis, General Services Mana er Maria P. Aquino, Management Analyst SUBJECT: Resolution no,_6393 aparovinq the Roberti-Z'Bera-Harris Block Grant Proqram aaplication, under Proqosition 40, reQUirina Citv match funds for California Clean Water, Clean Air. Safe Neiqhborhood Parks. and Coastal Protection Act of 2002. Recommendation: Adopt SUMMARY On March 5, 2002, voters passed Proposition 40, the California Clean Water, Clean Air, Safe Neighborhood Parks, and Coastal Protection Act of 20o2 (2002 Resources Bond Act). In accordance with this Act, the City of Arcadia is eligible for $148,661 under its Roberti-Z'Berg-Harris Urban Open Space and Recreation (RZH) Block Grant Program. The RZH Block Grant Program is designed to help purchase new parklands, develop new recreational facilities and to rehabilitate existing parks and facilities. It is recommended that the City Council adopt Resolution No. 6393 approving the application of grant funds for the RZH Block Grant Program under the 2002 Resources Bond Act. DISCUSSION The RZH Block Grant Program is intended to meet the urgent need for safe, open, and accessible local parks and recreational facilities for increased recreational opportunities that provide positive alternatives to social problems. The RZH Block Grant Program funds are allocated on a population-based formula to cities, counties and Districts. Q ~~~.~~ LASER IP~iAGED ca~. ~~ Mayor and City Council October 21, 2003 Page 2 Allocated funds are appropriated primarily for eligible projects that accomplish the following: • Acquisition of park and recreation lands and facilities • DevelopmenUrehabilitation of park and recreation lands and facilities • Special Major Maintenance of park and recreation lands and facilities • Innovative Recreation Programs RZH Block Grant Program funds are distributed under the California Department of Parks and Recreation with the mission to provide health, inspiration, and education to residents by helping to preserve and protect biologicai diversity, natural and cultural resources and create opportunities for quality outdoor recreation. These grant applications require that the City Council approve resolutions authorizing the filing of the applications and authorize the City Manager to execute any agreements, contracts, and requests for payment regarding this matter on behalf of the City. These grant funds will be used to fund capital projects outlined in the Parks & Piaygrounds Master Plan. FISCAL IMPACT Over the term of the grant contract, the City of Arcadia is entitled to $148,661 in Proposition 40 funds through its RZH Block Grant Program. The 2003/05 CIP budget has proposed five (5) park improvement projects eligible for grant funding These grant funds will be used to reimburse the City for the cost of the Parks Projects. RECOMMENDATION Adopt the Resolution No. 6393 approving the grant application for RZH Block Grant Program under California Clean Water, Clean Air, Safe Neighborhood Parks, and Coastal Protection Act of 2002. Authorize the City Manager to execute and file on behalf of the City of Arcadia all forms necessary regarding this Grant with the California Department of Parks and Recreation. Approved by: ~=='--"='.""7 William R. Kelly, City Manager PM:GFL:MA:dw Attachments: Resolution No. 6393 .. , F e , ,-, .-. ~. :~ , ~...:a~~., .,...f~..:t~..~ 0~7ao/J...2.5~ Kdd.PJ'f'l -'L'"~Cr~S Ft~~S J RESOLUTION NO. 6393 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OP ARCADIA, CALIFORNIA, APPROVING THE APPLICATION FOR GRANT FUNDS FOR THE ROBERTI-Z'BERG-HARRIS BLOCK GRANT PROGRAM UNDER THE CALIFORNIA CLEAN WATER, CLEAN AIIZ, SAFE NEIGHBORHOOD PARKS, AND COASTAL PROTECTION ACT OF 2002 WHEREAS, the people of the State of California have enacted the California Clean Water, Ciean Air, Safe Neighborhood Parks and Coastal Protection Act of 2002 which provides funds for the Roberti-Z'Berg-Harris Block Grant Program for grants to eligible applicants; and WHEREAS, the California Department of Parks and Recrearion has been delegated the responsibility for the administration of the Grant Program, setting up necessary procedures;and WHEREAS, said procedures established by the California Department of Parks and Recrearion require an applicant's Governing Body to certify by resolution the approval of the applicant to apply for the Roberti-Z'Berg-Harris Bloek Grant Allocation, and WHEREAS, the applicant will be required to enter into a contract with the State of California upon approval of a grant of funds. LASER IMAG~.D ~ ~'~ NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. 'The City Council approves the filing of an application for local assistance funds from the Roberti-Z'Berg-Harris Block Grant Program under the California Clean Water, Clean Air, Safe Neighborhood Parks, and Coastal Protection Act of 2002. SECTION 2. The City Council certifies that the City, as applicant, has or will have sufficient funds to operate and maintain the project(s) for which funds are sought. SECTION 3. The City Council certifies that the City, as applicant, has reviewed, understands and agrees to the general provisions contained in the form of contract set forth in the Program's Procedural Guide. SECTION 4. The City Council certifies that the Project conforms to the recrearion element of any applicable city or county general plan. SECTION 5. The.City Council appoints the City Manager, or his/her designee, to conduct all negotiations and to execute and sulimit all documents including, but not limited to applications, agreements; payment requests and the like, which may be necessary for the approval of grant funds. z SECTION 7. The City Clerk shall certify to the adoprion of this Resolution. Passed, approved and adopted this 21st day of October , 2003. /s/ JOHN WUO Mayor of the City of Arcadia ATTEST: ~ ~e City Clerk APPROVED AS TO FORM: ~. ~~ ~ ~ City Attorney 3 , ..:; STATE OF CALIFOIZNIA ) COUNTY OF LOS ANGELES ) SS: CITY OF ARCADIA } I, JLJNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolurion No. 6393 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 21 st day of October, 2003 and that said Resolurion was adopted by the following vote, to wit: AYES: Council Members Chang, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None ~ ~ ~. City Clerk of the City of Arcadia 4 ~. ~P, `"°°Rp~R.==~°°°~ STAFF REPORT Development Services Deparhnent DATE: October 21, 2003 TO: Mayor and City Council '. FROM: Don Penman, Assistan4 City ManagedDevelo men Services Directo'i~' Martha Eros, Transportation Services Office~~' "'/ SUBJECT: Resolution No. 6396 adopting a Memorandum of 'Understanding with the Los Angeles County Metropolitan Transportation Authority accepting Proposition C 5% Transit Security Funds Recommendation: Approve SUMMARY: Attached for City Councii review and consideration is Resolution No. 6396 authorizing the Arcadia City Council to adopt a Memorandum of Understanding (MOU) with the Los Angeles County Metropolitan Transportation Authority (MTA} to accept terms and conditions specific to Proposition C 5% Transit Security funds. The MOU wili be valid for one (1) fiscal year (July 1 2003-June 30, 2004), with the City receiving $7,594 in Transit Security funds in FY2003-04. Resolution No. 6396 authorizes the City Manager to submit a financial claim and a Transit Security Plan stating that the Arcadia Police Department will respond to security and safety issues affecting Arcadia Transit and all transportation systems operating in its jurisdiction. DISCUSSION: The 1990 Proposition C ordinance is a countywide half-cent sales tax dedicated to transportation services. Five percent of the Proposition C revenues are set aside by the MTA for transit security purposes, including use of local police to ensure the safety and protection of people and property onboard all transit systems in its jurisdiction. On June 18, 2403, the MTA approved its FY03-04 budget and appropriated approximately $25 million in Transit Security Funds to improve security on regional and municipal operated transit systems. -Prop C 5°/a Transit Security funds are distributed using a countywide formula allocation based on system ridership, with Arcadia Transit receiving one-hundredth of one percent of the.formula, or $7,594. The City of Arcadia has received an annual allocation of security funds since the program's inception in fiscal yea~ 1999. LASER IMAGED C:'~PY04tS7A.PF_PRJFC:~596S~CURi'TY_t~-2i-U3 ~ P ... FISCAL IMPACT: In FY03-04, the=City of Arcadia .will receive $7,594 in Proposition C 5% Transit Security funds for local police support on Arcadia Transit and all transit systems serving the City. These funds are in lieu of usin'g Generai Fund monies for Arcadiaspolice service for transportation security. RECOMMENDATION: THAT THE CITY COUNCIL ADOPT RESOLUTION NO. 6396-rADOPTING A MEMORANDUM OF UNDERSTANDING WITH THE.'LOS ANGELES COUNTY METROPOUTAN AUTHORITY TO ACCEP,T. PROPOSITION C 5% TRANSIT SECURITY FUNDS, AND AUTHORIZE THE CI7Y MANAGER TO SUBMIT ANNUAL CLAIMS AND NECESSARY DOCUMENTS TO RECEIVE OPERATING OR CAPITAL SECURITY FUNDS FOR ARCADIA TRANSIT. _ Approved By: ~. "~:~'] William R. Kelly; City Manager Attachment: . . 1: Arcadia Police D:epartment Arcadia Transit Security Plan, FY03-04 2. Resolution No.~6396, Prop C 5%TransifiSecurity Funds ., 3. Memorandum of Understanding #MOU.PC04ARC1 ,: . '.p~ ,~.,q ~^:;1,~rie J~3~~~ ~ ~c:~,Fvo~:s~ra,~F ~aop c s~: sr-.eu~irv ~aa7-ca - ~ ._. . ARCADIA POLICE DEPARTMENT ARCADIA TRANSIT SECURITY PLAN LOS ANGELES COUNTY METROPOLITAN TRANSIT AUTHORITY FISCAL YEAR 2003-2004 This policy delineates the security plan of the Arcadia Police Department for interacting with Arcadia Transit (and included operator) and the I.os. Angeles County Metropolitan Transportation Authority in a policing partnership for transit activiries occurring within the. jurisdictional boundaries of the City of Arcadia. Intent: It is the intent of the Arcadia Police Department to promote a safe environment for persons using transit systems operated by the City, Foothill Transit and the MTA within the City of Arcadia. In furtherance of transit safety, the Police Department commits to responding to calls for service, investigation of criminal conduct occurring on transit systems or property, and interacting with other police agencies having jurisdiction for transit operations. Police Ouerations Notification: Whenever Arcadia Transit, Foothill Transit or the MTA determine assistance is needed within Arcadia, transit agency dispatchers should contract the Arcadia Communications Center at (626) 574-5123. Arcadia Dispatchers will transmit the request for service to field units. Response: Arcadia Police Units wiil respond to any requests for assistance, traffic related activity, or criminal violations occurring within the city limits. The priority of response will be directly related to the nature of the reported problem. Reports of emergencies or crimes in progress will be deemed high priority and will receive immediate attention based upon available manpower. Field units will coordinate their response to intercept buses or other vehicles in transit, or respond to a designated location if the problem is stationary. Officers observing activity suggesting a need for assistance; i.e., emergency lights activated on transit vehicles, disabled equipment, "call police" headsigns or verbal requests for help from an equipment operator will initiate an investigation to deternune if police intervention is necessary. Investigation: Arcadia Police officers will conduct preliminary invesrigations of incidents and/or crimes, and prepaze reports covering those investigations. Where necessary, they will forward the reports to Arcadia Police detectives for follow-up in those cases where additional investigation, the filing of crixninal complaints or additional police action is required. C:\FY04\Transit Security Plan_10-21-03 ~• - Transit Security Plan Fiscal Yeaz 2003-2004 Page 2 Arcadia Police inay iequest assistance from the Los Angeles County Sheriff's Metro Unit for investigation of incidents where protracted investigation is necessary or where the scope of the incident exceeds the resources of the Arcadia Police Deparhnent. Report Availa6itity: The Arcadia Police Department will make available to local transit or MTA Law Enforcement representatives copies of all reports`pertaining to actions taken by Arcadia Police, pursuant to applicable laws and policy dictating disclosure of police documents and/or investigations. Training: The Arcadia Police Department will provide training to its officers in the identification of transit routes within the City of Arcadia. Arcadia officers currently receive on-going training on the proper techniques for stopping and approaching transit vehictes. However, Arcadia Police may request, updated..training from MTA Law Enforcement authorities as needed to maintain proficiency or to incorporate riew techniques or concepts that arise in the law enforcement realm. Coordination: The Uniform Division Commander of the Arcadia Police Depaztment will be the agency coordinator for policing issues conceming Arcadia Transit, Foothill Transit, and the MTA, as welt as other Department functions. C:\FY041Transit Security Flan_7 0-21-03 c83o- 3d ... • /rc~Q C' ~ei~<~[5 RESOLU'I'ION N0. 6396 A RESOLUTION OF TI-IE CTTY COUNCIL OF THE CITY OF ARCADIA, CALIFOItIVIA, TO ADOPT A MEMORANDUM OF UNDERSTANDING WTTH THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY TO RECEIVE PROPOSITION C 5% TRANSTT SECURITY FUNDS AS DEFINED IN THE ARCADIA POLICE DEPARTMENl"S FISCAL YEAR 2003-2004 TRANSTf SECURITY PLAN FOR ARC.ADIA TRANSTT WHEREAS, on November 6, 1990, the voters of the County of Los Angeles approved by majority vote Proposition C, an ordinance establishing a one-half percent sales tax for public transit purposes; and WHEREAS, the Los Angeles County Metropolitan Transportation Authority ("MTA"), is the agency responsible for administering the tax; and WHEREAS, the MTA approved the Transit Funding Security Allocations including an appropriation of $25 million in Proposition C 5% Transit Security funds for Fiscal Year 2003- 2004 using the formula allocation process for all operators that receive regional funds, for an annual Countywide program to improve transit security; and WHEREAS, City of Arcadia is an eligible operator and desires to receive the funds to police the Arcadia Transit system; and WHEREAS, the project will further MTA in meeting its goals of improved transit services and increased quality of life for its constituents. NOW, THEREFORE, THE CITY CQLTNCIL OF THE CITY OF ARCADIA, CALIFOItNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: LASER I~PA~~D ~ 3~ SECTION 1. The City Council approves and authorizes the Mayor to execute a Memorandum of Understanding with the MTA to accept Proposition C 5% Transit Security funds for a period of one yeaz. SECTION 2. The City Council authorizes and directs the City Manager or his/her designee to execute and file a claim with the MTA for local transportation funds in an amount to be determined by formula allocation based on preliminary estimates of funds available, and to take any and all necessary further actions and execute any and all necessary documents in order to receive such funds. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this Zlst day of October 2003. /s/ Joxrr wuo Mayor of the City of Arcadia A1`TEST: ia'~ ~1~d' ~. Clerk of the City of Arcadia APPROVED AS TO FOIZM: ~,~.p. ~~-~~ City Attorney of the City of Arcadia 2 STATE OF`CALIFOIZNIA ) 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. 6396 was passed and adopted by the City Council of the City of Arcadia, signed by the iVlayor and attested to by tlie City Clerlc at a regular meeting of said Council held on the 21 st day of October, 2003 and that said Resolution was adopted by the following vote, to wit: AYES: Council Members Chang, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None ~ .~~ ~. City Clerk of the City of Arcadia 3 w;~ _ .: ~F. +~°°kra$.T~9~~g°° STAFF REPORT Development Services Department Date: October 21, 2003 To: Mayor and Gity Council From: Don Penman, Assistant City Manager/Development ~S~e,y~ices Director~ By: Martha Eros, Transportation Services Officer~l~ p Subject: Resolution No: 6397 adoatinq a Memorandum of Understandinq with th Recommendatio SUMMARY - With the expectation of developing the Gold Line light rail system through the San Gabriel Valley, the City of Arcadia began setting aside Proposition A and Proposition C (Prop A&C) funds in 1999 for tlie construction of a future mass transit station for the city. On June 18, 2003; the MTA Board of Directors approved the City of Arcadia's request to establish a capital reserve account totaling $5 miliion dollars: $2 million in Proposition A furids and $3 million in Proposition C. As stipulated in the Prop A&C Local Retum Program Guidelines, local jurisdictions' seeking to reserve funds are required to execute a Memorandum of Understanding (MOU) with the regional Los Angeles County Metropo{itan Transportation Authoriry (MTA) authorizing the reserve and accumulation of funds. BACKGROUND The Blue Line Construction Authority (BLCA) was created in 1998 to build 13.7 miles of the Gold Line light rail system from Los Angeles Union Station to eastern Pasadena (Phase 1). Phase 1 of the Gold Line was completed in 2003 and the MTA commenced passenger service on July 21; 2003. The Arcadia City Council has continuously supported the construction of light rail through the San Gabriel Valley, and with the --- - -compietion-e#--P-Mass-1,-await-the e*tension-of-the~o4d-L-ine#hroug#-Arcadia-eut-to the-- -- City of Montclair. On October 16, 2001, the Arcadia City Council approved designating the parcel located on Front Street between St. Josepli and Santa Clara Streets, adjacent to the MTA rail LASER IMAG~D ~~ Mayor and City Council October 21, 2003 Page 2 1~ ~ right-of-way, as the site for the City's proposed mass transit station. The station will serve the Gold: Line light rail system, both MTA and Foothill Transit bus routes, _Arcadia Transit and local dial-a-ride systems, cyclists, and pedestrians. Design and engineering has not been addressed to date, but in anticipation "of the rail'e~ension, the City is preparing "for the construction of an aesthetically pleasing station structure and/or enhancements to the rail line (i:e., grade separations, "electrical posts, etc.). DISCUSSION The Proposition A and Proposition C Local Retum programs are funded from two (2) haif-cent sales tax measures that Los Angeles County voters approved in 1980 and 1990, respectively. Twenty-five percent (25%) `of;Froposition A revenues and twenty percent (20%) of Proposition C revenues are allocated and distributed to local jurisdictions on a"per capita" basis by the MTA and returned to the cities and uniricorporated areas' of Los Angeles; County ;for developmenf of public transit, paratransit and related transportation infrastructure:`.Prop A&C Local-Retum Program Guidelines require,Los Angeles County jurisdictions to expend local return funds within four years of allocation year, otherwise funds are subjecY~to lapsing.. • ~ As the regional authonty, the MTA may approve a city's request to extend a Capital Reserve account an additional three years. and avoid returning to funds foc regional reallocafion. The MOU allow cities to retain and accumulate funds for major capital projects that require more money (than-the annual allocation) to build or purchase, and provides three additional years to"expend those dollars.-. The MTA Board approved a Capital Reserve account for the City of Arcadia in fiscal year 2000 totaling $1.5 million dollars (Prop A$1 million, Prop C$500,000) for a Mass Transit Station. Additionally, $1 rriillion in Proposition C Local Return funds were placed in reserve for Mass Transportation Planning the same.year. The four year eligible use period is subject to lapse this.year,.thus a new MOU must be executed with the MTA to extend the reserve period an additional three years .for. the mass transit station. The City will combine the Mass Transportation Planning into the Mass Transit Station capital reserve account. ~ ~ ~ City staff has been setting aside funds over the past three years to prepare for the construction of a mass transit.station. In year-end FY03, approximately $1,74 million in Proposition A and $2.89 <million in Proposition C funds (total; $4.74 million) were accumulated in a City reserve account.' Staff is recommending an increase of $256,712 (approximately 13%) in, Proposition A money, and~ $104,218 (approximately 3%) in Propositiorr C money, resulting in an even $5 million Capital Reserve Account. _ ENVIRDNMENTACfINPACT--- _ Not applicable at present time. . ~.< ~r-~•,~, ~;.3k::7~1'iI ~i.~~::i~ . ~ U: Ci<dJ L.it~c/Sta(Y_IYtnl 610U,_ 1'ri~p 10-21~/13 ~ ~ .~.. _ _ . .. + ~Mayor and City Council October 21, 2003 Page 3 FISCAL IMPACT Staff has calculated approximate fund balances for both Proposition A and Proposition C accounts based on annual fund allocations and budgeted expenditures. Based on FY03-04 budgeted projects consisting of road/traffic improvements, transit enhancements, and Arcadia Transit operating costs, sufficient funds are available in each fund account (respectively) to place into Capital Reserve. Prior to obligating additional funds to the City's capital reserve account, an evaluation will be conducted and a report prepared for City Council to establish priorities for use of future Proposition A and Proposition C monies. RECOMMENDATION Adopt Resolution No. 6397 adopting a Memorandum of Understanding with the Los Angeles County Metropolitan Transportation Authority to establish a$5 Million Capital Reserve Account for Proposition A and Proposition C funds for a future mass transit station in the City of Arcadia; and authorize the City Manager to execute all necessary documents. Approved by: ~^^' '~ William R. Kelly, City Manager Attachments: A. Resolution No. 6397, Transit Station Capital Reserve B. Memorandum of Understanding, Mass Transit Station Capital Reserve _ _. _ _ _ __ _ . ~ . ~ U:Cio':ALinelStUffNailp-10U,_,1'top_IU-27-03 0830 - S~ ' ° /~ro p ..'a ~ Cq Loc+a ~.~le'lyr.~ - . - /i/l1L~3 RESOLUTION NO. 6397 A RESOLUTION OF ,TI-~ CTTY COUNCII, OF THE CITY OF ARCADIA, CALIFORIVIA, TO ADOPT A MEMORANDUM OF UNDERSTANDING WITH THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORTTY TO ESTABLISH A CAPITAL RESERVE ACCOUNT FOR PROPOSTTON A AND PROPOSITION C LOCAL RETURN FUNDS FOR A FUTURE MASS TRANSIT STA'I'ION IN THE CITY OP ARCADIA WHEREAS, in_ 1980, the voters of the County of Los Angeles approved by majority vote Proposition A, an ordinance establishing a one-half percent sales tax for public transit purposes; and WHEREAS, in 1990, the voters of the County of Los Angeles approved by majority vote Proposition C, an ordinance establishing a one-half percent sales tax for public transit purposes; and WHEREAS, the Los Angeles County Metropolitan Transportarion Authority ("NTTA"), is the agency responsible for admiriistering the tax for the Proposition A and Proposition C I.ocal Return programs; and WHEREAS, the MTA as the administrator of Proposition A& C Local Return funds is responsible for the enforcement of appropriate and timely use of local return funds; and WHLREAS, the. City of Arcadia is an eligible operator and has received an annual allocation of Proposition A and Proposition C Local Return funs; and WHEREAS, the City of Arcadia is required by the Proposition A& C ordinances to use local retum funds for developing and/or improving public transit service and transit related projects and programs eligible under state or federal regulations; and LASER IMAGED N~ WHEREAS, the City of Arcadia is prepared to commit and accumulate Proposition A and Proposition C Local Return funds to be used exclusively for a future mass transit station / transit facility located along the MTA owned right-of-way as agreed to by the City and MTA; and WHEREAS, the MTA Boazd. of Directors approved the establishment of a Capital Reserve Aceount on June 18, 2003, for a future mass transit station for the Gold Line light rail system in the City of Arcadia. NOV/, THEREFORE, Tf~ CTl'Y COUNCIL OF THE CITY OF ARCADIA, CALIFO1tNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. The City Council approves and authorizes the Mayor to execute a certain Memorandum of Understanding with the Los Angeles County Metropolitan Transportation Authority to establish a Capital Reserve Account to reserve $2 million in Proposidon A and $3 million of Proposition C Local Return funds for a future mass transit station in the City of Arcadia. SECTION 2. The City Council authorizes and directs the City Manager or his/her designee to take any and a11 necessary further actions and execute any and all necessary documents in order to receive such funds. 2 SECTION 3. The City Clerk shall certify to the adoption of this Resolution. 21st Passed, approved and adopted this_day of October 2003. /a/ soxx wuo Mayor of the City of Arcadia ATI'EST: 0 City Clerk of the City of Arcadia APPROVED AS TO FORM: . C~~ / _ ~ I\ol-{,^u~ ~ -~~. ~• ~~..~ City At orney of the City of Arcadia 3 ~' 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. 6397 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 21 st day of October, 2003 and that said Resolution was adopted by the following vote, to wit: AYES: Council Members Chang, Kovacic, Marshall, Segal and Wuo NOES: None ABSEN'I': None ~ ~ ~o City Clerk of the City of Arcadia 4 A \ /. STAFF REPORT Public Works Services Department October 21, 2003 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Dire or ~ Prepared by: Gary F. Lewis, General Services Ma ager Clement L. Flores, Maintenance Contracts Officer ~~. Subject: Award of Contract-Landscape Maintenance Services Recommendation: Award a one-year contract extension in the amount of $449,954 to CLS Landscape Management Inc. for landscape maintenance services at city facilities and appropriate $13,049 from the General Fund SUMMARY On November 21, 2000, the City Council approved a one (1) year Agreement with optional contract extensions to CLS Landscape Management Inc. (CLS) for landscape maintenance services at City facilities. CLS is reaching the end of their second contract extension and has submitted a written offer to extend the existing contract an additional one (1) year in accordance with the existing agreement. The contractor's offer of extension includes a 2°/a cost of living increase of $8,077 and $13,049 for three (3) change orders for additional work and modifications to the contract. The change orders include the addition of the following areas: • Baldwin Avenue median from Colorado to Stanford and the adjacent traffic loops south of Colorado Blvd. • New median on Huntington Dr. between Morlan PI. and Santa Anita Ave. Additional lawn cutting and cleaning at the Bonita Skatepark. Based on the excellent service provided by CLS during the last year, staff recommends that the City Council award a one (1) year contract extension for $449,954 to CLS Landscape Management Inc. for routine scheduled landscape maintenance services at City and extraordinary maintenance. DISCUSSION The Public Works Services Department is responsible for the maintenance of all City owned landscaped areas. These public properties typically include medians, parkways, parks, water facilities, parking districts, and City owned facilities (e.g., Civic Center, Library, Community Center, etc). On November 21, 2000, the City Council awarded the Landscape Maintenance Contract with optional annual extensions to CLS Landscape Management Inc. (CLS) for routine, day-to-day, maintenance and care of all landscaped areas on City property. LASER IMAGED 3~ Mayor and City Council October21, 2003 Page 2 The contract also provides for extraordinary maintenance on a time and material basis whenever landscape is damaged from a traffic accident, vandalism, storms, or for services not specified in the Agreement. These services may also include the replacement of old plant material, minor upgrades to irrigation systems, and other improvements that will enhance the look of the landscaping. Based on past experience with this type of work, staff has concluded that approximately $25,000 is needed each year for extraordinary maintenance. The additional work o~ Baldwin Avenue involves landscape maintenance of the traffic loop islands immediately south of Colorado Blvd., center median on Baldwin and the parkway between Colorado and Stanford, City right-of-ways historically maintained by the Los Angeles County Arboretum. There are no agreements between the agencies for the Arboretum to do this work and a record search indicates that these islands are owned by the City of Arcadia. The Arboretum has provided minimai maintenance to the islands and they have been in decline for several years. Staff has made numerous requests to the Arboretum to improve maintenance levels, to no avail. To improve the level of landscaping on these islands, staff is recommending that this landscaping be added to the City's landscape maintenance contract as described below. CLS has submitted a written offer to extend the contract for an additional one (1) year in accordance with the existing Agreement and the consideration of a 2% cost-of-living increase of $8,077. The actual September-to-September change in the CPI is 2.5%. All other conditions of the Agreement are to remain the same with the exception of the change orders issued to reflect additional work on Baldwin Avenue, Huntington Dr. and Bonita Skatepark. DESCRIPTION AMOUNT The cost to maintain the 59,063 square foot area on Baldwin $8,671 Avenue south of the Foothill Freeway currently maintained by the County Arboretum Maintenance for the new median island on Huntington Drive $286 between Morlan Place and Santa Anita Avenue Bonita Park extra lawn cutting and cleaning TOTAL COST OF CHANGEORDERS $4,092 $13,049 Extending the existing Agreement will ensure a continued quality maintenance service of landscape maintenance at City facilities throughout the next year. Staff recommends that the City Council award a one (1) year contract extension in the amount of $449,954 to CLS Landscape Management Inc. for Landscape Maintenance services at City facilities. FISCAL IMPACT Sufficient funds have been budgeted in the 2003-2004 Operating Budget for this contract with the exception of the additional work on Baldwin Avenue, Huntington Dr., and the Bonita Skate Park. Therefore, staff recommends that the City Council authorize an additional appropriation of $13,049 for this work from the General Fund. The total amount of the service contract with CLS Landscape Management, Inc. is $449,954. Q1c.+~~~s~I r~~G~J - Mayor and City Council October 21, 2003 Page 3 RECOMMENDATION 1. Award a one (1) year contract extension in the amount of $449,954 to CLS Landscape Management Inc., for Landscape Maintenance Services at City Facilities. 2. Appropriate $13,049 from the General Fund to cover the additional landscape maintenance work. 3. Authorize the City Manager and City Clerk to execute a contract extension in a form approved by the City Attorney. Approved by: G'`°i-~''-=1 William R. Kelly, City Manager PM:GL:MA:dw - _ ~~~ ,~c~RaoRwT89~~~0~ STAFF REPORT Public Works Services Department October 21, 2003 TO: Mayor and City Council FROM: Pat Malloy, Public Works Seroices Dire r ~ Prepared by: Gary F. Lewis, General Services Manager Dave McVey, General Services Superintendent SUBJECT: Purchase of two (2) Ford Pick Ua Trucks Recommendation: Approve the purchase of two (2) 2004 Ford pick up trucks in the amount of $47,196.18 from Pasadena Ford SUMMARY: Staff is recommending that the City Council award a contract for two (2) 2004 Ford trucks in the amount of $47,196.18 to Pasadena Ford for the purchase of one (1) half ton pick up truck with standard bed, and one (1) three - quarter ton pick up truck with utility body. These vehicles will repiace two (2) vehicles used by the Public Works Water Section. $70,000.00 has been budgeted for this acquisition in this Fiscal Year's Equipment Replacement Fund. The total cost for purchasing these trucks is $47,196.18. DISCUSSION: The 2003-04 Equipment Replacement Fund provides for the replacement of two (2) vehicles for the Public Works Services Department Water Section. The vehicles scheduled for replacement are 1994 and 1995 Chevrolet trucks. Each of these vehicles meet the mileage and/or age requirement defined in the City's vehicle replacement policy. Additionally, the vehicles will be equipped with new two-way mobile radios, emergency lighting, and arrow message boards. LASER IMAGED Mayor and City Council October 21, 2003 Page 2 Notices inviting bids were pubiished in the adjudicated paper and bid packages were distributed to area vendors. The following two (2) sealed bids were received on October 6, 2003: Pasadena Ford $47,196.18 Lake Chevrolet $47,762.32 Advantage Ford No Response Ed Butts Ford No Response Rotolo Chevrolet No Response S&J Chevrolet No Response Wondries Chevrolet No Response FISCAL IMPACT: Funds totaling $70,000.00 have been budgeted for this acquisition in this Fiscal Year's Equipment Replacement Fund. The total cost for purchasing the trucks is $47,196.18. The remaining $22,803.82 will be used to equip the vehicles with new mobile radios, emergency lighting and arrow message boards. RECOMMENDATION: 1. Approve the purchase of two (2) 2004 Ford pick up trucks in the amount of $47,196.18 to Pasadena Ford. 2. Authorize the Purchasing Officer to issue a purchase order for one (1) Ford full size pick up with utility body and one (1) Ford 3/4 ton pick up truck with standard body in the amount of $47,196.18 to Pasadena Ford. Approved by: ~^'"0 ~ ~~_1'' William R. Kelly, City Manager PM:DM:MA:dw ~.'" r. v p+ ~ r~~ .~ U..~k.. ~~~~. ~t_.v/~.. ~~. A J~C~RApRATg9~~9oA STAFF REPORT Development Services Department DATE: October 21, 2003 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Director~ Philip A. Wray, City Engineer/Engineering Services Administrator~tiJ . By: Ramiro S. Gonzalez, Assisfant Engineer SUBJECT: Acceptance - Traffic Siqnal Modifications at Santa Anita Avenue and Colorado Boulevard and at Colorado Boulevard and Colorado Place Recommendation: Accept all work performed by Steiny and Company, Inc. as complete and authorize final payment to be made in accordance with contract documents SUMMARY On July 16, 2002, the City Council awarded a contract to Steiny and Company, Inc. in the amount of $138,210.00 to modify the traffic signal systems at Santa Anita Avenue and Colorado Boulevard and at Colorado Boulevard and Colorado Place. Attached is a location map for reference. Change orders were issued during the project in the amount of $8,542.64. The terms and conditions of this project have been complied with and the required work has been performed to staffs satisfaction for a final project cost of $146,752.64. Staff is recommending that the City Council accept the project as complete and authorize the final payment in accordance with the approved contract documents, subject to a retention of $14,675.26. DISCUSSION The work consisted of installing new traffic signal poles, vehicle and pedestrian indications, intersection safety lighting, new conductor throughout the systems, new service drops and enclosures, battery backup systems and vehicle detection loops. There were four change orders totaling $8,542.64 issued due to unforeseen conditions in the field that necessitated changes related to the electrical service connections and cabinets. Change Order No. 1 changed the location of the service cabinet at Colorado LtiSER iMA~ED Staff Report Acceptance -- Traffic Signal Modifications at Downtown Signals October21, 2003 Page 2 Boulevard and Santa Anita Avenue. The original location conflicted with future plans to improve the curb return on Santa Anita Avenue. The work included constructing a new foundation and extending conduits. Change Order No. 2 directed the contractor to install a service cabinet with a larger electrical capacity at Colorado Boulevard and Santa Anita Avenue. The existing cabinet was discovered to also provide service for two street light circuits. The electrical service for the circuits apparently had been installed without noting the change on the "as-builY' plans. Change Orders No. 3 and 4 also provided for extending the conduits and conductor for the street light circuits to the new service cabinet and included appurtenant work such as a temporary service connection, reconstructing sidewalk, and installing a pull box. FISCAL IMPACT Funds from the Redevelopment Agency totaling $231,000 have been budgeted in the 2001/02 Capital Improvement Program for the traffic signals modifications. Funds are available to cover the cost of the construction contract, plus the change orders, engineering and design, inspection, material testing, and contingencies. RECOMMENDATION That the City Council Accept all work performed by Steiny and Company, Inc. as complete and authorize final payment to be made in accordance with contract documents subject to a retention of $14,675.26. Approved By: __ .~_l WILLIAM R. KELLY, CITY MANAGER DP:PAW:rsg:pa Attachment Project Location Map `+ ^ (^• L < ~ i~~ -~ .'ti ~..i4~' i>~.w.i~..~ ~ 1 { ^ T! _~ 1~ ARC '"°~RP~R~~$~-~~°° STAFF REPO~ZT Development Services Department October 21, 2003 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Di~ector ~ By: Donna L. Butler, Community Development Administrator.,~~~~ Prepared by: Thomas P. Li, Assistant Planner ~(t~ SUBJECT: Consideration of Final Maq No. 53457 for a six-unit residential condominium proiect at 827-833 La Cadena Avenue. Recommendation: Approve Final Map 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. 53457 for a six-unit residential condominium project at 827- 833 La Cadena Avenue. DISCUSSION Final Map No. 53457 has been reviewed by the Los Angeles Gounty 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 February 26, 2002, and is in compliance with the subdivisiori regulations of the Municipal Code and the State Subdivision Map Act. RECOMMENDATION The Development Services Department recommends approval of Final Map No. 53457. Attachments: 1. Aerial Photo with zoning information 2. Letter of compliance from Los Angeles County 3. Final Map No. 53457 Approved: - ~~e~ William R. Kelly, City Manager LASER IMAGED ~P Q ° N i0 0 50 100 Feet Seale:l "=100' Subject ~ 827-833 La Cadena Q Arcadia R-2 Zone S Development Services Departrnem Engineering Drvision ,.-...„~.~~ ,-•-en Repa~edtiyR.SGonzakz'Fab 2002 r` ..`_..... ~r.,~ .._lv ~_ _3 ~ 827-~33 La Cadena Ave ~~ m ~ TM 53457 \ ~ HUNTINGTON DR (526f (514) {500) (800) (802) ////~~~` ~ ~ Q (804) N Z ~~06~ 50 0 50 100 Feet Q ~ t._ ~~, (811) (815) U (813) (817) (821) ~ (823) (826) (861) (909) (907) (911) ~S Developmerrt Services Deparbner~t Engineering Division R'epaed6y: R.3.Ga2akz, Feb 2002 (990J (468) (464) I (475) (463j (461463J (~3~ (481j ~5'S, FqIRViEW AVE (4~ (460) lll 827-833 La Cadena Ave ~ `~ TM 53457 ~ _> COUNTY OF LOS ANGELES DEPARTMENT OF PUBLIC WORKS 7o Enrich Lives Through EHecfive and Caring Service" ]AMFS A. NOYES, ~Irccmr August 25, 2003 900 SOUTH FREMONT AVEN[7E ALIIAM~RA, CALIFORNIA 91801-1331 . Telephore: (626) 458-5100 . ~'w'w~~~P`~'~~~6 ADDRL55 ALL CORRESPONDENCG TO: P.O. BOX 1460 AL}7AMBRA, CALIFORMA 91802-1460 IN REPLV Mr. Phillip Wray City Engineer City of Arcadia 240 West Huntingtan Drive Arcadia, CA 91006-6021 Dear Mr. Wray:' TRACT NO. 53457 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 O~ce. If,you have any questions, please contact Mr. Armando Aguilar of our Subdivision Mapping Section at (626) 458-4915. Very truly yours, JAMES A. NOYES Director of Public Works (~~G~ ~..~,-,.1 ~I ~ u DENNIS HUNTER v ~ Assistant Division Engineer Land Development Division RSca P:ILDPUBISUBDIVSNIMAPPINGFORMSITRAC7 Enc. 1 LOP 18,590 •SO..Fi. SHEET 1 OF 2 SHEETS TRACT NO. 53457 IN THE QTY OF ARCADIA COUNTY OF LOS ANGELES, STATE OF CALIFORNtA BEING A SUBDIVISION OF PORTIONS OF LOTS 19 AND.20 OF TRACT N0. 2828 AS PER MAP RECORDED IN BOOK 33 PAGE 63 OF MAPS,IN THE OFRCE OF THE COUN7Y RECORDER OF SAID COUNTY. 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(al ].~ fl-MI) Ci T£ iFF T11F NI L.U 90NTRE9 ME NOT fFllYR~ BY W1SiaMrdrE~ ~ p~~[ RN/JIQ CIXFLTM - tl1Y Cf ~NGON CITY CLERK'S CERTIFICATE i w~ssr anm m~r TMc ar cawa~ ar n~c on ff urcwu ar wanw PA~O OI MPoIO~ED T1E ATT/iOR9 IMP. p~~[ tllY 6NN - tllV Of MM.M~ cwoaiwa~ xmE: 116 91~I~L9D1 a MNib.ED b 1 COm01~NUU PPGEei. WEA~r 1xE tmd MEAS WO~ il. M~1lWl~ ~E mE~ CG4~rt~ ~.uD~ Ulllli'I FA4LEIIlB Ftli 1XE U11fR BA94 6 BWflILL4 ~ m~i~ER~ux[ or u c~n0l~tvNpi \s ao~wl a m~~ClNUa x~e19.~Y.9 ~ ~ v SCALE: t"= 20' TRACT lVO. 53457 ~ IN THE CITY OF ARCADIA ~ COUNTY OF LOS ANGE~ES, STATE OF CALIFORNIA FOR CONDOMINIUM PURPOSES SURVEYOR'S NOTES: BA95 Cf ff.1NN(@ nc ~.wxrs s~aw Hcncw ixc ew~n OM TIE BFIAINO XOYM00'E K TIE LFNIER lNE K tA GOENA ~IENUE b SNOMN W lR. N0. ]OM0. Y.B. 6TlSl O 5 w[ uaucxr rc aixu~x cun~u~ ~mm, cmaxv. ~ mmw~na. ra waie unutt nimroscs er oem w eodt Jtpt! PACE Y/~ ff 6F10N qE~, SHEET 2 OF 2 SHEETS w a~ wa~ u ue~ M R 16.iii. ~ ~d _ FAIRVIEW AVENUE ~ __ , HoMwm ~ ennu~ce o' dc wm eEHO a~mno[o er ms ~rP. Library and Museum Services Deparhnent October 21, 2003 ~ TO: Mayor and City Council FROM: Janet Sporleder, Director of Library and Museum Services ~ SUBJECT: Acceptance• $10 078.92 from the Arcadia Public LibrarV Fouudation for shelvinQ and for a ceilinQ-mounted proiector in the newlv remodeled Rev. Paul Johenk Conference Room at the Librarv Recommendation: Accept the donation Summarv: The Arcadia Public Librazy Foundation, as part of its ongoing mission to support the Librazy's goals and objectives, is donating $10,078.92 to the Library for additional shelving and for a new, ceiling-mounted projector for the newly remodeled Reverend Paul Johenk Conference Room. Discussion: The Library recently completed a remodel project that added office space, created areas to accommodate backfiles of newspapers and large, oversize books, and built a new Conference Room which serves as a meeting room for the Library Boazd of Trustees, City staff and the publia The original Conference Room, dedicated to the Reverend Paul Johenk, had a ceiling-mounted projector that was connected to the Library's computer network and was used to demonstrate computer and Internet proa ams, to show training videos and to access cable television prograxnming. The original projector, purchased by the Arcadia Public Library Foundation, no longer functioned properly and needed to be replaced. The Foundation agreed to purchase the new projector and to pay to have it installed. The Foundation also agreed to purchase new shelving for books in the remodeled area that will house oversize books and in the New Book section near the front door that will allow for a better display of new items. Shelving 5,532.00 Projector 4,546.92 Total $10,078.92 All gifts to the Library are subject to approval by the City Council pursuant to City Charter article VIII section 809 (d). Fiscal Impact: The Librazy wiil experience an added $1Q078.92 to its budget allocation. Recommendation: It is recommended that the City Council approve the receipt of the S10,078.92 donation to the Ascadia Public Librazy From the 4scadia Public Librarp• Feuudation. Approvedby: William~~ityManager LASER Ii~P;~G~~ ~ ~, ~R~'ORA2mfl~~~Og STAFF REPORT Development Services Deparhnent DATE: October 21. 2003 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Director~ Philip A. Wray, City Engineer/Engineering Services Administrator~~ By: Tim O. Kelleher, Senior Engineering Assistant SUBJECT: Acceatance - Arcadia Public Librarv -- Phase I Recommendation: Accept all work performed by Mariposa Horticultural Enterprises, Inc. as complete and authorize final payment to be made in accordance with contract documents SUMMARY On March 18, 2003, the City Council awarded a contract'to Mariposa Horticultural Enterprises, Inc. in the amount of $152,126.03 for the Arcadia Public Library--Phase I landscaping improvements. Eight (8) change orders were issued during the project in the amount of $9,190.10 On July 29, 2003, the contractor completed the construction phase of the project to the City's satisfaction. The final construction cost is $161,317.13. The contractor is currently in the maintenance and establishment period which will be completed November 25, 2003. Staff is ~ecommending that the City Council accept the work as complete and authorize the City Clerk to file a Notice of Completion with the County Recorder and staff to make the final payment 35 days after said filing. BACKGROUND The 2001/02 CIP budget included funding for a covered shelter for library patrons waiting for transportation. As staff began the process of preliminary design for.the shelter, the overall condition of the existing landscaping and vehicular and pedestrian circulation became an issue. As a result, Council awarded a Professional Services Agreement to EPT Design, a landscape architectural firm to resolve the circulation and landscape issues. EPT developed a Library Master Plan resolving the pedestrian and vehicular circulation problems as well as a landscape theme. Phase I of the Master Plan included the covered shelter and re-landscaping the front of the library. LASER Il~AGED Mayor and City Council Staff Report October 21, 2003 Page Two Phase I construction plans were approved by the City in February 2003. Bids were received and Council awarded the contract for Phase I at its March 18, 2003 meeting. DISCUSSION On March 18, 2003, the Council awarded the Library Phase I contract to Mariposa Horticultural Enterprises, Inc. in the amount of $152,126.03. The. scope of the project included a covered shelter, irrigation, landscaping, turf steps, concrete walks, curbs, asphalt paving.and striping. The project created a drop-off area in the west parking lot, created a gathering space between the new shelter and the west side of the library with turf step seating and strengthened the pedestrian walkway from the west parking lot as well.as revitalized existing gathering area with new planters. Mariposa successfully completed the project with quality workmanship in a timely manner; however, there.were several changes. The changes included additional soil, additional labor and materials for irrigating, replacement of transplanted tree, modifications to the new shelter and additional areas to be re-sodded. The changes added $9,191.10 to the original contract making the total construction costs $161,317.13. FISCAL IMPACT Funds were appropriated in the fiscal year 2002/03 Capital Improvement Project budget in the amount of $300,000 fo~-this project. Tlie original contract amount was $152,126.03. With the added change orders, the final construction cost of the project is $161,317.13 and funds are available to cover the contract costs, contract administration, inspection and contingencies. RECOMMENDATION That the City Council. accepts all work performed by Mariposa Horticultural Enterprises, Inc. for the Arcadia Library--Phase I Project as complete and authorize final payment to be made in accordance with contract documents. Approved By: `^^• '~ WILLIAM R. KELLY, CITY MANAGER DP:PAW:TOK:pa i i", ~. -t r~';^?~ .1_i~. ~ ~•..: F~~~; ~ . '`_~_ `~ m, ~ ~~°°~poA.T~9-~°°~ STAFF REPORT Administrative Services Department DATE: October 21, 2003 TO: Mayor and City Council FROM: Tracey L. Hause, Administrative Services Direct~ SUBJECT: Job classification and compensation level for Chief Deputv Citv Clerk/Records Manaqer Recommendation: Approve SUMMARY It is recommended that the City Council approve the new classification and compensation level of Chief Deputy City Clerk/Records Manager in the City Clerk's Office. DISCUSSION As a result of the City Clerk's announcement to retire and the City Council's action of keeping the City Clerk an elected position with the understanding that the position is more of a figurehead, a job classification for Chief Deputy City Clerk/Records Manager needs to be established. The creation of this new position will result in a more accurate reflection of the duties and activities that are coordinated through the City Clerk's Office. Staff is recommending the City Council approve the new position as a management position at salary range 69 ($4,997 -$6,241). The job classification and specifications were presented and approved by the Human Resources Commission at their regularly scheduled meeting on October 9, 2003. FISCAL IMPACT The fiscal impact of this recommendation is minimal. There are sufficient funds available in the operating budget to fund this new position. l~iSE~ I~~~GED ~~ f RECOMMENDATION Approve .the job classification and compensation level for Chief Deputy City Clerk/Records Manager. Approved: -~..] William R. Kelly, City Manager r rv . . ~~.~ i4 !l~~ ~.._ .~i t~... 1J~ ~- CITY OF ARCADIA CI~EF DEPUTY CITY CLERK/RECORDS MANAGER Under administrarive direcrion of the City Manager, to support, coordinate, and oversee the activities and operations of the City Clerk's Office including department adminislration, public informarion, election management, and City records management; to coordinate assigned acrivities with other City departments and outside agencies; and to provide adminish~ative support to the City Manager and City Council as assigned Exercises direct supervision over technical and administrative support staff. FXAMPT FS C1F iMPnRTANT A1Vn F.CSF.NTTAT, DiiTTF:S Assume management responsibility for City Clerk's Office services and activiries; recommend and administer policies and procedures. Manage the development and implementarion of City Clerk's Office goals, objecHves, policies, and priorities for each assigned service area; establish, within City policy, appropriate service and staffing levels; allocate resources accordingly. Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor work load, administrative and support systems, and intemal reporting relarionships; identify opporiuniries for impmvement; direct the implementation of changes. Manage and participate in the development and administration of the City Clerk's Office budget; direct the forecast of additional funds needed for staffing, equipment, materials, and supplies; direct the monitoring of and approve expenditures; direct the prepararion of and implement budgetary adjushnents as necessary. Coordinate City Clerk's Office activiries with those of other deparknents and outside agencies and organizations; as assigned, provide staff assistance to the City Manager and City Councii; prepare and present staff reports and other necessary correspondence. Assume responsibility for the preparation, organizarion, prinring and distriburion of the agenda and agenda packet materials for City Council and other meetings. Manage the central phone call in system for public information: Ciry ofArcadda Attend City Council meetings and record a11 official proceedings; prepaze minutes and other documents; direct the publication, filing, indexing and safekeeping of all proceedings of the City Council. Plan and conduct municipal elecrions; ensure conformance to election and goyemment code; advise candidates, City officials, and designated employees of Polirical Reform Aot filing requirements; serve as filing officer for the Fair Political Pracrices Commission; administer the City's Conflict of lnterest Code; maintain documents for public inspection; order and maintain election supplies and equipment. Receive and process formal petitions relating to initiatives, referendums, or recalls; examine and certify results; receive and prooess petitions relating to matters pertaining to the City. Maintain the City's Municipal Code; determine placement and assign new article/secrion numbers to new revisions/additions to the Municipal Code; assist departments in format of resolufions and ordinances; attest, publish, index and file ordinances and resolutions. Maintain custody of official records and azcluves of the City including ordinances, resolutions, contracts, agreements, deeds, insurance, and minutes; certify copies as required; oversee the inde~cicig, filing, and scheduling of documents for microfilming or other technological record keeping systems. Provide official norifica6on to the public regazding public hearings including legal advertising of notices. Execute official City documents; maintam custody of City Seal; administer and file oaths of office and oaths of allegiance. Officiate at bid openings; direct the prepararion of contracts and agreements between the Ciry and bidders. • Respond to cirizen inquiries. Research and prepaze data for City Council, staff members, other govemmental agencies, cirizens, and news media; answer questions and give out information on the telephone, by correspondence, and in person. Attend anii participate in professional group meetings; stay abreast of new trends and innovations in the field of municipal government. • k " City ojArcadia ChiejDeputy Citv Clerk/Records ManaQer (Continued) PaQe 3 of S C1T'RF.R JnR RF.i,ATF.n i1ii7TF.S Perform related duties and responsibilities as assigned Pertinent Federal, State, and local laws, codes and reguladons. Organization and funcrion of municipal govemment. Elecrion laws, political reform requirements, and procedures for administering municipal elecrions. Records management functions and the City's official record keeping system. Modern principles and practices of program development and administrarion. Principles and practices of municipal budget preparation and administcation. Principles and pracrices of records management including records retention laws. Principles and methods of record keeping and report writing. English usage, spelling, vocabulary, grammar, and punctuarion. Pracrices used in minute taking and prepazation. Modern.office procedures, methods and computer equipment. Principles of supervision, training, and performance evaluation. Principles and pracdces used in dealing with the public. Safe driving principles and practices. Ckill tn: Take and transcribe shorthand or speed writing notes at a speed necessary for successful job performance. Operate modem office equipment including computer equipment. e . City ojArcadia Chief Deputy Ciry ClerklRecords ManaQer (Continued) Pa~e 4 oj5 Operate a motor vehicle safely. Select, supervise, hain, and evaluate assigned staff. Provide information and organize materia] in compliance with laws, regularions and policies. D'uect the retention/destruction of official records in accordance with applicable laws and regularions. Gain cooperation through discussion and persuasion. Prepaze and administer a budget. Plan and organize work to meet schedules and deadlines. Identify and respond to community and City Council issues, concerns and needs. Develop, implement and administer goals, objectives, and procedures for providing effecdve and efficient City Clerk's Office services. Analyze problems, identify altemarive solurions, pioject consequences of proposed ac6ons and implement recommendations in support of goals. Research, analyze, and evaluate,new service delivery methods, procedures and techniques. Prepaze and maintain accurate and complete records. Plan, coordinate, and conduct municipal elections. Prepaze official minutes, resolurions, and ordinances. Meet and deal tactfully and effectively with the public. Communicate cleazly and concisely, both orally and in writing. Establish, maintain, and foster positive and hazmonious working relarionslups with those contacted in the course of work. Type at a speed of 60 words per minute is desira6le. / ~ City ofArcadia ChiefDeputv Citv Clerk/Records Mana~er (Continued) ' Pa,Qe S oj5 Five years of increasingly responsible complex administrative support experience in a City Clerk's office. Equivalent to the compledon of the twelfth gtade. An Associate's degee with major course work in public administration, business administration, or a related field is desirable. A Bachelor's degree from an accredited college or university in public administrarion, business administrarion, or a related field is highly desirable. T 1 ence nr Cerfifirate; Ability to obtain certification by the Intemational Insritute of Municipal Clerks as a Certified Municipal Clerk. Certification or ability to be a Notary Public is required. Possession of, or ability to obtain, an appropriate, valid driver's license. Snerial ~irrmentc: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; ability to travei to different sites and locations; availability to attend evening meetings. Effective Date: October 2003 ~r ` ~ , DATE: October 21, 2003 TO: Mayor and City Council FROM: William R. Kelly, City M STAFF l~EPC)R'T Office of the City Manager SUBJECT: RESOLUTION NO. 6399 SETTING COMPENSATION FOR THE CITY CLERK POSITION Recommendation: Adopt SUMMARY At the October 7, 2003 meeting, the City Council approved a reorganization of the City Clerk's O~ce that involves a change in the salary of the position of City Clerk as well as a change in how the elected Clerk will approach his/her duties. The Arcadia City Charter mandates that compensation for the City Clerk be set by the City Council and that it not be changed after the person has been elected or during the term of office. Resolution No. 6399 establishes a new salary for the position of City Clerk, effective April 2004. Staff recommends approval. DISCUSSION Section 504 of the Arcadia City Charter states that compensation for the City Clerk shall be set by the City Council and shall not be increased or decreased after his/her election or during the term of office. As a result of the action taken on October 7, 2003, staff is presenting the City Councii with the attached resolution setting the compensation for the position of City Clerk at $500 per month, without employment benefits or.cost of living adjustments. This salary wili take effect in April 2004 and is in keeping with the transition of the elected City Clerk from a full-time, hands-on managerial position to a ceremonial position, with the day-to-day operation of the o~ce faliing to the Chief Deputy City Clerk/Records Manager. RECOMMENDATION Staff recommends adoption of Resolution No. 6399, a resolution of the City Council of the City of Arcadia, California, setting compensation for the City Clerk position. ~ ~. ,acta~nment: Resoi~t~o~ rvo. ssss LASER IMAGED ; ~-a--::, f RESOLUTION NO. 6399 v z3 b-so C,'~Y c~rtr~c A RESOLUTION OF THE CITY COUNCTL OF THE CITY OF ARCADIA, CALIFORNA, SETTING COMPENSATION FOR THB CITY CLERK POSITION WHEREAS, Section 504 of the City Charter of the City of Arcadia provides that compensarion for the City Clerk shall be set by resolurion of the City Council and shall not be increased or decreased after the election of or during the term of the office of the City Clerk; and WHEREAS, the current term of the City Clerk expires following the general municipal election in the City of Arcadia to be held on April 13, 2004; and WHEREAS, after considering the duties and responsibiliries of the City Clerk under the City Charter and the prospective reorganization of the office of the City Clerk following the expiration of the current term of the City Clerk, the City Council desires and intends to establish new compensarion for the City Clerk, : commencing with the next term of the City Clerk. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY F1ND, DETERMINE . AND RESOLVE AS FOLLOWS: SECTION 1. Effective upon commencement of the new term of office for the position of City Clerk following the April 13, 2004 election in the City of Arcadia (the "Effective Date"), the following compensation shall be paid to the ~~h ~ ~ LASER~ i~A~~~~~ ~ ~ ~ 3r >;, ~ City Clerk: Monthly salary of $500.00 without any employment benefits or automatic salary adjustments. SECTION 2. The compensation provided herein shall be full compensation for all duties required by law, by the Charter of the City, by the Arcadia Municipal Code and by all applicable resolutions of the City of Arcadia. All other compensarion and fringe benefits heretofore established for the City Clerk by the City of Arcadia are hereby repealed and superseded by this Resolution, effective upon the Effective Date. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this 2ist day of October , 2003. / s / Jorar wUo Mayor of the City of Arcadia ATTEST: D City Clerk APPROVED AS TO FORM: ~ ~. ~~~A~~ ~' 1 ~~ -• City Attorney 2 a, ~ STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS: CITY OF ARCADIA ) I, NNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolurion No. 6399 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 21 st day of October, 2003 and that said Resolurion was adopted by the following vote, to wit: AYES: Council Members Chang, Kovacic, Marshall, Segal, and Wuo NOES: None ABSENT: None ~ ~ City Clerk of the City of Arcadia 3 '; "' ~`.. G DA \ /. STAFF REPORT Fire Department DATE: October 21, 20~3 TO: Mayor and City Council FROM: David R Lugo, Fire Chief By: Kenneth J. Marston, Battalion Chief SUBJECT: Renewal of the Weed Abatement Services A~eement Between the City of Arcadia and the Los Angeles County A~ricultural Commissioner/Weights and Measures Department Recommendation: Approve SUMMARY The existing Weed Abatement Services Agreement between the City of Arcadia and the County of Los Angeles is scheduled to expire on June 30, 2004. Staff is therefore requesting the City Council renew the Weed Abatement Services Agreement between the City of Arcadia and Los Angeles County to provide weed abatement services for an additional five year period; July 1, 2004 through June 30, 2009, as set forth in the attached Agreement. Under the terms of the existing Agreement, wYuch has been in effect for the last five years, the County Agricultural Commissioner performs weed abatement functions within the City as directed by the Fire Department. All unimproved property thaf is not adequately maintained by the property owner is cleared of all weeds, trash, rubbish, etc., on an annual basis. The cost for all work performed, is then placed on the tax roll properties as authorized by Title 4 of the Government Code; sections 39560 through 39588 thereof. There is no direct cost to the City of Arcadia for this service and minimal stafftime is required to administer this Agreement. This program has functioned very effectively in the past in providing weed abatement services for the removal of weed growth and debris from vacant properties and it is recommended by staff that we continue to contract with the County for this service. LAS~R IMAG'fD ~O , ~~ Mayar and City Council October 2I, 2003 Page 2 FISCAL IMPACT There is no direct cost to the City for this service and minimal staff time is required to administer this agreement. RECOMMENDATION Staff therefore recammends the City Council renew the Weed Abatement Services Agreement between the City of Arcadia and the Los Angeles Agricultural Commissioner/Weights and Measurements Department to provide weed abatement services for an additional five years; July 1, 2004 through June 30, 2009, as set forth in the attached Agreement and authorize the Mayor and City Clerk to sign on a form approved by the City Attorney. Approved: "_ " '~ William R. Kelly, City Manager DRL:kjm ~~~~t~~~ ~~~~~ ~ .-~~: -~ ~.~ ~ ~e 2 3 II AGREEMENT 4 WEED ABATEMENT 5 ~~ THIS AGREEMENT, dated for purposes of reference only Julv 1, 2004, is made by and between 6~I the Counry of Los Angeles, hereinafter referred to as "County," and the CITY OF ARCADIA, hereinafrer 7 II referred to as "City." 8 II RECITALS: 9 ~I (a) The City is desirous of contracting with the County for the performance of weed abatement 10 ~~ functions within its boundaries on unimproved properties, by the County of Los Angeles, acting through 11 ~~ its Agricultural Commissioner/Director of Weights and Measures. 12 (b) The County is agreeable to rendering such weed abatement services on the terms and conditions 13 hereinafter set forth. 14 (c) Such contracts are authorized and provided for by the provisions of Section 56 '/~ of the Cl~arter 15 of the County of Los Angeles and Article 1, Chapter 1, Part 2, Division 1, Title 5 of the Government 16 II Code. 17 THEREFORE, THE PARTIES AGREE AS FOLLOWS: 18 1. The County agrees, through the Agricultura] Commissioner/Director of Weights and 19 Measures, to provide weed abatement services within the corporate limits of the City .in accordance with 20 the provisions of Article 2, Chapter 13, Part 2, Division 3, Title 4 of the Government Code, being 21 Sections 39560 through 39588 thereof. 22 Such services shall encompass die weed abatement duties and functions of the type coming witrun 23 the jurisdiction of and customarily rendered by the Agricultural Commissioner/Weights and Measures 1 1 Department of the County of Los Angeles under the Chazter of said Counry and the statutes of the State 2 II of California. 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 The level of service shall be the same basic level of weed abatement service that is and shall be hereinafter during the term of this agreement provided for in the unincorporated areas of the County of Los Angeles by said Agricultural Commissioner/Director of Weights and Measures. The County shall have the discretion to terminate services on tax default parcels. The rendition of such services, the standard of performance, and other matters incidental to the performance of such services, and the conuol of personnel so employed shall remain in the County. 2. To facIlitate the performance of said functions, it is hereby agreed that the County shall have full cooperation and assistance from the City Council and other City officer, agents, and employees. 3. For the purpose of performing said functions, County shall furnish and supply all necessary labor, supervision, equipment, and supplies necessary to maintain the,level of service to be rendered hereunder. 4. The County shall perfortn the work"contemplated with resources available within its own organization and no portion of the work shall be subcontracted with the following exceptions: County may subcontract specialized equipment and/or services pursuant to County procurement procedures using a competitive bidding process. No City Employee as such shall be taken over by said County, and no person employed hereunder shall have any City pension, civil service, or any status or right. For the purpose of performing such services and functions, and for the purpose of giving official status to the performance thereof where necessazy, every County off'icer and employee engaged in the performance of any service hereunder shall be deemed to be an officer or employee of said City while 2 1 performing services for said City, which services are within the scope of this agreement and aze purely 2 municipal functions. 3 5. City shall not be called upon to assume any liability for the direct payment of any salaries, 4 wages, or other compensation to any County personnel performing services hereunder for said County, 5 or any liability other than that provided for in this agreement. 6 Except as herein otherwise specified, the City shall not be liable for compensation andlor 7 indemnification to any County employee for any injury or sickness arising out of their employment. 8 6. The parties hereto have executed an Assumption of Liability Agreement approved by the Board 9 of Supervisors on December 27, 1977 and/or a Joint Indemnity Agreement approved by the Board of 10 Supervisors on October 8, 1991. Whichever of these documents the City has signed later in time is 11 currently in effect and is hereby made a part of an incorporated into this agreement as if set out in full 12 herein. In the event that the Board of Supervisors later approves a revised Joint Indemnity Agreement and 13 the City executes the revised agreement, the subsequent agreement as of its effective date shall supersede 14 the agreement previously in effect between the parties hereto. 15 7. Unless sooner terminated as provided for herein, this agreement shall be effective 7ulv 1. 2004 16 and shal] extend to June 30. 2009. At the option of the City Council of said City, with the consent of the 17 Boazd of Supervisors of said County, [his agreement shall be renewable for successive periods not to 18 exceed five (5) years. 19 Tn the event Ciry desires to renew this agreement for any succeeding five-year period, the City 20 Council, not later than December 30, 2008, shall notify the Boazd of 5upervisors of County that it wishes 21 to renew the same, whereupon said Board of Supervisors, not later than July 1, 2009, shall notify said 22 City Council in writing of its willingness to accept such renewal for an additional five-year period or such 3 1 other term as it deems advisable, otherwise such agreement shall finally terminate at the end of such five- 2 ~~ Year period. 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 Notwithstanding the provisions of this pazagraph hereinbefore set forth, flie City may terminate this agreement as of the thirty-first day of December of any year upon notice in writing to the County on or before September 30 of the same year. The County may terminate this agreement at any time upon thirty (30) days prior written notice to the City. 8. Notwithstanding anything to the contrazy herein contained, this contract shall be sooner terminated upon the failure of the City to adopt a resolution declaring that weeds upon parcels of property located within said City to be a public nuisance as provided for in Section 39571 of the Government Code. 9. It is the intent of this agreement that the Agricultural Commissioner/Director of Weights and Measures of the County shall constitute the public officer designated by the ciry council to perform the duties unposed by Article 2, Chapter 13, Part 2, Division 3, Title 4 of the Government Code, and that the City Council of said City shall perform the duties of the legislative body as set forth in said azticle. 10. For and in consideration of die rendition of the foregoing services by the County, City agrees that the costs of abating such weeds shall be assessed in the manner set forth in Article 2, Chapter 13, Part 2, Division 3, Title 4 of the Government Code, and that upon collection of such assessment, they will be paid over to the County. 11. The parties hereto contemplate that the services of the Counry are limited to weed abatement work and agree that such services aze for no other or additional work. IN WITNESS HEREOF, the CITY OF ARCADIA, by motion duly adopted by its City Council, caused this agreement to be signed by its Mayor and attested by its Clerk, and the County of Los Angeles, 4- 1 II by order of its Board of Supervisors, has caused these presents to be subscribed by the Chair of said Board 2 and seal of said Board to be affixed thereto and attested by the Clerk of the Board. 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 CITY OF ARCADIA By Mayor AYPROVED AS TO FORM: Stephen P. Deitsch City Attorney~ City of Arcadia ATTEST: By City Clerk VIOLBT VARONA-LUKENS, Executive Officer Clerk ofthe Board of Supervisors By Deputy APPROVED AS TO FORM: LLOYD W. PELLMAN, Counry Counsel By. Deputy COUNTY OF LOS ANGELES By Chair, Boud of Supervisors RNUSYRAG.FRM 5 -.~ _~- ~ - ~~- ~ oF~ R ~ A ,HCOAP~~T$9 ,eo~ STAFF REPORT Fire Deparhnent DATE: October 21, 2003 TO: Mayor and City Council „ ),`; FROM: David R. Lugo, Fire Chief;G~ ~`' ` By: Heather McDowell, Management Analyst SUB7ECT: Acceptance of Grant Funds £or the Purchase of Equipment Approved in the O(fice O~Justice FY03 (Part I) Grant Pro~ram and Apnropriate $158,760 to a Homeland Securitv Fund Recommendation: Approve SUMMARY On May 6, 2003, the Arcadia Fire Department submitted a grant application for the Los Angeles County Operatianal Area - FY03 (Part I) 5tate Homeland Security Grant Program. This application was a joint request of the Fire and Police Departments of the cities of Arcadia, Monrovia, San Gabriel, and City of San Marino. .On May 14, 2003, an equipment list was approved by the Los Angeles County Operational Area. State approval was received on June 18, 2003. The Fire Department is requesting that the City Council authorize staff to accept the grant award and appropriate $158,760 to a Homeland Security Fund to implement the State Homeland Security Crrant Program. BACKGROUND The threat of chemical and biological terrorism has become a pressing public safety concem that no community is immune. Acts of terrorism transcend all geographic and demographic boundaries. These acts, which aze also known as Weapons of Mass Destruction ("WNID"), have created an urgent need to provide protection for first responders. Because of this need, the Office of Homeland Security has dedicated funds towazd the enhancement of existing programs for first responders. L~irJ~i~ ~~~r~~aC~ 5p Mayor and City Council October 21, 2003 Page 2 The goal of the FY03 (Part I) State Homeland Security Grant Program is to provide financial assistance for the purchase of specialized equipment to enhance the capabilities of state and local agencies to respond to incidents of tenorism involving the use of weapons of mass destnzction; for the protection of critical infrastructure; for costs related to the design, development, conduct and evaluation of WNID exercises; and for administrative costs associated with the implementation of the program. The Cities of Arcadia, Monrovia, San Gabriel, and San Marino Fire and Aolice Deparhnents have been working closely with other agencies within the Operational Area (Area C) to develop standardized equipment and training related to domestic preparedness including mass casualty incident management and mass decontamination. The risk to firsf responders not only includes sensitive targets within the City of Arcadia, but also to other major attractions within our automatic and mutual aid response area. Police and Fire resources may be requested through the Master Mutual Aid system to respond and assist. Personnel must be equipped with proper equipment and training to respond to these types of situations. The City of Arcadia Fire Deparhnent submitted an application for this grant program during the FY01 Program and received $36,892.80 for respiratory protecfion. During the FY02 State Domestic Preparedness Equipment Program, the City was awarded $16,135.20 for personat protective equipment and chemical detection equipment. DISCUSSION The FY03 (Part I) State Homeland Securiry Grant Program was submitted as a joint application with the Fire and Police Departments for the cities of Arcadia, Monrovia, San Gabriel, and San Marino. The total amount of grant funds awarded as a result of this grant is $266,865. Each agency will be responsible for purchasing their own approved equipment. The City of Arcadia's portion of this equipment totals $158,760. The equipment list appro.ved for the FY03 (Part I) program is as follows: A ene -e artment Cate or Descri tion Cost t Total Tax Item Tatal Arcadia Fire PPE Closed-Cirouit $ 5,000.00 6 $ 30,000.00 $ 2,400.00 $ 32,400.00 Rebreather , Arcadia Fire Detection Equipment Multi-gas meter $ 2,000.00 2 $ 4,000.00 $ 320.00 S 4,320.00 w/minimum oC02 & LEL Arcadia Fire Detection Equipment Personal Dosimeter $ 390.00 100 $ 39,000.00 S 3,120.00 $ 42,120.00 - Arcadia Fire Medicat Supplies & Mark l Auto Injecror $ 25.00 150 $ 3,750.00 $ 300.00 $ 4,050.00 Phatmaceu[ica(s ~ fvcadia Fire Medical Supplies & Mark 1 Auto Injector $ 25.00 I50 $ 3,750.00 S 300.00 $ 4,050.00 Pharmaceulicals ~::~'f;~vk6 3`a~fGt~1 ~:. _ . . ~ Mayor and City Cauncil October 21, 2003 Page 3 Equipment list continued: A en De artment Cate o Descri tion Cost To[al Tax ItemTo[al Arcadia Fire CBRNE Search & Listening Devices; $ 17,000.00 1 $ 17,000.00 $ t,360.00 $ 18,360.00 Rescue Equip. hearing prolection Arcadia Fire CBRNE Search & Seazch Cameras $ 6,500.00 1 $ 6,500.00 ~ $ 520.00 $ 7,020.00 Rescue Equip. (including thermal & in£ared imaging) Arcadia Fire CBRNE Search & Breaking devices 3 1,500.00 2 $ 3,000.00 $ 240.00 $ 3,240.00 Rescue Equip. (including spreaders, ~ saws & hammers) Arcadia Fire CBRNE Search & Breaking devices $ 2,000.00 1 S 2,0OO.OD $~ 160.00 $ 2,160.00 Xescue Fquip. (including spreaders, saws & harmnere) Amadia Fire CBRNESearch& Liftingdevicw $10,000.00 1 $ 10,0~Q.W $ 800.00 $ 1Q800.00 Rescue Equip. (including air bag systems, hydraulic rams, jacks, ropes & blocks & tackle) Arcadia Fire Detection Equipment M-18 Series Chem $ I,000.00 1 $ 1,000.00 $ 80.00 $ 1,080.00 Agrnt Detector Kit Arcadia Fire CBRNE Search & Hydreulic [ools; $ 22,000.00 1 $ 22,000.00 $ 1,760.00 $ 23,760.00 Rescue Pquip. hydraulic powar unit Amadia Firo CBRNE Search & Ven6laHon fans S 2,000.00 1 $ 2,000.00 $ 160.00 $ 2,160.00 Rescue Fquip. Arcadia Fire CBRNE Logistical Sm generators to $ 3,000.00 1 3 3,000.00 $ 240.00 $ 3,240.00 Support Equip. opemte light sets, water - - pumps for decon Monrovia Fire PPE Liquid Chemical Splash $ 85.00 l30 $ 11,050.00 $ 884.OD $ 11,934.00 ~ Resistant Clothing Monrovia Fire Detection Fquipmen[ Personal Dosimeter $ 390.00 20 $ 7,800.00 S 624.00 S 8,424.00 Monrovia Fire CBRNE Search & Listening Devices; $ 17,000.00 1 $ 17,000.00 $ I,360.00 $ 18,360.00 RescueEquip. hearingpm[ection - Monrovia Fire CBRNE Search & Search Cameras $ 15,000.00 1 $ 15,000.00 $ 7,200.00 $ 16,200.00 Rescue Fquip. (induding thermal & infared imaging) Monrovia Fire Detec[ion Equipment M-18 Series Chem ~ 3 1,000.00 2 $ 2,000.00 $ 160.00 $ 2,160.00 Agent Detec[or Kit Monrovia LAW PPE Liq~idChemicalSplash S 55.00 170 S 14,450.00 $ 1,156.00 $ 15,606.00 Resistant Clothing San Gabriel Fire PPE Liquid Chemical Splash $ 35.00 24 $ 840.00 $ 6720 5 907.20 Resistan[ Clothing San Gabne] Fire PPE Cartidges $ 27.00 50 $ I,350.00 $ 108.00 S 1,458A0 San Gabrid Fire Detection Fquipmen[ Personal Dosimeter $ 390.00 18 $ 7,020.00 $ 561.60 $ 7,581.60 San Gebriel Fire Detection Equipmen[ M-18 Series Chem $ I,000.00 3 $ 3,000.00 $ 240.00 $ 3240.00 Agen[ Detector Kit Mayor and City Council October 21, 2003 Page 4 Equipment list continued: A encv D ar[ment Cate o Descri 8on Cost [ Totnl Taz Item Total San Gabriel ~ LAW PPE Liquid Chemical Splazh $ 35.00 130 $ 4,55~.00 $ 364.00 $ 4,914.00 Resistant Clo[hing ~ San Gabriel LAW PPE Cartidges $ 27.00 195 $ 5,265.00 $ 421.20 $ 5,68620 San Gabriel LAW PPE Tight-fitting, full $ 130.00 43 $ 5,590.00 $ 44710 S 6,03720 facepiece,negative ~ ' pressureairpurifying respira[or San Marino I,AW . PPE Liquid Chemical Splash $ 35.00 20 $ 700.00 $ 56.00 $ 756.00 Resistan[ Clo[hing SanMarino I.P.W PPE Carfidges $ 27.00 60 $ 1,620.00 $ 129.60 $ 1,749.60 San Marino I.P.W PPE Tight-fifling, full $ 130.OD 20 $ 2,600.00 $ 208.00 $ 2,808.00 facepiece,negative pressure air punfying respirator $ 246,835.00 $ 19,746.80 $ 266,581.80 The FY03 (Part I) State Homeland Security Grant Program is a reimbursemenf grant program that requires us to purchase the equipment priar to receiving the grant funding. Adequate funding does not exist in the Fire DepartmenYs Equipment Replacement Plan, and therefore, staffrequests that $158,760 be appropriated to a Homeland Security Fund to implement the State Homeland Security Grant Program. FISCAL IMPACT Funds expanded for these acquisitions will be returned to the City tl~rough grant reimbursement. Because of Homeland Security Grants, it is anticipated that the City will realize savings of at least $22,500 to the general fund, for equipment previously included in the FY03-04 budget. _, ' ;. Mayor and City Council October 21, 2003 Page 5 RECOMMENDATION It is recommended that the City Council approve (1) the acceptauce of the grant funds in the amount of $158,760 on behalf of the City of Arcadia for the FY03 (Part I) State Homeland Security Grant Program; (2) appropriate $158,760 to a Homeland Security Fund, for implementation of the State Homeland Security Grant Program; and (3) to authorize the City Manager to execute any necessary forms andlor documents necessary to implement this grant. DL:hm Approved: --=-~ William R. Kelly, City Manager ~:; ~ '~-~-~ ~ ~. c~ `*c~RP~RAT&9~,BO~ STAFF REPORT Fire Deparhnent DATE: October 21, 2003 TO: Mayor and City Council FROM: David R. Lugo, Fire Chief,Wh~~ By: Heather McDowell, Management Analyst SUBJECT: Acceatance of Coneressionally Mandate_d_Grand Award from the Bureau of Justice Assistance in the Amount of $298,000, to Develou and Conduct Reeional First Resnonder TraininQ, and to Approuriate $298,000 to a BJA Congressionallv Mandated Fund Recommendation: Approve SUMMARY On September 19, 2003, the City of Arcadia was awazded a FY03 BJA Congressionally Mandated Grant, from the Bureau of Justice Assistance in the amount of $298,000 for development of a regional trainingprogram. In the past, the City has explored the idea of developing a public safety training facility that wouid be built on US Forestry property within the City of Arcadia. This training facility would support the development of a multi-agency training program. Because discussions with the Angeles National Forest have failed to produce meaningful results, construction of this facility at the proposed site is not likely during the project period specified for this grant progam. Therefore, staff recommends that the City move ahead with a regional training program that this grant was intended for without the construction of a training facility. The Fire Department is requesting that the City Council authorize staff to accept the grant awazd to begin implementation of the Congressionally Mandated Grant program managed by the Bureau of Justice Assistance. BACKGROUND The City of Arcadia submitted its grant application on or about 7une 30, 2003 for the FY2003 BJA Congressionally Mandated Awazds program. Due to the pressing need to train first responders to be prepazed to manage incidents of terrorism or Weapons of Mass Destruction ("WMD"), the Office of Homeland Security and the Department of Justice has dedicated funds towazd the enhancement of existing programs and training for first responders. This grant program addresses these concems. LASER IMAGED 3P : ~~ ` 0. Mayor and Ciry Council October 21, 2003 Page 2 Federal homeland security efforts have provided funding for specialized equipment to protect first responders related to incidents of terrorism and/or weapons of mass desmzction. Recently, the City of Arcadia and surrounding communities have received various amounts of federal funding for equipment purchases related to this need. Although the region has been provided with equipment, there remains a need far adequate training. Because adequate training has not been provided, and because our region works off a master mutual aid agreement if a neighboring community was the site of a WNID incident, one or more of the first responder agencies in the region would be called to assist but effectiveness would most likely be impaired. Many of the police and fire agencies have also coordinated requests in order to purchase the same types of equipment, allowing for consistent capabilities. If an incident is limited to one city or region, neighboring communities would probably send equipment, as well as personnel to assist with the disaster. Because many of the regional agencies are purchasing the same or similar equipment, regional training will ensure that all first responders aze adequately prepazed in the consistent use and application utiiizing the personal protective equipment, urban seazch and rescue equipment, and other WMD equipment. This grant will allow coordination of regional training to include the cities of Arcadia, Alhambra, Monrovia, Monterey Park, San Gabriel, San Marino, Siena Madre, and South Pasadena. There is a preliminary consensus to form a regional committee that will oversee regional training of all first responders. This approach would benefit a large number of agencies and the populations within them. It will also provide for flexibility to deliver the training in various azeas and to modify the cumculum based on current needs. Arcadia has been working closely with othar agencies within the Operational Area to develop standardized equipment and training related to domestic prepazedness including mass casualty incident management and mass decontamination. DISCUSSION The FY2003 BJA Congressionally Mandated Awards program is a reimbursement grant program that requires the grantee to advance funds and pay for training salaries or purchase equipment and supplies, before funding is drawn down. Equipment costs and supplies for training will provide the City a cost savings of $24,000 toward the cost of our Urban Seazch & Rescue vehicle, hydraulic rescue tools, and equipment trailer. The grant funds will also fund the purchase of technical equipment including lap top computers, visual data projectars, portable screens, computer programs, and accessories. It is also intended to cover the cost of the personal protective equipment used in training and the costly luxnber component of shoring and confined rescue training and drills. It is also intended to cover travel expenses, other training materials, and rental costs for training facilities. This program will be comprised of both classroom style training, and skills training and assessment. Courses will include WMD, agent identification and detection, WMD decontamination procedures (equipment & procedures), WMD personal protective equipment and Urban Search and & Rescue ("USAR"). Exercises will include practice in confined space rescue, building & trench rescue, and response to WMD incidents. ~l~C1~il~i I~~L.t1J ~_ Mayor and City Council October 2I, 2003 Page 3 The Regional Training Program will be designed to prepare our first responders and those in the neighboring communities of Alhambra, Monrovia, Monterey Park, San Gabriel, San Marino, Sierra Madre, and South Pasadena so that all of our regional first responders meet the training needs to respond to an incident of tenorism. This grant program is admnustered by the Bureau of Justice Assistance and the curriculum and training materials will require approval in advance of performing the training and exercises. In addition, the Bureau of Justice intends to incorporate site visits and evaluations to monitor our program and its results. This evaluation process is designed to assess effectiveness, improve the program, assure compliance with the Government Performance and Results Act and to utilize a Program Assessment Measurement Tool. FISCAL IMPACT Funds expended for these acquisitions will be retumed to the City through grant reimbursement. Because of this Congressionally Mandated Grant Award, it is anticipated that the City will realize savings of at least $24,000 to the general fund, for equipment included in the FY03-04 budget. RECOMMENDATION It is recommended that the City Council approve (1) the acceptance of the Congressionaily Mandated Grand Award from the Bureau of Justice Assistance in the Amount of $298,000; (2) appropriate $298,000 to a BJA Congressionally Mandated Fund; and (3) to authorize the City Manager to exewte any necessary forms and/or documents necessary to implement this grant, subject to review and approval as to form by the City Attorney. DL:hm Approved: " " ' ~ William R. Kelly, City Manager i y. . .- / ~ A J.. . . . . / STAFF REPORT Office of the City Manager October2l, 2003 TO: Mayor and City Council FROM: William R. Kelly, City Manager ~~ By: Cindy Flores, Special Assistant to the City Manager ~"" SUBJECT: Resolution No. 6398, Supporting a Statewide Ballot Initiative to Require Voter Approval Before State Government May Take Local Tax Funds SUMMARY On September 10, 2003, the General Assembly Voting Delegates of the League of California Cities voted to sponsor a statewide ballot initiative that would require voter approval prior to the state taking or shifting local tax funds. Resolution No. 6398 supports that action. Since 1991 more than $3Q billion of local property taxes have been taken from local government to subsidize state spending. To address a growing concern about future loss of revenue, local government associations have joined forces to sponsor a ballot initiative in November 2004 to put the voters in charge of whether local tax dollars should be used to fund state services. It would not prevent structural reform of the fiscal system, but rather require that structural changes be planned collaboratively by state and local leaders and approved by the voters. It would not raise taxes, repeal laws the state had already passed, or require the return of property taxes already taken. It would 1) require approval by a majority of the electorate before a proposed state law may take effect that appropriates, reallocates, redistributes, reduces or suspends the payment of local tax revenues (sales, property and VLF) to cities, counties and special districts; and 2) clarify that the state must reimburse local governments for a new mandated program or higher level of service, protecting local governments from cost shifts. 10G . flRSERiMAGED ~,~.~-- Resolution No. 6398 October2l, 2003 Page two DISCUSSION Icontinuedl On September 10, 2003, the Generaf Assemb(y of Voting Delegates of the League of California Cities unanimously voted to sponsor this ballot initiative. Resolution No. 6398 represents Arcadia's participation in this joint effort. FISCAL IMPACT Resolution No. 6398 precludes the use of public funds to campaign for or against the initiative, therefore, there will be no fiscal impact in the implementation of this resolution. If the state is aliowed to continue to divert or delay payment of local tax revenues, however, Arcadia stands to lose millions of dollars each year. RECOMMENDATION. It is recommended that the City Council adopt Resolution No. 6398, a Resolutlon of the City Council of the City of Arcadia, California; supporting a statewide ballot initiative to require voter approval before state . government may take local tax funds. {/}}'i*':i .¢.~~ ('~ij'.°~!gh '*].~S~..F~`;I~Y3 iaJ~~. . ' -- ;-_.._ ~a 03SU- 7~ ~ ! ~o~a~ ra~ ~-~,~d5 RESOLUTION NO. 6398 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, SUPPORTING A STATEWIDE BALLOT IN{71ATIVE TO REQUIRE VOTEF[ APPROVAL BEFORE STATE GOVERNMENT MAY TAKE LOCAL TAX FUNDS WHEREAS, the State of California annuaily seizes over $800 million of city property tax funds (ERAF) statewide, costing cities over $6.9 billion in lost revenues over the past 12 years and seriously reducing resources available for local public safety and other services; and WHEREAS, in adopting the FY 2003-04 State budget the Governor and the Legisiature appropriated local vehicle license fee backfill and redevelopment property tax funds that ara needed to finance critical city services such as public safety, parks, street maintenance, housing and economic development; and WHEREAS, the deficit financing plan in the State budget depends on a local property and sales fax swap that leaves city services vulnerable if the State's economic condition fails to improve; and WHEREAS, it is clear that State leaders will continue to use locai tax funds to balance the State budget unless the voters limit the power of the Governor and the Legislature to do so; and WHEREAS, the General Assembly of Voting Delegates of the League of California Cities at its September 10, 2003 meeting voted to sponsor a statewide ballot initiative to empower the voters to limit fhe ability of State government to confiscate local tax funds to fund State government. ~4SER 1MAG~D 3p • ; . ; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALfFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. The City Council expresses strong support for a statewide ballot initiative to allow voters to decide whether local tax funds may be taken, confiscated, shifted, diverted, or otherwise used to fund State government operations and responsibilities. SECTION 2. The City staff is authorized to provide impartial informational materials on the initiative as may be lawfully provided, but no pubfic funds shall be used to campaign for or against the initiative. SECTION 3. The residents of the City of Arcadia are encouraged to become well informed on the initiative and its possib{e impacts on the critical 1oca1 services upon which they rely. SECTION 4. The City Clerk shall forward a copy of this Resolution to the Executive Director of the League of California Cities and to local legislative representatives. Passed, approved and adopted this 21 st day of October, 2003. /s/ Jo~ wvo Mayor of the City of Arcadia ATTEST: ~o City Clerk of the City of Arcadia APPROVED AS TO FORM: CT~~'ry,~:., 6" ~~~i~~~ City Attorney of the City of Arcadia • , . STATE OF CALIFORNIA ) COUNTY OF L03 ANGELES ) SS: CITY OF ARCADIA ) I, JUNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolution No. 6398 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 21 st day of October, 2003 and that said Resolution was adopted by the following vote, to wit: AYES: Council Members Chang, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None ~~ o City Clerk of the City of Arcadia