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HomeMy WebLinkAboutJune 3, 20080w Qv,_ CITY OF ARCADIA CITY COUNCIL/REDEVELOPMENT AGENCY REGULAR MEETING TUESDAY, JUNE 3, 2008 AGENDA 6:00 p.m. Location: City Council Chamber Conference Room, 240 W. Huntington Drive CALL TO ORDER ROLL CALL OF CITY COUNCIUREDEVELOPMENT AGENCY MEMBERS: Robert Harbicht, Mayor /Agency Chair John Wuo, Mayor Pro Tem /Agency Vice Chair Peter Amundson, Council /Agency Member Roger Chandler, Council /Agency Member Gary Kovacic, Council /Agency Member CLOSED SESSION /STUDY SESSION PUBLIC COMMENTS (5 minutes per person) Any person wishing to address the City Council /Redevelopment Agency during the Public Comments period is asked to complete a "Public Comments" card available in the Council Chamber Lobby. The completed form should be submitted to the City Clerk/Agency Secretary prior to the start of the Closed Session /Study Session. In order to conduct a timely meeting, there will be a five (5) minute time limit per person. All comments are to be directed to the City Council /Redevelopment Agency and we ask that proper decorum be practiced during the meeting. State law prohibits the City Council /Redevelopment Agency from discussing topics or issues unless they appear on the posted Agenda. CLOSED SESSION a. Pursuant to Government Code Section 54956.9(b)(1) to confer with legal counsel regarding anticipated litigation: Two (2) cases b. Pursuant to Government Code Section 54956(x) to confer with legal counsel regarding the case of Susannah and Patrick Howard v. City of Arcadia, et al. (Los Angeles Superior Court Case No. GCO37061). C. Pursuant to Government Code Section 54956(a) to confer with legal counsel regarding the case of Peck Entertainment, et al. v. City of Arcadia (United States District Court Case No. CV06 -4631 PJWx). d. Pursuant to Government Code Section 54956(a) to confer with legal counsel regarding the case of Taboo Gentlemen's Club, et al. v. City of Arcadia (California Superior Court 2 "d Appellate District Court Case No. B203060). Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's office located at 240 W Huntington Drive, Arcadia, California, during normal business hours. T It REPORTS FROM MAYOR, CITY COUNCIL AND CITY CLERK 2. CONSENT CALENDAR All matters listed under the Consent Calendar are considered to be routine and all will be enacted by one roll call vote. There will be no separate discussion of these items unless members of the City Council /Redevelopment Agency request specific items be removed from the Consent Calendar for separate action. REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES OF MAY 20. 2008. Recommended Action: Approve CITY COUNCIL ITEMS: I C. 91 MANAGEMENT. Recommended Action: Adopt e. CONCERNING FALSE SECURITY ALARMS. Recommended Action: Adopt f. H Recommended Action: Approve h. Recommended Action: Approve Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's office located at 240 W Huntington Drive, Arcadia, California, during normal business hours. REGULAR MEETING MINUTES OF MAY 20. 2008. Recommended Action: Approve COLORADO BOULEVARD. Recommended Action: Approve s AUTHORIZE THE CITY MANAGER TO RENEW THE ANNUAL PROFESSIONAL SERVICES AGREEMENT WITH ALL CITY MANAGEMENT SERVICES FOR CROSSING GUARD SERVICES IN THE AMOUNT OF $ 145,334. Recommended Action: Approve AUTHORIZE THE CITY MANAGER TO RENEW THE ANNUAL k. AUTHORIZE THE CITY MANAGER TO RENEW THE ANNUAL PROFESSIONAL SERVICES AGREEMENT WITH PASADENA HUMANE Recommended Action: Approve AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH NQK FOODS, TO PROVIDE LUNCHEON MEALS FOR SENIOR CITIZENS AT THE ARCADIA COMMUNITY CENTER FROM JULY 1, 2008 THROUGH JUNE 30, 2009. Recommended Action: Approve M, VENDORS FOR THE POLICE DEPARTMENT. Recommended Action: Approve WAIVE THE FORMAL BID PROCESS AND APPROVE AARDVARK TACTICAL AND ADAMSON POLICE PRODUCTS AS BALLISTIC VEST AND POLICE FIELD TACTICAL EQUIPMENT VENDORS FOR THE POLICE DEPARTMENT. Recommended Action: Approve Fol ADDITIONAL SERVICES. Recommended Action: Approve P. AUTHORIZE THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE ARCADIA CHAMBER OF COMMERCE FOR $62.000 FOR FISCAL YEAR 2008 -09. Recommended Action: Approve Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk's once located at 240 W. Huntington Drive, Arcadia, California, during normal business hours. Recommended Action: Approve ACCEPT ALL WORK PERFORMED BY J. DE SIGIO CONSTRUCTION. INC. AUTHORIZE THE CITY MANAGER TO ENTER INTO A ONE (1) YEAR CONTRACT EXTENSION WITH D &J FOOTHILL ELECTRICAL CONTRACTORS, INC. FOR ELECTRICAL PREVENTATIVE MAINTENANCE AT VARIOUS CITY FACILITIES IN THE AMOUNT OF $124.250. Recommended Action: Approve 3. CITY MANAGER ACCEPT THE 2008 WATER MASTER PLAN UPDATE Recommended Action: Approve ADJOURNMENT The City Council /Redevelopment Agency will adjourn this meeting to Tuesday June 17, 2008, 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia PURSUANT TO THE AMERICANS WITH DISABILITIES ACT, PERSONS WITH A DISABILITY WHO REQUIRE A DISABILITY - RELATED MODIFICATION OR ACCOMODATION IN ORDER TO PARTICIPATE IN A MEETING, INCLUDING AUXILIARY AIDS OR SERVICES, MAY REQUEST SUCH MODIFICATION OR ACCOMODATION FROM THE CITY CLERK AT (626) 574 -5455. NOTIFICATION 48 HOURS PRIOR TO THE MEETING WILL ENABLE THE CITY TO MAKE REASONABLE ARRANGEMENTS TO ASSURE ACCESSIBILITY TO THE MEETING. Any writings or documents provided to a majority of the City Council regarding any Rem on this agenda will be made available for public inspection in the City Clerk's office located at 240 W. Huntington Drive, Arcadia, California, during normal business hours. `f STAFF REPORT Police Department DATE: June 3, 2008 TO: Mayor and Members of the City Council FROM: Robert P. Sanderson, Chief of Police By: Nancy Chik, Management Analys SUBJECT: Resolution No. 6628 Amending Resolution No. 6489 Relating to False Security Alarm Fees for the Police Department Recommendation: Approve SUMMARY Resolution No. 6628 sets forth updated fees for false security alarm responses by the Police Department. BACKGROUND In November of 2005, the City established false alarm penalty assessments for residents and businesses with more than 3 false alarm activations in any consecutive 365 -day period. Prior to the enforcement of the penalty assessments, the Police Department responded to approximately 3,500 false alarm calls in 2005. In the past year, the Department responded to about 2,600 false alarm calls. Even though there has been a 25% decrease, the number of false alarm activations continues to be too high and there are many chronic violators. Some repeat offenders have as many as 19 violations in a 365 -day period, while the average repeat offender (with 4 or more) has 6 to 7 false alarm activations. DISCUSSION Each burglary and robbery alarm is a high priority incident requiring immediate deployment of at least two patrol officers. These false alarms negatively influence the overall safety of the community by diverting officers from actual emergencies and other legitimate calls for service and patrol activities. Several alarm activations occurring in a short period of time can deplete the patrol strength, and locations that chronically have a history of false alarm activations become nuisances. J The Police Department charges fees for services based upon the cost incurred to provide each service. These fees are periodically updated to reflect increased costs. The Department needs to recoup reasonable fees for services and to encourage residents and business owners to properly maintain their alarm systems. Additionally, the City does not charge for an annual alarm permit like many other cities. A review of the fees that were established in 2005 indicates that the fees do not reflect our current rates and actual costs for service. More importantly, there is a need to reduce the number of false alarm activations by imposing higher penalties for repeat offenders. False Alarm Response Fees A cost analysis was conducted and it costs approximately $174 for the Police Department to respond to each false alarm call. In the past year, over 1,600 hours were spent responding to ,false alarm activations, sending out warning letters, and billing violators. These hours equate to almost $453,000 per year. This figure includes police officers' and dispatchers' time in handling the alarm calls, police sergeant's time in tracking the false alarms, and the finance technician's time in processing the billing. Currently, residences and businesses with a security system used for deterring burglaries are allowed 3 false alarms in any consecutive 365 -day period with no penalty assessment. For the fourth and fifth false alarm, there is an assessment of $100; for the sixth and all subsequent false alarms, there is a $200 cost assessment. For each false security alarm which specifically signals a robbery regardless of any other crime, there is a cost assessment of $200, commencing with the second false robbery alarm. After one "robbery" false security alarm, the City issues a warning notice to the security alarm user. Since the Department is still responding to such a high number of false alarm activations and due to the higher costs incurred for each false alarm response, staff recommends charging a cost assessment of $100 for the third false alarm, $200 for the fourth false alarm, $300 for the fifth and all subsequent false alarm, and a panic alarm will also incur the same fee as a robbery false alarm. Annual Security Alarm Permit Presently, residents and business owners are required to obtain an alarm permit prior to installation of a security alarm and for maintaining /operating an alarm, but many of them are not in compliance. There is currently no charge for the permit and the City's Business License Office is not tracking the permits. Staff recommends establishing an annual alarm permit fee of $40 so the City can obtain current alarm operator /responsible party information, keep track of permitted and unpermitted alarms, make sure that the alarms are properly maintained, and that all alarms in the City are permitted in order to comply with the Arcadia Municipal Code. An analysis indicates that it will cost the City over $61 in administrative cost to develop /maintain databases and to manage the alarm program. Since this is a brand new permit fee, staff recommends establishing an initial rate of $40.00 for the annual alarm permit fee. If deemed necessary, the fee can be changed at a later date. Reinstatement Fee Any security alarm system that has registered 7 false security alarms in any consecutive 365 days will be deemed a public nuisance and will be deactivated. If the resident or business owner repairs the security alarm and wishes to reactivate the system, then he /she must currently pay $35 to reactivate the alarm. Based on the cost study, it will cost the City over $180 for the reinstatement procedure. Therefore, it is recommended that the reinstatement fee be increased to $150. To help reduce the number of false alarm activations and recoup a portion of the monies spent by the City, the following fee schedule changes and additions to sections 3906, 3907 and 3908.1 of the Arcadia Municipal Code are recommended, and the section would read as follows: "3906. APPROVAL OF SECURITY ALARM SYSTEMS/ COMPLIANCE WITH STANDARDS No person shall install any security alarm system without the prior approval of the City's Business License Officer or his /her designee after review by the Police and other City Departments as deemed necessary by the Business License Officer to assure compliance with the Security Alarm System Standards as established by the City and the established annual (365 days) alarm permit fee is paid in the amount of $40.00." "3907. FALSE ALARM COST ASSESSMENT/ GRACE PERIOD. Any person having a security alarm system which results in an Arcadia Police Department response in which the security alarm proves to be a false security alarm activation, shall pay a cost assessment fee to the City of Arcadia as established from time to time by resolution of the City Council. There will be no penalty assessment for any false security alarms that occur within thirty (30) calendar days of the initial completed installation of a new security alarm system. A false security alarm cost assessment shall be paid to the City after three (3) false security alarms have been received from any one (1) source from any one (1) security alarm system, in accordance with the following schedule: A. The first and second false security alarm in any consecutive three hundred and sixty -five (365) day period will incur no cost assessment. B. For the third false security alarm in any consecutive three hundred and sixty-five (365) day period, there will be a cost assessment as set forth by resolution of the City Council of $100.00. C. For the fourth false security alarm in any three hundred and sixty-five (365) day period, there will be a higher cost assessment as set forth by resolution of the City Council of $200.00. D. For the fifth and subsequent false security alarm in any three hundred and sixty -five (365) day period, there will be a higher cost assessment than the fourth false alarm assessment, as set forth by resolution by the City Council of $300.00 per false activation. E. Notwithstanding any provisions herein to the contrary, for each false security alarm which specifically signals a robbery or panic alarm regardless of any other crime, there shall be a cost assessment as set forth by resolution of the City Council, commencing with the second false security alarm in any consecutive three hundred and sixty-five (365) day period in the amount of $200.00. After one (1) `robbery" or "panic" false security alarm, the City shall issue a warning notice to the security alarm user. As set forth by Penal Code section 211, "robbery" means the felonious taking of personal property in the possession of another, from his person or immediate presence, and against his will, by means of force or fear. The purpose of this Section 3907 is, in part, to assure that assessments shall apply to any person whose alarm system results in at least three (3) false security alarms within any consecutive three hundred and sixty-five (365) day period. Any false security alarm within any three hundred and sixty -five (365) day period shall be counted as part of the calculation of cost assessments set forth by resolution of the City Council. Accordingly, a person cannot be cleared of any false security alarms in this determination, unless that person's security alarm system does not register any false security alarms for at least three hundred and sixty -five (365) consecutive days." "3908.1. REINSTATEMENT. Upon providing proof satisfactory to the Business license Officer, in hisl her reasonable discretion, that justifies renewed use of a security alarm system, the system may be reactivated subject to the following conditions: A. Payment of a reactivation fee in the amount of one hundred fifty dollars ($150.00) established by resolution of the City Council from time to time. B. Inspection of the security alarm system and premises to be conducted by the Police Department. C. Any other conditions deemed necessary by the Chief of Police. This Resolution shall become effective upon the adoption of Ordinance No. 2243. FISCAL IMPACT The Department intends to contract with an outside vendor to administer and handle all billing services for false alarm violations. With the new false alarm fees and grace period changes established in this resolution and the cost of a new outside vendor, the City anticipates an annual revenue increase of $125,000 and a reduction in Police Department responses to false alarms. Staff recommends that the City Council adopt Resolution No. 6628 amending Resolution No. 6489 relating to false security alarm fees for the Police Department Approved: ,I)Dr, p Don Penman, City Manager RESOLUTION NO. 6628 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING RESOLUTION NO. 6489 RELATING TO FALSE SECURITY ALARM FEES FOR THE ARCADIA POLICE DEPARTMENT WHEREAS, the Police Department charges certain fees for administrative and related activities based on reasonable costs incurred; and WHEREAS, based on the cost allocation study performed by the Police Department, the fees set forth in this Resolution are necessary for the purposes set forth in this Resolution and said fees do not exceed the estimated costs for providing the service; the fees set forth in this Resolution bear a reasonable relationship to the cost of the respective service or program involved; the fees bear a fair and reasonable relationship to the benefit the payer obtains from paying the fees.or the burden caused; and the fees are not being imposed for general revenue purposes, but instead for partially recovering the cost of providing said services. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE, AND RESOLVE AS FOLLOWS: SECTION 1. Pursuant to Arcadia Municipal Code Section 3907, the cost assessments for false security alarm responses are amended as follows: (A) For the first and second false security alarm in any consecutive three hundred sixty-five (365) day period — No cost assessment. 1 (B) For the third false security alarm in any consecutive three hundred sixty -five (365) day period — One Hundred Dollars ($ 100.00). (C) For the fourth false security alarm in any consecutive three hundred sixty -five (365) day period — Two Hundred Dollars ($200.00). (D) For the fifth and subsequent false security alarm in any consecutive three hundred sixty-five (365) day period — Three Hundred Dollars ($300.00). (E) For each false security alarm which specifically signals a robbery or panic false alarm, there shall be a cost assessment of Two Hundred Dollars ($200.00), commencing with the second false robbery or panic alarm in any three hundred sixty -five (365) dayperiod. SECTION 2. Pursuant to Section 3906 of the Arcadia Municipal Code, the annual (365 days) alarm permit fee shall be $40.00. SECTION 3. Pursuant to Section 3908.1 of the Arcadia Municipal Code the reactivation fee for a security alarm system shall be $150.00. SECTION 4. All fees set forth in this Resolution shall be become effective July 4, 2008. SECTION 5. The City Clerk shall certify to the adoption of this Resolution. 2 i Passed, approved and adopted this day of 1 2008. ATTEST: City Clerk APPROVED AS TO FORM: Mayor of the City of Arcadia Stephen P. Deitsch City Attorney 3 50:0058 CITY COUNCIL /REDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, MAY 20, 2008 CALL TO ORDER Mayor Harbicht called the Regular Meeting to order at 4:00 p.m. in the Arcadia Police Department EOC Room. ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Chandler, Kovacic, Wuo and Harbicht ABSENT: None STUDY SESSION /CLOSED SESSION PUBLIC COMMENTS (5 minutes per person) ►IR.7T' STUDY SESSION Report, discussion and direction regarding Fiscal Year 2008 -2009 and 2009 -2010 Budgets. Don Penman, City Manager noted that the operating budget will be reviewed with the primary focus on the General Fund; he said that a future date will be scheduled to discuss Capital Improvement Programs and the Equipment Fund; he noted that each department will summarize their department budgets and a presentation by Administrative Services staff on GASB 45 regarding retirement health care benefits and retirement. Mr. Penman provided a brief summary of the General Fund, projected revenues and expenditures; he noted that expenditures exceed revenues by $1.3 million dollars in Fiscal Year 2007 -08 which is due to a transfer to the equipment fund of about $1.35 million dollars which was authorized by the City Council last year when the budget was adopted; he noted that if the equipment costs were not included, we would have a balanced budget for the current fiscal year. He explained projected mall expansion revenue and salary increases based on MOU's with all bargaining groups. Shannon Huang, Financial Services Manager /City Treasurer provided a detailed summary of the General Fund including beginning balances, estimated revenue, proposed expenditures, ending fund balances, estimated revenue by source, general fund department summary and general fund expenditure summary. She provided a detailed line by line report on estimated revenues by source; and noted the legal expenses and reimbursements in the CarusolWestfield litigation. She provided a general fund department summary and expenditures and noted that out of the $46.7 million dollars, $33.8 million dollars is for personnel related costs which will increase by 7.1 %; supplies and services will increase by 1.7 %; 48% of the total general fund expenditures is used to pay for police and fire personnel; 24% is for other; and 28% is for supplies and services for the entire City. 05 -20 -2008 50:0059 Each department presented their proposed operating budget for Fiscal Years 2008 -09 and 2009 -10 including work plans and department budget highlights for 2008 -09. Mr. Penman provided a summary of revenue /expenditure options for fiscal year 2008 -09 budget which would be a possible savings of $670,000 including possible revenue increases and other options. The City Council directed staff to come up with revenue enhancements and /or expenditure reductions totaling 3.8% and report back to the City Council. RECONVENE CITY COUNCILIREDEVELOPMENT AGENCY MEETING TO OPEN SESSION Mayor Pro Tempore Wuo convened the Regular Meeting at 7:05 p.m. in the Council Chamber. INVOCATION Reverend Thomas Shriver, Emmanuel Assembly of God PLEDGE OF ALLEGIANCE Fire Chief Tony Trabbie ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Chandler, Kovacic, Wuo and Harbicht ABSENT: None REPORT FROM CITY ATTORNEY /AGENCY COUNSEL ON CLOSED SESSION ITEMS City Attorney Steve Deitsch reported that the City Council met in a Study Session in order to receive a proposed budget report from staff and noted that the City Council will reconvene to the budget Study Session after the open meeting. He further reported that a proposed budget will be presented to the City Council for adoption and public hearing at a future meeting. He noted that the City Council will convene to a closed session prior to adjourning the open session to consider the one (1) item listed on the posted agenda under closed session. Mr. Deitsch noted that it is presently anticipated that there will be no reportable action. SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS None MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL A motion was made by Council /Agency Member Amundson, seconded by Council /Agency Member Chandler and carried on roll call vote to read all ordinances and resolutions by title only and waive the reading in full. 05 -20 -2008 2 rl 11.1 PRESENTATIONS a. 2008 Arcadia Beautiful Awards Mayor Harbicht and Jan Torrington, Chairperson of the Arcadia Beautiful Commission made the presentations. Award recipients were: 1130 Singing Wood Drive — Dave & Grace Cashion 875 Hampton Road — Unable to attend 990 Hampton Road — Dorothy Marconi 527 N. Altura Road — Ray Gornto 1026 Encanto Drive — Paul & Cathy Martinet 917 Monte Verde Drive - Pachorek Family 284 Renoak Way — Steven & Susan Tietz 414 S. Second Avenue — Dean & Wilma Johnson 2117 Louise Avenue - Jim and Norma Miller 1564 S. Santa Anita Avenue - Mark and Debbie Morel 72 W. Camino Real Avenue — Unable to attend 182 W. Camino Real — Gaetano and Sylvia D'Aquino 431 W. Camino Real Avenue — Rosina Rose (unable to attend) 471 W. Winnie Way — Larry and Mary Ann Smith 1717 Holly Avenue — Cuoi & Xuan Cao 519 -605 Fairview Avenue — Huntington Downs (unable to attend) PUBLIC COMMENTS Tobias E. Vargas appeared and spoke regarding the removal of the oleanders by the City between Colorado Street and Colorado Boulevard that were dying; he noted that the City is going to put in 5 gallon plants which will take years to grow and requested that the City replace with 15 gallon plants instead of 5 gallon. At the request of Mayor Harbicht, Tom Tait, Deputy Public Works Services Director explained that the oleanders were removed as part of a CIP program; the oleanders were dying due to a beetle bug; he noted that an irrigation system is currently being installed and 5 and 15 gallons plants will be replaced. Kris McNamara appeared and spoke regarding the removal of the oleanders on Colorado which were used as a natural barrier for the peacocks and traffic which now creates a hazard for the community; she requested that a plant be replaced that would be more aesthetic for the area. Michael O'Connor appeared and spoke regarding the removal of the oleanders on Colorado; he noted that several residents did not receive notice; that the residents would really like some kind of sound barrier; he discussed incidents that have occurred in the area over the years; and noted the letter he distributed earlier to the City Council regarding safety and security concerns. Bill Vagenas appeared and spoke regarding his concerns by the removal of the oleanders on Colorado. Barbara Huang appeared and spoke regarding safety issues related to the removal of the oleanders. 05 -20 -2008 50:0061 Mayor Harbicht explained that the Brown Act prohibits the City Council to act or discuss this matter since it is not on the agenda, however, he did note that the removal of the oleanders was a necessity because of the sharp shooter beetle; he noted for staff consideration, that maybe 15 gallon plants can be planted since it would take 2 -3 years less to get to a 6 -8 foot height than using 5 gallon plants. Council Member Kovacic briefly discussed the importance of giving notice and receiving input from residents. Mr. Penman noted that staff can make the decision to upgrade to 15 gallon plants and any other options would have to be agendized; he further noted that placing a sound wall would cost about $225,000 and the landscape budget is only $16,000. REPORTS FROM THE MAYOR, CITY COUNCIL AND CITY CLERK Council Member Kovacic noted that he is liaison to the Library Board and would like to acknowledge several significant donations made to the Library. He announced that Carol Libby, Jenne Ball, Scott Hettrick and Jack McCrea wrote a book about Arcadia and the Historical Society donated 11 of them to the Library; the Arcadia Lions Club Foundation donated $250 for the purchase of large printed materials, the Arcadia Chinese Association donated $1,400 to the annual children's summer reading program and to assist with training and tutors who teach in the Library's weekly language conversation class, the Library Foundation donated $3,700 for English language learners collection and memorial books, and the Friends of the Library donated $40,000 to purchase books and other materials for programs for the children, teens and adults at the Library. He thanked everyone for their donations. Council Member Amundson thanked the Mayor for his appointment as liaison to the Historical Museum; he noted that the Historical Museum has a "snap shot" exhibit on display through the end of the month and encouraged everyone to stop by; he also encouraged everyone to attend the 11th Annual "Remember our Veterans" ceremony and the different exhibits on display at the County Park on Saturday from 10 a.m. to 3 p.m.; he announced that individuals can visit ancestry.com to research family military history; he noted that last year he requested staff to look into the "e- verify" program which verifies employment eligibility of new employees and contractors; he acknowledged a memorandum he received from the City Manager regarding this matter and requested that this matter be placed on a future agenda for discussion. Council Member Chandler commented on the different levels of backgrounds conducted on City employees and does not feel there is a need to explore this matter any further. Mayor Harbicht noted that he is in favor of verifying that contractors and employees hired by contractors are legally allowed to work in the United States. In response to an inquiry by Council Member Kovacic regarding the City's current process, Mr. Penman responded that current contracts have generic language requiring "compliance with all federal and state laws" and noted that there is not specific language regarding legal status. City Attorney Steve Deitsch confirmed the comments made by Mr. Penman. In response to a request by Council Member Kovacic regarding language being included in the contracts regarding legal status, Mr. Deitsch confirmed that language can be added. Council Member Wuo noted that he was in favor of placing this matter on a future agenda 05 -20 -2008 0 50:0062 Council Member Chandler commented on the historical marker recently dedicated near the fountain at Santa Anita and Huntington Drive which gives a history and pictures of events that occurred at that location and congratulated the Arcadia Historical Society and L.A. County Department of Parks and Recreation on a job well done. Mayor Harbicht noted that the first historical marker was put up at First Avenue Middle School and several more will be put up in the next year or two at different locations. Council Member Wuo also announced the Veterans Day ceremony at the County Park; he noted the recent earthquake in China and that many Arcadia residents are from China; he expressed sympathy and condolences to the victims and their families and reported that in 4 days, over $100 million dollars was raised. City Clerk Barrows had nothing to report. In response to a complaint received by Mayor Harbicht regarding the issuance of overnight parking permits, Police Chief Sanderson responded that overnight parking permits are issued on the date needed, they have never been issued in advance; he explained the process and reason why they do not issue overnight parking permits in advance. Mr. Penman suggested that staff check with the vendor to see if software is available that would allow overnight parking permits to be issued in advance. In response to an inquiry by Council Member Chandler regarding overnight parking permit grace permit, Police Chief Sanderson explained that only during the Christmas and New Year period, the issuance of overnight parking citations are suspended. Mayor Harbicht noted comments made at the last City Council meeting regarding cell towers and reported that the residents of San Marino feel the cell towers are an eyesore in their community based on a staff report provided by staff. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. JOINT MEETING MINUTES WITH AUSD OF APRIL 29, 2008 AND REGULAR MEETING MINUTES OF MAY 6, 2008. Recommended Action: Approve CITY COUNCIL ITEMS: b. JOINT MEETING MINUTES WITH AUSD OF APRIL 29, 2008 AND REGULAR MEETING MINUTES OF MAY 6. 2008. Recommended Action: Approve 05 -20 -2008 50:0063 C. G e. ADOPT RESOLUTION NO. 6620 AUTHORIZING DEPARTMENTAL Recommended Action: Adopt f. E Recommended Action: h. Recommended Action: Approve I. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH GENTRY BROTHERS FOR THE STREET REHABILITATION OF WESTBOUND Recommended Action: Approve k. AUTHORIZE THE CITY MANAGER TO APPROVE AN ADDENDUM TO THE 05 -20 -2008 0 Recommended Action: Introduce Recommended Action: Introduce Recommended Action: Approve ACCEPT ALL WORK PERFORMED BY CJ CONSTRUCTION, INC. FOR THE Recommended Action: Approve AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH Recommended Action: Approve 50:0064 A. motion was made by Council /Agency Member Amundson, seconded by Council /Agency Member Kovacic and carried on roll call vote to approve items 1.a through 1.k on the City Council /Agency Consent Calendar. AYES: Council /Agency Member Amundson, Kovacic, Chandler, Wuo and Harbicht NOES: None 2. CITY MANAGER a. Recommended Action: Adopt Tom Tait, Deputy Public Works Services Director provided a brief summary of the Street Tree Master Plan adopted in 2002 and explained that revisions are being proposed to meet Arcadia's changing environment. He noted that at the direction of the City Attorney, the proposed revisions will reduce the City's exposure to litigation; the proposed changes will clarify the intent of the Master Plan and the renaming of the Street Tree Master Plan to the City of Arcadia Urban Forest Master Plan is also being proposed. A motion was made by Council Member Chandler, seconded by Council Member Amundson to adopt Resolution No. 6618 adopting a revised City of Arcadia Urban Forest Master Plan. AYES: Council /Agency Member Chandler, Amundson, Kovacic, Wuo and Harbicht NOES: None Q Sergeant Ortiz of the Arcadia Police Department provided the staff report explaining the various amendments being proposed relating to false security alarms; he noted that during 2007, 97% of the alarms responded to were false; that the proposed amendments will clarify who the responsible party is for alarm activations, establish an annual permit fee to operate an alarm in the City and hold any alarm company that services a non - permitted or ordered disconnected alarm liable; that the amendments will change the grace period of allowable alarms, make false panic alarms chargeable activations, fee assessments be increased, a registration fee be charged annually and the grace period be reduced to limit the number of false security alarm responses by the Police Department. Sgt. Ortiz noted that a fee resolution will be placed on a future agenda for consideration. A motion was made by Council Member Kovacic, seconded by Council Member Wuo to introduce Ordinance No. 2243 amending various sections of Article III, Chapter 9 of the Arcadia Municipal Code concerning False Security Alarms. AYES: Council /Agency Member Kovacic, Wuo, Amundson, Chandler and Harbicht NOES: None ;� Recommended Action: Introduce 50:0065 C. ASSESSMENT PROCESS. Recommended Action: Provide Direction Pat Malloy, Assistant City Manager /Public Works Services Director provided a summary and update on the formation of the Citywide Street Lighting Assessment District initiated by the City Council on March 4, 2008; staff has been working on public outreach programs however with 1,6 parcels to be assessed, he noted that it is important that extensive public outreach efforts be accomplished; he reported that it was intended that this be completed and ready for next year's tax assessment however with a very short window of time, staff is proposing that the public hearing scheduled for July 15, 2008 be rescheduled to the last meeting in October or first meeting in November 2008; that this would allow additional time to improve public outreach effects to the community. Mr. Malloy noted that an informational meeting is scheduled for May 22, 2008. It was the consensus of the City Council to extend the public outreach efforts and move the balloting process to the fall for the Citywide Street Lighting Assessment process. 51 Ken Herman, Associate Civil Engineer provided an overview of the construction of the Colorado Well Wellhead Facilities project and bidding process; he reported that the 2001 Water Master Plan recommended the drilling of new wells in the Raymond Basin to replace existing wells that are reaching the end of their productive life and to meet the growing demand for water in the City; and explained the different phases of the project. A motion was made by Council Member Chandler, seconded by Council Member Kovacic to award a contract in the amount of $595,172 to Environmental Construction, Inc. for the construction of the Colorado Well Wellhead Facilities; authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney and appropriate $235,000 from the Water Fund to the project account. AYES: Council /Agency Member Chandler, Kovacic, Amundson, Wuo and Harbicht NOES: None CLOSED SESSION a. PURSUANT TO GOVERNMENT CODE SECTION 54956.8 CONFERENCE WITH REAL PROPERTY NEGOTIATORS: Property: 41 W. Huntington Drive Agency Negotiator: Agency Executive Director Property Owner: Manuel Romero Under Negotiation: Price and Terms of Payment 05 -20 -2008 PROJECT ACCOUNT. Recommended Action: Approve ADJOURNMENT The City Council /Redevelopment Agency adjourned this meeting in memory of Edward Myron Jaffarian, Lee Grover, Gene Gaffney and Charles Gilb at 11:10 p.m. to Tuesday June 4, 2008, 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia James H. Barrows City Clerk i vl 1V By: Lisa Mussenden, Chief Deputy City Clerk/ Records Manager 05 -20 -2008 0 4 �f Com �unirr a L H�� STAFF REPORT Fire Department DATE: June 3, 2008 TO: Honorable Mayor and City Council FROM: Tony L. Trabbie, Fire Chief 4� By: Mark Krikorian, Fire Marshal i " SUBJECT: Ordinance No. 2241 amending Section 3130.1, Chapter 1, Part 3 of Article III of the Arcadia Municipal Code relating to Fire regulations and adopting by reference the Very High Fire Hazard Severity Zone Map produced by the California Department of Forestry and Fire Protection Recommendation: Adopt SUMMARY The California Department of Forestry and Fire Protection has updated the severe fire hazard maps for California. The resulting fire hazard severity maps are designed to support actions taken by the California Building Standards Commission to adopt Wildland -Urban Interface Building Codes. In order to implement the new map it is necessary for the City Council adopt Ordinance No. 2241. BACKGROUND On May 20, 2008, Ordinance No. 2241 was introduced to City Council. Ordinance No. 2241 will adopt the new Very High Fire Hazard Severity Zone created by the California Department of Forestry and Fire Protection and require a higher level of ignition resistant construction in those areas. DISCUSSION The City's current Very High Fire Hazard Severity Zone map was renamed the Wildland -Urban Interface Area at the time of the 2007 California Building Code (CBC) and California Fire Code (CFC) adoption in order to correspond with the terminology used in the new codes, specifically Chapter 7A of the CBC and Chapter 47 of the CFC. Adoption of the map will not change the specific requirements of the codes, only the area of application. The new map will expand the Wildland -Urban Interface Area to incorporate an additional 172 single- family lots located in the northwest area of the City (see attached map). Arcadia Municipal Code Section 3150.1 will be amended by Ordinance No. 2241 to reflect the adoption of the new map. Mayor and City Council June 3, 2008 Page 2 FISCAL IMPACT Adoption of the new Wildland -Urban Interface Area Map will have no fiscal impact on the City. RECOMMENDATION It is recommended the City Council adopt Ordinance No. 2241 amending Section 3130.1, Chapter 1, Part 3 of Article III of the Arcadia Municipal Code relating to fire regulations and adopting by reference the Very High Fire Hazard Severity Zone Map produced by the California Department of Forestry and Fire Protection. APPROVED: Donald Penman City Manager Attachment: Ordinance No. 2241 a W w D � w w a w n U U L U 3AV VJ-INV VIwds 3 z z M W W n cC N N U U c� U anvniiravVAVS r 3 x ORDINANCE NO. 2241 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING SECTION 3130.1 OF CHAPTER 1, PART 3 OF ARTICLE III OF THE ARCADIA MUNICIPAL CODE RELATING TO FIRE REGULATIONS AND ADOPTING BY REFERENCE THE VERY HIGH FIRE HAZARD SEVERITY ZONE MAP PRODUCED BY THE CALIFORNIA DEPARTMENT OF FORESTRY AND FIRE PROTECTION THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, SECTION 1. The City Council finds that adoption of the Very High Fire Hazard Severity Map as produced by the California Department of Forestry and Fire Protection is necessary to protect life and property from the hazards of wildland fires. SECTION 2. Section 3130.1, Part 3, Chapter 1 of Article III of the Arcadia Municipal Code is hereby amended to read in its entirety as follows: "3130.1. WILDLAND -URBAN INTERFACE FIRE AREA BOUNDARIES. The boundaries of the Wildland -Urban Interface Area shall be the same as the Very High Fire Hazard Severity Map as produced by the California Department of Forestry and Fire Protection." SECTION 3. The City Clerk shall certify to the adoption of the Ordinance and shall cause a copy of same to be published in the official newspaper of said City within fifteen (15) days after its adoption. Passed, approved and adopted this day of , 2005. Mayor of the City of Arcadia ATTEST: City Clerk APPROVED AS TO FORM: City Attorney 2 E !S�`E STAFF REPORT Fire Department DATE: May 20, 2008 TO: Honorable Mayor and City Council FROM: Tony L. Trabbie, Fire Chief 1 By: Mark Krikorian, Fire Marshal �1�= SUBJECT: Ordinance No. 2241 amending Section 3130.1, Chapter 1, Part 3 of Article III of the Arcadia Municipal Code relating to Fire regulations and adopting by reference the Very High Fire Hazard Severity Zone Map produced by the California Department of Forestry and Fire Protection Recommendation: Introduce SUMMARY The California Department of Forestry and Fire Protection has updated the severe fire hazard maps for :alifomia. The resulting fire hazard severity maps are designed to support actions taken by the California Building Standards Commission to adopt Wildland -Urban Interface Building Codes. In order to implement the new map it is necessary for the City Council to hold a public hearing, receive testimony and adopt Ordinance No. 2214. BACKGROUND The existing Very High Fire Hazard Severity Zone map adopted by the City was developed in 1992 per the requirements of AB 337. The existing Very High Fire Hazard Severity Zone maps are now being updated statewide pursuant to Public Resources Code Sections 4201 — 4204 and Government Code Sections 51175 — 51189. The objective of the Wildland -Urban Interface Fire Area Building Standards is to establish minimum standards for materials and material assemblies and to provide a reasonable level of exterior wildfire exposure protection for buildings in Wildland -Urban Interface Fire Areas. The use of ignition resistant materials and design to resist the intrusion of flame or burning embers projected by a vegetation fire (wildfire exposure) have proven to be the most effective in mitigating losses resulting from the repeating cycle of interface fire disasters. The California Department of Forestry and Fire Protection and the Office of the State Fire Marshal revised the mandatory effective date for those areas where local government has responsibility for wildland fire protection to July 1, 2008, to enable local government agencies time to review and adopt the Fire Hazard Severity Zone maps presented to them. Adoption of the map and enforcement f corresponding construction requirements is mandatory. Mavor and Cio� Council April 15,'2008 age 2 DISCUSSION The City's current Very High Fire Hazard Severity Zone map was renamed the Wildland -Urban Interface Area at the time of the 2007 California Building and Fire Code adoption in order to correspond with the terminology used in the new codes, specifically Chapter 7A of the CBC and Chapter 47 of the CFC. Adoption of the map will not change the specific requirements of the codes, only the area of application. The new map will expand the Wildland -Urban Interface Area to incorporate an additional 172 single- family lots located in the northwest area of the City (see attached map). Arcadia Municipal Code Section 3130.1 will be amended by Ordinance No. 2241 to reflect the adoption of the new map. Some examples of the construction requirements found in the California Building Code Chapter 7A include protection of attic vents, 1 -hour exterior wall construction and fire rating of exterior doors. These requirements will apply to all buildings or structures constructed, remodeled, repaired, altered or added to in the Wildland- Urban Interface Area, with certain exceptions pertaining to percentage of square footage added or remodeled. Studies performed by the California Department of Forestry have estimated that the additional construction costs to the homeowner due to the requirements of the Building and Fire Codes will be approximately $2,000 per home. FISCAL IMPACT .doption of the new Wildland -Urban Interface Area Map will have no fiscal impact on the City. RECOMMENDATION It is recommended the City Council adopt Ordinance No. 2241 amending Section 3130.1, Chapter 1, Part 3 of Article III of the Arcadia Municipal Code relating to fire regulations and adopting by reference the Very High Fire Hazard Severity Zone Map produced by the California Department of Forestry and Fire Protection. APPROVED: Donald Penman City Manager Attachment: Ordinance No. 2241 ORDINANCE NO. 2242 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING THE ARCADIA MUNICIPAL CODE BY ADDING A CHAPTER 10 TO ARTICLE III PERTAINING TO FLOODPLAIN MANAGEMENT THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA DOES ORDAIN AS FOLLOWS: SECTION 1. Article III, Chapter 10 is added to the Arcadia Municipal Code to read in its entirety as follows: "3010. STATUTORY AUTHORIZATION AND PURPOSE. The Legislature of the State of California has in Government Code Sections 65302, 65560, and 65800 conferred upon local governments the authority to adopt regulations designed to promote the public health, safety, and general welfare of its citizenry. Therefore, the City Council of the City of Arcadia does hereby adopt the following floodplain management regulations. 3011. STATEMENT OF PURPOSE. It is the purpose of this chapter to promote the public health, safety, and general welfare, and to minimize public and private losses due to flood conditions in specific areas by provisions designed to A. Protect human life and health; B. Minimize expenditure of public money for costly flood control projects; I C. Minimize the need for rescue and relief efforts associated with flooding and generally undertaken at the expense of the general public; D. Minimize prolonged business interruptions; E. Minimize damage to public facilities and utilities such as water and gas mains; electric, telephone and sewer lines; and streets and bridges located in areas of special flood hazard; F. Help maintain a stable tax base by providing for the sound use and development of areas of special flood hazard so as to minimize future blighted areas caused by flood damage; G. Ensure that potential buyers are notified that property is in an area of special flood hazard; and H. Ensure that those who occupy the areas of special flood hazard assume responsibility for their actions. 3012. DEFINITIONS. Unless specifically defined below, words or phrases used in this chapter shall be interpreted so as to give them the meaning they have in common usage and to give this chapter its most reasonable application. "Area of special flood hazard" - means the land in the floodplain within a community subject to a one percent or greater chance of flooding in any given year. "Base flood" means a flood, which has a one percent chance of being equaled or exceeded in any given year (also called the "100 -year flood "). Base flood is the term used throughout this. chapter. "Building" - see "Structure ". "Development" means any man-made change to improved or unimproved real estate, including but not limited to buildings or other structures, mining, dredging, filling, grading, paving, excavation or drilling operations or storage of equipment or materials. "Flood or flooding" means: 1. A general and temporary condition of partial or complete inundation of normally dry land areas from: the overflow of inland or tidal waters; the unusual and rapid accumulation or runoff of surface waters from any source; or mudslides (i.e., mudflows) which are proximately caused by flooding as defined herein and are akin to a river of liquid & flowing mud on the surfaces of normally dry land areas, as when earth is carried by a current of water & deposited along the path of the current. 2. The collapse or subsidence of land along the shore of a lake or other body of water as a result of erosion or undermining caused by waves or currents of water exceeding anticipated cyclical levels or suddenly caused by an unusual and Ki unforeseeable event which results in flooding as defined in this definition. "Floodplain or flood -prone area" means any land area susceptible to being inundated by water from any source - see "Flooding" "Floodplain Administrator" is the individual appointed to administer and enforce the floodplain management regulations. "Floodplain management" means the operation of an overall program of corrective and preventive measures for reducing flood damage and preserving and enhancing, where possible, natural resources in the floodplain, including but not limited to emergency preparedness plans, flood control works, floodplain management regulations, and open space plans. "Floodplain management regulations" means this chapter and other zoning ordinances, subdivision regulations, building codes, health regulations, special purpose ordinances (such as grading and erosion control) and other application of police power which control development in flood -prone areas. This term describes federal, state or local regulations in any combination thereof, which provide standards for preventing and reducing flood loss and damage. "Governing body" is the local governing unit, i.e. county or municipality that is empowered to adopt and implement regulations to provide for the public health, safety and general welfare of its citizenry. "Historic structure" means any structure that is EI 0 1. Listed individually in the National Register of Historic Places (a listing maintained by the Department of Interior) or preliminarily determined by the Secretary of the Interior as meeting the requirements for individual listing on the National Register; 2. Certified or preliminarily determined by the Secretary of the Interior as contributing to the historical significance of a registered historic district or a district preliminarily determined by the Secretary to qualify as a registered historic district; 3. Individually listed on a state inventory of historic places in states with historic preservation programs which have been approved by the Secretary of Interior; or 4. Individually listed on a local inventory of historic places in communities with historic preservation programs that have been certified either by an approved state program as determined by the Secretary of the Interior or directly by the Secretary of the Interior in states with approved programs. "Manufactured home" means a structure, transportable in one or more sections, which is built on a permanent chassis and is designed for use with or without a permanent foundation when attached to the required utilities. The term "manufactured home" does not include a "recreational vehicle ". "Manufactured home park or subdivision" means a parcel (or contiguous E parcels) of land divided into two or more manufactured home lots for rent or sale. "New construction ", for floodplain management purposes, means structures for which the "start of construction" commenced on or after the effective date of floodplain management regulations adopted by the City, and includes any subsequent improvements to such structures. "One- hundred -year flood" or "100 -year flood" - see "Base flood." "Recreational vehicle" means a vehicle, which is 1. Built on a single chassis; 2. 400 square feet or less when measured at the largest horizontal projection; 3. Designed to be self - propelled or permanently towable by a light -duty truck; and 4. Designed primarily not for use as a permanent dwelling but as temporary living quarters for recreational, camping, travel, or seasonal use. "Start of construction" includes substantial improvement and other proposed new development and means the date the building permit was issued, provided the actual start of construction, repair, reconstruction, rehabilitation, addition, placement, or other improvement was within 180 days from the date of the permit. The actual start means either the first placement of permanent construction of a structure on a site, such as the pouring of slab or footings, the installation of piles, 51 the construction of columns, or any work beyond the stage of excavation; or the placement of a manufacture home on a foundation. Permanent construction does not include land preparation, such as clearing, grading, and filling; nor does it include the installation of streets and/or walkways; nor does it include excavation for a basement, footings, piers, or foundations or the erection of temporary forms; nor does it include the installation on the property of accessory buildings, such as garages or sheds not occupied as dwelling units or not part of the main structure. For a substantial improvement, the actual start of construction means the first alteration of any wall, ceiling, floor, or other structural part of a building, whether or not that alteration affects the external dimensions of the building. "Structure" means a walled and roofed building that is principally above ground; this includes a gas or liquid storage tank or a manufactured home. "Substantial damage" means damage of any origin sustained by a structure whereby the cost of restoring the structure to its before damaged condition would equal or exceed 50 percent of the market value of the structure before the damage occurred. "Substantial improvement" means any reconstruction, rehabilitation, addition, or other proposed new development of a structure, the cost of which equals or exceeds 50 percent of the market value of the structure before the "start of construction" of the improvement. This term includes structures, which have 7 incurred "substantial damage ", regardless of the actual repair work performed. The term does not, however, include either: 1. Any project for improvement of a structure to correct existing violations or state or local health, sanitary, or safety code specifications which have been identified by the local code enforcement official and which are the minimum necessary to assure safe living conditions, or 2. Any alteration of a "historic structure," provided that the alteration will not preclude the structure's continued designation as a "historic structure ". 3013. GENERAL PROVISIONS - LANDS TO WHICH THIS CHAPTER APPLIES. This chapter shall apply to all areas identified as flood- prone within the jurisdiction of the City of Arcadia. 3014. BASIS FOR ESTABLISHING FLOOD -PRONE AREAS. The Floodplain Administrator shall obtain, review, and reasonably utilize any base flood data available from other Federal or state agencies or other source to identify flood -prone areas within the jurisdiction of the City. This data will be on file at the City of Arcadia City Hall, 240 West Huntington Drive, Arcadia, California 91007. 3015. COMPLIANCE. No structure or land shall hereafter be constructed, located, extended, converted, or altered without full compliance with the terms of this chapter and other applicable regulations. Violation of the 3 requirements (including violations of conditions and safeguards established in connection with conditions) shall constitute a misdemeanor. Nothing herein shall prevent the City Council from taking such lawful action as is necessary to prevent or remedy any violation. 3016. ABROGATION AND GREATER RESTRICTIONS. This chapter is not intended to repeal, abrogate, or impair any existing easements, covenants, or deed restrictions. However, where this chapter and another ordinance, easement, covenant, or deed restriction conflict or overlap, whichever imposes the more stringent restrictions shall prevail. 3017. INTERPRETATION. In the interpretation and application of this chapter, all provisions shall be: A. Considered as minimum requirements; B. Liberally construed in favor of the governing body; and C. Deemed neither to limit nor repeal any other powers granted under state statutes. 3018. WARNING AND DISCLAIMER OF LIABILITY. The degree of flood protection required by this chapter is considered reasonable for regulatory purposes and is based on scientific and engineering considerations. Larger floods can and will occur on rare occasions. Flood heights may be increased by man-made or natural causes. This chapter does not imply that land �j outside the areas of special flood hazards or uses permitted within such areas will be free from flooding or flood damages. This chapter shall not create liability on the part of the.City Council of the City or any officer or employee thereof, the State of California, or the Federal Insurance Administration, Federal Emergency Management Agency, for any flood damages that result from reliance on this chapter or any administrative decision lawfully made hereunder. 3019. ESTABLISHMENT OF DEVELOPMENT PERMIT. A development permit shall be obtained for all proposed construction or other development in the City, including the placement of manufactured homes, so that it may be determined whether such construction or other development is within flood -prone areas. 3020. DESIGNATION OF THE FLOODPLAIN ADMINISTRATOR. The City Manager, or his/her designee, is hereby appointed to administer, implement, and enforce this chapter by granting or denying development permits in accord with its provisions. 3021. DUTIES AND RESPONSIBILITIES OF THE FLOODPLAIN ADMINISTRATOR. The duties and responsibilities of the Floodplain Administrator shall include, but not be limited to the following: A. Permit Review Review all development permit applications to determine: 10 I . Permit requirements of this chapter have been satisfied; 2. All other required state and federal permits have been obtained; and 3. The site is reasonably safe from flooding. B. Review and Use of Any Other Base Flood Data The Floodplain Administrator shall obtain, review, and reasonably utilize any base flood data available from other Federal or state agency or other source. 3022. PROVISIONS FOR FLOOD HAZARD REDUCTION. STANDARDS OF CONSTRUCTION. If a proposed building site is in a flood- prone area, all new construction and substantial improvements, including manufactured homes, shall: A. Be designed (or modified) and adequately anchored to prevent flotation, collapse, or lateral movement of the structure resulting from hydrodynamic and hydrostatic loads, including the effects of buoyancy. B. Be constructed: 1. With materials and utility equipment resistant to flood damage; 2. Using methods and practices that minimize flood damage; 3. With electrical, heating, ventilation, plumbing and air conditioning equipment and other service facilities that are designed and/or located so as to prevent water from entering or accumulating within the components during conditions of flooding. 11 3023. STANDARDS FOR SUBDIVISIONS OR OTHER PROPOSED NEW DEVELOPMENT. If a subdivision proposal or other proposed new development, including manufactured home parks or subdivisions, is in a flood -prone area, any such proposals shall be reviewed to assure that: A. All such proposals are consistent with the need to minimize flood damage within the flood prone area; B. All public utilities and facilities such as sewer, gas, electrical, and water systems are located and constructed to minimize or eliminate flood damage; and C. Adequate drainage is provided to reduce exposure to flood hazards. 3024. STANDARDS FOR UTILITIES. A. All new and replacement water supply and sanitary sewage systems shall be designed to minimize or eliminate: 1. Infiltration of flood waters into the systems, and 2. Discharge from the systems into floodwaters. B. On -site waste disposal systems shall be located to avoid impairment to them, or contamination from them during flooding." SECTION 2. SEVERABILITY. This Ordinance and the various parts thereof are hereby declared to be severable. Should any section of this ordinance be declared by the courts to be unconstitutional or invalid, such decision shall not affect the validity of the ordinance as a whole, or any portion thereof other than 12 the section so declared to be unconstitutional or invalid. SECTION 3. The City Clerk shall certify to the adoption of this Ordinance and shall cause a copy or summary of same to be published in the official newspaper of said City within fifteen (15) days of its adoption. Passed, approved and adopted this day of 2008. Mayor of the City of Arcadia ATTEST: City Clerk APPROVED AS TO FORM: n City Attorney 13 n ?' STAFF REPORT Development Services Department DATE: May 20, 2008 TO: Mayor and City Council FROM: Jason Kruckeberg, Developmen Services Director `"SLI- Philip A. Wray, City Engineer�lQru� SUBJECT: Ordinance No. 2242 Amending the Arcadia Municipal C Recommendation: Introduce SUMMARY The National Flood Insurance Act of 1968 established the National Flood Insurance Program (NFIP). The Federal Emergency Management Agency (FEMA) initially mapped all known special flood hazard areas and created Flood Insurance Rate Maps (FIRM). At that time, there were no known flood areas in Arcadia so no FIRM was created. FEMA has recently restudied the San Gabriel Valley region for special flood hazard zones and has identified a small portion of Arcadia as being a special flood hazard zone. In order for property.owners in the City of Arcadia to remain eligible for flood insurance, the City must adopt floodplain management regulations for development in the flood zones. Ordinance No. 2242 proposes floodplain management regulations in conformance with the NFIP. The regulations are proposed to be added to the Arcadia Municipal Code under the Public Safety Section. Staff recommends adoption of the Ordinance. DISCUSSION In 1968, the Federal Government adopted the National Flood Insurance Act and created the Federal Emergency Management Agency (FEMA) to administer the Act. The Act established the National Flood Insurance Program (NFIP) that enabled property owners in participating communities to purchase flood insurance as a protection against flood losses in exchange for State and Local community floodplain management regulations that reduce future flood damages. FEMA studied and mapped flood hazard zones to varying degrees throughout the region and adopted them on Flood Insurance Rate Maps (FIRM). Arcadia had no known flood hazard zones so no FIRM was every established for the City. The entire City was designated flood zone "X" defined as areas determined to be outside the 0.2% Staff Report Introduce Resolution 2242 May 20, 2008 Page 2 annual chance,floodplains. This means that the chance of flooding is extremely remote and that no flood precautions are necessary. Recently, FEMA restudied the San Gabriel Valley region and made changes to or created new FIRMs based on new information. A FIRM has been created for Arcadia that designates three areas as Flood Zone "D ". See the attached portion of the FIRM. The areas designated Flood Zone "D" are the foothills surrounding the very north neighborhoods north and west of Canyon Road, the Los Angeles County Flood Control District spreading grounds east of Highland Oaks Drive and an area bounded by Santa Anita Avenue, the railroad, Huntington Drive and the Santa Anita Wash. (Flood Zone "D" is defined as an area in which flood hazards are undetermined, but possible, and means that historical data indicates that there has been or is a slight chance of flooding but the extent is unknown. This is intended to alert the City to use caution and require minimum flood protection standards when administering new construction in these areas.) In order for property owners in the City of Arcadia to remain eligible for flood insurance, the City must adopt floodplain management regulations for development in the flood zones. City Staff has reviewed and commented on the FIRM for Arcadia and worked with FEMA to prepare a floodplain management ordinance. The ordinance sets minimum standards for construction, subdivisions and utilities within special flood hazard areas such as Flood Zone "D ". The standards are simply a means to insure that any building site within the special flood hazard area will be reasonably safe from flooding. This ordinance, if adopted, will become Article III, Public Safety, Chapter 10, Sections 3010 through 3024 of the Arcadia Municipal Code. FISCAL IMPACT There is no fiscal impact of this Ordinance. The provisions of the Ordinance will be administered through the normal plan review process in the Development Services Department, Building Division. RECOMMENDATION That the City Council introduce Ordinance No. 2242 amending the Arcadia Municipal Code by adding a Chapter 10 to Article III, pertaining to Floodplain Management. Approved By: D@ v`-* � Donald Penman City Manager JK:PW:pa �III;N�L��111���1111 I MAP INDEXI p M �A PRELIMINARY c f I RSEP a o 2005 FLOOD INSURANCE RATE MAP LOS ANGELES COUNTY, CALIFORNIA AND INCORPORATED AREAS (SEE LISTING OF COMMUNITIES TABLE) MAP INDEX PANELS PRINTED: 38, 40, 50, 75,100,125, 150, 175, 200, 225, 275, 300, 325, 350, 305, 370, 375, 400, 405, 410, 415, 420, 442,444, 450, 462, 464, 485, 466, 468, 470, 475, 500, 525, 575, 600, 810, 625, 630, 635, 640, 645, 651, 653, 664, 656, 657, 658, 659, 665, 670, 694, 700, 701, 702, 703, 704, 706, 710, 711, 713, 715, 720, 750, 775, 800, 805, 810, 815, 820, 830, 835, 640, 645, 875, 900, 925, 950, 975, 1000, IMO, 1031,1032, 1034, 1040, 1045, 1087, 1069, 1075, 1086, 1088, 1089, 1095, 1109, 1239, 1241, 1242, 1243, 1244, 1261, 1262. 1263, 1264, 1268, 1267, 1268, 1269, 1275, 1280, 1285, 1288, 1290, 1295, 1305, 1310, 1315, 1328, 1329, 1330, 1335, 1337, 1339, 1345, 1375, 1400, 1415, 1420,1430, 1440, 1445, 1475, 1485, 1490, 1491, 1492, 1502, 1506, 1507, 1511, 1512, 1513, 1514, 1518, 1517, 1518, 1519, 1525, 1527, 1528, 1529, 1531, 1532, 1533, 1536, 1537, 1538, 1539, 1541, 1542, 1543, 1551, 1552, 1553, 1554, 1557, 1559, 1581, 1582, 1566, 1567, 1569, 1580, 1585, 1590, 1595, 1606, 1610, 1615, 1620, 1626, 1628, 1629, 1636, 1637, 1638, 1645, 1663, 1664, 1665, 1868, 1670, 1695, 1700, 1725, 1750, 1751,1752,1754, 1760, 1765, 1770, 1780, 1785, 1790, 1795, 1810, 1815, 1620, 1829, 1830, 1835, 1837, 1840, 1841, 1842, 1843, 1844, 1851, 1853, 1861, 1875, 1880, 1907, 1909, 1920, 1928, 1930, 1935, 1940, 1945, 1955, 1980, 1962, 1964, 1965, 1970, 1980, 1988, 1990, 2025, 2028, 2027, 2029, 2031, 2032, 2033, 2034, 2055, 2060, 2076, 2202 2204 OF \t MAP NUMBER 06037CINDOE EFFECTIVE DATE ND SEA' Month 00, 0000 Federal Emergency Management Agency ORDINANCE NO. 2243 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING VARIOUS SECTIONS OF ARTICLE III, CHAPTER 9 OF THE ARCADIA MUNICIPAL CODE CONCERNING FALSE SECURITY ALARMS THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: SECTION 1. Sections 3901 subsection E, 3906, 3906.1 and 3907 of Chapter 9 of Article III of the Arcadia Municipal Code are hereby amended in their entirety to read as follows: "3901 (E). "Security alarm user is any person using a security alarm system at his /her residence or place of business. This includes any person inside the residence or business with permission. 3906. APPROVAL OF SECURITY ALARM SYSTEMS /COMPLIANCE WITH STANDARDS. No person shall install any security alarm system without the prior approval of the City's Business License Officer of his/her designee after review by the police and other city departments as deemed necessary by the Business License Officer to assure compliance with the security alarm system standards as established by the City and without first making payment to the City of the i A established annual (365 days) alarm permit fee, as set by resolution of the City Council from time to time. 3906.1. COMPLIANCE WITH REGULATIONS. Whenever it is determined that a security alarm user has failed to meet any of the standards of this Chapter or related resolutions or regulations adopted by the City, the City's Business License Officer is authorized to direct in writing that the user of that security alarm system disconnect the system until it is made to comply with said requirements. Failure to comply with this direction shall constitute a misdemeanor. Any alarm company that continues to report the activation of an ordered disconnected or unpermitted alarm to the Police Department shall be in violation as well, and any such violation shall constitute a misdemeanor. It shall be a violation of this Code for any alarm company to report activation from an unpermitted alarm in the city, and any such violation shall constitute a misdemeanor. 3907. FALSE SECURITY ALARM COST ASSESSMENT /GRACE PERIOD. Any person or business having a security alarm system which results in an Arcadia Police Department response in which the security alarm proves to be a false security alarm, shall pay a cost assessment fee to the City of Arcadia as established from time to time by resolution of the City Council. There will be no penalty assessment for any false security alarms that occur within thirty (30) 2 calendar days of the initial completed installation of a new security alarm system. A false security alarm cost assessment shall be paid to the City after three (3) false security alarms have been received from any one (1) source from any one (1) security alarm system, in accordance with the following schedule: A. The first (1st) and second (2 false security alarms in any consecutive three hundred sixty-five (365) day period will incur no cost assessment. B. For the third (3` false security alarm in any consecutive three hundred sixty-five (365) day period, there will be a cost assessment as set forth by resolution of the City Council. C. For the fourth (0) false security alarms in any consecutive three hundred sixty-five (365) day period, there will be a higher cost assessment than the third false alarm assessment, as set forth by resolution of the City Council. D. For the fifth (5` and all subsequent false security alarms in any consecutive three hundred sixty-five (365) day period, there will be a higher cost assessment than the fourth false alarm assessment, as set forth by resolution of the City Council. E. Notwithstanding any provisions herein to the contrary, for each false security alarm which specifically signals a robbery or panic alarm regardless of any other crime, there shall be a cost assessment as set forth by resolution of the City Council, commencing with the second (2 false security alarm in any E7 consecutive three hundred sixty -five (365) day period. After one (1) "robbery" or "panic" false security alarm, the City shall issue a warning notice to the security alarm user. As set forth in Penal Code Section 211, "robbery" means the felonious taking of personal property in the possession of another, from his person or immediate presence, and against his will, by means of force or fear. The purpose of Section 3907 is, in part, to assure that assessment shall apply to any person or business whose security alarm system results in at least three (3) false security alarms or two (2) robbery or panic alarms within any consecutive three hundred sixty-five (365) day period. Any false security alarm within any three hundred sixty-five (365) day period shall be counted as part of the calculation of cost assessments set forth by Resolution of the City Council. Accordingly, a person cannot be cleared of any false security alarms in this determination, unless that person's security alarm system does not register any false security alarms for at least three hundred sixty -five days (365) consecutive days." SECTION 2. The City Clerk shall certify the adoption of this Ordinance and shall cause a copy of the same to be published in the official newspaper of the City of Arcadia within fifteen (15) days after its adoption. This Ordinance shall take effect on the thirty-first (31 day following its adoption. [SIGNATURES ON NEXT PAGE] 9 Passed, approved and adopted this day of 11: Mayor of the City of Arcadia ATTEST: City Clerk of the City of Arcadia APPROVED AS TO FORM: Stephen P. Deitsch City Attorney 5 STAFF REPORT Police Department DATE: May 20, 2008 TO: Mayor and Members of the City Council FROM: Robert P. Sanderson, Chief oli By: Brian Ortiz, Sergea Nancy Chik, Manag en aly, SUBJECT: Recommendation: Introduce SUMMARY The Police Department requests amendment to sections 3901, 3906, 3906.1., and 3907 of Article III, Chapter 9 of the Arcadia Municipal Code concerning false security alarms. These amendments will clarify who is responsible for alarm activations, establish an annual (365 days) permit fee to operate an alarm in the City, and will hold any alarm company that services a non - permitted or ordered disconnected alarm liable for a misdemeanor charge. These amendments will also change the grace period of allowable alarms and make false "panic' alarms chargeable activations. BACKGROUND The Arcadia Police Department responded to more than 2,700 alarm activations during 2007, 97% (2,619) of which were false. Each burglary and robbery alarm is a high priority incident requiring immediate deployment of at least two patrol officers. These false alarms negatively influence the overall safety of the community by diverting officers from actual emergencies and other legitimate calls for service and patrol activities. The City has an ordinance dealing with security alarm systems, the required permits, a process for assessing penalties for nuisance locations, and criminal prosecution if necessary. Residences and businesses with a security system used for deterring burglaries are allowed 3 false alarms over a 365 -day period, starting with the first alarm with no penalty assessment. The fourth and subsequent alarms in the 365 -day period can be assessed a penalty that increases with each false alarm. In November 2005, the City Council adopted a resolution to establish a fee for excessive false alarms and set the current grace period for false alarms. DISCUSSION In reviewing the ordinance pertaining to false alarm fees and processing, it is apparent that the fees charged for false alarm responses are too low and the false alarm activations are still too excessive. Some repeat offenders have as many as 19 violations in a 365 -day period, while the average repeat offender (with 4 or more) averages 6 to 7 false alarm activations. It also appears that the City is allowing too many "grace period" alarms as many repeat warning letters are sent out annually, and the wasted police response to three alarms before any action is taken has become a drain on Department resources. An average of 15 warning letters are sent out per month, indicating that officers have already responded to the same location 3 times for false alarm activations. Officers currently respond to about seven false alarm calls each day, spend over half an hour on each call, which equates to almost four hours of wasted time. The City does not currently charge an assessment for false "panic" alarm activation, even though the response from the Police Department is the same as that of a robbery alarm, for which there is a charge. It is also clear that an annual alarm registration fee would help keep owner registration information current and assist with the tracking of serviced alarms in the City. The City should be able to recoup reasonable fees for services and to encourage residents and business owners to properly maintain their alarm systems. Because fee assessments may be periodically be reviewed and adjusted by resolution of the City Council, it is recommended that the fees be increased at this time. It is also recommended that a registration fee be charged annually and that the grace period be reduced to limit the number of false security alarm responses by the Police Department. The proposed amendments will read as follows: "3901. DEFINITIONS E. "Security alarm user" is any person using a security alarm system at his /her residence or place of business. This includes any person inside the residence or business with permission." "3906. APPROVAL OF SECURITY ALARM SYSTEMS/ COMPLIANCE WITH STANDARDS No person shall install any security alarm system without the prior approval of the City's Business License Officer or his /her designee after review by the Police and other City Departments as deemed necessary by the Business License Officer to assure compliance with the Security Alarm System Standards as established by the City and without first making payment to the City of Arcadia the established annual (365 days) alarm permit fee, as set by resolution of the City Council from time to time." "3906.1. COMPLIANCE WITH REGULATIONS. Whenever it is determined that a security alarm user has failed to meet any of the standards of this Chapter or related resolutions or regulations adopted by the City, the City's Business License Officer is authorized to direct in writing that the user of that security alarm system disconnect the system until it is made to comply with said requirements. Failure to comply with this direction shall constitute a misdemeanor. Any alarm company that continues to report the activation of an ordered disconnected alarm to the Police Department shall be in violation as well, and any such violation shall constitute a misdemeanor. It shall be a violation of this Code for any alarm company any alarm company to report activation from an unpermitted alarm in the City, and any such violation shall constitute a misdemeanor." "3907. FALSE ALARM COST ASSESSMENT /GRACE PERIOD. Any person or business having a security alarm system which results in an Arcadia Police Department response in which the security alarm proves to be a false security alarm activation, shall pay a cost assessment fee to the City of Arcadia as established from time to time by resolution of the City - Council. There will be no penalty assessment for any false security alarms that occur within thirty (30) calendar days of the initial completed installation of a new security alarm system. A false security alarm cost assessment shall be paid to the City after three (3) false security alarms have been received from any one (1) source from any one (1) security alarm system, in accordance with the following schedule: A. The first (1 and second (2 "d ) false security alarm in any consecutive three hundred and sixty -five (365) day period will incur no cost assessment. B. For the third (3` false security alarm in any consecutive three hundred and sixty -five (365) day period, there will be a cost assessment as set forth by resolution of the City Council. C. For the fourth (4 false security alarm in any three hundred and sixty - five (365) day period, there will be a higher cost assessment than the third false alarm assessment as set forth by resolution of the City Council. D. For the fifth (5 and subsequent false security alarms in any three hundred and sixty -five (365) day period, there will be a higher cost assessment than the fourth false alarm assessment, as set forth by resolution by the City Council. E. Notwithstanding any provisions herein to the contrary, for each false security alarm which specifically signals a robbery or panic alarm, regardless of any other crime, there shall be a cost assessment as set forth by resolution of the City Council, commencing with the second false security alarm in any consecutive three hundred and sixty -five (365) day period. After one (1) "robbery" or "panic' false security alarm, the City shall issue a warning notice to the security alarm user. As set forth by Penal Code Section 211, "robbery" means the felonious taking of personal property in the possession of another, from his person or immediate presence, and against his will, by means of force or fear. The purpose of this Section 3907 is, in part, to assure that assessments shall apply to any person or business whose security alarm system results in at least three (3) false security or two (2) robbery/panic alarms within any consecutive three hundred ,and sixty - five (365) day period. Any false security alarm within any three hundred and sixty-five (365) day period shall be counted as part of the calculation of. cost assessments set forth by Resolution of the City Council. Accordingly, a person cannot be cleared of any false security alarms in this determination, unless that person's security alarm system does not register any false security alarms for at least three hundred and sixty -five (365) consecutive days." FISCAL IMPACT The Department intends to contract with an outside vendor to administer and handle all billing services for false alarm violations. With the new false alarm fees and grace period changes to be established by Resolution and the cost of a new outside vendor, the City anticipates an annual revenue increase of $125,000 and a reduction in Police Department responses to false alarms. RECOMMENDATION Introduce Ordinance No. 2243 amending various sections of Article III, Chapter 9 of the Arcadia Municipal Code Concerning False Security Alarms. Approved: Don Penman, City Manager STAFF REPORT Public Works Services Department DATE: June 3, 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Direct r, Prepared by: Tom Tait, Deputy Public Works Services Director Dave McVey, General Services Superintendent SUBJECT: Recommendation: Approve SUMMARY On January 22, 2008, the Arcadia Planning Commission granted a Conditional Use Permit and Architectural Design Review for a wireless telecommunication facility to be installed by Royal Street Communications California, LLC, on behalf of MetroPCS. Staff recommends that the City Council accept the communication site lease agreement between the City and Royal Street Communications California, LLC for a wireless communication facility at Newcastle Park — 123 W. Colorado Boulevard. DISCUSSION Newcastle Park has a portion of land that can be utilized by MetroPCS for a wireless telecommunication facility. MetroPCS will lease approximately 375 square feet at Newcastle Park, which includes a 362 square foot enclosure and a 55 foot high cell tower camouflaged as a mono -elm to be located at the northwest corner of the park. This area has numerous mature trees that are sixty (60) to seventy (70) feet high in which the mono -elm should be visually harmonious with the surroundings. Additionally, a proposed 362 square foot concrete block equipment enclosure will be built adjacent to the cell structure. As a condition of installing this enclosure, MetroPCS will replace a section of the existing chain -link fence and plant shrubs along the structure to enhance its appearance. Page 1 of 2 Mayor and City Council June 3, 2008 The term of the lease will be five (5) years with the option to renew for four (4) additional five (5) year periods (total potential of 25 years). The wireless communication site will generate $24,000 annually for the first year and will increase four (4) percent for each succeeding year thereafter. Staff negotiated the price based on survey of wireless communication leases with surrounding cities. This will be the fifth cell tower to be installed on City -owned property. On January 22, 2008, the Planning Commission approved the use and construction of the wireless communication facility. Staff recommends that the City Council accept the communication site lease agreement between the City and Royal Street Communications California, LLC for a wireless communication facility at Newcastle Park — 123 W. Colorado Boulevard. FISCAL IMPACT This lease of a portion of Newcastle Park to MetroPCS for a wireless telecommunication facility will generate $24,000 annually in revenue for the City with four (4) percent increases each year thereafter. RECOMMENDATIONS 1. Accept the communication site lease agreement between the City and Royal Street Communications California, LLC for a wireless communication facility at Newcastle Park —123 W. Colorado Boulevard, 2. Authorize the City Manager to execute a contract in a form approved by the City Attorney. Approved by: 3by�Q i Donald Penman, City Manager PM:TT:DM Attachments Page 2 of 2 � r _ - _ - - x� �; -, ��, P, � - �- { - - -, Royal Street Communications California, L.L.C. LA2327D NEW CASTLE PARK COLORADO BOULEVARD & SAN ANTONIO ARCADIA, CA 91007 Mdms.mm (9MMESMS ;4t June 3, 2008 STAFF REPORT Library and Museum Services Department TO: Mayor and City Council FROM: Janet Sporleder, Director of Library and Museum Services By Carolyn Garner - Reagan, Library Services Manager SUBJECT: Gift of $40,000 from the Friends of the Arcadia Public Library for programs and materials for the Library. Recommendation: Accept the donation SUMMARY The Friends of the Arcadia Public Library are offering the Arcadia Public Library a donation of $40,000 for the purchase of books and other materials and for programs for the children, teens and adults at the Library. DISCUSSION The Friends of the Arcadia Public Library, as part of its ongoing mission to support the Library's goals and objectives, is donating a total of $40,000 to the Library. The Friends funds provide support for children's programming, in particular the very popular annual Children's Summer Reading Program. In addition, Friends funds now support a variety of programs for teens, including a Teen Summer Reading Program. This donation will be used for supplies, incentives, entertainers, and books for the summer programs. Funds will also be used to support other programs throughout the year for children, teens, and adults, including book discussion groups for adults. Strong demand continues for new audiovisual materials, including books on tape and on CD, music on CD, videos and DVD's. These funds will enable the Library to purchase additional audiovisual materials for both the adult and children's collections. Funds will also be used to purchase online databases that will be available to people either in the Library or from their personal computer at home or elsewhere. Subscriptions supported with this donation include Heritage Quest, which offers access to genealogy and old census records, Novelist which provides reader's advisory, and the Grolier Databases for children. Funds will also be used to purchase additional books for the Library, allowing for targeted collection development in areas where materials are heavily used and the need for up to date content is critical, including computer science, resume and job search, and science. In addition, funds are used to support internships for two students enrolled in graduate programs leading to the Masters degree in Library and Information Science. All gifts to the Library are subject to approval by the City Council pursuant to City Charter article VIII section 809 (d). FISCAL IMPACT The Library will experience an added $40,000.00 to its budget allocation. RECOMMENDATION Accept the donation of $40,000 to the Arcadia Public Library from the Friends of the Arcadia Public Library for the purchase of library materials and for programs for children, teens and adults. Approved by: J-D&Yl � Rw')-�/ Donald Penman, City Manager, �0,� STAFF REPORT Library and Museum Services Department June 3, 2008 TO: Mayor and City Council FROM: Janet Sporleder, Library and Museum Services Director By Carolyn Garner - Reagan, Library Services Manager SUBJECT: Gift of $1, 400.00 from the Arcadia Chinese Association for programs and materials for the Library. Recommendation: Accept the donation SUMMARY The Arcadia Chinese Association has made two recent gifts to the Library totaling $1,400.00 for support of two programs: $1,000.00 in support of the annual Children's Summer Reading Program and $400.00 to assist with the training of tutors who teach in the Library's weekly English Language Conversation Class. DISCUSSION The gift of $1,000.00 to the Children's Summer Reading Program will be used to purchase additional books and program materials, helping to meet the very high demand for materials during the very popular program. The gift of $400.00 to the weekly English Language Conversation class will be used in support of tutor training sessions. The quarterly training sessions for the tutors who teach in the weekly English Language Conversation class are proving to be very beneficial in improving the already high quality of the class for both tutors and students. Because the training sessions take place at noon on the same day as the class and after the tutors have been teaching for over two hours, per the direction of the Arcadia Chinese Association, the funds will be used to supply lunches for the tutors. All gifts to the Library are subject to approval by the City Council pursuant to City Charter article VIII section 809 (d). Page 1 of 2 FISCAL IMPACT The Library will experience an added $1,400.00 to its budget allocation. RECOMMENDATION Accept the donation of $1400.00 to the Arcadia Public Library from the Arcadia Chinese Association for library programs and materials. APPROVED: R ^'� Donald Penman, City Manager Page 2 of 2 STAFF REPORT Police Department DATE: June 3, 2008 TO: FROM: Mayor and Members of the City Council Robert P. Sanderson, Chief of Police P l k By: Nancy Chik, Management Analyst SUBJECT: Renewal of Professional Services Agreement— Crossina Guard Services Recommendation: Authorize the City Manager to renew the annual professional services agreement with All City Management Services for crossing guard services in the amount of $145,334. SUMMARY The City has a professional services agreement with All City Management Services for crossing guard services, and the current agreement will expire on June 30, 2008. The Police Department administers the agreement on behalf of the City and recommends the renewal from July 1, 2008, to June 30, 2009, at a cost of $145,334. BACKGROUND & DISCUSSION In 2000, as a long -term cost savings strategy, the City opted to enter into a professional services agreement with All City Management Services to provide crossing guards for the City of Arcadia. Since the adoption of the agreement, All City Management Services has adhered to all conditions and has proven to be a responsible service provider. Prior to acquiring the crossing guard services, the Police Department was continually using staff members, including police officers, to fill vacant posts that occurred as a result of sickness or injury to crossing guards. During the past seven years the Department has not had to use any staff, nor been required to provide oversight to crossing guard operations, other than designating a staff member to monitor agreement compliance. Further, the City has recognized a cost savings in the area of worker's compensation insurance and liability management. All City Management Services provides crossing guard services to over 70 cities and school districts throughout the State. They are the only company with proven experience and the infrastructure to provide such service. Thus, the Police Department considers that they are a sole source provider for crossing guards. All City Management has indicated that there will be no price increase for FY 2008 -2009, so the amount of the contract will remain at $145,334. FISCAL IMPACT Renewal of the professional services agreement will cost $145,334, and the amount has been budgeted in the City's General Fund. RECOMMENDATION Authorize the City Manager to renew the annual professional services agreement, from July 1, 2008, to June 30, 2009, with All City Management Services for crossing guard services in the amount of $145,334. Approved: Don Penman, City Manager v STAFF REPORT Police Department DATE: June 3, 2008 TO: Mayor and Members of the City Council FROM: Robert P. Sanderson, Chief of Police By: Nancy Chik, Management Ana SUBJECT: Renewal of Professional S ervices Agreement— PS.NET Public Safety System Support Recommendation: Authorize the City Manager to renew the annual professional services agreement with Executive Information Services (EIS) for PS.NET public safety software system support services in the amount of $20,000. SUMMARY The City has a professional services agreement with Executive Information Services (EIS) for the PS.NET Public Safety System Support Project, and the current agreement will expire on June 30, 2008. It is recommended that the City Council approve the professional services agreement renewal with EIS from July 1, 2008, through June 30, 2009, in the amount of $20,000. DISCUSSION Since 2003, the City has had an agreement with EIS for public safety software system support. EIS has the proprietary rights /ownership to the law enforcement safety software programs used by the Police Department. The software programs include: Law Records Management, Computer Assisted Dispatch (CAD), Report Writing, Mobile Digital Communications, and the Los Angeles County Interface. All these software programs are used in the Department's daily operation for data management. For FY 08 -09, EIS has increased the contract from $18,000 to $20,000, which equates to an 11% increase. However, there has not been a contract rate increase since FY 06 -07. FISCAL IMPACT For the term of the professional services agn 2009, the fees for EIS for public safety sof $20,000. This amount was budgeted in the 2009. .ement, from July 1, 2008, to June 30, Nare system support services will be City's Operating Budget for FY 2008- RECOMMENDATION Authorize the City Manager to renew the annual professional services agreement with Executive Information Services (EIS) for PS.NET public safety software system support services, from July 1, 2008, to June 30, 2009, in the amount of $20,000. Approved: Don Penman, City Manager STAFF REPORT Police Department DATE: June 3, 2008 TO: Mayor and Members of the City Council FROM: Robert P. Sanderson, Chief of Policd* By: Nancy Chik, Management Analyst SUBJECT: Renewal of Professional Services Agreement— An imal Contro Services Recommendation: Authorize the City Manager to renew the annual professional services agreement with Pasadena Humane Society & SPCA for animal control services in the amount of $78,779.04. SUMMARY The City has a professional services agreement with the Pasadena Humane Society & SPCA (PHS) for animal control services, and the current agreement will expire on June 30, 2008. It is recommended that the City Council approve the professional services agreement renewal with PHS from July 1, 2008, through June 30, 2009, in the amount of $78,779.04. DISCUSSION Since 1993, the City has had an agreement with PHS for animal control services, and they have provided adequate service to this community. The agreement defines our access to PHS reports and species that, whenever practicable, unarmed humane officers will be dispatched to handle Arcadia calls for service. In an effort to resolve our dog licensing concerns, PHS has a canvasser go door -to- door in the City to make sure dog owners are in compliance. PHS also has a computerized licensing renewal system and is working with local veterinarians in obtaining vaccination records and conducting follow -up contacts with pet owners. In addition, PHS offers low cost spay /neutering and vaccination services to Arcadia residents. The City's current annual agreement with PHS requires the City to pay $75,822.05 for animal control services, and the renewal fee for FY 08 -09 will be $78,779.04. This reflects a 3.9% CPI increase, which equates to an increase of $2,956.99 per annum. FISCAL IMPACT For the term of the professional services agreement, from July 1, 2008, to June 30, 2009, the fees for animal control services will be $78,779.04. This amount will need to be budgeted in the City's Operating Budget for FY 2008 -2009. RECOMMENDATION Authorize the City Manager to renew the annual professional services agreement with Pasadena Humane Society & SPCA for animal control services, from July 1, 2008, to June 30, 2009, in the amount of $78,779.04. Approved: Don Penman, City Manager :1 STAFF REPORT RECREATION AND COMMUNITY SERVICES DEPARTMENT DATE: June 3, 2008 TO: ARCADIA CITY COUNCIL 4r FROM: SARA SOMOGYI, DIRECTOR RECREATION AND COMMUNITY SERVICES DEPARTMENT Prepared by: Jim Venegas, Senior Citizens Supervisor SUBJECT: RECOMMENDATION FOR AUTHORIZATION TO ENTER INTO A CONTRACT WITH NDK FOOD INC. TO PROVIDE LUNCHEON MEALS FOR SENIOR NUTRITION PROGRAM HELD AT THE ARCADIA COMMUNITY CENTER FROM JULY 1, 2008 THROUGH JUNE 30, 2009 Recommendation: Authorize the City Manager to enter into a contract with NDK Foods Inc. for the period July 1, 2008 though June 30, 2009, in the amount of $32,000 to provide subsidized lunch meals for the Senior Nutrition Program. SUMMARY It is recommended that the City Council approve a new agreement with NDK Foods Inc. to provide luncheon meals for the Senior Nutrition Program offered by Arcadia Senior Citizen Services at the Arcadia Community Center from July 1, 2008 through June 30, 2009. BACKGROUND The City of Arcadia, Senior Citizen Services is contracted with the NDK Foods Inc. to provide luncheon meals for the Senior Nutrition Program offered at the Arcadia Community Center Monday through Friday until June 30, 2008. The City has expended the renewal clause in the existing agreement. When awarding a new contract, the City must follow the Community Development Commission (CDC) Guidelines. Senior Services staff prepared and mailed a Request for Proposal (RFP) to ten (10) vendors and published a Public Notices inviting bids for the 2008 -2009 contract in the local papers to meet the CDC competitive selection process. Two (2) vendors responded to the RFP, they where Catering Systems Inc at $3.25 per meal and NDK Foods Inc. at $3.22 per meal. The low bidder was NDK Foods. After reviewing and evaluating NDK Foods Inc. performance implementation of their current contract with the City, Senior Citizen Services staff recommends that a new agreement be established between the City and NDK Foods Inc. for the 2008 -2009 fiscal year. Presently the cost per meal is $2.92. The bid price increases the per meal cost to $3.22. Participants currently pay $2.00 and Community Development Block Grant (CDBG) funds subsidize .92 cents per meal. For the 2008 -09 fiscal year it is proposed that participants continue to pay $2.00 and that CDBG funds and revenue generated by the program subsidize the remaining $1.22 of the per meal cost. The proposed Senior Nutrition program budget for fiscal year 2008 -09 is $32,000 (a combination of CDBG and program revenue and City funds), which is sufficient to cover the bid per meal cost. The senior lunch program averages 50 meals per day indicating that the Senior Nutrition Program continues to meet a vital service in the senior community. The Arcadia Senior Citizens Commission concurs and supports the continuance of the Senior Nutrition program. FISCAL IMPACT The proposed Senior Citizen Meals Program budget for Fiscal Year 2008 -09 is $32,000, $17,000 in CDBG funds to continue subsidizing the luncheon meals costs, and $13,000 from program generated revenue and $3,000 from the Recreation and Community Services Department, Senior Citizen Division General Operating Budget. The proposed budget is sufficient to cover the cost of the program. RECOMMENDATION Authorize the City Manager to enter into a contract with NDK Foods, Inc. for the period of July 1, 2008 through June 30, 2009, in the amount of $32,000 to provide subsidized lunch meals for the Senior Nutrition Program. APPROVED: ,tom �O ,,^^�-- Donald Penman, City Manager STAFF REPORT Police Department DATE: June 3, 2008 TO: Mayor and Members of the City Council FROM: Robert P. Sanderson, Chief of Police By: Nancy Chik, Management Analyst SUBJECT: Uniform Vendors — Police Department Recommendation: Waive the formal bid process and approve Tom's Uniforms, West End Uniforms, and Galls -Long Beach Uniform as uniform vendors for the Police Department. SUMMARY The Police Department budget allocated $57,000 to purchase uniforms, leather gear, and related support equipment for employees, reserve officers, and volunteers. The Department uses Tom's Uniforms, West End Uniforms, and Galls -Long Beach Uniform as vendors. The City of Arcadia purchasing guidelines require City Council approval for open purchase order expenditures exceeding $5,000 with any single vendor. Because each of the aforementioned uniform vendors generally exceeds that threshold on an annual basis, the Police Department requests approval to use these vendors for Fiscal Year 2008 -2009. BACKGROUND AND DISCUSSION The Police Department has used Tom's Uniforms in Alhambra and West End Uniforms in Montclair as uniform vendors for the past 16 years. Galls -Long Beach Uniform is a new uniform vendor that the Department has used the past year because of their wide selection in police academy uniforms, equipment, and competitive pricing. Our experience with all these suppliers has been very good. Although the amount of money expended with each vendor varies from year to year, each vendor generally receives a minimum of $5,000 in expenditures that are paid through pre- approved open purchase orders. Expenditures made with each vendor are dependent upon what specific items are needed and whether certain items are routinely available through the vendor. A number of variables affect which vendor officers and employees select, and some factors include: uniform material, size, selection, proximity to the officers' homes, and hours of operation. The current practice of using multiple vendors to meet the uniform needs of the Police Department has been cost effective and efficient from an operational standpoint. In previous cost comparisons, the prices of items were all competitive between the vendors. FISCAL IMPACT The amount of $57,000 has been allocated in the Police Department budget for uniforms and related support equipment for FY 2008 -2009. Waive the formal bid process and approve Tom's Uniforms, West End Uniforms, and Galls -Long Beach Uniform as uniform vendors for Police Department uniforms. Approved: �, P Don Penman, City Manager STAFF REPORT Police Department DATE: June 3, 2008 TO: Mayor and Members of the City Council FROM: Robert P. Sanderson, Chief of Police By: Nancy Chik, Management Anal SUBJECT: Police Tactical Field Eouioment Vendors — Police Department Recommendation: Waive the formal bid process and approve Aardvark Tactical and Adamson Police Products as ballistic vest and police field tactical equipment vendors for the Police Department. SUMMARY The Police Department budget allocated approximately $50,000 to purchase ballistic vests and police field supplies and equipment. Aardvark Tactical and Adamson Police Products are two of the primary vendors used by the Department. The City of Arcadia purchasing guidelines require City Council approval for open purchase order expenditures exceeding $5,000 with any single vendor. Because each of the aforementioned vendors generally exceeds that threshold on an annual basis, the Police Department requests approval to use these vendors for Fiscal Year 2008 -2009. BACKGROUND AND DISCUSSION The Police Department has used Aardvark Tactical and Adamson Police Products as vendors for over 17 years. Our experience with these suppliers has been very good. Adamson Police Products is the primary supplier of police field tactical equipment in Southern California, and they have a large inventory and competitive pricing. Aardvark Tactical supplies our officers with ballistic vests and other miscellaneous support equipment, and they also offer competitive pricing. Although the amount of money expended with each vendor varies from year to year, each vendor generally receives a minimum of $5,000 in expenditures that are paid through pre - approved open purchase orders. Expenditures made with each vendor are dependent upon what specific items are needed and whether certain items are routinely available through the vendor. FISCAL IMPACT Approximately $50,000 has been allocated in the Police Department budget for ballistic vests and police field tactical equipment for FY 2008 -2009. RECOMMENDATION Waive the formal bid process and approve Aardvark Tactical and Adamson Police Products as ballistic vest and police field tactical equipment vendors for the Police Department. Approved: Don Penman, City Manager STAFF REPORT Development Services Department DATE: June 3, 2008 TO: Mayor and City Council FROM: Jason Kruckeberg, Development Services Director 75 Philip A. Wray, Deputy Director of Development Service4ki Prepared By: Tim Kelleher, Senior Engineering Assistant SUBJECT: Professional Services Agreement — Construction Inspection and Materials Testing Services for Santa Anita Avenue Street Rehabilitation, W/B Huntington Drive Street Rehabilitation and Sidewalk Gap Closure Projects Recommendation: Authorize the City Manager to enter into a Professional Service Agreement with Willdan for construction inspection and materials testing services in the amount of $80,749 and authorize a contingency of 10% for any necessary additional services SUMMARY In April 2008, staff sent a Request for Proposal and hourly rates for professional inspection and materials testing services to three (3) consulting firms for the Santa Anita Avenue Street Rehabilitation, W/B Huntington Drive Street Rehabilitation and Sidewalk Gap Closure Projects. Two firms (SA Associates and Willdan) submitted proposals and rate schedules. Staff reviewed the proposals and selected Willdan as the best qualified to provide the requested construction inspection and materials testing services for these projects. Staff recommends that a Professional Services Agreement for this work be awarded to Willdan in an amount not to exceed $80,749 and approve a contingency of 10% to cover any unexpected costs. DISCUSSION The inspection services are necessary to insure the quality of the contractor's workmanship according to plans and specifications. The contract inspector will coordinate soils and asphalt compaction testing with an independent assigned firm, provide daily and weekly construction activity reports, review and assist in processing the progress payments and insure proper traffic control, delineation and work area safety measures are in place. Staff Report PSA Inspection and Materials Testing Services June 3, 2008 Page 2 For this proposal, staff combined two construction projects: the Santa Anita Avenue Street Rehabilitation Project and the Westbound Huntington Drive Street Rehabilitation and Sidewalk Gap Closure Projects. Both projects will be constructed by the same contractor concurrently and, therefore, it made sense to have the inspection and testing services performed by the same contractor under one agreement. The basis of this proposal amount is the allowed contract time to construct, which for these two projects is a total of 80 calendar days, and the hourly rates established in the consultant's proposal. Ultimately, the final cost will be determined by the actual hours spent by the consultant actually working on the project. Cost proposals for inspection and testing services are hard to assess because there may be unforeseen conditions that are out of the inspector's control that would require further services. To this end, staff is requesting Council authorize a contingency of 10% in the event additional services are required. Requests for Proposals were sent to three consultants: Willdan, SA Associates, and Harris and Associates. Two responded with proposals. Staff selected Willdan due to their demonstrated competency and resources. Pursuant to Government Code Section 4525 and 4526, professional services to be used by local agencies should be selected on the basis of competency and qualifications, not cost. And while Willdan was not the lowest bidder, staff selected them based on their past performance for the City on similar projects. In the past, Wilidan has worked efficiently with staff to produce projects that are within budget, on schedule, and compliant to the plans and specifications. FISCAL IMPACT The Santa Anita Avenue Street Rehabilitation Project has a budget of $912,027 for Proposition 1 B funds. The Rehabilitation of W/B Huntington Drive Project has a budget of $600,000 from Proposition C funds; the Sidewalk Gap Closure Project has a budget of $25,000 from TDA Funds. The construction contracts for these projects were approved by the City Council on May 20, 2008. Inspection and materials testing services funding for these projects will be shared from the three budgets. Authorize the City Manager to enter into a Professional Service Agreement with Wilidan for construction inspection and materials testing services in the amount of $80,749 and authorize a contingency of 10% for any necessary additional services. Approved: IPC-Ivl� Donald Penman, City Manager J K: PAW:TOK: pa ff 1 ^ °nerno' STAFF REPORT Development Services Department DATE: June 3, 2008 TO: Mayor and City Council FROM: Jason Kruckeberg, Development Services Director Stl< Prepared By: Brett Channing, Development Services Intern $ �j SUBJECT: Agreement for Services — Arcadia Chamber of Commerce Recommendation: Approve SUMMARY The Chamber of Commerce assists the City's economic development and marketing activities pursuant to an annual Agreement for Services contract. The Chamber's proposed services for the coming fiscal year and their 2007 -2008 budget are provided for reference as Attachment A. The Chamber has requested a continuation of the contribution provided by the City ($62,000) for services to be provided by the Chamber in FY 2008 -09. Staff recommends approval of the Agreement for Services with the Chamber for FY 2008 -09 (Attachment B). DISCUSSION The Chamber has been providing certain services as follows: 1. Provides reference and referral information on the City to brokers, realtors, merchants, business operators, interested public, and new Arcadia residents. 2. Prepares the monthly Community Calendar, monthly Business Hotline Newsletter, annual Arcadia Civic Directory, a City map every 3 years (next 2010 - 2011), and Arcadia Business Directory which has now become an annual publication. 3. Organizes and operates an annual Business Expo and two additional Expos (i.e. Health, Fitness & Safety, Home Improvement, Environmental, Senior information) to showcase City businesses and provides the City with a table at no cost at each eve nt. 4. Provides organization and staffing support for the monthly Government Affairs, Business Networking meetings, Business Promotion Committee, Emergency Preparedness Committee, the Multicultural Committee and the Ambassador Club. Mayor and City Council June 3, 2008 Page 2 5. Provides organization of special Community meetings and forums, e.g., election candidates, school bond issues, etc.. 6. Promotes and manages the annual Taste of Arcadia event, which has become a signature event for the City. 7. Prepares a tourist map of the City which includes Downtown, the Mall, Race Track, Arboretum and West Arcadia. 8. Prepares and submits an annual performance report regarding their activities In addition to the $62,000 annual agreement, the City also subsidizes the Chamber's annual rent at the City-owned facility at 388 West Huntington Drive. The current lease agreement is for five (5) years beginning December 13, 2006 and expiring December 12, 2011. The City can terminate the lease upon twelve (12) months notice to the Chamber. FISCAL IMPACT A total of $62,000 ($49,600 in General Funds; $12,400 in Redevelopment Agency Funds) has been included in the FY 2008 -09 budget. RECOMMENDATION: That the City Council authorize the City Manager to enter into an Agreement with the Arcadia Chamber of Commerce for $62,000 for Fiscal Year 2008 -09 as shown in the attached Agreement for Services (Attachment B). Approved: Dmpl -_ � Don Penman, City Manager Attachment A: Proposed Services for FY 2008 -09 and FY 2007 -08 Chamber Budget Attachment B: Agreement for Services, FY 2008 -09 ATTACHMENT A Services Provided by Chamber of Commerce to the City of Arcadia and Arcadia Redevelopment Agency FY 2008 -2009 The Chamber shall provide the following services to the City and Agency: I. Public Relations A. Maintain regular office hours with qualified personnel. B. Provide accurate and timely information and market the City and business areas to residents and business people who walk -in, phone, write, e-mail, or fax the Chamber. C. Prepare and maintain the monthly community calendar of civic group events. D. Provide all new Arcadia residents with a "welcome" package within one month of City notification; the package shall include materials provided by the City. E. Provide information on Arcadia to realtors for a "business relocation" package which commercial agents give to new businesses in the City. F. Prepare, print and circulate the annual civic directory which lists all civic, cultural, social, educational, and business groups, addresses, meeting dates, etc. (due annually no later than June, 2007 and June 2008). G. Through the Board and Committee structure (e.g., Business Promotion and EXPO Committee, Government Affairs Forum, Asian Business Outreach Committee, Ambassador Club, Emergency Preparedness Committee, Strategic Planning Committee), and Chamber functions (Business Mixers, Networking Breakfasts, various legislative gatherings and forums, Citizen of the Year Award & Installation Dinner, Business Awards Lunch, and Taste of Arcadia) bring civic leaders and City /Agency staff together with business people and citizens every month. H. Provide continued assistance to the City and Agency with the East Huntington Drive hotel /restaurant association, e.g., marketing information and materials, coordination of joint activities and programs with the City of Monrovia and the Monrovia Chamber of Commerce. ME II. Business Development A. Under the Business Promotion Committee, organize and hold the annual "Business Expo" and 2 additional EXPOs (Health, Fitness & Safety, Home Improvement, Environmental, Senior Living) to market their products and services to each other and to the community including hanging the Chamber /City banner. The City will be provided free and prominent space at the Expos. B. Prepare and print (approximately every third year) a City Map, including economic and civic information on Arcadia (next due 2010 - 2011); provide as many copies to the city and Fire & Police Departments as needed. C. Prepare and print the "Business Directory" (next issue due spring 2008); provide copy to all Arcadia businesses, residents, and provide as many copies to the City as needed. D. Conduct special community and business forums, e.g., City Council Candidates forum, Trash /Recycling, or assist City to inform the community of meetings, e.g., community workshops on large development projects, and transportation concerns, including Gold Line /Metro, etc. E. Assist the City during emergencies, by providing liaison at Emergency Operations Center; coordinate with the City EOC & Red Cross and Emergency Centers throughout the City in the event of earthquake or disaster; working with Chamber Emergency Business Preparedness plan for emergencies. F. Provide ambassadors to existing and new businesses throughout the year to monitor concerns, assist in resolving problems with the Chamber or the City, meet other Arcadia businesses (e.g., monthly networking I orientation I breakfasts). G. Prepare, print, and mail monthly "newsletter"' to members providing information on business activities and legislation; provide space for a City column; provide 20 copies to City. H. Work actively on business recruitment, expansion and retention efforts throughout the City, e.g., business CEO /Chamber /City official meetings. Organize and publicize at least five seminars and training sessions for merchants and business members under SBA, SCORE, SGVED, SBDC and other governmental and educational programs. J. Work to create business associations in Downtown, West and South Arcadia similar to the former downtown business association (ABA). -5- I III. Government/Legislative A. Through the Legislative Committee, provide business information to chamber members and serve as a forum for City, County, State and Federal interrelationships and dialogue. B. Review and recommend proposed business legislation and concerns to the City. C. As needed or requested by the City, conduct membership survey on general business topics, e.g., parking, ride - share, recycling, signage, etc. to inform the City of business concerns. Based upon historical experience, the Chamber will provide to the City the following approximate number of referrals and other services: Referrals to City of Arcadia, Survey March 2008 Business License, BBB 36 /month Senior Citizens /Recreation 58 /month Library/Museum 26 /month Economic Development 21 /month Planning /Building 8 /month Public Works Services 11 /month City Attorney 0 /month City Clerk 15 /month City Events 38 /month Fire & Police Depts. 24 /month Maps and /or directions 157 /month Demographics 20 /month New resident/business relocation packets 199 /month Utilities (e.g., water, phone, gas, electric, cable, trash) 24 /month Civic Directory Information (Service Clubs, non - profit organizations, Legislators, etc) 20 -30 /month Methodist Hospital /301 Medical Bldg 35 /month Tourist Information (Arboretum, Race Track, Huntington Library, Golf Courses, Forest Service, etc) 157 /month Business Referrals /Directory 132 /month Red Cross (10), AUSD (15), Westfield (19), Caruso (22) 19 ARCADIA CHAMBER OF COMMERCE 2007 -2008 BUDGET RECEIPTS: Chamber Member Dues New Member Dues Newspaper Promo Event Income Directory/Maps City of Arcadia Newsletter/Website Advertising Delegation Letters Refunds Income - Other Interest Income TOTAL RECEIPTS DISBURSEMENTS: LABOR EXPENSES: Office Salaries & Wages Employer Payroll Taxes Payroll Service Outside Contracting (1099) Retirement Contributions Health Insurance Workers Comp Ins Long Term Disability TOTAL LABOR EXPENSES ALLOWANCES: President's Expenses Executive Director TOTAL ALLOWANCES OCCUPANCY: Rent Taxes & License Utilities Repair & Maintenance Custodian TOTAL OCCUPANCY INSURANCE: Auto Umbrella Director & Officer TOTAL INSURANCE ESTIMATED BUDGET ACTUAL 2006 -2007 2006 -2007 104,000 15,000 17,500 131,200 5,500 62,000 5,000 4,500 200 10,000 5,000 90,410 17,990 16,822 113,525 8,217 62,000 5,695 5,935 893 9,500 5,092 359,900 150,000 13,000 1,200 500 5,000 12,500 1,000 5,700 188,900 1,500 3,000 4,500 5,500 2,200 3,500 1,200 2,000 14,400 1,200 4,200 3,000 8,400 336,079 137,000 11,750 1,276 200 6,437 5,090 1,180, 4,706 167,639 1,500 3,021 4,521 6,012 1,581 3,257 1,159 1,536 13,545 4,984 PROPOSED BUDGET 2007 -2008 94,000 18,000 113,500 5,500 62,000 7,000 6,000 500 9,500 4,500 320,500 143,000 12,300 1,300 500 6,700 5,500 1,300 4,800 175,400 1,500 3,000 4,500 6,000 1,600 3,500 1,200 1,600 13,900 5,000 G: \WORDPROC \CLIENTS\Arcadia Chamber of Commerce \2006-07 Budget.xls Page 1 ARCADIA CHAMBER OF COMMERCE 2007 -2008 BUDGET OPERATIONAL SERVICES: Telephone Postage Newsletter - Printing Printing & Reproduction Other Printing Equipment Purchase Equipment Rent Equipment Repair Accounting Dues & Subscriptions TOTAL OPERATIONAL SVCS SUPPLIES: Plaques & Awards Stationery & Supplies Hospitality Computer Supplies TOTAL SUPPLIES MISCELLANEOUS: Training & Conference Newspaper Expense Advertising /Promo/W ebs ite City Event/Program Expense License & Permits Contingencies TOTAL MISCELLANEOUS TOTAL DISBURSEMENTS OPERATING INCOME (LOSS) BUDGET 2006 -2007 5,000 8,500 6,500 3,000 1,200 700 5,500 700 6,000 1,900 39,000 500 4,000 2,000 1,000 7,500 2,000 16,000 10,000 66,500 200 2,500 97,200 ESTIMATED ACTUAL 2006 -2007 5,119 8,874 9,075 531 286 6,240 964 5,507 1,467 38,063 377 4,750 1,918 1,260 8,305 3,193 16,128 6,731 66,361 10 4,166 96,589 PROPOSED BUDGET 2007 -2008 5,200 9,000 9,000 1,000 1,000 1,000 6,300 1,000 5,500 1,500 40,500 500 5,000 2,000 1,000 8,500 2,500 5,000 67,000 200 3,000 77,700 359,900 333,646 325,500 0 2,433 Visionary Fund Receipts 7,500 Visionary Fund Disbursements (7,500) NET INCOME(LOSS) 10,860 (12,018) 0 1,275 (5,000) 9,000 (9,000) (5,000) G: \WORDPROC \CLIENTS\Arcadia Chamber of Commerce \2006 -07 Budget.xls Page 2 AGREEMENT FOR SERVICES FY 2008 - 2009 This Agreement for Services ( "Agreement') is entered into this 1 5t day of July, 2008 by and among the Arcadia Chamber of Commerce ( "Chamber"), a not - for - profit organization, the City of Arcadia ( "City "), a municipal corporation and charter city, and the Arcadia Redevelopment Agency ( "Agency), a public body, corporate and politic. RECITALS A. The City, the Agency, and the Chamber have long cooperated on areas of mutual interest to the Arcadia civic and business community. B. The Chamber has provided numerous economic development and marketing services to the City and Agency. C. For many years, the City has provided to the Chamber at a below market lease rate the full use of the City -owned building at 388 W. Huntington Drive, Arcadia in recognition of its services to the City, and in FY 2008 - 09 has further contributed $62,000 to the Chamber as the City's share of the cost of the economic development and marketing services provided that fiscal year by the Chamber. D. The City and the Chamber have extended the previous Lease between the City and the Chamber, terminating December 12, 2006, for five (5) more years to December 12, 2011. E. The City, the Agency, and the Chamber desire to memorialize their relationship for the fiscal year 2008 -2009. F. The City desires and intends to pay the Chamber the amount of $49,600, and the Agency desires and intends to pay the Chamber $12,400 in FY 2008 -2009 for the business, economic and civic promotion services set forth in Attachment A. G. The Chamber desires and intends to provide the City and the Agency the business, economic, and civic promotion services set forth in Attachment A. AGREEMENT Now therefore, the City and Chamber do hereby agree as follows: A. Responsibilities of the Chamber The Chamber is and shall serve as an independent organization entirely separate from the City and the Agency, and shall operate under its own bylaws as a membership organization serving the interests of business in the greater Arcadia area. For purposes of this Agreement, the Chamber is and in all respects shall be deemed to be an independent contractor. 2. The Chamber shall assist the City and the Agency in their economic development, civic promotion, and marketing efforts by providing the services and materials to the City and the Agency set forth in Attachment "A" to this Agreement, which is made a part hereof. 3. Within five (5) working days after May 1, 2008, the Chamber shall submit to the City and Agency a progress report describing their performance under this Agreement for the period July 1, 2007 to April 30, 2008. B. Responsibilities of the City and Agency The City and Agency shall assist the Chamber in its business service and development efforts by means of the City leasing to the Chamber for the remainder of the term of the lease described in the Recitals hereof, and any extension, the facility at 388 W. Huntington, and by providing, in the aggregate, $62,000 to the Chamber in FY 2008 -2009 for the products and economic development and civic promotion services set forth on Attachment A. C. Review and Inspection of Chamber records The Chamber shall provide to the City and Agency a complete and accurate financial statement of the Chamber by September 30, 2008 for the previous fiscal year ending June 30, 2008, and by September 30, 2009 for the fiscal year ending June 30, 2009. 2. The City and the Agency shall have the right to review and /or audit the records of the Chamber to verify that the Chamber's expenditures of the City's funds are consistent with this Agreement. For this purpose, the Chamber shall make available to the City and the Agency, and their representatives, all records of the Chamber for purposes of review and audit during normal business hours of the City, upon reasonable demand by the City and/or the Agency. _ D. Amendment This Agreement may be amended by mutual written consent of all parties. E. Termination This Agreement may be terminated by any party giving the others effective written notice of termination 180 days prior to the effective date of termination. The rights, duties and responsibilities of the City, the Agency, and the Chamber will continue for the period between the notice of termination and the effective date of termination, including any prorata portion of the agreed compensation. -2- F. California Law This Agreement shall be governed by the laws of the State of California. G. Attorney's Fees. Should a dispute arise between the parties to this Agreement resulting in legal action, the prevailing party or parties shall be entitled to an award of reasonable attorney's fees and costs incurred. In witness whereof, the parties have executed this Agreement as of the date first set forth hereinabove. CITY: . AstA City Manager City of Arcadia Approved as to form: &tC�� P. City Attorney AGENCY: Executive Director Approved as to form: Rqk 0.4 Agency Counsel -3- STAFF REPORT m �nniiv of Nn�cw Public Works Services Department DATE: June 3, 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Director Prepared by: Lubomir Tomaier, Principal Civil Engineer Mark Rynkiewicz, Associate Civil Engineer SUBJECT: SUMMARY On February 19, 2008, the City Council awarded a contract to J. De Sigio Construction, Inc. in the amount of $324,516 for the construction of the 2007/08 Water Main Replacement Project. The terms and conditions of this project have been complied with and the work has been performed to staffs satisfaction for a total project cost of $323,736. This amount reflects the original contract amount of $324,516 minus quantity changes totaling $870 or 0.3% below the original contract amount. Staff recommends that the City Council accept all work performed by J. De Sigio Construction, Inc. as complete and authorize the final payment to be made in accordance with the contract documents, subject to retention of $32,374. DISCUSSION On October 20, 2001 the Water Master Plan Update was presented to the City Council that identified the need for water system improvements in supply sources, storage capacity, pumping capacity, transmission, distribution pipelines and various other projects in each water pressure zone. The water main distribution pipe along El Monte Avenue between Duarte Road and Camino Real Avenue was at the end of its service life. Water main breaks at this location have caused roadway damage, water service disruptions and excessive repair costs. City crews have frequently made emergency repairs to this stretch of pipeline. Page 1 of 2 Recommendation: Approve Mayor and City Council June 3, 2008 The damaged pipeline was caused by material failure of the existing cast iron pipe. This project replaced the old problematic cast iron pipe with ductile iron pipe including adjacent valves and service laterals. The initial portion of the water replacement line was completed December 2007. This portion of the project was completed by Department personnel to accommodate the underground electrical work and final paving on Duarte Road last fall as part of SCE's undergrounding project. This was done so pavement cutting on the new pavement could be avoided when this line was replaced. Staff also installed the main connection and valving at the intersection of Duarte Road and El Monte Avenue. Staff recommends that the City Council accept all work performed by J. De Sigio Construction, Inc. as complete and authorize the final payment to be made in accordance with the contract documents, subject to retention of $32,374. This amount reflects the original contract amount of $324,516 minus quantity changes totaling $870 or 0.3% below the original contract amount. ENVIRONMENTAL ANALYSIS This project is categorically exempt per Section 15301 (c) replacement from the requirements of the California Environmental Quality Act. FISCAL IMPACT The 2007/08 Capital Improvement Projects Budget has allocated $500,000 for the Design and Replacement of Various Water Lines to cover the cost of design, construction, inspection, soil compaction testing, project administration, and contingencies. Engineer's costs for design and inspection were also included in the costs for this project. RECOMMENDATION 1. Accept all work performed by J. De Sigio Construction, Inc. for the 2007/08 Water Main Replacement Project as complete. 2. Authorize final payment to be made in accordance with the contract documents, subject to retention of $32,374. Approve by: D ° i"� Donald Penman, City Manager PM:LT:MR Attachment Page 2 of 2 'i 07/08 ANNUAL WATERMAIN REPLACEMENT PROJECT Ps NORTH +` CITY OF ARCADIA SIER ARE PARK COLORADO Sr _ RKRK R A RK PROJECT `4 TWO ON — LOCATION a a e' ARRA amovie .c..i. A MIN O I LONOO AV q I O LOCATION MAP NOT TO SCALE STAFF REPORT Public Works Services Department DATE: June 3, 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Direct r� Prepared by: Tom Tait, Deputy Public Works Services Director Dave McVey, General Services Superintendent SUBJECT: SUMMARY On August 1, 2006, the City Council awarded a one (1) year contract agreement with optional contract extensions to D &J Foothill Electrical Contractors for electrical repairs and preventative maintenance at City facilities. D &J Foothill Electrical Contractors, Inc. is reaching the end of their contract and has submitted a written offer to extend the contract an additional one (1) year in accordance with the existing agreement. The contractor's offer of extension does not reflect a change in price and all other conditions of the agreement are to remain in effect. Based on the excellent service provided by D &J Foothill Electrical Contractors, Inc. during the last year, staff recommends that the City Council award a one (1) year contract extension in the amount of $124,250 to D &J Foothill Electrical Contractors, Inc. for electrical services and preventative maintenance in order to ensure scheduled projects and repairs are completed in a timely manner. DISCUSSION Due to electrical capital projects scheduled for 2008 -09 and preventative maintenance, the Public Works Services Department has determined that awarding a one (1) year contract extension to D &J Foothill Electrical Contractors, Inc. would be advantageous to the City. Having one qualified contractor to provide electrical services and preventative maintenance for these projects and all City facilities will permit a more time efficient and fiscally efficient process for both scheduled and unscheduled repairs and improvements. Page 1 of 2 Recommendation: Approve Mayor and City Council June 3, 2008 D &J Foothill Electrical Contractors, Inc. has submitted a written offer to renew the contract in accordance with the existing agreement without a cost increase. All other conditions of the agreement are to remain the same. Staff recommends that the City Council award a one (1) year contract extension in the amount of $124,250 for electrical services and preventative maintenance at various City facilities FISCAL IMPACT Sufficient funds are budgeted in the 2008 -09 Facilities Maintenance Operating budgets of Fire, Police, Library, Recreation, Community Center, and Public Works for these services. Additionally, the Capital Improvement Program budget includes funds for electrical work for the construction of the projects approved in 2008 -09. Award a one (1) year contract extension in the amount of $124,250 to D &J Foothill Electrical Contractors, Inc. for electrical services and preventative maintenance at various City facilities. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved: fTlIil Donald Penman, City Manager Page 2 of 2 zi-A of STAFF REPORT Public Works Services Department DATE: June 3, 2008 TO: Mayor and City Council A FROM: Pat Malloy, Assistant City Manager /Public Works Services Direcl!orr Prepared by: Lubomir Tomaier, Principal Civil Engineer Ken Herman, Associate Civil Engineer SUBJECT: ACCEPT THE 2008 WATER MASTER PLAN UPDATE Recommendation: Approve SUMMARY An update to the Water Master Plan (WMP) is performed approximately every five (5) years in order to ensure that the original WMP, adopted by the City Council on March 18, 1997, is adequate to maintain the reliability of the City's water system. The City Council adopted the first update to the WMP on November 20, 2001. Since then, the City and the region have experienced extreme climate change and a decline in water supplies which necessitated an update to the 2001 WMP. The 2008 WMP focuses on ensuring water supply and reliability, while the 2001 WMP focused on seismic reliability for the water infrastructure. The financial analysis and the recommended capital improvements have not changed drastically and will not change the City's practice of adjusting water rates no more than the Consumer Price Index (CPI). Therefore, staff recommends that the City Council accept the 2008 Water Master Plan Update. BACKGROUND The City owns and operates its own water distribution system and draws water from underground aquifers (basins) known as the Main San Gabriel Basin and the Raymond Basin. There are thirteen (13) wells to pump water from the underground basins, nine (9) booster stations to pump water from lower elevations to higher ones, sixteen (16) reservoirs that hold a total of over forty (40) million gallons of water, and 168 miles of water pipe to distribute the water to homes and businesses. This extensive water system serves approximately 13,400 domestic, commercial, and industrial customers. The water system currently supplies approximately 17,600 acre feet per year to customers throughout the City. Page 1 of 3 Mayor and City Council June 3, 2008 Additionally, the City has water connections to the Metropolitan Water District, City of Sierra Madre, and East Pasadena Water Company to be used as an emergency supply source for water. DISCUSSION The purpose of the WMP is to ensure the ability of the City of Arcadia to continue to meet its mission of a safe and reliable water supply to its residents. The WMP recommends additional facilities and improvements to existing facilities needed to achieve this goal in a cost effective manner. The 2008 WMP evaluates the existing water distribution system and its ability to meet projected demands. The most recent update to the WMP was performed in 2001. Since the last update, there have been many environmental changes that require reassessment of the existing water system infrastructure and water demands as well as system changes as a result of the 2001 WMP Update. The 2008 WMP encompasses five (5) interrelated components: 1. Source of Supply — identification of water supplies and their reliability as well as the pumping capacity of the system. 2. Storage — determination of reservoir capacity. 3. Booster Pump Stations — determination of the ability to ensure the flow of water through the distribution system. 4. Capital Improvement Program — identification of improvement projects to enhance water supply and reliability. 5. Financial Model — identification of a funding source to continue operations, maintenance, and capital improvement projects for the water system. The 2008 WMP update provides a recommended long term preventive maintenance plan and capital improvement program to address deficiencies and ensure the stability of the City's water system. Additionally, a financial model was created to project a stable funding source for the recommended capital improvement projects to enhance the water system. The 2001 WMP focused on seismic reliability of the City's water storage and distribution infrastructure. Accordingly, the Santa Anita Reservoirs underwent seismic upgrades, St. Joseph Reservoir was constructed, and the interconnection between the City of Sierra Madre and Arcadia was upgraded to increase the flow between the two cities in case of emergencies. The 2008 WMP shifts the focus from seismic reliability to primarily water supply reliability. The enduring drought in Southern California and an impending lawsuit Page 2 of 3 Mayor and City Council June 3, 2008 regarding an endangered species on the California Delta has made it apparent that water agencies need to prepare for a cut in surface water deliveries from both the Colorado River and the State Water Project (Delta). The 2008 WMP assists staff in exploring new and innovative solutions to acquire and produce additional sources of potable water. The 2008 WMP recommends capital improvement projects focused on ensuring water supply reliability for the City. Such projects include the construction of seven (7) more wells and the upgrading of older wells to increase pumping efficiency. Additionally, the 2008 WMP recommends using the Chapman Reservoir (built in 1900) as a blending reservoir to guarantee the highest quality water is distributed to residents. The 2008 WMP also recommends that projects be designed using environmentally sustainable practices such as the use of recycled and renewable resources in construction or the use of solar power as an energy source at pumping stations. The 2008 update was essential to evaluate the water system and validate the capital improvement projects that had been completed. The 2008 Water Master Plan Update did not include any significant changes to the water system, but provided recommendations to address current and future water supply reliability. Recommendation Accept the 2008 Water Master Plan Update Approved By: Q �--- Donald Penman, City Manager PM: LT: KH Page 3 of 3