The URL can be used to link to this page

Home My WebLink AboutJune 17, 2008`n ylPOgy, CITY OF ARCADIA "N CITY'COUNCIL /REDEVELOPMENT AGENCY REGULAR MEETING OOm @°arty °SA °� °' TUESDAY, JUNE 17, 2008 AGENDA 6:00 p.m. Location: City Council Chamber Conference Room, 240 W. Huntington Drive CALL TO ORDER ROLL CALL OF CITY COUNCIL /REDEVELOPMENT 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 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 54956.8 conference with real property negotiators: Pro e : 41 W. Huntington Drive Agency Negotiator: Agency Executive Director Property Owner: Manuel Romero Under Negotiation: Price and Terms of Payment 7:00 p.m., City Council Chamber RECONVENE CITY COUNCIL/REDEVELOPMENT AGENCY MEETING TO OPEN SESSION INVOCATION Reverend Bill Ledbetter, Arcadia Episcopal Church of the Transfiguration 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. PLEDGE OF ALLEGIANCE ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: Amundson, Chandler, Kovacic, Wuo and Harbicht REPORT FROM CITY ATTORNEYIAGENCY COUNSEL ON CLOSED SESSIONISTUDY SESSION ITEMS SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL PRESENTATIONS a. Presentation of Certificates to La Salle Tennis Team. PUBLIC HEARING All interested persons are invited to appear at the Public Hearing and to provide evidence or testimony concerning the proposed items of consideration. You are hereby advised that should you desire to legally challenge any action taken by the City Council with respect to any Public Hearing item on this agenda, you may be limited to raising only those issues and objections which you or someone else raised at or prior to the time of the Public Hearing. CITY COUNCIL ITEMS: a. CROSS AND CHAMBER OF COMMERCE. INTRODUCE ORDINANCE NO. 2244. APPROVING ZONE CHANGE NO. ZC Recommended Action: Introduce b. RESOLUTIONS SETTING THE SEWER, WATER AND REFUSE RATE SCHEDULE FOR FISCAL YEAR 2008/09. Recommended Action: Adopt Recommended Action: Adopt Any wrifings 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. (CENTENNIAL WAY TO THE ARCADIA WASH) AND APPROVING TEXT Recommended Action: Adopt 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 7:00 p.m. Open 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. REPORTS FROM MAYOR, CITY COUNCIL AND CITY CLERK 2. CITY CLERK'S REPORTS ANNUAL BOARDS AND COMMISSIONS APPOINTMENTS Recommended Action: Appoint Members 3. 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. L� CITY COUNCIL ITEMS: C. I 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 Clty Clerk's office located at 240 W Huntington Drive, Arcadia, California, during normal business hours. REGULAR MEETING MINUTES OF JUNE 3 2008 Recommended Action: Approve REGULAR MEETING MINUTES OF JUNE 3, 2008. Recommended Action: Approve . e. ACT OF 1974. Recommended Action: Approve f. m k. AWARD A ONE (1) YEAR PURCHASE ORDER CONTRACT EXTENSION TO Recommended Action: Approve AUTHORIZE THE CITY MANAGER TO APPROVE A CHANGE ORDER FOR THE M. ADJOURNMENT The City Council /Redevelopment Agency will adjourn this meeting to Tuesday June 24, 2008, 6:00 p.m. in the Arcadia Police Department EOC Room, 250 W. Huntington Drive 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. Recommended Action: Approve Recommended Action: Approve ADOPT THE CITY OF ARCADIA STATEMENT OF INVESTMENT POLICY FOR FISCAL YEAR 2008 -09. Recommended Action: Approve Recommended Action: Approve Recommended Action: Approve 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 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. June 17, 2008 STAFF REPORT Development Services Department TO: Mayor and City Council FROM: Jason Kruckeberg, Development Services Director 3 Byo om Kasama, Community Development Administrator SUBJECT: Consideration of Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01 for the City -owned properties at 240 -388 W. Huntington Dr. — Civic Center, Methodist Hospital, Red Cross, and Chamber of Commerce. Recommended action: Approval by introducing the following Ordinance: Ordinance No. 2244 — An Ordinance of the City Council of the City of Arcadia, California, approving Zone Change No. ZC 08 -01 to change the zoning of the subject properties at 240 -388 West Huntington Drive from " Unzoned" to "S -2 Public Purpose Zone" with an "H8 Special Height" overlay zoning on the Methodist Hospital site, 300 West Huntington Drive (Centennial Way to the Arcadia Wash) and approving Text Amendment No. TA 08 -01 to amend Chapter 2 of Article IX (Zoning Regulations) of the Arcadia Municipal Code. SUMMARY In January 2006, the City Council approved Architectural Design Review No. ADR 05- 11 for the Methodist Hospital's current expansion. The expansion is being implemented in three increments: 1) The new, four - level, employee parking structure that was completed in July 2007; 11) A new, five -story, 154,486 square -foot North Tower for which site preparation is currently underway; and III) Seismic retrofitting of the older buildings that should begin next year. Attached are pictures of this expansion project. This expansion is being substantially financed through federally guaranteed bonds with the hospital improvements as the collateral for the financing. The underwriter's opinion is that the hospital needs to be in conformance with the zoning, and that having the site unzoned could be problematic because in the case of a default, it could hinder the transfer of the collateral. To accommodate the financing of the expansion, and because it is not desirable in light of current planning and zoning laws to have property unzoned, staff initiated these zone changes and text amendments for all of the unzoned City -owned properties in the vicinity of the hospital. These properties are shown on the attached aerial map. These City -owned properties, including the hospital site have never been zoned, except for the rear portion of the new Police Station. That property was formerly a National Guard Armory that was established sometime around 1950. When the City relinquished ownership, it was given an R -1 Single - Family Residential zoning. In 1987, when the City re- acquired this property, it was zoned S -2 Public Purpose. This zoning is consistent with the General Plan Land Use Designation for these properties, which has been 'Public Facilities" since adoption of the City's first General Plan in 1970. The Development Services Department is recommending approval of Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01, and the Planning Commission, at their May 27, 2008 meeting considered the proposed zone changes and text amendments, and voted unanimously to recommend approval. DISCUSSION To remedy the unzoned status of the subject properties, and to avoid any nonconforming conditions, the following zone changes and text amendments are proposed: 1. Zone Change No. ZC 08 -01 to change the zoning of the subject properties from " Unzoned" to "S -2 Public Purpose Zone" with an "H8 Special Height' overlay zoning on the Methodist Hospital site — 300 W. Huntington Drive. 2. Text Amendment No. TA 08 -01 for the following changes to Chapter 2 of Article IX (Zoning Regulations) of the Arcadia Municipal Code: A. Add to Section 9274.1.1 under Uses Permitted in the S -2 Public Purpose Zone: "Hospitals, non - profit or for profit." B. Amend Section 9276.2.2 under Height Limit in the H Special Height Regulations to change Zone H8 as follows: "Eight (8) stories or eiy ninety - five (95) feet." C. Add to Section 9276.2.6 under Regulations for the H Special Height Regulations: "ACCESSORY ROOFTOP ITEMS. An additional ten (10) feet is allowed for architectural features, chimneys and vents, equipment, and other rooftop structures. Such appurtenances not fully incorporated as architectural features shall be adequately screened." ZC 08 -01 & TA 08 -01 June 17, 2008 Page 2 of 6 Zone Chances All of the subject properties, except the rear portion of the Police Station are currently "Unzoned" per Section 9232.7 of the Arcadia Municipal Code, which states that, "Property owned by the City shall, while so owned, be deemed unclassified for zoning purposes." This provision was probably intended to give the City as much flexibility as possible with regard to its properties. However, under current planning and zoning laws this is not an acceptable practice because it cannot be foreseen how the property may be used. The General Plan Land Use Designation for the subject properties has been "Public Facilities" since adoption of the City's first General Plan in 1970. This designation provides areas for the construction of public and institutional activities, including, but not limited to local, State, federal agencies, special districts, and public and private utilities. Uses within this designation include institutional facilities such as hospitals, public and private schools and colleges, public and private recreation facilities, City facilities, fire stations, libraries, post offices, utility corridors and facilities, parks, and open space. The proposed zone changes are consistent with this General Plan Land Use Designation. S -2 Public Purpose Zoning It is proposed to zone the subject properties, which includes the hospital site, S -2 Public Purpose since this would be consistent with the General Plan Land Use Designation, and because the S -2 Public Purpose zoning is very limited as to other allowed uses, which are as follows: Section 9274.1.2 — Publicly owned and operated establishments or enterprises specified in the following subsections: 9274.1.3. Public parks 9274.1.4. Public playgrounds 9274.1.5. Public administrative buildings 9274.1.6. Civic centers 9274.1.7. Utilities, publicly owned and operated 9274.1.8. Accessory buildings and uses incident to any of the uses specified in this Title 9274.1.9. Any similar public enterprise not here enumerated when so determined as provided in Part 1 of this Chapter. ZC 08 -01 & TA 08 -01 June 17, 2008 Page 3 of 6 H Special Heiaht Overlav Zonin In addition to the S -2 Public Purpose Zone, an H8 Special Height overlay zoning is proposed for the hospital site, which is that area between Centennial Way to the north and the Arcadia Wash to the south. This overlay zoning will accommodate the multi- storied portions of the hospital that exceed three (3) stories and /or forty (40) feet in height. These include the new North Tower, the Berger Tower, the new employee parking structure, the East and West Wings, and portions of the older central buildings. Without the H8 Special Height overlay zoning, these improvements would be nonconforming. However, for a development proposal to implement the provisions of the Special Height overlay zoning, a Conditional Use Permit must be approved for the proposal. Therefore, in addition to Architectural Design Review, approval of a Conditional Use Permit would be required for future hospital additions or expansions that would exceed the three (3) stories and/or 40 -foot maximum height limits of the S -2 Public Purpose zone. This does not apply to any portion of the current expansion, which was approved in 2006 through Architectural Design Review No. ADR 05 -11. These zone changes will be codified on the attached Zoning Map No. 9233.10 of the Official Maps of the City. Text Amendments Text Amendment 'A' would specifically include hospitals as an allowed use to ensure that the hospital is a conforming land use. In addition, because it is important that the hospital's improvements also be in conformance with the zoning, Text Amendments 'B' and 'C' are proposed to make changes to the H Special Height overlay zoning regulations so that all of the hospital improvements will be in conformance with the zoning. However, Text Amendment 'B' will apply to all properties that have an H8 Special Height overlay zoning (e.g., the Towne Center Building at 150 N. Santa Anita Avenue, and the 612 Medical Building at 612 W. Duarte Road) and Text Amendment 'C' will apply to all properties that have an H Special Height overly zoning. These changes will not allow for any additional floors or height by right because of the Architectural Design Review process and the Conditional Use Permit requirement in the H Special Height overly zoning. Text Amendment A This amendment proposes to add to Section 9274.1.1 under Uses Permitted in the S -2 Public Purpose Zone: "Hospitals, non - profit or for profit." This will ensure that the hospital is a conforming use. The "non-profit or for profit." language is being specifically included at the request of the underwriter to avoid any ambiguity that a hospital as an allowed use does not have to be a non - profit hospital. ZC 08 -01 & TA 08 -01 June 17, 2008 Page 4 of 6 Text Amendment B This amendment to Section 9276.2.2 under Height Limit in the H Special Height Regulations will change the Zone H8 designation as follows: "Eight (8) stories or ninety - five (95) feet." H8 is the tallest height designation in the City's Zoning Ordinance, but the current limit of 85 feet will not accommodate the proposed North Tower addition, which as approved by Architectural Design Review No. ADR 05 -11 will have a total height of 105 feet comprised of five (5) stories at a height of 80 feet, a penthouse and parapet extending an additional 15 feet, and rooftop mechanical equipment that will extend an additional 10 feet. This amendment to increase the allowed height by ten (10) feet will accommodate the proposed North Tower building. The following additional text amendment will address the rooftop mechanical equipment. Text Amendment C This amendment proposes to add the following to Section 9276.2.6 under Regulations for the H Special Height Regulations: "ACCESSORY ROOFTOP ITEMS. An additional ten (10) feet is allowed for architectural features, chimneys and vents, equipment, and other rooftop structures. Such appurtenances not fully incorporated as architectural features shall be adequately screened." The total overall height of the new North Tower with rooftop elevator access will be approximately 105 feet. This text amendment will allow an additional ten (10) feet for rooftop appurtenances, which will assure that the new North Tower will be in conformance with the proposed zoning. PLANNING COMMISSION ACTION The Planning Commission, at their May 27, 2008 meeting considered the proposed zone changes and text amendments, and voted unanimously to recommend approval of the applications. ENVIRONMENTAL ANALYSIS Pursuant to the provisions of the California Environmental Quality Act (CEQA) the Development Services Department completed an Initial Study for the proposed project. The Initial Study did not disclose any substantial or potentially substantial adverse change in any of the physical conditions within the area affected by the project. Staff has determined that when considering the record as a whole, there is no evidence that the proposed project will have any potential for adverse effect on wildlife resources or the habitat upon which the wildlife depends. Therefore, a Negative Declaration has been prepared for this project. ZC 08 -01 & TA 08 -01 June 17, 2008 Page 5 of 6 RECOMMENDATION That the City Council approve Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01, and adopt the Negative Declaration by introducing the attached Ordinance No. 2244. Approved: Don Penman, City Manager Attachments: Pictures of Methodist Hospital Expansion Aerial Map of Subject Properties w /300 -root radius Zoning Map No. 9233.10 Negative Declaration & Initial Study (Includes photos of Subject Properties and Surrounding Properties) Ordinance No. 2244 ZC 08 -01 & TA 08 -01 June 17, 2008 Page 6 of 6 Methodist Hospital Expansion liffAiriwoloo fjo File No.: 2C 08.01 and TA 0801 oyeoa,>o CITY OF ARCADIA 240 W. HUNTINGTON DRIVE .:.r..,4 ARCADIA, CA 91007 � arH ° � . NEGATIVE DECLARATION Name or description of project: Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01 2. Project Location: — Identify street address and erosa streets or attach a map showing project site ( preferably a USGS 15' or TV topographical map identified by quadrangle name) 240 -388 W. Huntington Drive, Arcadia, CA 91007- Civic Center, Methodist Hospital, Red Cross, and Chamber of Commerce - A1Ns 5775 - 024 -910 & 912 3. Entity or Person undertaking project: A. City of Arcadia - Development Services Department 240 W. Huntington Dr., Arcadia, CA 91007 B. Other (Private) (1) Name: (2) Address: The City Council, having reviewed the Initial Study of this proposed project and having reviewed the written comments received prior to the public hearing of the Planning Commission, including the recommendaiton of the City's staff, does hereby find and declare that the proposed project will not have a siginificant effect on the environment. A brief statement of the reasons supporting the City Council's findings are as follows: The City Council hereby finds that the Negative Declaration reflects its independent judgement. A copy of the Initial Study may be obtained at: City of Arcadia Development Services Department Community Development Division /Planning Services 240 West Huntington Drive Arcadia, CA 91007 (626) 574 -5423 The location and custodian of the documents and any other material which constitute the record of proceedings upon which the City based its decision to adopt this Negative Declaration are as follows: Jason Kruckebert, Development Services Director City of Arcadia Development Services Department Community Development Division / Planning Services 240 West Huntington Drive Arcadia, CA 91007 (626) 574 -5414 Date Received for Filing: _ CEQA Negative Declaration (Farm "E ") 5ro5 File Nos. ZC 08 -01 & TA 08 -01 CITY OF ARCADIA 240 WEST HUNTINGTON DRIVE ARCADIA, CA 91007 ENVIRONMENTAL CHECKLIST FORM 1. Project Title: Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01 2. Lead Agency Name and Address: City of Arcadia Development Services Department Community Development Division /Planning Services 240 West Huntington Drive - Post Office Box 60021 Arcadia, CA 91066 -6021 3. Contact Person and Phone Number: Mr. Jason Kruckeberg, Community Development Administrator Phone (626) 574 -5414 Fax (626) 447 -3309 4. Project Location: 240 -388 W. Huntington Drive, Arcadia, CA 91007 - Civic Center, Methodist Hospital, Red Cross, and Chamber of Commerce - AINs 5775 - 024 -910 & 912 5. Project Sponsor's Name and Address: City of Arcadia Development Services Department Community Development Division /Planning Services 240 West Huntington Drive - Post Office Box 60021 Arcadia, CA 91066 -6021 6. General Plan Designation: Public Facilities 7. Zoning Classification: Existing: Unzoned Proposed. S -2 Public Purpose with an H8 Special Height Overlay on the Methodist Hospital property - 300 W. Huntington Drive (Centennial Way to the Arcadia Wash). CEQA Env. Checklist (Form "J ") Part 1 1- 6 /06 File Nos. ZC 08 -01 & TA 08 -01 8. Description of Project: (Describe the whole action involved, including but not limited to later phases of the project, and any secondary, support, or off -site features necessary for its implementation. Attach additional sheet(s) if necessary.) A. Zone Change No. ZC 08 -01 to change the zoning of the subject properties from "Unzoned" to "S -2 Public Purpose Zone" with an "H8 Special Height" overlay zoning on the Methodist Hospital property — 300 W. Huntington Drive (Centennial Way to the Arcadia Wash). B. Text Amendment No. TA 08 -01 for the following changes to Chapter 2 of Article IX (Zoning Regulations) of the Arcadia Municipal Code: 1. Add to Section 9274.1.1 under Uses Permitted in the S -2 Public Purpose Zone: "Hospitals, non - profit or for profit." 2. Amend Section 9276.2.2 under Height Limit in the H Special Height Regulations to change Zone H8 as follows: "Eight (8) stories or ei} ninety -five (95) feet." 3. Add to Section 9276.2.6 under Regulations for the H Special Height Regulations: "ACCESSORY ROOFTOP ITEMS. An additional fen (10) feet is allowed for architectural features, chimneys and vents, equipment, and other rooftop structures. Such appurtenances not fully incorporated as architectural features shall be adequately screened." 9. Surrounding Land Uses and Setting: (Briefly describe the project's surroundings.) The Subject Properties are between the two, three -lane, one -way roadways of W. Huntington Drive, generally between Santa Clara Street to the northeast and Holly Avenue to the southwest. Northeast: Mixed commercial uses — a small parcel is zoned C -O that is improved with an old residence that has been converted into an office use, and there is a low - rise hotel /motel with banquet, conference, reception, and extended -stay facilities. Southeast: Westerly portion of a Los Angeles County Regional Park at which are located picnic grounds, athletic fields, the maintenance yard, and a portion of an 18- hole golf course. There are also the City -owned Historical Museum and Community Center. Southwest: Multiple- family residential uses. The nearest of which is an assisted - living /convalescent facility. Northwest: Open parking for the Santa Anita Park horseracing facility and a six -story medical office building that is connected to the Methodist Hospital by an overhead pedestrian bridge. 10. Other public agencies whose approval is required: (e.g., permits, financing approval, or participation agreement) While no other approvals are required for the implementation of this project. There is an already approved project for which this project has been requested as being necessary for the following: • Federal Housing Administration financing guarantee (FHA -242) • Approval of construction plans and permits by the State for medical the facilities, and by the City for non - medical facilities. CEQA Env. Checklist (Form "J ") Part 1 -2- 6106 File Nos. ZC 08 -01 & TA 08 -01 ENVIRONMENTAL FACTORS POTENTIALLY AFFECTED: The environmental factors checked below would be potentially affected by this project, involving at least one impact that is a "Potentially Significant Impact' as indicated by the checklist on the following pages. [ ] Aesthetics [ ] Agriculture Resources [ ] Air Quality J Biological Resources [ ] Cultural Resources [ ] Geology/Soils ] Hazards & Hazardous Materials [ ] Hydrology/ Water Quality [ ] Land Use/ Planning J Mineral Resources [ ] Noise [ ] Population/ Housing ] Public Services [ ] Recreation [ ] Transportation /Traffic ] Utilities / Service Systems [ ] Mandatory Findings of Significance DETERMINATION (To be completed by the Lead Agency) On the basis of this initial evaluation: [X] I find that the proposed project COULD NOT have a significant effect on the environment, and a NEGATIVE DECLARATION will be prepared. [ ] I find that although the proposed project could have a significant effect on the environment, there will not be a significant effect in this case because revisions in the project have been made by or agreed to by the project proponent. A MITIGATED NEGATIVE DECLARATION will be prepared. [ ] I find that the proposed project MAY have a significant effect on the environment, and an ENVIRONMENTAL IMPACT REPORT is required. [ ] I find that the proposed project MAY have a "potentially significant' or "potentially significant unless mitigated" impact on the environment, but at least one effect 1) has been adequately analyzed in an earlier document pursuant to applicable legal standards, and 2) has been addressed by mitigation measures based on the earlier analysis as described on attached sheets. An ENVIRONMENTAL IMPACT REPORT is required, but it must analyze only the effects that remain to be addressed. [ ] I find that although the proposed project could have a significant effect on the environment, because all potentially significant effects (a) have been analyzed adequately in an earlier EIR or NEGATIVE DECLARATION pursuant to applicable standards, and (b) have been avoided or mitigated pursuant to that earlier EIR or NEGATIVE DECLARATION, including revisions or mitigation measures that are imposed upon the proposed project, nothing further is required. nature 4' 3o -05 Date Tom Li, Associate Planner Printed Name For: City of Arcadia Jason Kruckeberg, Development Services Director CEQA Env. Checklist (Form "J ") Part 1 -3- 6 /06 File Nos. ZC 08 -01 & TA 08 -01 EVALUATION OF ENVIRONMENTAL IMPACTS: 1) A brief explanation is required for all answers except "No Impact" answers that are adequately supported by the information sources a lead agency cites in the parentheses following each question. A "No Impact" answer is adequately supported if the referenced information sources show that the impact simply does not apply to projects like the one involved (e.g. the project falls outside a fault rupture zone). A "No Impact" answer should be explained where it is based on project - specific factors as well as general standards (e.g. the project will not expose sensitive receptors to pollutants, based on a project- specific screening analysis). 2) All answers must take account of the whole action involved, including off -site as well as on -site, cumulative as well as project - level, indirect as well as direct, and construction as well as operational impacts. 3) Once the lead agency has determined that a particular physical impact may occur, then the checklist answers must indicate whether the impact is potentially significant, less than significant with mitigation, or less than significant. "Potentially Significant Impact" is appropriate if there is substantial evidence that an effect is significant. If there are one or more "Potentially Significant Impact" entries when the determination is made, an EIR is required. 4) "Negative Declaration: Less Than Significant With Mitigation Incorporated" applies where the incorporation of mitigation measures has reduced an effect from "Potentially Significant Impact" to a "Less than Significant Impact" The lead agency must describe the mitigation measures, and briefly explain how they reduce the effect to a less than significant level (mitigation measures from Section XVII, "Earlier Analyses," may be cross - referenced). 5) Earlier analyses may be used where, pursuant to the tiering, program EIR, or other CEQA process, an effect has been adequately analyzed in an earlier EIR or negative declaration. Section 15063(c)(3)(D). In this case, a brief discussion should identify the following: a) Earlier Analyses Used. Identify and state where they are available for review. b) Impacts Adequately Addressed. Identify which effects from the above checklist were within the scope of and adequately analyzed in an earlier document pursuant to applicable legal standards, and state whether such effects were addressed by mitigation measures based on the earlier analysis. c) Mitigation Measures. For effects that are "Less than Significant with Mitigation Measures Incorporated," describe the mitigation measures which were incorporated or refined from the earlier document and the extent to which they address site - specific conditions for the project. 6) Lead agencies are encouraged to incorporate into the checklist references to information sources for potential impacts (e.g. general plans, zoning ordinances). Reference to a previously prepared or outside document should, where appropriate, include a reference to the page or pages where the statement is substantiated. 7) Supporting Information Sources. A source list should be attached, and other sources used or individuals contacted should be cited in the discussion. 8) This is only a suggested form, and lead agencies are free to use different formats; however, lead agencies should normally address the questions from this checklist that are relevant to a project's environmental effects in whatever format is selected. 9) The explanation of each issue should identify a) the significance criteria or threshold, if any, used to evaluate each question; and b) the mitigation measure identified, if any, to reduce the impact to less than significance. CEQA Env. Checklist (Form "J ") Part 1 4- 6/06 File Nos.: ZC 08 -01 & TA 08 -01 — Would the project: a) Have a substantial adverse effect on a scenic vista? Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact ❑ ❑ ❑ The subject site is bordered by a hotel to the north, county park to the east, race track and medical building to the west, community center and historical museum to the south. There are no adjacent properties where a potential scenic vista would be obstructed. Furthermore, the project will be consistent with the existing developments. Therefore, there will be no impacts to any scenic vistas. b) Substantially damage scenic resources, including, but not limited ❑ ❑ ❑ to, trees, rock outcroppings, and historic buildings within a state scenic highway? There are no designated scenic highways within the City of Arcadia. The nearest designated state scenic highway is the Angeles Crest Highway approximately 15 miles away. Therefore, there will be no impacts to state scenic highways or scenic roadway corridors. c) Substantially degrade the existing visual character or quality of ❑ ❑ ❑ the site and its surroundings? The project is to accommodate existing and approved uses on the subject sites. Any changes to the buildings would be subject to the City's Architectural Design Review procedure to'assure that the changes complement the visual character and quality of the site and its surroundings. d) Create a new source of substantial light or glare which would ❑ ❑ ❑ adversely affect day or nighttime views in the area? The Arcadia Municipal Code has a provision to prohibit glare upon any neighboring properties; any future changes in the lighting arrangements for the subject sites must comply with this provision. Therefore, the project would not create a new source of substantial light or glare which would adversely affect day or nighttime views in the area. AGRICULTURE RESOURCES - In determining whether impacts to agriculture resources are significant environmental effects, lead agencies may refer to the California Agricultural Land Evaluation and Site Assessment Model (1997) prepared by the California Dept. of Conservation as an optional model to use in assessing impacts on agriculture and farmland. Would the project: a) Convert Prime Farmland, Unique Farmland, or Farmland of ❑ ❑ ❑ Statewide Importance (Farmland) to non - agricultural use? (The Farmland Mapping and Monitoring Program in the California Resources Agency to non - agricultural use? There is no farmland in the City of Arcadia. Therefore, the project would not convert farmland to non - agricultural use. b) Conflict with existing zoning for agricultural use, or a Williamson ❑ ❑ ❑ Act contract? There is no agricultural use zoning or a Williamson Act contract in the City of Arcadia. Therefore, the proposed project would not have the above impacts. CEQA Checklist -5- 4 -03 File Nos.: ZC 08 -01 & TA 08 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact c) Involve other changes in the existing environment which, due to ❑ ❑ ❑ their location or nature, could result in conversion of Farmland to non - agricultural use? There is no farmland in the City of Arcadia, and the project will not convert farmland to non- agricultural use. 3. AIR QUALITY - Where available, the significance criteria established by the applicable air quality management or air pollution control district may be relied upon to make the following determinations. Would the project: a) Conflict with or obstruct implementation of the applicable air ❑ ❑ ❑ quality plan? The City of Arcadia is located within the South Coast Air Basin (SCAB), which includes Los Angeles and Orange Counties, and portions of Riverside and San Bernardino Counties. The air quality in the SCAB is managed by the South Coast Air Quality Management District ( SCAQMD), which funded the development of the West San Gabriel Valley Air Quality Plan. In 1993, the City of Arcadia adopted Resolution 5725, accepting the principles of the plan and agreeing to use the plan in the development of a local air quality program. Such a program is promoted through different approaches as outlined in the City's General Plan under Public Information and Community Involvement, Regional Coordination, Transportation Improvements and Systems Management, Transportation Demand Management, Land Use, Particulate Emissions Reduction, Energy Conservation, and Waste Recycling.' The subject site includes a hospital use, which is cited by SCAQMD as a sensitive receptor. However, the project would not result in a significant net increase in density from existing and approved developments and uses. Furthermore, the uses on the subject site are not listed as uses that emit odors and dust under the SCAQMD Air Quality Guidance Document. The allowable uses on subject sites will remain consistent with the growth expectations for the region, and would not have any impact that conflict with or obstruct implementation of the applicable air quality plan. b) Violate any air quality standard or contribute substantially to an ❑ ❑ ❑ existing or projected air quality violation? The South Coast Air Basin (SCAB) continued the trend of long -term improvement in air quality; however, air quality measurements within this region exceed both the State and Federal air quality standards on a regular basis. In Arcadia, local air quality problems are largely the result of pollutants upwind of the city. The project will accommodate existing and approved uses on the subject site, and would not violate any air quality standard or contribute to an existing or projected air quality violation. c) Result in a cumulatively considerable net increase of any criteria ❑ ❑ ❑ pollutant for which the project region is non - attainment under an applicable federal or state ambient air quality standard (including releasing emissions which exceed quantitative thresholds for ozone precursors)? The South Coast Air Basin (SCAB) is a non- attainment area for Ozone (03), Fine Particulate Matter (PM 2 . 5 ), Respirable Particulate Matter (PM, and Carbon Monoxide (CO), and is in a maintenance area for Nitrogen Dioxide (NO2). The project will not result in a cumulatively considerable net increase of any criteria pollutant as the project will not increase the intensity of the existing and approved uses. d) Expose sensitive receptors to substantial pollutant ❑ ❑ ❑ concentrations? CEQA Checklist -6- 4 -03 File Nos.: ZC 08-01 & TA 08 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact The subject site includes a hospital use, which is cited by SCAQMD as a sensitive receptor. However, the project will not result in a significant net increase in density from existing and approved developments and uses. Furthermore, the uses on the subject properties are not listed as uses that emit odors and dust under the SCAQMD Air Quality Guidance Document. The allowable uses on subject site will remain consistent with the growth expectations for the region, and will not have an impact that conflicts with or obstructs implementation of the applicable air quality plan. e) Create objectionable odors affecting a substantial number of ❑ ❑ ❑ people? The subject properties do not contain uses that are listed as uses that emit odor and dust under the SCAQMD Air Quality Guidance Document. Therefore, the project will not create objectionable odors affecting a substantial number of people. 4. BIOLOGICAL RESOURCES - Would the project: a) Have a substantial adverse impact, either directly or through ❑ ❑ ❑ ED habitat modifications, on any species identified as a candidate, sensitive, or special status species in local or regional plans, policies, or regulations, or by the California Department of Fish and Game or U.S. Fish and Wildlife Service? In Arcadia, biological sensitive areas occur along existing creeks, upper watershed areas, existing flood control and infiltration facilities, and in natural hillside areas within the northerly portion of the city. These areas have generally been preserved as open space for public safety purposes or as wildlife habitat areas. The subject properties are located within a fully- developed area that is not within close proximity to these biological resources, and is known to not contain any species identified as a candidate, sensitive, or special status species. Therefore, the project will not have the above impacts. b) Have a substantial adverse impact on any riparian habitat or other ❑ ❑ - ❑ sensitive natural community identified in local or regional plans, policies, and regulations or by the California Department of Fish and Game or US Fish and Wildlife Service? There are no designated riparian habitats or other sensitive natural communities within the City of Arcadia. The subject properties are located within a fully- developed area that is not close proximity to sensitive biological resources. Therefore, the project will not have the above impacts. c) Have a substantial adverse effect on federally protected wetlands ❑ ❑ ❑ as defined by Section 404 of the Clean Water Act (including but not limited to, marsh, vernal pool, coastal, etc.) through direct removal, filling, hydrological interruption or other means? There are no federally protected wetlands within the City of Arcadia. The subject properties are located within a fully - developed area that is not close proximity to sensitive biological resources. Therefore, the project will not have the above impacts. d) Interfere substantially with the movement of any native resident or ❑ migratory fish or wildlife species or with established resident or migratory wildlife corridors, or impede the use of wildlife nursery sites? ❑ ❑ CEQA Checklist -7- 4 -03 File Nos.: ZC 08 -01 & TA 08 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact There are no known native resident or migratory fish or wildlife species within the City of Arcadia. The project will accommodate the existing and approved uses on the subject properties in a fully- developed area. Therefore, the project will not have the above impacts. e) Conflict with any local policies or ordinances protecting biological ❑ ❑ ❑ resources, such as a tree preservation policy or ordinance? The City of Arcadia has an ordinance to protect oak trees within the city. The project will not conflict with that ordinance as it does not interfere with the enforcement of the ordinance. Therefore, the project will not have the above impacts. f) Conflict with the provisions of an adopted Habitat Conservation ❑ ❑ ❑ Plan, Natural Conservation Community Plan, or other approved local, regional or state habitat conservation plan? There are no adopted Habitat Conservation Plans, Natural Conservation Community Plans, or other approved habitat conservation plan within the City of Arcadia. Therefore, the project will not have the above impacts. 5. CULTURAL RESOURCES - Would the project: a) Cause a substantial adverse change in the significance of a ❑ ❑ ❑ historical resource as defined in § 15064.5? There are no known historical resources on or adjacent to the site. if previously unknown cultural resources are discovered during construction on the subject property, all work in the area would cease, and a qualified historian, archaeologist or paleontologist shall be retained by the development sponsor to assess the significance of the find, make recommendations, and prepare appropriate field documentation. b). Cause a substantial adverse change in the significance of an ❑ ❑ ❑ ED archaeological resource pursuant to § 15064.5? The subject properties are within a fully- developed area and are not known to contain any archaeological resources. Should any construction activity encounter any unrecorded archaeological resources, all work in the area would cease and a qualified archaeologist shall be retained by the development sponsor to assess the significance of the find, make recommendations, and prepare appropriate field documentation. c) Directly or indirectly destroy a unique paleontological resource or ❑ ❑ ❑ site or unique geologic feature? The subject properties are within a fully - developed area and are not known to contain any paleontological or unique geological resources. Should any construction activity encounter any such unrecorded paleontological resources, all work in the area would cease and a qualified paleontologist or geologist shall be retained by the development sponsor to assess the significance of the find, make recommendations, and prepare appropriate field documentation. d) Disturb any human remains, including those interred outside of ❑ ❑ ❑ formal cemeteries? There are no known human remains on the subject property. State Health and Safety Code Section 7050.5 requires that development be halt. Should any remain be encountered, the County Coroner shall be contacted and has made the necessary findings as to the origin and disposition of the remains pursuant to Public Resources Code Section 5097.98. Compliance with these regulations would ensure the project would not result in impacts in disturbing human remains. CEQA Checklist -8- 4 -03 File Nos.: ZC 08 -01 8 TA 08 -01 6. GEOLOGY AND SOILS - Would the project: Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact a) Expose people or structures to potential substantial adverse ❑ ❑ ❑ effects, including the risk of loss, injury, or death involving: i) Rupture of a known earthquake fault, as delineated on the ❑ ❑ ❑ most recent Alquist- Priolo Earthquake Fault Zoning Map issued by the State Geologist for the area or based on other substantial evidence of a known fault? Refer to Division of Mines and Geology Special Publication 42. ii) Strong seismic ground shaking? ❑ ❑ ❑ iii) Seismic - related ground failure, including liquefaction? ❑ ❑ ❑ IR iv) Landslides? ❑ ❑ ❑ ID The City of Arcadia contains two local fault zones: the Raymond Hill Fault and the Sierra Madre Fault. The extremely thick alluvial deposits which underlie the seismic study area are subject to differential settlement during any intense shaking associated with seismic events. This type of seismic hazard results in damage to property when an area settles to different degrees over a relatively short distance, and almost all properties in this region are subject to this hazard, but building design standards do significantly reduce the potential for harm. The subject properties are not located within an Alquist Priolo Study Zone area, or any other earthquake hazard zone. Nor are they located on a hillside where landslides may occur. Since the subject properties are located in a fully- developed area, the project will not have a significant impact or expose people or structures to potential substantial adverse effects involving fault rupture, strong seismic ground shaking, ground failure, and landslides. b) Result in substantial soil erosion or the loss of topsoil? ❑ ❑ ❑ The project will not involve any activity to create unstable earth conditions. Prior to any construction, soil studies are required to evaluate the potential impacts of the construction upon the soil. c) Be located on a geologic unit or soil that is unstable, or that would ❑ ❑ ❑ become unstable as a result of the project, and potentially result in on- or off -site landslide, lateral spreading, subsidence, liquefaction or collapse? The City of Arcadia is located on an alluvial plain that is relatively flat and expected to be stable. The project will not result in on- or off -site landslide as it does not include any excavation, grading or filling. d) Be located on expansive soil as defined in Table 18 -1 -B of the ❑ ❑ ❑ Uniform Building Code (1994), creating substantial risks to life or property? The subject site consists of alluvial soil that is in the low to moderate range for expansion potential as defined in Table 18-1 - B of the Uniform Building Code. The project will not have the above impact. e) Have soils incapable of adequately supporting the use of septic ❑ tanks or alternative waste water disposal systems where sewers are not available for the disposal of waste water? ❑ ❑ CEQA Checklist -9- 4 -03 File Nos.: ZC 08 -01 & TA 08 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact The subject properties are in a fully- developed area that utilizes the local sewer system. Soil suitability for septic tanks or alternative waste water disposal systems is not applicable to this project. HAZARDS AND HAZARDOUS MATERIALS - Would the project: a) Create a significant hazard to the public or the environment ❑ ❑ ❑ El through the routine transport, use, or disposal of hazardous materials? The project does not include the routine transport, use or disposal of hazardous materials, and will not have the above impact. b) Create a significant hazard to the public or the environment ❑ ❑ ❑ through reasonably foreseeable upset and accident conditions involving the release of hazardous materials into the environment? The project does not involve hazardous materials and will not create a significant hazard to the public or release hazardous materials into the environment. c) Emit hazardous emissions or handle hazardous or acutely ❑ ❑ ❑ El hazardous materials, substances, or waste within one - quarter mile of an existing or proposed school? The project does not involve hazardous materials and would not emit hazardous materials, substances, or waste. d) Be located on a. site which is included on a list of hazardous ❑ ❑ ❑ materials sites compiled pursuant to Government Code Section 65962.5 and, as a result, would it create a significant hazard to the public or the environment? The subject properties are not included on a list of hazardous material sites and will not create a significant hazard to the public or the environment. e) For a project located within an airport land use plan or, where ❑ ❑ ❑ such a plan has not been adopted, within two miles of a public airport or public use airport, would the project result in a safety hazard for people residing or working in the project area? The subject properties are not located within an airport land use plan or within two miles of a public airport or public use airport. Therefore, there would not be any airport related safety hazards for people residing or working at the subject properties. f) For a project within the vicinity of a private airstrip, would the ❑ ❑ ❑ project result in a safety hazard for people residing or working in the project area? There is an existing helipad at the hospital. However, the project will not have any impact on the helipad since the uses on the subject properties will not be changed. Therefore, the project will not result in a safety hazard for people residing or working in the project area. CEQA Checklist -10- 4 -03 File Nos.: ZC 08 -01 & TA O8 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact g) Impair implementation of or physically interfere with an adopted ❑ ❑ ❑ emergency response plan or emergency evacuation plan? The project is to accommodate the existing and approved uses on the subject properties, and will not interfere with an adopted emergency response plan or evacuation plan. h) Expose people or structures to a significant risk of loss, injury or ❑ ❑ ❑ death involving wildland fires, including where wildlands are adjacent to urbanized areas or where residences are intermixed with wildlands? The subject properties are not located near wildlands where there is a high fire hazard and will not have the above impact. 8. HYDROLOGY AND WATER QUALITY - Would the project: a) Substantially deplete groundwater supplies or interfere ❑ ❑ ❑ substantially with groundwater recharge such that there would be a net deficit in aquifer volume or a lowering of the local groundwater table level (i.e., the production rate of pre- existing nearby wells would drop to a level which would not support existing land uses or planned uses for which permits have been granted)? The project is to accommodate the existing and approved uses on the subject properties. It will not deplete groundwater supplies or interfere with groundwater recharge as there will be no substantial increase in the intensity of the uses on the subject properties as a result of the project. b) Substantially alter the existing drainage pattern of the site or area, ❑ ❑ ❑ including through the alteration of the course of a stream or river, in a manner which would result in substantial erosion or siltation on- or off -site? The project is to accommodate the existing and approved uses on the subject properties. The project does not involve alteration of existing drainage patterns and will not result in substantial erosion or siltation on- or off -site. c) Substantially alter the existing drainage pattern of the site or area, ❑ ❑ ❑ including through the alteration of the course of a stream or river, or substantially increase the rate or amount of surface runoff in a manner which would result in flooding on- or off -site? The project is to accommodate the existing and approved uses on the subject properties. The project does not involve alteration of existing drainage patterns and will not result in flooding on- or off -site. d) Create or contribute runoff water which would exceed the capacity ❑ ❑ ❑ of existing or planned storm water drainage systems or provide substantial additional sources of polluted runoff? The project is to accommodate the existing and approved uses on the subject properties. The project will not intensify the use of the subject properties and will not create or contribute runoff water which would exceed the capacity of existing of planned storm water drainage systems or provide substantial additional sources of polluted runoff CEQA Checklist -11- 4 -03 File Nos.: ZC 08 -01 & TA 08-01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact e) Otherwise substantially degrade water quality? ❑ ❑ ❑ ED Runoff from streets, parking areas, and other developed lands often carries various levels of water pollutants. However, the project is to accommodate the already existing and approved uses on the subject properties and will not intensify the use of the subject properties. Any future development proposals for the subject properties will be subject to all NPDES requirements to ensure protection of groundwater quality. f) Violate any other water quality standards or waste discharge ❑ ❑ ❑ requirements? The project does not involve any construction or increase in the intensity of uses on the subject properties and will not have the above impact. g) Place housing within a 100 -year flood hazard area, as mapped on ❑ ❑ ❑ a federal Flood Hazard Boundary or Flood Insurance Rate Map or other flood hazard delineation map? A series of flood control channels within the city convey storm water to regional facilities to the south. Due to this system, there are currently no areas within the City that are within a 100 -year floodplain. The City of Arcadia was located within flood Zone D as identified by the Federal Emergency Management Agency (FEMA) map Community Number 065014. Under this zone, no floodplain management regulations have been required. A small portion on the northeast corner of the subject properties is within the Santa Anita Dam Inundation Area. Dam failure may be caused by a seismic event or an unprecedented intense storm that lasts over an extended period of time. Such an event could lead to the inundation of that portion of the subject properties but is highly unlikely to occur. The project will not allow housing on the subject properties and therefore will not have the above impact. h) Place within a 100 -year floodplain structures which would impede ❑ ❑ ❑ or redirect flood flows? As discussed above, there are currently no areas within the City that are within a 100 -year floodplain. Therefore, the project will not have the above impact. Expose people or structures to a significant risk of loss, injury or ❑ ❑ ❑ death involving flooding, including flooding as a result of the failure of a levee or dam? As mentioned, a small portion at the northeast portion of the subject properties is within the Santa Anita Dam Inundation Area. Dam failure could be caused by a seismic event or intense storm that lasts over an extended period of time. Such an event could lead to the inundation of that portion of the subject properties, but is highly unlikely to occur. Therefore, the proposal will not expose people to a significant risk of loss, injury or death involving flooding. j) Expose people or structures to Inundation by seiche, tsunami or ❑ ❑ ❑ mudflow? The City of Arcadia is not located within close proximity to any large inland bodies of water or the Pacific Ocean to be inundated by a seiche or tsunami. The subject properties are on a relatively flat alluvial plain that is highly porous and is unlikely to generate mud/low. k) During project construction, will it create or contribute runoff water ❑ ❑ ❑ that would violate any water quality standards or waste discharge requirements, including the terms of the City's municipal separate stormwater sewer system permit? CEQA Checklist -12- 4 -03 File Nos.: ZC 08 -01 & TA 08-01 Any future development proposals would be subject to NPDES requirements to ensure compliance with the water quality standards and waste discharge requirements. After the project is completed, will it create or contribute runoff ❑ ❑ ❑ water that would violate any water quality standards or waste discharge requirements, including the terms of the City's municipal separate stormwater sewer system permit? Any future development proposals would be subject to NPDES requirements to ensure compliance with the water quality standards or waste discharge requirements. m) Allow polluted stormwater runoff from delivery areas or loading ❑ ❑ ❑ docks or other areas where materials are stored, vehicles or equipment are fueled or maintained, waste is handled, or hazardous materials are handled or delivered, or other outdoor work areas, to impair other waters? Any future development proposals would be subject to NPDES requirements to ensure compliance with the water quality standards and waste discharge requirements. n) Potential for discharge of stormwater to cause significant harm on ❑ ❑ ❑ the biological integrity of the waterways and water bodies including municipal and domestic supply, water contact or non - contact recreation and groundwater recharge? Any future development proposals would be subject to NPDES requirements to ensure compliance with the water quality standards and waste discharge requirements. o) Discharge stormwater so that significant harm is caused to the ❑ ❑ ❑ biological integrity of waterways or water bodies? Any future development proposals would be subject to NPDES requirements to ensure that stormwater discharge causes no significant harm to the biological integrity of waterways or water bodies. p) Significantly alter the flow velocity or volume of storm water runoff ❑ ❑ ❑ that can cause environmental harm? Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact Any future development proposals would be subject to NPDES requirements so as not to cause significant alteration of the flow velocity or volume of storm water runoff that can cause environmental harm. q) Significantly increase erosion, either on or off -site? ❑ ❑ The subject properties are located in a fully- developed area; the project will not increase erosion. 9. LAND USE AND PLANNING - Would the project: a) Physically divide an established community? ❑ ❑ ■ 1:/ The subject site is bordered by a hotel to the north, county park to the east, race track and medical building to the west, community center and historical museum to the south. The project would accommodate the existing and approved uses on the subject property. Any potential future development would not physically divide an established community. CEQA Checklist -13- 4 -03 File Nos.: ZC 08 -01 & TA 08 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact b) Conflict with any applicable land use plan, policy, or regulation of ❑ ❑ ❑ an agency with jurisdiction over the project (including, but not limited to the general plan, specific plan, local coastal program, or zoning ordinance) adopted for the' purpose of avoiding or mitigating an environmental effect? The project is consistent with the Public Facilities land use designation of the subject properties and will not conflict with any applicable land use plan, policy, or regulations. c) Conflict with any applicable habitat conservation plan or natural ❑ ❑ ❑ community conservation plan? There is no habitat conservation plan or natural community conservation plan on the subject properties. Therefore, the project could not conflict with such plans. 10. MINERAL RESOURCES - Would the project: a) Result in the loss of availability of a known mineral resource that ❑ ❑ ❑ would be of. value to the region and the residents of the state? There are no known mineral resources on the subject properties that would be of value to the region and the residents of the state. b) Result in the loss of availability of a locally - important mineral ❑ ❑ ❑ resource recovery site delineated on a local general plan, specific plan or other land use plan? The subject properties are not designated in the General Plan as a mineral resource recovery site. Therefore, the proposal would not have the above impact. 11. NOISE - Would the project result in: a) Exposure of persons to or generation of noise levels in excess of ❑ ❑ ❑ standards established in the local general plan or noise ordinance, or applicable standards of other agencies? The project is to accommodate the existing and approved uses on the subject properties and will not increase noise levels as the uses are to remain the same. Any future development of the site could create short term noise impacts resulting from construction. Construction hours are limited to the hours between 7:00 a.m. and 7:00 p.m., Monday through Saturday. b) Exposure of persons to or generation of excessive groundborne ❑ ❑ ❑ vibration or groundborne noise levels? The project is to accommodate the existing and approved uses on the subject properties and will not increase noise levels as the uses are to remain the same. Allowable uses as a result of this project will be limited to public facilities and institutions, and do not include uses that would generate excessive groundborne vibration or groundborne noise levels. c) A substantial permanent increase in ambient noise levels in the ❑ ❑ ❑ project vicinity above levels existing without the project? CEQA Checklist -14- 4 -03 File Nos.: ZC 08 -01 & TA 08 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact The project is to accommodate the existing and approved uses on the subject properties and will not increase noise levels as the uses are to remain the same. Without the project, the existing uses will remain, and it is likely that those uses that are already approved will be implemented. Therefore, there is no substantial permanent increase in ambient noise levels in the project vicinity above levels existing without the project. d) A substantial temporary or periodic increase in ambient noise ❑ ❑ ❑ levels in the project vicinity above levels existing without the project? The project is to accommodate the existing and approved uses on the subject properties and will not increase noise levels as the uses are to remain the same. Without the project, the existing uses will remain, and it is likely that those uses that are already approved will be implemented. Therefore, there is no substantial permanent increase in ambient noise levels in the project vicinity above levels existing without the project. e) For a project located within an airport land use plan or, where ❑ ❑ ❑ ED such a plan has not been adopted, within two miles of a public airport or public use airport, would the project expose people residing or working in the project area to excessive noise levels? The subject site is not located within an airport land use plan or within two miles of a public airport or public use airport. For a project within the vicinity of a private airstrip, would the ❑ ❑ ❑ project expose people residing or working in the project area to excessive noise levels? There is already an existing helipad at the hospital, and the project will not have any impact on that helipad since the uses on the subject properties will not be changed. Therefore, there will not be any impact on the noise levels for people residing or working in the project area. 12. POPULATION AND HOUSING - Would the project: a) Induce substantial population growth in an area, either directly (for ❑ ❑ ❑ ED example, by proposing new homes and businesses) or indirectly (for example, through extension of roads or other infrastructure)? The project is to accommodate the existing and approved public facilities on the subject properties, which do not induce substantial population growth. b) Displace substantial numbers of existing housing, necessitating ❑ ❑ ❑ the construction of replacement housing elsewhere? There is no permanent housing on the subject properties. c) Displace substantial numbers of people, necessitating the ❑ ❑ ❑ construction of replacement housing elsewhere? There are no residents on the subject properties. 13. PUBLIC SERVICES Would the project: a) Result in substantial adverse physical impacts associated with the CEQA Checklist -15- 4 -03 File Nos.: ZC.08 -01 & TA 08 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact provision of new or physically altered governmental facilities, need for new or physically altered governmental facilities, the construction of which could cause significant environmental impacts, in order to maintain acceptable service ratios, response times or other performance objectives for any of the public services: Fire protection? ❑ ❑ ❑ Police protection? ❑ ❑ ❑ Schools? ❑ ❑ ❑ Parks? ❑ ❑ ❑ Other public facilities? ❑ ❑ ❑ The project is to accommodate existing and approved public uses on the subject properties, and will not affect the above public services. 14. RECREATION - Would the project: a) Increase the use of existing neighborhood and regional parks or ❑ ❑ ❑ other recreational facilities such that substantial physical deterioration of the facility would occur or be accelerated? The project will not increase the use of existing neighborhood and regional parks or other recreational facilities. The subject properties will remain for public uses only and will not adversely impact recreational facilities. b) Does the project include recreational facilities or require the ❑ ❑ ❑ construction or expansion of recreational facilities which have an adverse physical effect on the environment? The subject properties have an existing soccer field that is to remain unchanged. Other than that, the project is to accommodate existing and approved public purpose uses on the subject properties and will not require the construction or expansion of recreational facilities. 15. TRANSPORTATIONITRAFFIC - Would the project: a) Cause an increase in traffic which is substantial in relation to the ❑ ❑ ❑ existing traffic load and capacity of the street system (i.e., result in a substantial increase in either the number of vehicle trips, the volume to capacity ratio on roads, or congestion at intersections)? Arcadia's roadway network is nearly built out, consisting of the Foothill Freeway (1 -210), regional arterial roadways, collectors and local streets. The subject properties are bordered by a Modified One -Way Primary Arterial with 3 lanes in each direction. Based on the Highway Capacity Manual, the capacity of a given street and the amount of traffic each street actually carries is expressed in terms of levels of service (LOS), ranging from level A (Free Flowing) to F ('Jammed'). The City's Engineering Services has deemed this arterial servicing the subject site to be LOS A. The project will not change the density of the uses on the property, and will not cause an increase in traffic in relation to the existing load and capacity of the street system. CEQA Checklist -16- 4 -03 File Nos.: ZC 08 -01 & TA 08 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact b) Exceed, either individually or cumulatively, a level of service ❑ ❑ ❑ standard established by the county congestion management agency for designated roads or highways? The Los Angeles County Metropolitan Transportation Authority (MTA) adopted their most recent Congestion Management Program (CMP) in 2004. For the purposes of the CMP, a significant impact occurs when the proposed project increases traffic demand on a CMP facility by 2% of capacity (V /C z 0.02), causing LOS F (V /C > 1.00). if the facility is already at LOS F, a significant impact occurs when the proposed project increases traffic demand on a CMP facility by 2% of capacity (V /C Z 0.02). The lead agency may apply more stringent criteria if desired. The City's Engineering Services has deemed this arterial servicing the subject site to be LOS A. The project will not change the density of the uses on the property, and would not the above impact. c) Result in a change in air traffic patterns, including either an ❑ ❑ ❑ increase in traffic levels or a change in location that results in substantial safety risks? The existing hospital on one of the subject properties generates periodic helicopter flights for emergency purposes. However, the project will not change the density of the uses on the property, and will not cause an increase in air traffic. d) Substantially increase hazards due to a design feature (e.g., ❑ ❑ ❑ ED sharp curves or dangerous intersections) or incompatible uses (e.g., farm equipment)? The project is to accommodate existing and approved uses on the subject properties. The project does not change the density of the uses and does not include new design features or incompatible uses. e) Result in inadequate emergency access? ❑ ❑ ❑ The project is to accommodate existing and approved uses, including a hospital, on the subject properties. The project will not obstruct or reduce access to emergency services. f) Result in inadequate parking capacity? ❑ ❑ ❑ The project is to accommodate existing and approved uses on the subject properties. The project does not change the density of the uses, and there is more than adequate parking capacity. g) Conflict with adopted policies, plans or programs supporting ❑ ❑ ❑ alternative transportation (e.g., bus turnouts, bicycle racks)? The project is to accommodate existing and approved uses on the subject properties. The project does not change the density of the uses and will not conflict with alternative transportation opportunities. 16. UTILITIES AND SERVICE SYSTEMS - Would the project: a) Exceed wastewater treatment requirements of the applicable ❑ ❑ ❑ Regional Water Quality Control Board? ►O CEQA Checklist -17- 4 -03 File Nos.: ZC 08 -01 & TA 08 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact The California Regional Water Quality Control Board, Los Angeles Region, is the local board with jurisdiction over Arcadia. This board has established the Basin Plan which (i) designates beneficial uses for surface and ground waters, (ii) sets narrative and numerical objectives that must be attained or maintained to protect the designated beneficial uses and conform to the state's antidegradation policy, and (iii) describes implementation programs to protect all waters in the region. The project is to accommodate existing and approved uses on the subject properties. The project will not change the density of the uses and will not exceed the wastewater treatment requirements. Any future development is also subject to the requirements as set forth in the Basin Plan. b) Require or result in the construction of new water or wastewater ❑ ❑ ❑ EJ treatment facilities or expansion of existing facilities, the construction of which could cause significant environmental effects? The project is to accommodate existing and approved uses on the subject properties. The project will not change the density of the uses and will not result in the need for new water or wastewater treatment facilities or expansion of existing facilities. c) Require or result in the construction of new storm water drainage ❑ ❑ ❑ facilities or expansion of existing facilities, the construction of which could cause significant environmental effects? Local Stormwater management facilities, such as the storm drains within the area roadways, are the City's responsibility, while regional facilities'are the responsibility of the Los Angeles Department of Public Works (DPW). The City municipal storm drain facilities will be maintained and improved in conformance with the City of Arcadia Drainage System Technical Memorandum. The project is to accommodate existing and approved uses on the subject properties. The project will not change the density of the uses and will not result in the need for new storm water drainage facilities or expansion of existing facilities. d) Have sufficient water supplies available to serve the project from ❑ existing entitlements and resources, or are new or expanded entitlements needed? In making this determination, the City shall consider whether the project is subject to the water supply assessment requirements of Water Code Section 10910, at seq. (SB 610), and the requirements of Government Code Section 664737 (SB221). ❑ ❑ CEQA Checklist -18- 4 -03 File Nos.: ZC 08 -01 & TA 08 -01 Less Than Potentially Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact For the purposes of compliance with Senate Bill 610 and Senate Bill 221, the subject proposal does not qualify as a "project ". A `project" means any of the following: 1) A proposed residential development of more than 500 dwelling units. 2) A proposed shopping center or business establishment employing more than 1,000 persons or having more than 500,000 square feet of floor space. 3) A proposed commercial office building employing more than 1,000 persons or having more than 250,000 square feet of floor space. 4) A proposed hotel or motel, or both, having more than 500 rooms. 5) A proposed industrial, manufacturing, or processing plant, or industrial park planned to house more than 1,000 persons, occupying more than 40 acres of land, or having more than 650,000 square feet of floor area. 6) A mixed -use project that includes one or more of the projects specified in this subdivision. 7) A project that would demand an amount of water equivalent to, or greater than, the amount of water required by a 500 dwelling unit project. If a public water system has fewer than 5,000 service connections, then `project' means any proposed residential, business, commercial, hotel or motel, or industrial development that would account for an increase of 10 percent or more in the number of the public water system's existing service connections, or a mixed -use project that would demand an amount of water equivalent to, or greater than, the amount of water required by residential development that would represent an increase of 10 percent or more in the number of the public water system's existing service connections. The project is consistent with the land use designation of Public Facilities for the subject properties, and will not conflict with any applicable land use plan, policy, or regulation. e) Result in a determination by the wastewater treatment provider ❑ ❑ ❑ which serves or may serve the project determined that it has adequate capacity to serve the project's projected demand in addition to the provider's existing commitments? The project is to accommodate existing and approved uses on the subject properties. The project will not change the density of the uses and will not increase the wastewater treatment demand. Any future development shall also, be subject to the requirements as set forth in the Basin Plan. f) Be served by a landfill with sufficient permitted capacity to ❑ ❑ ❑ accommodate the project's solid waste disposal needs? The project is to accommodate existing and approved uses on the subject properties. The project will not change the density of the uses and will not increase the need for landfill capacity. g) Comply with federal, state and local statues and regulations ❑ ❑ ❑ related to solid waste? The project is to accommodate existing and approved uses on the subject properties. The project will not change the density of the uses and will not violate any federal, state or local statues and regulations relating to solid waste. Any future development shall also be subject to the requirements as set forth in the Basin Plan. 17. MANDATORY FINDINGS OF SIGNIFICANCE a) Does the project have the potential to degrade the quality of the environment, substantially reduce the habitat of a fish or wildlife species, cause a fish or wildlife population to drop below ❑ ❑ ❑ CEQA Checklist -19- 4 -03 File Nos.: ZC 08 -01 & TA 08 -01 self- sustaining levels, threaten to eliminate a plant or animal community, reduce the number or restrict the range of a rare or endangered plant or animal or eliminate important examples of the major periods of California history or prehistory? Less Than Potentially . Significant With Less Than Significant Mitigation Significant No Impact Incorporation Impact Impact The project is consistent with the General Plan land use designation of Public Facilities for the subject properties, and does not have the potential to degrade the quality of the environment. It will not reduce the habitat of a fish or wildlife species since it is located in a fully- developed area. b) Does the project have impacts that are individually limited, but ❑ ❑ ❑ cumulatively considerable? ( "Cumulatively considerable" means that the incremental effects of a project are considerable when viewed in connection with the effects of past projects, the effects of other current projects, and the effects of probable future projects)? The project is consistent with the General Plan land use designation of Public Facilities for the subject properties, and will not have negative impacts on the environment; neither individually limited, nor cumulatively considerable since it is located in a fully- developed area. C) Does the project have environmental effects which will cause ❑ ❑ ❑ substantial adverse effects on human beings, either directly or indirectly? The project is consistent with the General Plan land use designation of Public Facilities for the subject properties. The project is to accommodate the existing and approved uses on the properties and will not have environmental effects that will cause substantial adverse effects on human beings. It is located in a fully- developed area and no physical changes are proposed by the project. CEQA Checklist -20- 4 -03 File No. LG46-01 d- 7A 09.0/ CITY OF ARCADIA 240 WEST HUNT7NGTONDRIVE 0 ARCADIA, CA 91007 . ENVIRONMENTAL INFORMATION FORM Date Filed: _/�/ 2 �/ Z un 6 General Information Applicant's Name: t-ifV 04- &r ",01A. Property Address (Location): 2 k/ 1# Or. Assessor's Number: 5' 77 S — oz-q — 910 t 972 3. Name, address and telephone number of person to be contacted concerning this project: J Q 5tlh /Ct^uc%2 62re QevB /nnwe.� -� Ser u i cis fir ta�vr ZgO W Aj4nAt Or. cad/R CA 91007 (626) 57Y -5y1 4. List and describe any other related permits and other public approvals required for this project, including those required by city, regional, state and federal agencies: F/I A9NRKG IYG a i. kC f C i�y Cecurc i / r;'tC O,� ?.4 tionro � r 42 44n o' y I n enw.if3 .l y C 24 g,6, 5f>✓/e. mi 6,�b A .#Oc /Cc 5. Zone Classification: , ea'. N7,0H aW 6. General Plan Designation: 44411t feci /i7�its prop oscd - S 2µH$ Proiect Description 7. Proposed use of site (project description): axdalrfAd, - OoAt 8. Site size: 6- / t 9. Square footage per building: /7,9". 10. Number of floors of construction: , cc A &J &aof f 11. Amount of off -strcet parking provided: A -Q. 12. Proposed scheduling of project: Sor/nu 1008 13. Anticipated incremental development: NoHe 14. If residential, include the number of units, schedule of unit sizes, range of sale prices or rents, and type of household sizes expected: 15. If commercial, indicate the type, i.e. neighborhood, city or regionally oriented, square footage of sales area, and loading facilities, hours of operation: , 16. If industrial, indicate type, estimated employment per shift, and loading facilities: 17. If institutional, indicate the major function, estimated employment per shift, estimated occupancy, loading facilities, and community benefits to be derived from the project: 18. If the project involves a variance, conditional use permit or zoning application, state this and indicate clearly why the application is required: A1.4. - Nn o>ZiCw- earn /lcn+�Jar.s a,-e �.c.2ssa,�y_ Are the following items applicable to the project or its effects? Discuss below all items checked yes (attach additional sheets as necessary). YES NO 19. Change in existing features of any hills, or substantial alteratin of ground contours. ❑ 20. Change in scenic views or vistas from existing residential areas or publiclands or roads Q a 21. Change in pattern, scale or character of general area of project. ❑ 2 22. Significant amounts of solid waste or litter. ❑ 23. Change in dust, ash, smoke, fumes or odors in vicinity. 24. Change in ground water quality or quantity, or alteration of existing drainage pattersn. Q 25. Substantial change in existing noise or vibration levels in the vicinity. Q p�tt Et 26. Is site on filled kind or on any slopes of 10 percent or more. Q 27. Use or disposal of potentially hazardous materials, such as toxic substances, flammable Q or explosives. E.I.R. 11/13/06 Page 2 YES NO 28. Substantial change in demand for municipal services (police, fire, water, sewage, etc.) ❑ 29. Substantial increase in fossil fuel consumption (electricity, oil, natural gas, etc. ❑ 30. Relationship to a larger project or series of projects. ❑ 0 31. Storm water system discharges from areas for materials storage, vehicle or equipment ❑ E2 fueling, vehicle or equipment maintenance (including washing), waste handling, hazardous materials handling or storage delivery or loading docks, or other outdoor work areas? 32. A significantly environmentally harmful increase in the flow rate or volume of storm ❑ water runoff! 33. A significantly environmentally harmful increase in erosion of the project site or surrounding ❑ areas? 34. Storm water discharges that would significantly impair time beneficial uses of receiving waters ❑ or areas that provide water quality benefits (e.g. riparian corridors, wetlands, etc.)? 35. Harm to the biological integrity of drainage systems and water bodies? ❑ Environmental Set tin¢ 36. Describe (on a separate sheet) the project site as it exists before the project, including information on topography, soil stability, plants and animals, any cultural, historical or scenic aspects, any existing structures on the site, and the use of the structures. Attach photographs of the site. Snapshots or Polaroid photos will be accepted. 37. Describe (on a separate sheet) the surrounding properties, including information on plants, animals, any cultural, historical or scenic aspects. Indicate the type of land uses ( residential, commercial, etc.), intensity of land use (one - family, apartment houses, shops, department stores, etc.), and scale of development (height, frontage, set- backs, rear yards, etc.). Attach photographs of the vicinity. Snapshots or Polaroid photos will be accepted. Certification I hereby certify that the statements finished above and in the attached exhibits present the data and information required for this initial evaluation to the best of my ability, and that the facts, statements, and information presented are true and correct to the best of my knowledge and belief. Dat Si re E.I.R. 11/13/06 Page 3 Environmental Setting: 36. The Subject Properties are between the one -way, three -lane roadways of eastbound and westbound West Huntington Drive (see the attached aerial photo). The land is flat, the soils are stable, and the properties are landscaped with typical southern California suburban trees, shrubs and lawns. Drainage is generally to the southeast. There are two below -grade concrete flood control drainage channels that cross the subject properties. There are views of the San Gabriel Mountains, the Santa Anita Park horseracing facility, and the Arcadia County Park: The properties are improved as follows: 240 & 250 W. Huntington Dr. — Civic Center; includes a soccer field with a storage and snack stand, parking areas, City Hall and Council Chambers, and Police Station 300 W. Huntington Dr. — Methodist Hospital y . Environmental Information Form - Attachment P. 1/5 atL Y lP 376 W. Huntington Dr. — Red Cross, Women's Clinic, Outreach Offices, Diabetes Education Center, IT Offices, and Nursery School 37. The surrounding properties are as follows: 130 W. Huntington Dr. — The Santa Anita Inn is a low -rise hotel /motel with banquet, conference, reception and extended -stay facilities — Zoning is C -2 General Commercial T, Environmental Information Form - Attachment p. 2/5 388 W. Huntington Dr. — Chamber of Commerce 180 W. Huntington Dr. —The Salvation Army's Oakcrest Manor — Zoning is C -O Professional Office 405 S. Santa Anita Ave. — The Arcadia County Park. The portion that is across the roadway from the Subject Properties includes picnic facilities, athletic fields, the maintenance yard, and the back portion of the 18 -hole golf course — Zoning is S -2 Public Purpose 350 Campus Dr. & 380 W. Huntington Dr. — City Community Center and Recreation Department offices, and the Ruth and Charles Gilb Historical Museum — Zoning is S -2 Public Purpose Environmental Information Form - Attachment p. 3/5 360 -370 Campus Dr. — Holy Angels Church and Elementary School — Zoning is R -1 -7,500 Single - Family Residential with a minimum lot size of 7,500 square feet 414 W. Huntington Dr. — Assisted living and convalescent facility — Zoning is R -3 Multiple - Family Residential 301 W. Huntington Dr. — Six -story medical office building — Zoning is C -O Professional Office 285 W. Huntington Dr. — Santa Anita Park horseracing facility. The Westfield Santa Anita Shoppingtown mall is visible in the background. The southerly parking lot is zoned R -1 -7,500 Single - Family Residential with a minimum lot size of 7,500 square feet, and the northerly portion is zoned S -1 Special Use Environmental Information Farm - Attachment p. 415 Environmental Information Form - Attachment P. 5/5 ORDINANCE NO. 2244 AN ORDINANCE. OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, APPROVING ZONE CHANGE NO. ZC 08 -01 TO CHANGE THE ZONING OF THE SUBJECT PROPERTIES AT 240 -388 WEST HUNTINGTON DRIVE FROM "UNZONED" TO "S -2 PUBLIC PURPOSE ZONE" WITH AN "H8 SPECIAL HEIGHT' OVERLAY ZONING ON THE METHODIST HOSPITAL SITE, 300 WEST HUNTINGTON DRIVE (CENTENNIAL WAY TO THE ARCADIA WASH) AND APPROVING TEXT AMENDMENT NO. TA 08 -01 TO AMEND CHAPTER 2 OF IX (ZONING REGULATIONS) OF THE ARCADIA MUNICIPAL CODE. WHEREAS, Zone Change No. ZC 08 -01 was initiated by the Development Services Department to change the zoning of the subject properties, 240 & 250 West Huntington Drive, 300 West Huntington Drive, and 376 & 388 West Huntington Drive as described in Attachment "A" from "Unzoned" to "S -2 Public Purpose Zone" with an "H8 Special Height" overlay zoning on the Methodist Hospital site, 300 West Huntington Drive, as also described in Attachment "A ". WHEREAS, Text Amendment No. TA 08 -01 was also initiated by the Development Service Department to amend Chapter 2 of Article IX (Zoning Regulations) of the Arcadia Municipal Code as follows: 1. Add to Section 9274.1.1 under Uses Permitted in the S -2 Public Purpose Zone: "Hospitals, non - profit or for profit." 2. Amend Section 9276.2.2 under Height Limit in the H Special Height Regulations to change Zone H8 as follows: "Eight (8) stories or ei ninety -five (95) feet." 3. Add to Section 9276.2.6 under Regulations for the H Special Height Regulations: "ACCESSORY ROOFTOP ITEMS. An additional ten (10) feet is allowed for architectural features, chimneys and vents, equipment, and other rooftop structures. Such appurtenances not fully incorporated as architectural features shall be adequately screened." WHEREAS, on May 27, 2008, a public hearing was held before the Planning Commission on Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01, at which time all interested persons were given full opportunity to be heard and to present evidence; and WHEREAS, the Planning Commission voted 5 to 0 to recommend approval of Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01 to the City Council; and WHEREAS, on June 17, 2008, a public hearing was held before the City Council on Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01; and WHEREAS, as part of the record of the City Council's public hearing, the City Council reviewed and considered the following: 1. All staff reports and related attachments and exhibits submitted by the Development Services Department to the City Council; 2. The record of the Planning Commission's decision and public hearing regarding Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01; and 3. All letters, information and material presented as part of the public testimony at the City Council public hearing on June 17, 2008, including the staff reports, environmental documents, including the Initial Study and draft Negative Declaration, and all documentation presented at the public hearing; and WHEREAS, after the public hearing on June 17, 2008, the City Council adopted the Negative Declaration pursuant to the California Environmental Quality Act concerning Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01; and WHEREAS, the above recitals are hereby incorporated as part of the findings set forth below. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: Section 1. That the factual data submitted by the Development Services Department in the attached report is true and correct. Section 2. The City Council finds: 1. That the approval of Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01 will not be detrimental to the public health or welfare, or injurious to the property or improvements in such zone or vicinity. 2. That Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01 are consistent with the General Plan Land Use Designations for the subject properties as herein described, and are compatible with the zoning of the -2- Ord. 2244 surrounding properties. 3. That the evaluation of Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01 as set forth in the Initial Study is accurate and appropriate; that Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01 will not have a significant effect on the environment and that a Negative Declaration has been prepared for Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01 pursuant to the provisions of the California Environmental Quality Act; and that when considering the record as a whole, there is no evidence that Zone Change No. ZC 08 -01 and Text Amendment No. TA 08 -01 will have any potential for adverse effect on the wildlife resources or the habitat upon which wildlife depends; and therefore, the City Council adopts the Negative Declaration that has been prepared pursuant to the provisions of the California Environmental Quality Act. Section 3. That for the foregoing reasons, the City Council approves Zone Change No. ZC 08 -01 to change the zoning of the subject properties as previously herein described from "Unzoned" to "S -2 Public Purpose Zone" with an "H8 Special Height' overlay zoning on the Methodist Hospital site. Section 4. The City Clerk shall certify to the adoption of this Ordinance and shall cause a copy of the same to be published in the official newspaper of the City of Arcadia within fifteen (15) days after its adoption. Passed, approved and adopted this day of 2008. ATTEST: City Clerk of the City of Arcadia APPROVED AS TO FORM: Rq 0 &;a Stephen P. Deitsch, City Attorney Mayor of the City of Arcadia -3- Ord. 2244 ORDINANCE NO. 2244 Attachment "A" 240 & 250 West Huntington Drive — Civic Center That portion of Lot 5, of Tract 949 in the City of Arcadia, County of Los Angeles, State of Califomia, as per map recorded in Book 17, Page 13 of Maps, in the Office of the County Recorder of said County, described as follows: Beginning at a point in the southeasterly line of said Lot 5, distant thereon South 38° 33' 00" West 790.51 feet from the most easterly corner of said lot; thence along the southeasterly line of said lot, South 38" 33'00" West 983.42 feet thence North 51" 27' 00" West 511.12 feet; thence North 38° 33' 00" East 983.42 feet; and thence South 51" 27' 00" East 507.71 feet to the true point of beginning, containing approximately 11.73 acres. 300 West Huntington Drive — Methodist Hospital site (Centennial Way to the Arcadia Wash) That portion of Lot 5, of Tract 949, in the City of Arcadia, County of Los Angeles, State of California, as per map recorded in Book 17, Page 13 of Maps, in the Office of the County Recorder of said County, described as follows: Beginning at the most westerly comer of that parcel of land conveyed to the Los Angeles Turf Club, Inc., and described as Parcel 2 in deed recorded in Book 12619, Page 275 of Official Records of said County; thence along the boundary of the land described in said Parcel 2 as follows: South 51° 27' 00" East 481.12 feet; South 38° 33' 00" West 150.00 feet; and South 51° 27' 00" East 30.00 feet to the intersection with the southeasterly line of said Lot 5; thence southwesterly and westerly, along the southeasterly and southerly line of said Lot 5, to its point of intersection with the southerly line of Huntington Drive, 80.00 feel in width, as the same is described in deed to the City of Arcadia recorded in Book 9396, Page 145 of Official Records of said County; thence easterly and northeasterly along the southerly and southeasterly line of said Huntington Drive, to the point of beginning, excepting therefrom the northeasterly 260 feet, measured at right angles to the northeasterly line thereof, and also excepting therefrom that portion thereof lying southwesterly of a line described as follows: Beginning at a point on the southeasterly line of Huntington Drive, 80 feet wide, as described in Deed to City of Arcadia, recorded in Book 9396 Page 145 of Official Records of said County, said point being southwesterly 1,859.00 feet from the most westerly corner of that parcel of land conveyed to the Los Angeles Turf Club, Inc., and described as Parcel 2 in Deed recorded in Book 12619, Page 275, of Official Records of said County; thence southeasterly in a direct line to a point of intersection with the southeasterly line of Lot 5 of Tract 949; said point of intersection being 4,043.00 feet southwesterly from the northeast corner of said Lot 5, measured along the southeasterly lines of said Lot 5. 376 & 388 West Huntington Drive — Red Cross & Chamber of Commerce That portion of Lot 5, of Tract 949, in the City of Arcadia, County of Los Angeles, State of Califomia, as per map recorded in Book 17, Page 13 of Maps, in the Office of the County Recorder of said County, described as follows: Beginning at the most westerly corner of that parcel of land conveyed to the Los Angeles Turf Club, Inc., and described as Parcel 2 in deed recorded in Book 12619, Page 275 of Official Records of said County; thence along the boundary of the land described in said Parcel 2 as follows: South 51° 27' 00" East 481.12 feet; South 38" 33' 00" West 150.00 feet; and South 51° 27' 00" East 30.00 feet to the Intersection with the southeasterly line of said Lot 5; thence southwesterly and westerly, along the southeasterly and southerly line of said Lot 5, to its point of intersection with the southerly line of Huntington Drive, 80.00 feet in width, as the same is described in deed to the City of Arcadia recorded in Book 9396, Page 145 of Official Records of said County; thence easterly and northeasterly along the southerly and southeasterly line of said Huntington Drive, to the point of beginning, Lying southwesterly of a line described as follows: Beginning at a point on the southeasterly line of Huntington Drive, 80 feet wide, as described in Deed to City of Arcadia, recorded in Book 9396 Page 145 of Official Records of said County, said point being southwesterly 1,864.00 feet from the most westerly corner of that parcel of land conveyed to the Los Angeles Turf Club, Inc., and described as Parcel 2 in Deed recorded in Book 12619, Page 275, of Official Records of said County; thence southeasterly in a direct line to a point of intersection with the southeasterly line of Lot 5 of Tract 949; said point of intersection being 4,049.00 feet southwesterly from the northeast corner of said Lot 5, measured along the southeasterly lines of said Lot 5. Except that portion of Lot 5, described as follows: Beginning at the intersection of the center lines of Holly Avenue 80 feet as described in Deed recorded in Book 13158, Page 291 of Official Records of said County, and Huntington Drive, 80 feet wide, as described in Deed recorded in Book 9356, Page 319 of said Official Records; thence easterly 229.92 feet along the center line of Huntington Drive, said center line being a curve, concave to the northwest and having a radius of 955.20 feet (radial line to said curve through said intersection bears North 17" 46' 37" West); thence radially South 31" 34' 06" East 40 feet to the southeasterly line of said Huntington Drive and the true point of beginning; thence southwesterly along a tangent curve concave to the southeast and having a radius of 774.60 feet to the easterly line of said Holly Avenue; thence northerly along said easterly line to the southeasterly line of said Huntington Drive; thence northeasterly along the last mentioned line to the true point of beginning. Attachment "A" Ord. 2244 co�AYp"y ai How`• STAFF REPORT Public Works Services Department DATE: TO: FROM: SUBJECT: SUMMARY June 17, 2008 Mayor and City Council Pat Malloy, Assistant City Manager /Public Works Services Director Prepared by: Tom Tait, Deputy Public Works Services Director Recommendation: Adopt Recommendation: Adopt The increase of utility rates is necessary to ensure the continued operations and maintenance of services within the City. Additionally, it is essential that the City follow current state and federal regulations in adopting utility rate increases. At the City Council's direction, staff has sent a notice of public hearing to all Arcadia property owners with the following rate proposals for refuse and sewer rate increases: Sewer (3 %) Residential (Single & Multi - Family) Commercial Water (3 %) Refuse Single Family (4.40 %) Multi - Family (5.07 %) Current Proposed $3.69 /dwelling unit $3.80 /dwelling unit $11.03 + $3.69 /dwelling unit $11.36 + $0.10 /CCF $1.22 /CCF $1.26 /CCF $15.74 $16.38 $91.73 $96.38 Page 1 of 6 Mayor and City Council June 17, 2008 On March 18, 2008, the City Council authorized the Public Works Services Department to change the method by which commercial accounts were charged sewer rates. As instructed, staff has included the base rate plus the additional fee per unit of water consumed on a monthly basis. This method of billing for commercial accounts is how other cities typically charge for sewer service. Staff recommends that the City Council approve water, sewer and refuse rate schedule for fiscal year 2008/09 by adopting Resolution No. 6627, Resolution No. 6629 and Resolution No: 6630. DISCUSSION Sewer Rates The City Council approved the Sewer Master Plan Update on June 20, 2006. The Sewer Master Plan is a comprehensive report outlining a long -range program of capital improvements and preventative maintenance measures to upgrade and maintain the City's sewer system. The Sewer Master Plan Update and Hydraulic Modeling Report evaluates the adequacy of the City's wastewater collection system through the year 2026. The City provides wastewater collection for approximately 56,000 residents within eleven (11) square miles. The City's sewer, pipes are on average, fifty -years old and include 138 miles of pipe throughout the City. The proposed rate adjustment is necessary to fund the operations and maintenance activities of the sewer system to ensure that the City's sewer system is in compliance with state regulations that mandate the elimination of sewer backups and overflows. Accordingly, the Sewer Master Plan proposes annual rate adjustments in order to recover operational sewer service costs, fund Capital Improvement Projects and to build a five (5) million dollar fund reserve to be used in case of an emergency or catastrophic event. Staff is recommending that the City Council approve a 3% adjustment in sewer rates for fiscal year 2008/09. This proposed rate adjustment would change the existing residential rate from $3.69 to $3.80 per month per dwelling unit, reflecting an $0.11 increase monthly or $1.32 annually. The proposed rate adjustment for the commercial rate would change from $11.03 per month for each sewer connection and an additional $3.69 per month per dwelling unit (e.g. office, hospital room, hotel room) to $11.36 per month for each sewer connection and an additional $0.10 per 100 cubic feet of water used per month. On March 18, 2008, the City Council directed staff to change the method by which commercial sewer accounts were billed in order to distribute the costs of operating and maintaining the sewer system equitably. It was determined that the best system to assess costs to the customers was to bill a flat monthly fee in addition to a small fee for water consumption. Page 2 of 6 Mayor and City Council June 17, 2008 Water Rates Federal funding has helped to maintain water rates for the past five (5) years, however, staff has been told by the City's Lobbyist that this funding source will dry up soon. PWS is seeking funding with the County of Los Angeles and the City of Sierra Madre for repair to the Santa Anita reservoir and debris dam which have a critical impact on ground water levels in the Raymond Basin. Staff is working closely with the County and Sierra Madre to try and secure funding because Arcadia pumps a large portion of water that source. Last year staff recommended that the City Council defer a water rate adjustment because a preliminary financial analysis by staff revealed that it was unnecessary to increase rates for fiscal year 2007108. Due to prudent management of water operations and the efficiency in which the water fund has been managed, water rates have not been increased since 2003/04. However, the cost of operating and maintaining the water system has increased since then and outside factors have placed surface water allocations in peril, staff is proposing a rate increase this year. Moreover, localized drought conditions have had an impact on the groundwater basin that the City pumps water from. Lower ground water levels limit the amount of water that can be pumped from the City's wells. Also, the Main San Gabriel Basin Watermaster has been told by Metropolitan Water District that surface water may not be available in the future due to drought conditions that are impacting California. Reasons for the increase in the operating budget are due to the uncertainty of replacement water and the significant increased cost of surface water from Metropolitan Water District (MWD). The enduring drought in Southern California and an impending lawsuit 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). Staff continues to explore new and innovative solutions to acquire and produce additional sources of potable water. Future water conservation efforts will be needed to ensure that a sustainable supply of potable water is available for use by Southern Californians. The value of the City's water system is estimated at $200 million and industry standards recommend a ten (10) percent reserve to offset costs in the event of a catastrophic event or emergency that would affect the water system's infrastructure. This proposed rate adjustment is predicated on an annual operating budget, capital improvement projects outlined in the Water Master Plan Update and maintenance of a twenty (20) million dollar fund reserve. Additionally, staff took into consideration the recommendations from the Water Master Plan Update which was completed in March 2008. This update was essential to evaluate the water system and validate the capital improvement projects that had been completed. As a result, the Master Plan Update did not include any significant changes. Staff will be presenting the Water Master Plan Update to the City Council in May 2008. Page 3 of 6 Mayor and City Council June 17, 2008 In preparation of the 2008/09 budget, staff has evaluated each account, and where possible, reduced operation and maintenance expenditures while maintaining the reliability of the water system, complying with water quality standards and retaining the existing level of service. As such, staff recommends a 3% rate increase to the water rate for fiscal year 2008/09. This proposed rate adjustment would change the existing water rate from $1.22 to $1.26 per 100 cubic feet (CCF). Refuse Rates In accordance with the Residential Refuse and Recycling Agreement Between the City of Arcadia and Waste Management Collection and Recycling, Waste Management has calculated an increase in rates based on a formula that is a balance between the Consumer Price Index (CPI) and Disposal Fees at landfills that accept refuse from the City of Arcadia (Table 1). Waste Management submitted their request to increase service rates that reflect the CPI change from the period of January 2007 to December 2007. For single - family homes, the rate will increase 4.40% or $0.64, changing the standard monthly service from $15.74 to $16.38 (Exhibit A). Residents with standard monthly service would be billed $49.14 every 3 months instead of $47.22, showing an increase of $1.92 every 3 months or $7.68 annually. Standard service for residents includes three (3) ninety-six (96) gallon bins for refuse, recyclables, and green waste. For multi- family homes (4 or more units), the rate will increase 5.07% or $4.65, changing the standard monthly service from $91.73 to $96.38 (Exhibit A). Multi- family rates have increased at a higher rate because average tipping fees at Waste -to- Energy facilities increased .11.43% between the period of January 2007 to December 2007 (Table 2). Waste -to- Energy facilities contribute to the City's diversion rate by burning over 50% of the multi - family trash generated in Arcadia. Table 1: Disposal Rate Increase Calculation for SINGLE - FAMILY RESIDENTS Cost Component Year 1 Year 2 % Change Weight Product CPI 210.4 217.338 3.298% 78% 2.570 Disposal Facility Rate 1 $25.02 $27.10 8.310% 22% 1.828 Total Change 4.40 Page 4 of 6 Mayor and City Council June 17, 2008 Table 2: Disposal Rate Increase Calculation for MULTI - FAMILY RESIDENTS Cost Component Year 1 Year 2 % Change Weight Product CPI 210.4 217.338 3.298% 78% 2.57 Disposal Facility Rate $42.80 $47.69 11.43% 22% 2.50 Total Change 5.07 CONCLUSION Staff has taken the necessary steps to be in compliance with Proposition 218 balloting procedures for increasing water, sewer, and refuse rates. Therefore, staff is recommending that the City Council hear and consider all protests concerning the foregoing matter and approve the water, sewer and refuse rate schedule for fiscal year 2008/09 by adopting Resolution No. 6627, Resolution No. 6629 and Resolution No. 6630. ENVIRONMENTAL IMPACT Water, sewer and refuse rates are exempt from the requirements of the California Environmental Quality Act as specked in Title 14, Section 15273 of the California Administrative Code. FISCAL IMPACT Water and sewer rate increases are necessary to fund the Capital Improvement Projects Operating Budget, and to maintain a reserve fund balance in case of a natural disaster or emergency. The lack of a rate increase would not allow the City to recover increasing operations and maintenance costs of running the City's water and sewer system. If there are no rate increases to refuse collection rates, the City would be in breach of contract according to the Residential Refuse and Recycling Agreement Between the City of Arcadia and Waste Management Collection and Recycling, which entitles Waste Management to annual Cost of Living Adjustments as calculated by the specified weights of indices in the formula outlined in the contract. Page 5 of 6 Mayor and City Council June 17, 2008 RECOMMENDATION Adopt the following resolutions to adjust utility rates accordingly: 1. Resolution No. 6627 setting the sewer rate schedule for Fiscal year 2008/09. 2. Resolution No. 6629 setting the water rate schedule for Fiscal year 2008109. 3. Resolution No. 6630 setting the refuse rate schedule for Fiscal year 2008/09. Approved by: Donald Penman, City Manager PM:TT Attachment Page 6 of 6 RESOLUTION NO. 6627 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, SETTING CITY SEWER RATES AND FINDING THE RATES WILL NOT EXCEED THE ESTIMATED AMOUNT NECESSARY TO FUND OPERATION OF THE CITY SEWER SYSTEM WHEREAS, pursuant to the Arcadia Municipal Code, sewer rates may be set and modified by resolution of the City Council; and WHEREAS, it is the desire of the City Council to set sewer rates in a reasonable amount and so as to meet the capital improvement and service needs of the City and its sewer service consumers; and WHEREAS, proposed sewer rate changes were presented to the City Council at its Apri l 1, 2008 City Council meeting and June 17, 2008 regularly scheduled meeting; om WHEREAS, a public hearing concerning said rate changes was conducted by the City Council on June 17, 2008. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. RATES. The following new sewer rates are established and shall supercede rates heretofore adopted for the following categories of sewer service: 1 (a) Single - Family Dwellings- $3.80 per month (b) Multiple - Family Dwellings (e.g. - Apartments, Condominiums, Town homes, etc.) - $3.80 per month, per dwelling unit. (c) Commercial Properties - $11:36 per month sewer connection charge and an additional $0.10 per 100 cubic feet of water used per month. (d) Premises where sewer connections are not available or are not connected, shall be exempt from said monthly charges. SECTION 2. The City Council hereby finds that the rates specified in this Resolution will not produce an amount in excess of that necessary to fund the operation of the City of Arcadia Sewer System. SECTION 3. All rates set forth in this Resolution shall be reflected on all sewer bills issued on and after July 1, 2008. SECTION 4. The City Council hereby finds that the adoption of this resolution and the establishment of the sewer rates set forth herein are categorically exempt from the requirements of the California Environmental Quality Act as specified in Title 14 Section, 15273 of the California Administrative Code. SECTION 5. The City Clerk shall certify to the adoption of this Resolution. [SIGNATURES ON NEXT PAGE] ra Passed approved and adopted this day of . 1 2008, Mayor of the City of Arcadia ATTEST: City Clerk of the City of Arcadia APPROVED AS TO FORM: City Attomey RESOLUTION NO. 6629 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, SETTING CITY WATER RATES AND FINDING THE RATES WILL NOT EXCEED THE ESTIMATED AMOUNT NECESSARY TO FUND OPERATION OF THE CITY WATER SYSTEM WHEREAS, pursuant to the Arcadia Municipal Code Section 7531.1, water rates may be set and modified by resolution of the City Council; and WHEREAS, it is the desire of the City Council to maintain flexibility so as to best meet the needs of the City and water consumers; and WHEREAS, proposed water rate changes were presented to the City Council at the April 1, 2008 and June 17, 2008 regularly scheduled meetings; and WHEREAS, a duly noticed public hearing concerning said rate adjustments was conducted by the City Council on June 17, 2008. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. RATES INSIDE THE CITY. The following rates are established for the provision, delivery, and consumption of water for beneficial use inside the City during each bimonthly period: SIZE OF MINIMUM BIMONTHLY METER SERVICE CHARGE 5/8" $ 10.42 3/4" 11.73 V, 13.03 1 -1/2" 19.55 2" 27.37 3" 48.21 4" 71.67 6" 136.15 8" 214.24 All water consumption shall be charged at the rate of one dollar and twenty- six cents ($1.26) per full one hundred (100) cubic feet registered on the consumer's meter. SECTION 2. RATES OUTSIDE CITY. The bimonthly rates for metered services and for all other purposes for which no other rate is specified for water put to or made available for beneficial use outside the City and served or to be served through a meter, shall be as follows: SIZE OF MINIMUM BIMONTHLY METER SERVICE CHARGE 5/8" $ 15.64 3/4" 17.59 1" 19.55 1 -1/2" 29.31 2" 41.04 3" 72.32 4" 107.49 6" 205.22 8" 322.48 9 All water consumption is to be charged at the rate of one dollar and eighty- seven cents ($1.87) per full one hundred (100) cubic feet registered on the consumer's meter. SECTION 3. FIRE HYDRANT SERVICE FOR CONSTRUCTION AND PRIVATE USE. Fire hydrant meters and operating valves shall be subject to the following charges: Meter Installation $50.00 Meter Relocation $25.00 Meter Rental $40.00 /month Eddy Valve Rental $25.00 /month Hydrant Rental $15.00 /month Hydrant Permit $25.00 Water Usage* $1.64/100 cu. ft. *Applies only to metered water use. Unmetered water use will be charged at a flat rate determined by the Water Section of the Public Worlcs Services Department based upon type of use. SECTION 4. FIRE LINE SERVICE (NO CHARGE FOR WATER USE.) The following rates are established for bimonthly charges for fire protection services: 5 SIZE OF MINIMUM BIMONTHLY METER SERVICE CHARGE 2" $ 10.42 4" 20.85 6" 31.27 8" 41.69 10" 52.12 SECTION 5. The City Council hereby finds that the rates specified in this Resolution will not produce an amount in excess of that necessary to fund the operation of the City of Arcadia Water System. The City Council further finds that this Resolution is exempt from the requirements of the California Environmental Quality Act as specified in Title 14 Section 15273 of the California Administrative Code. SECTION 6. All rates set forth in this Resolution shall be reflected on all water bills issued after July 1, 2008. SECTION 7. The City Clerk shall certify to the adoption of this Resolution. [SIGNATURES ON NEXT PAGE] 0 Passed approved and adopted this day of 2008. Mayor of the City of Arcadia ATTEST: City Clerk of the City of Arcadia APPROVED AS TO FORM: `�6 � (' o-az� City Attorney RESOLUTION NO. 6630 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, SETTING THE SERVICE RATES FOR THE COLLECTION OF RESIDENTIAL REFUSE AND RECYCLABLES PURSUANT TO SECTION 5120.7 OF THE ARCADIA MUNICIPAL CODE WHEREAS, pursuant to the Arcadia Municipal Code Section 5120.7, the Arcadia City Council is authorized to fix and determine the uniform rates that may be charged for collecting or removing garbage, refuse or recyclables from any premises in the City; and WHEREAS, all residential units in the City are required to participate in the City's refuse collection service; and WHEREAS, the franchisee under that certain Residential Refuse and Recycling Agreement dated August 19, 1999 is not authorized to charge or collect any fees or rates other than the fees and rates set forth in this Resolution and the fees and rates shall remain in effect, unless changed by resolution of the City Council of the City of Arcadia. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. Commencing July 1, 2008, the monthly rates for residential refuse and recycling collection services shall be those set forth in Exhibit "A" attached hereto. SECTION 2. All rates set forth in this Resolution shall be reflected on all refuse bills issued after July 1, 2008. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this day of 11: Mayor of the City of Arcadia ATTEST: City Clerk APPROVED AS TO FORM: City Attorney 9 Exhibit "A" City of Arcadia Refuse Collection Service Multi- family Base Rate Schedule Number of Bins STAB RATE and size NUMBER OF PICK-UPS PER -WEEK 1 2 3 4 5 6 1 - 1.5 Yard $68.66 $137.33 $205.99 $274.66 $343.32 $411.97 2- 1.5 yard $124.84 $249.69 $374.51 $499.33 $624.19 $749.02 3- 1.5 yard $187.26 $374.52 $561.78 $749.04 $936.29 $1,123.57 4. 1.5 yard $249.70 $499.38 $749.05 $998.74 $1,248.44 $1,498.11 5 -1.5 yard $312.10 $624.22 $936.32 $1,248.45 $1,560.56 $1,872.67 1 - 3 yard $81.81 $151.89 $245.40 $327.20 $409.02 $490.81 2 - 3 yard $146.06 $303.83 $438.16 $584.20 $730.26 $876.30 3 -3yard $210.36 $455.72 $631.02 $841.35 $1,051.69 $1,262.04 4. 3 yard $274.61 $607.61 $823.80 $1,098.40 $1,373.00 $1,547.60 5 -3yard $338.90 $759.51 $1,016.64 $1,355.50 $1,694.39 $2,033.23 1 - 6 yard $153.30 $306.62 $459.90 $613.21 $766.51 $919.82 Number of Bins DISMOUNT RATE and Size NUMBER OF PICK -UPS PER WEEK pit• `. i t 1 2 3 4 5 6 1 - 1.5 yard $77.42 $154.84 $232.25 $309.66 $387.07 $464.49 2- 1.5 yard $140.76 $281.51 $422.28 $563.04 $703.78 $844,54 3- 1.5 yard $211.13 $422.24 $633.37 $844,49 $1,055.62 $1,266.71 4. 1.5 yard $201.50 $563.02 $844.50 $1,125.99 $1,407.51 $1,689.01 5- 1.5 yard $351.89 $703.75 $1,055.64 $1,407.52 $1,759.40 $2,111.28 1 - 3 yard $92.26 $167.99 $267.29 $356.30 $445.48 $534.55 2 - 3 yard $162.14 $335.92 $486.39 $648.54 $810.66 $972.80 3 - 3 yard $235.16 $503.57 $705.47 $940.63 $1,175.79 $1,410.95 4 -3yard $30817 $671.89 $924.55 $1,232.73 $1,540.93 $1,849.08 5 -3yard $381.24 $839.88 $1,143.66 $1,524.89 $1,906.12 $2,287.33 1 - 6 yard $167.82 $335.67 $503.46 $671.27 $839.08 $1,006.91 Number of Bins STAGE RATE and Size NUMBER OF PICK -UPS PER WEEK �� 1 2 3 4 5 6 1 -1.5 yard $84.70 $169.43 $254.12 $338.83 $423.53 $508.23 2.1.5 yard $154.04 $308.07 $462.10 $616.12 $770.15 $924.19 3 - 1.5 yard $231.06 $462.11 $693.16 $924.21 $1,155.26 $1,386.30 4. 1.5 yard $308.08 $616.14 $924.22 $1,232.28 $1,540.38 $1,848.44 5 -1.5 yard $305.09 $770.16 - $1.155.24 $1,540.34 $1,925.42 $2,310.51 1 - 3 yard $96.38 $182.57 $289.21 $385.60 $482.01 $578.40 2 -3yard $178.20 $365.17 $534.55 $712.74 $890.94 $1,069.13 3 -3yard $260.00 $547.73 $779.98 $1,039.97 $1,299.95 $1,559.93 4 -3yard $341.80 $730.32 $1,025.41 $1,367.22 $1,709.02 $2,050.84 5 -3yard $423.58 $912.89 $1,270.74 $1,694.31 $2,117.91 $2,541.49 1.6yard $182.19 $364.42 $546.55 $720.74 $910.91 $1,093.11 'Please add the following fees to the rates listed above: Recycling Fee (Reso # 6269): 2 -6 units = $1.00 per unit 7 or more units = $1.50 per unit AB 939 Fee = $0.30 per unit Exhibit "A" City of Arcadia Refuse and Recycling Collection Service Single- family Base Rate Schedule Single Family Greenwaste Bin Service: Includes one (1) greenwaste bin, one (1) refuse and one (1) recycling container serviced once weekly Curbside Bin Service: Resident rolls bin and containers to their curb and the trash truck drives directly to the container then empties the bin and containers. Backyard Bin Service Waste Management enters residents backyard, rolls out their greenwaste bin and refuse /recycling containers to the curb, empties them, then return them to their original location on the same day. Exhibit "A" City of Arcadia Residential Refuse and Recycling Collection Service Single Family Rate Schedule Effective July 1, 2008 the monthly residential refuse and recycling service rates are: STANDARDSE VICE R RATES SENIOR CITIZEN SERVICE RATES 2008 9 Green Total 2008 It Green Total Servlce Category Base GW Waste Recycling AS 939 Monthly Service Base OW Waste Recycling AB 938 Monthly Rate carts Rate Charge Fee Fee C t g ry Rat. art Rat. Ch F Rat Single Family $1106 1 $1.71 $018 $0.30 $13.84 - u.Smgle Family $9.95 1 $1.55 Dwelling, g (1 I - $11.05 2 $2.45 $0,78 $0.30 �- $14.53 'p $9.95 $07a $030 $12.53 60 Gallon Can $11.05 3 $3.30 §0.7.30 8 $0 $15.43<3 50 fi0 Gallon Can a llo C 2 $9.95 3 $2.20 $0.78 $0 30 $13.23 $11.05 4 $4.09 §0.]8 30.30 E1622 ti. $2.98 $0.76 $0.30 $14.01 $11.05 5 $502 $0.78 $D.30 $1715 $e $9.95 9 $3.69 $078 $030 $14]2 $9.95 5 $4.53 $0.78 1 $15.56 Single Family $13.59 7 $1.71 $0.78 $0.30 $18.38 „!1 Single Family $12.24 1 $1.55 Dwelling, (1) $1359 2 E2.45 - $0.70 $0.30 $17.12 �� "i Dwelling. (t) $12.24 $0713 $0.30 $1487 90 Gallon Can $13.59 3 $3.30 $0.78 $010 $17,97 90 Gallon Can 2 $12.24 $2,20 $0.18 $0.30 $15.52 $13.59 4 $4.09 $0.78 $0.30 $18.76 3 $2.98 $018 $0.30 $16.30 $13.59 5 $5.02 $018 $030 $1869 $12.24 4 $3.69 $0.18 $0.30 $17.01 Montldy Per >5 $0,93 .',i;; i% §; #y Monthly Per >5 $12.24 5 $4.53 $0.70 $0.30 $17.85 Atltlitional Can Additional Can $0.85 IGmenwaste) (Greenwaste) Single Family 600 $8.66 $0.00 $0.00 $0.66 Single Family Bog $719 Dwelling, (t) 9og EB.80 30.00 Ep.pp $6.60 Dwelling, ll) 900 $7.92 E0.00 $0. 00 $7.79 Time Per Can $0.00 $0.00 $7.92 Time Per Can Unscheduled Pickup Unscheduled Pickup Monthly Per Bog $6.09 $0.00 soart $6.09 Monthly Per BOg $5.48 Additional Can Bo 0 $7.51 $0.00 $0.00 $7.51 Additional Can 90g $6.78 $000 $0.00 $5,48 $0.00 $0.00 $6.78 SN Automated $37.09 $5.82 30.30 $43.21 BN Automated $33.39 $5.82 $0.30 Collection Bar. Collection Ser. $39,51 BY Collection $13.34 $0.00 $0,00 $13.34 BN Collection $12.01 1 Time PIU $0.00 $0.00 $1201 1 Time PIU Percent Per Can 81Y Additional $20.25 $0.00 $0.00 $20.25 SN Additional $18.22 Container $0.130 $0.00 $19.22 Container - Bulky earn PA1 $28.02 $0.00 $0 OD $28.02 'Bulky Item PlU $25,21 Sherpa program $28.50 Size -(Ale Quad Additional sizes available $; Sharps Program $28.50 Size. One Quad $0613 EO.DD $25.21 537.28 Size- One Gallon Atltlitional sizes Atltlitional sizes available available %fi $37.28 Size- One Gallon Additional sizes available r Temporary 3 - Yard Bin Service; VAROMINNEEM Temporary Rol4Ott Bin Serivice: Three Day Renal $94.83 Rates are negotiated under the commercial non - exclusive Seven Day Rental $113.70 contract Additional Rare Per Day $5.36 - This pricing applies only to residents that exceed the 41ree Bulky Item ceased., STAFF REPORT Office of the City Clerk DATE: June 17, 2008 TO: Honorable Mayor and City Council FROM: James Barrows, City Clerk Lisa Mussenden, Chief De Ciry rk/Records Manager SUBJECT: ANNUAL BOARDS AND COMMISSIONS APPOINTMENTS Recommendation: Appoint and /or reappoint residents to fill vacancies on Arcadia Boards and Commissions. SUMMARY: Annually, the City Council appoints residents to serve on Arcadia's various Boards and Commissions. Tonight's City Council action will fill annual vacancies created by the end of appointment terms. DISCUSSION: The Boards and Commissions exist to advise the City Council on matters that impact Arcadia residents. There are currently seven (7) active Boards and Commissions: Arcadia Beautiful, Historical Museum, Human Resources, Library Board of Trustees, Planning, Recreation and Parks, and Senior Citizens'. Each appointed Boards and Commissions member may serve up to two (2) consecutive four -year terms. The exception to this rule is the Senior Citizens' Commission, where members may serve up to two (2) consecutive two -year terms. Tonight, City Council action will fill the following vacancies created by the end of appointment terms:. Arcadia Beautiful Commission (4 positions open) Historical Museum (4 positions open) Human Resources Commission (2 positions open) Library Board of Trustees (1 position open) Planning Commission (1 position open) Recreation and Parks Commission (2 positions open) Senior Citizens' Commission (2 at -large positions and service club positions open) 1 of 2 In order to facilitate City Council action, staff has provided the following documents: 1. An "appointment summary" matrix that lists each Board and Commission, incumbent members who are eligible for reappointment, and residents interested in first -time service (Attachment 1). 2. Copies of all Citizen Service Resumes, letters of reappointment interest, and letters of recommendation from Arcadia Service Clubs or Board /Commission, if required (Attachment II). 3. City Council /Boards and Commissions Roster (Attachment III). FISCAL IMPACT: There is no fiscal impact from City Council action on this item. RECOMMENDATION: Staff recommends that the City Council appoint and/or reappoint residents to fill vacancies on Arcadia Boards and Commissions. APPROVED: J II o� Donald Penman City Manager Attachments 2of2 2008 BOARDS AND COMMISSIONS APPOINTMENTS SUMMARY current as of June 1, 2008 Eligible for Reappointment Applications on File Catherine Ken Richard Cordano Edward Huang Sheryl Lopez Janalee Shimmin Vern Whitaker Eligible for Reappointment Dolores Foley Applications on File Rose Hyland Sheryl Lopez Timothy Murphy Tiffany Tai Mary Tour Joan Francone Applications on File Richard Cordano Jennifer Michael Scott Hettrick Loretta Huang Matthew Luna Verena Somer Tiffany Tai Eligible for Reappointment Robert Baderian Applications on File Ching Chiao Richard Dilluvio Nassef Eskander Sam Falzone Jennifer Michael Tiffany Tai ATTACHMENT I No Yes Yes Updated 06 -03 -08 Applications on File Richard Cordano Ruth Glib Kathryn Brandes Marsha Burkhalter r -.s. Eligible for Reappointment Applications on File Assistance League Golden Age Club Steven Phillipi Yes Craig Tom Yes Miriam Carter Richard Cordano Sheryl Lopez Jennifer Michael Tiffany Tai Kathy Valentine Vacant Eligible for reappointment Yes Applications on File Lisa Aguirre Kathryn Brendes Miriam Carter Robert Hcherd Leona Warden Updated 06 -03 -08 Council A000intments: At -Large Position Bee Hsu Eligible for reappointment Yes At -Large Position Vacant � . z .LU _ k § . =!m \| 2\222 fi\k2 k|£ /ijk . ;; ;J; ! $J 2 A w �$$$$ : ::2 :lb +!16 6(6!! 2a:$! 222:2 2 :a2: .) !! E | �$ q 00 \ { z ± - ! - | i§ ! / Cc , z § \ .. �k { ! \ K �� 6 � ƒ !■ E _ £ E ! �§ | k | | | | 2 } m ® # ` ) ■ { | | ■ | 0 ■) |f |\ ¥ m 2� » ) ; i §� $ §) |- �! K$ $ $ w - .! | §! ! 2 \{I7E �| ® £, {f \� ! \�k)£ �� i) \k2 �� ƒ 9 � ) %!� �!!!4 20 S2 i- , ;,! ■; �, '151 ! /§��! ®! -( mmA3=: k �) !f I ■. L � ) %).J . - $ ■ear !, »��o■ 2 ! �!| s !2 7)!�■ ,. ~. ) 26I1§ § 7 la a!2!b6b $ » . § 0 i { ( ! 7 i i | � � � k \/ k B. `t \ m us §} § }�)i«)) `) ■) $ff °— ƒ. -9I c1'3ƒƒ � §! ■!! Ix \7 2. `. )� !f /2) Bw i \f)§ 2/ 50:0067 CITY COUNCIL/REDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, JUNE 3, 2008 CALL TO ORDER Mayor Pro Tempore Wuo called the Closed Session Meeting to order at 6:00 p.m. ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Chandler, Kovacic and Wuo ABSENT: Mayor Harbicht A motion was made by Council /Agency Member Chandler seconded by Council /Agency Member Kovacic to excuse Mayor Harbicht. CLOSED SESSION PUBLIC COMMENTS (5 minutes per person) None 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(a) 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). e. Pursuant to Government Code Section 54956(a) to confer with legal counsel regarding the case of Ken Harper v. City of Arcadia, et al. (United States District Court Case No. CV08 -02286 MANx). f. Pursuant to Government Code Section 54956.9(a) to confer with legal counsel regarding the case of Mueller v. City of Arcadia, et al. (Los Angeles Superior Court Case No. BC389475). 06 -03 -2008 Y 1 11.: RECONVENE CITY COUNCIL /REDEVELOPMENT AGENCY MEETING TO OPEN SESSION Mayor Pro Tempore Wuo convened the Regular Meeting at 7:05 p.m. in the Council Chamber. INVOCATION Reverend Ron Fraker, Church of the Foursquare Gospel PLEDGE OF ALLEGIANCE Pat Malloy, Assistant City Manager /Public Works Services Director ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Chandler, Kovacic and Wuo ABSENT: Mayor Harbicht A motion was made by Council /Agency Member Chandler seconded by Council /Agency Member Kovacic to excuse Mayor Harbicht. REPORT FROM CITY ATTORNEY /AGENCY COUNSEL ON CLOSED SESSION ITEMS City Attorney Steve Deitsch reported that the City Council met in a closed session to consider items a through f under Closed Session on the posted agenda; he further reported that item a — is 2 cases (1) an employment related matter and (2) a potential inverse condemnation matter; no reportable action was taken. 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. 1. PUBLIC HEARING a. PUBLIC HEARING RELATING TO FALSE SECURITY ALARM FEES FOR THE POLICE DEPARTMENT. Recommended Action: Adopt 06 -03 -2008 2 50:0069 Police Chief Bob Sanderson presented the staff report relating to false security alarm fees; he noted that in November of 2005, the City Council established false alarm penalty assessment for residences and businesses with more than 3 false alarm activations in any consecutive 365 day period; he reported on the number of false alarm calls received in 2005 and 2006; and noted that even though there has been a 25% decrease, the number of responses continue to be high; that some repeat offenders have as many as 19 false alarm activations in a 365 day period; and the average repeat offender has more than 6 to 7 false alarm activations. He explained that false alarm activations affect the overall safety of the community and take officers away from actual emergencies and other calls for service; and further explained the purpose of the proposed increase in the false alarm response fees, annual security alarm permit and the reinstatement fee. He noted that adoption of the proposed resolution will help reduce the number of false alarm activations and recoup a portion of monies spent by the City. Mayor Pro Tempore Wuo opened the public hearing. Mary Hansen appeared and spoke in opposition of the proposed annual security alarm permit fee. Vince Foley appeared and spoke in opposition of the proposed annual security alarm permit fee. A motion to close the public hearing was made by Council Member Chandler, seconded by Council Member Kovacic and seeing no further objection, the Mayor closed the public hearing. A motion was made by Council Member Kovacic, seconded by Council Member Chandler and carried on roll call to come back on July 15, 2008 with a proposal to outsource the billing for false alarm violations; have a permit system that is either the users obligation or the service providers obligation that is renewed annually; consider having a one time fee and no annual renewal fee as long as the alarm is in good standing; penalize those who are caught with illegal systems and penalize those who have false alarms at a higher rate. AYES: Council Member Kovacic, NOES: None ABSENT: Council Member Harbicht PUBLIC COMMENTS None Chandler, Amundson and Wuo REPORTS FROM THE MAYOR, CITY COUNCIL AND CITY CLERK Council Member Chandler commented on the passing of Mr. Gilb and noted that the family requested that donations be made to the Ruth and Charles Gilb Historical Museum and he thanked the Arcadia Boosters for the recent party honoring the coaches. Council Member Kovacic also commented on the passing of Mr. Gilb and encouraged residents to send in donations to the Ruth and Charles Gilb Historical Museum. Council Member Amundson encouraged everyone to attend the Historical Museum on Saturday from 11:00 a.m. to 2:00 p.m. for the opening of the Arcadia Veterans Local History room which honors Arcadia Veterans; and announced that the Historical Museum is looking for local veterans to share their stories. 06 -03 -2008 50:0070 Mayor Pro Tem Wuo commented on his personal friendship and relationship with Mr. Gilb and encouraged residents to donate to the Ruth and Charles Gilb Historical Museum; and also commented on a Memorial Day Service he attended on behalf of the Mayor and the City at Live Oak Memorial Park. City Clerk Barrows congratulated the Police Department on a great open house and thanked all the City Departments for their participation and noted the positive feedback he received from the community. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES OF MAY 20, 2008. Recommended Action: Approve CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES OF MAY 20, 2008. Recommended Action: Approve C. 9 MANAGEMENT. Recommended Action: Adopt e. CONCERNING FALSE SECURITY ALARMS. Recommended Action: Adopt 91 Action: Approve 06 -03 -2008 11 FIRE HAZARD SEVERITY ZONE MAP PRODUCED BY THE CALIFORNIA DEPARTMENT OF FORESTRY AND FIRE PROTECTION. Recommended Action: Adopt COLORADO BOULEVARD. Recommended Action: Approve 50:0071 h. Recommended Action: Approve Recommended Action: Approve k. M. Recommended Action: Approve n. WAIVE THE FORMAL BID PROCESS AND APPROVE AARDVARK TACTICAL Recommended Action: Approve rdl [a 2008 -09. Recommended Action: Approve 06 -03 -2008 5 2009. Recommended Action: Approve WAIVE THE FORMAL BID PROCESS AND APPROVE TOM'S UNIFORMS, Recommended Action: Approve 50:0072 C. ACCEPT ALL WORK PERFORMED BY J. DE SIGIO CONSTRUCTION, INC. WITH THE CONTRACT DOCUMENTS. Recommended Action: Approve A motion was made by Council /Agency Member Amundson, seconded by Council /Agency Member Chandler and carried on roll call vote to approve the City Council /Agency Consent Calendar, except item 2.e. AYES: Council /Agency Member Amundson, Chandler, Kovacic and Wuo NOES: None ABSENT: Council /Agency Member Harbicht 3. CITY MANAGER ACCEPT THE 2008 WATER MASTER PLAN UPDATE Recommended Action: Approve Pat Malloy, Assistant City Manager/ Public Works Services Director provided a brief history and purpose of the prior updates and noted that the proposed Water Master Plan update focuses on water supply and reliability to fight fires in the event of a catastrophic disaster, recommends additional facilities and improvements to existing facilities, evaluates the existing water distribution system and its ability to meet projected demands; and noted that source of supply, storage, booster pump stations, capital improvement programs and financial model are five interrelated components that the Water Master update will address. Tom Tait, Deputy Public Works Services Director noted that the City is still completing some of the projects that were recommended in the 2001 Water Master Plan update; he noted that the City has 3 sources of water, the Main San Gabriel Basin, the Raymond Basin and the Metropolitan District and 13 wells which pump water from the underground basins, 9 booster stations that pump water from lower elevations to higher ones, 16 reservoirs that hold a total of over 40 million gallons of water and 168 miles of water pipe which distributes water to homes and businesses in the City. Ken. Herman, Associate Civil Engineer presented a slide show and summary of the various Capital Improvement projects completed as part of the 2001 Water Master Plan and provided information on the City's computerized Water Distribution System. Mr. Tait noted that the City has not proposed a water rate increase in 5 years; he noted that as a result of the 1995 Seismic Reliability Study the City received over 9 million dollars in grant funding which has helped stabilize the rates; and a proposed 3% rate increase is being proposed and is scheduled for a public hearing at the next City Council meeting. He further noted that the proposed 2008 Water Master Plan notes maintenance and repairs to some 06 -03 -2008 6 AUTHORIZE THE CITY MANAGER TO ENTER INTO A ONE (1) YEAR CONTRACT EXTENSION WITH D &J FOOTHILL ELECTRICAL CONTRACTORS, 50:0073 existing reservoirs, 2 steel tanks at the Orange Grove site, the Baldwin Reservoir and replacement of water main pipes. A motion was made by Council Member Chandler, seconded by Council Member Kovacic to accept and approve the 2008 Water Master Plan Update. AYES: Council /Agency Member Chandler, Kovacic, Amundson and Wuo NOES: None ABSENT: Council /Agency Member Harbicht ADJOURNMENT The City Council /Redevelopment Agency adjourned this meeting at 9:10 p.m. to Tuesday, June 17, 2008, 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia James H. Barrows. Citv Clerk By: Lisa Mussenden, Chief Deputy City Clerk/ Records Manager 06 -03 -2008 7 a l-T WE STAFF REPORT Arcadia Redevelopment Agency DATE: June 17, 2008 TO: Chairperson and Agency Board FROM: Michael Yelton, Interim Treasurer SUBJECT: Professional Services Agreement - Agency Audit Services Recommendation: Authorize the Executive Director enter into a Professional Services Agreement in the amount of $8,615.00 with Caporicci & Larson for Agency audit services SUMMARY In keeping with the recommendation of the Citizens Financial Advisory Committee, staff solicited proposals for independent auditor services for the fiscal year ending June 30, 2005, with an option to renew the agreement for four (4) subsequent fiscal years. Caporicci & Larson has satisfactorily completed the audit for fiscal years ending June 30, 2005, June 30, 2006, and June 30, 2007. As a result, staff is recommending that the Executive Director exercise the option to renew the professional services agreement with Caporicci & Larson for Agency audit services for the fiscal year ending June 30, 2008. BACKGROUND The City Charter requires an annual audit of the Agency's financial statements by an independent certified public accountant (CPA). In 1999, the Citizens Financial Advisory Committee found that the audit process was adequate and appropriate, though they did recommend that a request for proposal process be initiated since the Agency had not changed auditing firms for several years. In October of 1999, staff solicited proposals from qualified certified public accounting firms to audit the Agency's financial statements for the fiscal year ending June 30, 2000 through June 30 2004. Since the Agency had utilized Conrad and Associates for five (5) years, staff felt it prudent to once again solicit proposals from qualified certified public accountant firms for the audit of the Agency's financial statements for the fiscal year ending June 30, 2005. DISCUSSION In June 2005, after an extensive evaluation process, staff recommended that the Agency Board approve a Professional Services Agreement with Caporicci & Larson for auditing services for the fiscal year ending June 30, 2005. Staff further recommended that this Agreement include four (4) one -year contract extensions, pending Agency Board annual approval. This is a typical provision in audit service agreements, which provides for some continuity for a period of time, but it is not open- ended, and allows the Agency to not extend the agreement, should the Agency Board want to make a change. Caporicci & Larson has satisfactorily completed the audits for June 30, 2005, June 30, 2006, and June 30, 2007. As a result, staff is recommending that the Executive Director exercise the option to renew the professional services agreement with Caporicci & Larson for Agency audit services for the fiscal year ending June 30, 2008. The cost proposed for audit services is $8,615.00. There has been no increase in audit fees for the past two years. FISCAL IMPACT Sufficient funds are available in the proposed 2008 -09 budget RECOMMENDATION Authorize the Executive Director to enter into a Professional Services Agreement with Caporicci & Larson for Agency audit services for the fiscal year ending June 30, 2008. Approved by: ,_D V, Pe_-,_, ✓ Don Penman, Executive Director A J *C � R �'O &AT8 ��BO� STAFF REPORT Administrative Services Department DATE: June 17, 2008 TO: Mayor and City Council FROM: Michael Yelton, Interim Administrative Services Director' 'y SUBJECT: Professional Services Agreement - City Audit Services Recommendation: Authorize the City Manager to enter into a Professional Services Agreement in the amount of $38,085.00 with Caporicci & Larson for City audit services SUMMARY In keeping with the recommendation of the Citizens Financial Advisory Committee, staff solicited proposals for independent auditor services for the fiscal year ending June 30, 2005, with the option to renew the agreement for four (4) subsequent fiscal years. Caporicci & Larson has satisfactorily completed the audit for fiscal years ending June 30, 2005, June 30, 2006, and June 30, 2007. As a result, staff is recommending that the City Manager exercise the option to renew the professional services agreement with Caporicci & Larson for City audit services for the fiscal year ending June 30, 2008. BACKGROUND The City Charter requires an annual audit of the City's financial statements by an independent certified public accountant (CPA). In 1999, the Citizens Financial Advisory Committee found that the audit process was adequate and appropriate, though they did recommend that a request for proposal process be initiated since the City had not changed auditing firms for several years. In October of 1999, staff solicited proposals from qualified certified public accounting firms to audit the City's financial statements for the fiscal year ending June 30, 2000 through June 30, 2004. Since the City had utilized Conrad and Associates for five (5) years, staff felt it prudent to once again solicit proposals from qualified certified public accountant firms for the audit of the City's financial statements for the fiscal year ending June 30, 2005. DISCUSSION In June 2005, after an extensive evaluation process, staff recommended that the City Council approve a Professional Services Agreement with Caporicci ,& Larson for auditing services for the fiscal year ending June 30, 2005. Staff further recommended that this Agreement include four (4) one -year contract extensions, pending City Council annual approval. This is a typical provision in audit service agreements, which provides for some continuity for a period of time, but it is not open- ended, and allows the City to not extend the agreement, should the City Council want to make a change. Caporicci & Larson has satisfactorily completed the audits for June 30, 2005, June 30, 2006, and June 30, 2007. As a result, staff is recommending that the City Manager exercise the option to renew the professional services agreement with Caporicci & Larson for City audit services for the fiscal year ending June 30, 2008. The cost proposed for audit services is $38,085.00. There has been no increase in audit fees for the past two years. FISCAL IMPACT Sufficient funds are budgeted in the proposed 2008 -09 budget RECOMMENDATION Authorize the City Manager to enter into a Professional Services Agreement with Caporicci & Larson for City audit services for the fiscal year ending June 30, 2008. Approved by: J ) O - n R \ Don Penman, City Manager 2 AD A +�OORPORATBD •,�pA MEMORANDUM Office of the City Clerk DATE: June 17, 2008 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: DONALD PENMAN, CITY MANAGER V PREPARED BY: LISA MUSSENDEN, CHIEF DEPUTY CITY CLERK/RECORDS MANAGER SUBJECT: DIRECT THE CITY MANAGER TO REVIEW THE CITY'S CONFLICT OF INTEREST CODE PURSUANT TO THE POLITICAL REFORM ACT OF 1974 Recommended Action: Approve BACKGROUND The Political Reform Act of 1974 (the "Act ") and, in particular, Government Code Section 87306.5 require that no later than July I of each even - numbered year, the City Council, as the City's code - reviewing body, shall direct that the City's Conflict of Interest Code ( "Code ") be reviewed and, if a change in the Code is necessitated by changed circumstances, that a revised Code be submitted to the City Council for approval. DISCUSSION The Political Reform Act of 1974, requires all public agencies to adopt and promulgate a Conflict of Interest Code. Section 87306 of the Act requires that conflict of interest codes be amended for changed circumstances such as an update to the designation of positions having a decision - making capacity, an update to assigned disclosure categories and inclusion of new provisions required by statute. The primary effect of the Code is to establish conflict of interest disclosure requirements for various City and Redevelopment Agency positions involved in I the requisite level of decision - making as set forth in the Political Reform Act. The Act requires each city to adopt a local conflict of interest code which designates and covers city (and redevelopment agency) positions not otherwise designated in the Act itself, that are involved in making city (or agency) decisions. The Act also requires that the City Manager file a statement regarding the results of the review no later than October 1 of the same year. If a change in the Code is necessitated by this review, it must be submitted to the City Council for approval within ninety (90) days of the filing of the statement of review. RECOMMENDATION That the City Council direct the City Manager, or his designee, to have the City's Conflict of Interest Code reviewed pursuant to Government Code Section 87306.5, file a statement of review with the City Clerk no later than October 2, 2008, and have the Conflict of Interest Code revised based upon such review, if necessary. 2 STAFF REPORT Administrative Services Department DATE: June 17, 2008 TO: Mayor and City Council FROM: Mike Yelton, Interim Administrative Services Director Prepared by: Michael A. Casalou, Human Resources Adriqnistrator 1"r SUBJECT: CLASSIFICATION SPECIFICATIONS AND COMPENSATION LEVELS FOR ACCOUNTING SPECIALIST, REVENUE COLLECTION SPECIALIST, ECONOMIC DEVELOPMENT MANAGER, SENIOR MANAGEMENT ANALYST, SENIOR POLICE RECORDS TECHNICIAN AND FIRE MARSHAL Recommendation: Approve SUMMARY It is recommended that the City Council approve the revisions to the existing classification specifications and compensation levels for Accounting Specialist, Revenue Collection Specialist, Economic Development Manager, Senior Management Analyst, Senior Police Records Technician and Fire Marshal. BACKGROUND At the request of the City Manager, classification and compensation audits were recently conducted on six separate positions. The class specifications that were reviewed included Accounting Specialist and Revenue Collection Specialist in the Administrative Services Department, Economic Development Administrator in the Development Services Department, Senior Police Records Technician in the Police Department, Fire Marshal in the Fire Department and Senior Management Analyst, a position that can be utilized in any department throughout the City. As a result of the audits, minor changes are recommended to all of these specifications (except Senior Police Records Technician and Fire Marshal) to insure a more accurate description of the duties and experience required. Compensation adjustments are also being recommended based on labor market data and internal salary alignments. All of the proposed changes to class specifications were approved by the Human Resources Commission on May 28, 2008. Mayor and City Council June 17, 2008 Page 2 of 4 DISCUSSION ` Accountina Specialist The Accounting Specialist is a single incumbent classification with primary responsibility for City -wide payroll. The class title implies a broad accounting class but the class specification is focused on the specialized payroll duties, with other accounting related duties included as ancillary to the primary purpose of the position. The position reports to the Accounting Supervisor who, in turn, reports to the Financial Services Manager/Treasurer. The proposed job description reflects a few minor updates to the class specification so that it more accurately reflects the essential duties of the position. Staff is recommending the salary range be aligned at 10% above Senior Accounting Technician at Range 57 ($3,787 - $4,728) which results in a 5% increase to the range. As this position is currently vacant, the cost of this proposal is approximately $2,500 to $3,300 annually, depending on where the new employee is placed within the salary range. Revenue Collection Specialist The Revenue Collection Specialist is a single incumbent classification that reports to the Financial Services Manager/Treasurer. The position has primary responsibility for supervising and coordinating the daily operations of the City's cashiering and revenue collection function. The incumbent supervises one Accounting Technician I that serves as the City's Cashier and is also responsible for performing public counter duties as needed. The proposed job description reflects a few minor updates to the class specification so that it more accurately reflects the essential duties of the position. Staff is recommending continuing to align the salary for this position with the Accounting Specialist at Range 57 ($3,787 44,728) which results in a 5% increase or approximately $3,300 annually. Economic Development Manager The Economic Development Administrator is a single. incumbent position that coordinates economic and redevelopment activities for the City and reports to the Development Services Director. This position recently became vacant and a review of the class specification was conducted. It is being recommended the title of this position be changed from Economic Development Administrator to Economic Development Manager. In addition, the current specification has this position reporting to a position no longer being utilized and will be updated to reflect reporting directly to the Development Services Director. A few other minor changes proposed include lowering the experience requirement in economic development and redevelopment from six years to five years and supervisory experience from four years to two years. Given this position is somewhat unique in the labor market and has, been challenging to fill, staff is recommending the salary for this position be increased 5% to Range 82M ($7,103- $8,871). As this position is currently vacant, the annual cost is estimated at $5,300 to Mayor and City Council June 17, 2008 Page 3 of 4 $6,100, depending on where the new employee is placed within the salary range. No General Fund dollars are used to fund this position. Senior Management Analyst The Senior Management Analyst classification performs difficult and complex advanced journey level budgetary, financial, administrative and analytical support duties for an assigned department and /or division. This position currently requires five years of increasingly responsible administrative and analytical experience, including experience in having worked for a minimum of twelve consecutive months in at least two departments in the City of Arcadia. In order to aid in employee retention efforts and carry out the long -term goals of the departments, the City Manager has requested the requirement to work in at least two departments be removed and this position be classified as a flexible staffing position alongside the lower level classifications in this series, Management Analyst and Management Aide. Flexible staffing allows departments to flexibly advance an incumbent to a higher level position in the same classification series, with the contingency that minimum qualifications are met, there are sufficient funds in the budget, and that the incumbent has received successful performance evaluations. Over the last few years, incumbents in the Management Analyst position have shown tremendous professional growth and the departments would like to maintain access to these qualified individuals. No change to salary is being recommended at this time. If this recommendation is approved, any departments that are interested in promoting an existing Management Analyst to Senior Management Analyst must have sufficient funds in their FY 2008 -09 budgets. Senior Records Technician The Senior Records Technician is a single incumbent position that provides lead supervision and training to Records Technicians and Police Cadets assigned to the Records Division. This position reports to the Police Records Manager and performs responsible, specialized clerical and computer data entry work in the preparation and maintenance of sensitive and confidential police records. The classification specifications were reviewed and no changes are being proposed at this time. However, staff is recommending aligning this position at 12.5% above Records Technician II at Range 49 ($3,109 - $3,882) which would result in a 2.5% increase. The annual cost is estimated at approximately $1,400. Fire Marshal The Fire Marshal is a non -sworn single incumbent position that oversees the activities and operations of the Fire Prevention Bureau within the Fire Department including fire prevention, investigation, inspection, plan check, education programs and provides highly responsible and complex staff assistance to the Fire Chief. The classification Mayor and City Council June 17, 2008 Page 4 of 4 specifications were reviewed and no changes are being proposed at this time. However, staff is recommending aligning the position with the Building Official at Range 80M ($6,760 = $8,443) which would provide a 5% increase. The annual cost of this will be approximately $5,900. FISCAL IMPACT The annual cost for the recommended changes is estimated at $17,000 - $20,000 ($11,700 - $13,900 to the General Fund). If approved, these increases will be included in the final 2008 -09 budget. RECOMMENDATION It is recommended that the City Council: Approve the revisions to the existing classification specifications and compensation levels for Accounting Specialist, Revenue Collection Specialist, Economic Development Manager, Senior Management Analyst, Senior Police Records Technician and Fire Marshal. APPROVED: Donald Penman, City Manager CITY OF ARCADIA ACCOUNTING SPECIALIST DEFINITION Under direction, to perform a variety of the most complex and technical accounting duties related to City -wide payroll operations; to coordinate City payroll activities; providing expertise and resolving payroll related problems; to prepare reports, statements, and special financial analyses; and to perform a variety of other general accounting duties as necessary. SUPERVISION EXERCISED May exercise technical and functional supervision over technical accounting staff. EXAMPLES OF IMPO AND ESSENTIAL DUTIES Coordinate and supervise the daily operations of the City's payroll system; review all additions deletions and changes in payroll information for accuracy. Receive and review payroll records ensuring compliance with City policies, procedures, and regulations; enter payroll into system as assigned; process, calculate, and post a variety of payroll actions including wage gamishments, benefits withholding, overtime hours, and workers' compensation claims; prepare, balance, and correct payroll reports. Maintain a variety of files and records related to the City's payroll system; enter new employees, retirements, and terminations; set up records to indicate payroll deductions; make permanent payroll employee changes to benefits, taxes, address, deductions, accruals, and add pays; post to payroll computer system, Prepare payroll and all related payroll reports including tax deposits, quarterly reports, and W -2's; balance and prepare payroll taxes for State and Federal quarterly and annual returns. Verify time sheets reflecting vacation time, sick time, holiday time, compensatory time, and leaves of absence; document actions onto payroll master files; file action forms in employee folders. Post entries from supportive records and balance against other records. Check records and papers for clerical and arithmetic accuracy, completeness and compliance with established standards and procedures. Prepare accounting records and financial and statistical reports. Process DMV reports including attachments, payments, rejects, and voids. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Research and analyze regulatory updates and other information impacting the payroll system; implement required changes to system. Direct payroll- related records retention activities; assist in development of computer -based payroll systems. Serve as liaison with financial institutions, auditors and City departments and offices regarding payroll - related issues. Prepare and adjust journal entries to balance payroll accounts; prepare and send electronic transfers. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as required. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of Pertinent Federal, State and local laws, codes and regulations. Principles, procedures and methods of payroll preparation and administration. Principles and procedures of bookkeeping and accounting. Principles and procedures of financial record keeping and reporting. Skill to Enter data at a speed necessary for successful job performance. Operate modem office equipment including computer equipment. Ability to: Review all additions, deletions and changes in payroll information for accuracy. Complete various statistical reports to meet Federal and State reporting requirements. Close and balance all monthly, quarterly, year -to -date and special payrolls. Pay all deductions, including taxes, insurances, and garnishments. Research and analyze regulatory updates and other information impacting the payroll system and implement necessary changes to the system. Coordinate records retention activities. Prepare adjusting journal entries to balance payroll accounts. Assist in development of computer -based payroll systems. Communicate clearly and concisely, both orally and in writing. Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Oualifications Experience Three years of increasingly responsible payroll accounting experience. Some lead supervisory experience is highly desirable. Trainine Equivalent to the completion of the twelfth grade supplemented by college level course work in bookkeeping, accounting, or a related field. Special Requirements Essential duties require the following physical abilities and work environment. Ability to work in a standard office environment. Effective Date: January, 1999 Revised: May, 2008 CITY OF ARCADIA REVENUE COLLECTION SPECIALIST Under direction, to perform a variety of the most complex and difficult technical accounting duties involving cashiering and revenue collection; to assume responsibility of the cashiering function which includes multiple sets of financial records; to coordinate with other department and City staff in order to consolidate information necessary for the preparation of financial reports, statements, and special financial analyses; and to assist the Financial Services Manager/Treasurer as needed. SUPERVISION EXERCISED May exercise technical and functional supervision over technical accounting staff. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Coordinate and supervise the daily operations of the City's Cashiering/Revenue Collection system; review all additions, deletions and changes in daily cash receipts for accuracy; direct the daily cashiering activity including direct supervision of the cashier. Receive, review, and enter payments received for City services; maintain a variety of files and records related to the City's cashier system; prepare daily deposit of receipts. Receive and review revenue ensuring compliance with City policies, procedures, and regulations; enter revenue into system as assigned; process, calculate and post a variety of revenue entries. Plan and review the work of technical accounting staff responsible for providing accounting services and activities; plan, direct, and participate in the performance of complex accounting procedures, services, and activities. Train assigned accounting staff including work assignments, methods, techniques, and the use and operation of equipment in the assigned area; verify work of assigned employees for completion of assignment, accuracy, proper work methods, techniques, and compliance with applicable standards and guidelines. Coordinate accounting activities with other departments, divisions, and City staff in order to consolidate information necessary to ensure an accurate and orderly monthly end close; ensure tasks are completed accurately and on time. City of Arcadia Revenue Collection Specialist (Continued) Page 2 of 5 Provide technical information and instruction regarding applicable procedures and methods; interpret and explain rules and regulations; answer questions and resolve problems or complaints. Research and answer department questions regarding status of accounts, the proper coding of transactions, and other matters; provide information and explanations for auditors. Perform the full range of complex and difficult duties including those involving responsibility for projects and issues. Review, calculate and perform accounting adjustments; audit and reconcile registers, cash and City accounts; reconcile various bank accounts making adjustments due to cancellations and corrections. Post entries from supportive records and balance against other records; verify accuracy of adjustment journal, all city journals, receipts and warrants. Prepare and adjust journal entries to reconcile cash accounts; set up records /instructions to initiate wire transfers, direct deposits, debits and credits from the City's primary bank. Prepare accounting and payroll checks for distribution; maintain general and subsidiary ledgers, daily logs, and other records according to established revenue and expenditure account classifications. Assist Treasurer in investment of City Funds. Assist the Treasurer in the preparation of journals on a monthly basis. Perform annual assessment district billing and collection. Prepare payroll taxes for State and Federal quarterly return. Check records and papers for clerical and arithmetic accuracy, completeness and compliance with established standards and procedures. Direct information services report writing consultant to develop analytical reports for reconcilement. Be aware of regulatory banking requirements regarding safekeeping and investing of City funds. Serve as liaison with banks, brokers, auditors, other municipalities and City departments on revenue /cashiering issues. City of Arcadia Revenue Collection Specialist (Continued) Page 3 of Verify all interest received for the City's portfolio. Prepare revenue analysis report as needed. Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Advanced accounting and financial record keeping principles, procedures, and methods. Methods, practices,, and procedures used in payroll, accounts payable, accounts receivable, and financial record keeping and reporting. Operations, services, and activities of an accounting program. Principles of lead supervision and training. Basic principles of municipal budget preparation and control. Automated financial management systems and computer accounting software programs. Pertinent Federal, State, and local laws, codes and regulations. Modem office practices, methods, and computer equipment. Principles and practices used in dealing with. the public. Mathematical principles. Skill to: Operate modem office equipment including computer equipment. Type and enter data at a speed necessary for successful job performance. Ability to: Plan, organize, and review the work of assigned staff. City of Arcadia Revenue Collection Specialist (Continued) Page 4 of5 Provide lead supervision and training to assigned staff. Independently perform the most difficult technical accounting and financial operations work including projects and activities. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Research, collect, compile, and analyze information and data. Handle multiple concurrent projects and manage priorities and tasks. Apply accounting principles to the maintenance of general governmental financial and accounting transactions and audit of financial records. Understand the organization and operation of the assigned department and the City necessary to assume assigned responsibilities. Prepare, examine, and verify financial documents, statements, reports, and analyses. Perform comparisons of data quickly and accurately. Accurately tabulate, record, balance, and audit assigned transactions. Classify fiscal documents and transactions. Respond to questions from the public and City personnel regarding policies and procedures for assigned accounting area. Perform mathematical computations quickly and accurately. Plan and organize work to meet schedules and deadlines. Prepare and maintain accurate and complete financial records. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. City of Arcadia Revenue Collection Specialist (Continued) Pate 5 of Minimum Oualifications: Experience: Four years of increasingly responsible advanced technical accounting experience with some lead supervisory experience. Education/Trainine: Equivalent to the completion of the twelfth grade supplemented by specialized training or college level course work in accounting or a related field. License or Certificate: Possession of, or ability to obtain, an appropriate valid driver's license. Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment. Effective Date: April 2002 Revised: May 2008 CITY OF ARCADIA ECONOMIC DEVELOPMENT MANAGER Under administrative direction, to direct, manage, supervise, and coordinate economic and redevelopment programs, projects, and activities; to coordinate assigned activities with other City departments, divisions, and outside agencies; and to provide highly responsible and complex administrative support to the Development Services Director. SUPERVISION EXERCISED Exercises direct supervision over supervisory, professional, technical, and clerical staff. EXAMPLES OF IMPORTANT A ESSENTIAL DUTIES Assume management responsibility for all economic and redevelopment programs, projects, services and activities. Manage and participate in the development and implementation of goals, objectives, policies, and priorities for economic and redevelopment programs; recommend, within Departmental policy, appropriate service and staffing levels; recommend and administer policies and procedures. Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor work load, administrative and support systems, and internal reporting relationships; identify opportunities for improvement and review with the Development Services Director, direct the implementation of improvements. Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. Plan, direct, coordinate, and review the work plan for economic and redevelopment programs and projects; meet with staff to identify and resolve problems; assign work activities, projects, and programs; monitor work flow; review and evaluate work products, methods, and procedures. Manage and participate in the development and administration of the economic and redevelopment program annual budget; direct the forecast of additional funds needed for staffing, equipment, materials, and supplies; direct the monitoring of and approve expenditures; direct and implement adjustments as necessary. Serve as a liaison for economic development and redevelopment with other City departments, divisions, and outside agencies; negotiate and resolve significant and controversial issues. Provide responsible staff assistance to the Development Services Director; prepare and present staff reports and other necessary correspondence. Conduct a variety of organizational studies, investigations, and operational studies; recommend modifications to economic and redevelopment programs, policies, and procedures as appropriate. Prepare Exclusive Negotiation Agreements, Disposition and Development Agreements, and Owner/Tenant Participation Agreements. Prepare documents for redevelopment related work including leases, financial analyses, covenants, deeds, title reports, and public hearing notices. Prepare bids and contracts for public utility maps, legal descriptions, appraisals, EUVs, parking and traffic studies, subdivision/parcel maps, acquisition, relocation, demolition, hazardous waste /removal, financial analyses, bond issues and other services. Monitor the work of consultants and contractors. Prepare and review development design, low /moderate income housing, and revitaliza- tion/rehabilitation proposals. Prepare and review planning, zoning, and building permit approval documents including EIR's. Prepare and review litigation documentation including eminent domain and goodwill. Prepare the Redevelopment Agency budget, cash flow forecasts, and bond issues. Advise and negotiate with commercial and residential owners/tenants regarding Agency property acquisitions, relocation, management, disposition, and development. Prepare written and graphic reports on various economic development and redevelopment matters. Advise property owners and petitioners of the effect and implications of zoning and development actions. Represent the City, City Council, Agency, and Development Services Department and explain economic development and redevelopment objectives and policies to various organizations, agencies, and public groups. Represent the City and Agency with other agencies such as the Chamber of Commerce, ABA, Realtors, ICSC, SGVCCC. Market and promote the City to various business and development interests; contact companies and businesses to attract them to the City: Participate on a variety of boards and commissions; attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of economic and redevelopment. Respond to and resolve difficult and sensitive inquiries and complaints OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of Operational characteristics, services, and activities of an economic and redevelopment program. Organizational and management practices as applied to the analysis and evaluation of economic and redevelopment programs, policies, and operational needs. Modern and complex principles and practices of economic and redevelopment program development and administration. Advanced principles and practices of budget preparation and administration. Principles of supervision, training, and performance evaluation. Pertinent Federal, State, and local laws, codes, and regulations. Safe driving principles and practices. Skill to Operate modem office equipment including computer equipment. Operate a motor vehicle safely. Ability to Provide administrative and professional leadership and direction for economic and redevelopment programs and projects. Recommend and implement goals, objectives, and practices for providing effective and efficient economic and redevelopment services. Manage, direct, and coordinate the work of professional, technical, and clerical personnel. Select, supervise, train, and evaluate staff. Identify and respond to community and economic and redevelopment issues, concerns, and needs. C] Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Prepare and administer budgets. Prepare clear and concise administrative and financial reports. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Oualifications Experience Five years of responsible economic and/or redevelopment experience including two years of management and supervisory experience. Trainine Equivalent to a Bachelor's degree from an accredited college or university with major course work in urban planning or a related field. License or Certificate Possession of, or ability to obtain, an appropriate, valid driver's license. Special Requirements Essential duties require the following physical skills and work environment: Ability to work in a standard office environment, ability to travel to different sites and Iocations. Effective Date: June, 2008 4 CITY OF ARCADIA MANAGEMENT AIDE MANAGEMENT ANALYST SENIOR MANAGEMENT ANALYST Under. direction, to perform entry level (Management Aide) or journey level (Management Analyst/Senior Management Analyst) budgetary, financial, administrative and analytical support duties for an assigned department and/or division; to assist with (Management Aide) or to oversee (Management Analyst/Senior Management Analyst) administrative processes, procedures, and programs; and to provide technical and responsible assistance to assigned department and/or programs. ` DISTINGUISHING CHARACTERISTICS Management Aide —This is an entry-level position in the management series. Positions at this level usually perform most of the duties required of the positions at the Management Analyst level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Since this class is used as an entry-level class, employees will have the professional education but may have only limited or no directly related work experience. Management Analyst -- This is the journey level in the management class series. Positions at this level are distinguished from the Management Aide level by the performance of the full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class series are flexibly staffed and positions at the Management Analyst level may be filled by advancement from the Management Aide level with two years of increasingly responsible administrative and analytical experience, sufficient funds in the budget, and successful performance reviews. When filled from the outside, the employee is required to have prior related experience, which allows the employee to meet the qualification standards for the Management Analyst level. Senior Management. Analyst This is the highest journey level position in the management class series. Positions at this level are distinguished from the Management Analyst by requiring more experience at the Management Analyst level. Positions in this class series are flexibly staffed and positions at the Senior Management Analyst level may be filled by advancement from the Management Analyst level with five years of increasingly responsible administrative and analytical experience, sufficient funds in the budget, and successful performance reviews. When filled from the outside, the employee is required to have prior related experience, which allows the employee to meet the qualification standards for the Senior Management Analyst level. City of Arcadia Management Aide/Management Analyst/Senior Management Analyst (Continued) Page 2 of 6 Management Aide Does not exercise any supervision. Management Analyst/Senior Management Analyst May exercise direct supervision over technical and clerical staff. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Oversee assigned programs and administrative support functions and specialized department programs. Participate in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compile and analyze data and make recommendations regarding staffing, equipment, and facility needs. Assist in the drafting and implementation of policies and procedures; assist in the preparation of ordinances and other supporting program documents. Participate in the preparation and administration of assigned operating and capital budget(s); maintain and monitor appropriate budgeting controls. Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by management staff including complex financial budget, or administrative issues or questions; prepare comprehensive technical records and reports to present and interpret data, identify alternatives, and make and justify recommendations. Conduct surveys and perform research and statistical analyses on administrative, fiscal, personnel, and operational problems or issues; monitor legislation and analyze proposed legislation. Direct the work activities of assigned clerical and technical personnel; prioritize and coordinate work assignments; review work for accuracy; recommend improvements in work flow, procedures and use of equipment and forms. Participate in selecting, training, motivating and evaluating assigned staff, provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. Serve as a liaison with employees, public and private organizations; represent the City in a variety of community groups, boards, commissions, State and Federal agencies, and other organizations; provide information and assistance to the public regarding the assigned City of Arcadia Management Aide/Management Analyst /Senior Management Analyst (Continued) Page 3 of 6 programs and services; receive and respond to complaints and questions relating to assigned area of responsibility; review problems and recommend corrective actions. Participate in special projects including research of new programs and services, budget analysis and preparation, and feasibility analysis. Provide training in various areas to department employees including updated rules and laws, and other areas as required. Coordinate activities and special events with other City departments, the public and outside agencies; attend meetings as representative for assigned department. Assist in contract negotiations; monitor compliance with applicable contractual agreements. Prepare and monitor program grants and related proposals. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL OUALMCATIONS Management Aide Knowledge of: General principles and practices of municipal government management. Pertinent Federal, State, and local laws, codes and regulations. General principles and practices of municipal government budget preparation and administration. Public relations techniques; survey and interview techniques. Principles and procedures of record keeping. Sources of information related to a broad range of municipal programs, services, and administration. Elementary statistics; research and reporting methods, techniques and procedures. Modern office procedures, methods and computer software and hardware. Safe driving principles and practices. Skill to: City of Arcadia Management Aide/Management Analyst /Senior Management Analyst (Continued) Page 4 of 6 Operate modem office equipment including computer equipment, software applications, word processing, spreadsheet, and desktop publishing software (or a demonstrated capacity to learn). Operate a motor vehicle safely. Ability to: Research, analyze, and evaluate programs, policies, and procedures; make sound recommendations. Communicate clearly and concisely, both orally and in writing. Conduct research on a wide variety of administrative topics. Conduct surveys and interviews with other agencies, business owners, and residents. Effectively administer a variety of departmental programs and activities. Interpret and apply Federal, State, and local policies, procedures, laws and regulations. Effectively establish and maintain working relationships with staff, management, City departments, community organizations, boards, commissions, and the public. Understand the organization and operation of department and of outside .agencies as necessary to assume assigned responsibilities. Read, understand, and condense governmental regulations into an understandable brief. Minimum Oualifications: Experience: No prior experience is required. One year of administrative or internship experience is desirable. Education/TraininLy: Bachelor's degree from an accredited college or university with major course work in public administration, business administration, finance administration, or a related field. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver's license. City of Arcadia Management Aide /Management Analyst /Senior Management Analyst (Continued) Page 5 of 6 City of Arcadia Management Aide/Management Analyst (Continued) Page 5 of 6 Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; ability to travel to different sites and locations. Management Analyst/Senior Manaeement Analyst In addition to the qualifications for Management Aide: Knowledge of: Principles of supervision, training and performance evaluation. Organizational and management practices as applied to the analysis, evaluation, development and implementation of programs, policies and procedures. Ability to: Prepare clear and concise correspondence and reports on a variety of financial, budgetary, and administrative issues. Organize and direct the work of assigned staff. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. Effectively administer a variety of departmental programs and administrative activities. Plan, organize, and carry out assignments from management staff with minimal supervision and direction. Develop and administer assigned budgets. Interpret and apply administrative and departmental policies and procedures. Minimum Oualif cations Experience Management Analyst - Two years of administrative and analytical experience, preferably within a local government environment, in the City of Arcadia Management Aide/Management Analyst /Senior Management Analyst (Continued) Page 6 of 6 collection, compilation, and analysis of data involving financial, budgetary, or administrative issues is desirable. Senior Management Analyst - Five years of increasingly responsible administrative and analytical experience involving researching, analyzing, and recommending policies, procedures and actions on a variety of administrative issues. T rainin : Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, business administration, finance administration, personnel management, economics, or a related field. A Master's degree is desirable. License or Certificate Possession of, or ability to obtain, an appropriate, valid driver's license. Special Requirements Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; ability to travel to different sites and locations. Effective Date: June 2008 la t�rne�ti- DATE: June 17, 2008 Administrative Services Department TO: Mayor and City Council FROM: Mike Yelton, Interim Administrative Services Director Prepared by: Michael A. Casalou, Human Resources Ad istrator' L'-- SUBJECT: AUTHORIZE STAFF TO CONTINUE UTILIZING PERSONNEL LEGAL SERVICES UNDER CURRENT LETTER AGREEMENTS AND AUTHORIZE NEW FISCAL TERMS FOR FISCAL YEAR 2008 -09 Recommendation: Approve SUMMARY Staff is recommending the City Council authorize staff to continue utilizing personnel legal services under current letter agreements and authorize new fiscal terms. BACKGROUND The City currently has letter agreements for personnel legal services with the law firms of Liebert Cassidy Whitmore, Jackson Lewis and Best Best and Krieger. These firms provide a variety of employer - employee relations legal services including advice on labor related issues, personnel investigations, defending the City in grievance and disciplinary appeal hearings and litigation defense. DISCUSSION The City has utilized the legal services of Liebert Cassidy Whitmore, Jackson Lewis and Best Best and Krieger for many years. Many employment legal matters require access to more than one attorney or firm. As an example, when a personnel investigation is required, it is imperative that an independent attorney that will not ultimately be defending the City in an administrative appeal or in a lawsuit be retained. These letter agreements provide access to these services on an as needed basis. Staff has been pleased with the expertise and services these three firms have provided and wish to continue the existing letter agreements. Staff is recommending the City Council authorize staff to continue utilizing personnel legal services under current letter agreements that are in place and authorize new fiscal contract amounts for Liebert Cassidy Whitmore ($95,000), Jackson Lewis ($95,000) and Best Best & Krieger ($15,000). Mayor and City Council June 17, 2008 Page 2 of 2 FISCAL IMPACT The proposed 2008 -09 Budget includes $205,000 for these services. RECOMMENDATION It is recommended that the City Council: Authorize staff to continue utilizing personnel legal services under current letter agreements and authorize new fiscal terms for fiscal year 2008 -09. APPROVED: Donald Penman, City Manager exc ° f�c�RPOgATB9�y0oS STAFF REPORT Administrative Services Department DATE: June 17, 2008 TO: Mayor and City Council FROM: Michael Yelton, Interim Administrative Services Director Shannon P. Huang, Financial Services Manager /City Trea rer G SUBJECT: Statement of Investment Policy Recommendation: Adopt SUMMARY In keeping with the recommendation of its independent auditors, the City of Arcadia traditionally adopts its Statement of Investment Policy every year as part of the budget development process. Last year, the City updated its investment policy in November, with the assistance of its investment advisor, MBIA. This year, staff is recommending that the policy be adopted without any further modifications. BACKGROUND For a number of years, the Council has adopted the City's Statement of Investment Policy as part of the budget development process. This formal action has been recommended by the City's independent auditors. Last year, the City Council initially adopted the Policy on June 19, 2007. On March 6, 2007, the City Council authorized the City Manager to enter into an agreement with MBIA Asset Management Group for investment management services. Part of the scope of MBIA's services was to make recommendations for changes to the City's Investment Policy. Accordingly, staff submitted a revised Statement of Investment Policy for City Council approval on November 6, 2007. The revised Policy included the following changes: • Clarified that the policy applies to all City funds, including the Arcadia Redevelopment Agency. • Expanded the criteria for selecting investments from just safety, liquidity, and yield to include diversification and compliance with City, State, and Federal laws and regulations. City of Arcadia Statement of Investment Policy Fiscal Year 2008 -2009 The City of Arcadia (the "City "), incorporated in1903 is located approximately 20 miles northeast of downtown Los Angeles in the San Gabriel Valley, at the base of the San Gabriel Mountains. It is the site of the Santa Anita Park racetrack and home to the Los Angeles County Arboretum and Botanic Garden. The City is a charter city and is council /manager form of government (Charter Section 300). The City is governed by a city council (the "Council ") of five members elected at -large (Charter Section 400), whom selects the City Manager (Charter Section 600). The Arcadia Redevelopment Agency is a component unit of the City, which is established in 1968 and governed by the same Council and City Manager. Hereinafter the City and Agency is referenced as the "the City ". The Council has adopted this Investment Policy in order to establish the investment scope, objectives, delegation of authority, standards of prudence, reporting requirements, internal controls, eligible investments and transactions, diversification requirements, risk tolerance, and safekeeping and custodial procedures for the investment of the funds of the City. All City funds will be . invested in accordance with this Investment Policy and with applicable sections of the California Government Code. This Investment Policy was endorsed and adopted by the City Council of the City of Arcadia on June 17, 2008. It replaces any previous investment policy or investment procedures of the City, unless otherwise directed by the City Council. SCOPE The provisions of this Investment Policy shall apply to all financial assets of the City as accounted for in the City's Comprehensive Annual Financial Report. All cash shall be pooled for investment purposes. The investment income derived from the pooled investment account shall be allocated to the contributing funds based upon the proportion of the respective balances relative to the total pooled balance in the investment portfolio. Investment income shall be distributed to the individual funds on a monthly basis. OBJECTIVES The principal investment objectives of the City are: 1. Preservation of capital and protection of investment principal. 2. Maintenance of sufficient liquidity to meet anticipated cash flows. 3. Attainment of a market rate of return. 4. Diversification to avoid incurring unreasonable market risks. 5. Compliance with the City's Municipal Code and with all applicable City resolutions, California statutes and Federal regulations. City of Arcadia Investment ETHICS AND CONFLICTS OF INTEREST Elected officials and employees involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the City's investment program or could impair or create the appearance of an impairment of their ability to make impartial investment decisions. Also, elected officials and employees involved in the investment process shall not participate in any decision on behalf of the City in which they have a financial interest as set forth in the Political Reform Act of the State of California and related regulations. The City Manager, the Administrative Services Director, City Treasurer and any other staff authorized to engage in investment operation shall file a Statement of Economic Interests each year pursuant to California Government Code Section 87203 and regulations of the Fair Political Practices Commission. AUTHORIZED SECURITIES AND TRANSACTIONS All investments and deposits of the City shall be made in accordance with California Government Code Sections 16429.1, 53600 -53609 and 53630 - 53686, except that pursuant to California Government Code Section 5903(e), proceeds of bonds and any moneys set aside or pledged to secure payment of the bonds may be invested in securities or obligations described in the ordinance, resolution, indenture, agreement, or other instrument providing for the issuance of the bonds. Any revisions or extensions of these code sections will be assumed to be part of this Investment Policy immediately upon being enacted. The City has further restricted the eligible types of securities and transactions as follows: United States Treasury bills, notes or bonds with a final maturity not exceeding five years from the date of purchase. 2. Federal Instrumentality (government sponsored enterprise) debentures, discount notes, callable and step -up securities, with a final maturity not exceeding five years from the date of purchase, issued by the following only: Federal Home Loan Banks (FHLB), Federal National Mortgage Association (FNMA), Federal Farm Credit Banks (FFCB) and Federal Home Loan Mortgage Corporation (FHLMC). 3. Repurchase Agreements with a final termination date not exceeding 30 days collateralized by U.S. Treasury obligations or Federal Instrumentality securities listed in items 1 and 2 above with the maturity of the collateral not exceeding five years. For the purpose of this section, the term collateral shall mean purchased securities under the terms of the City's approved Master Repurchase Agreement. The purchased securities shall have a minimum market value including accrued interest of 102% of the dollar value of the funds borrowed. Collateral shall be held in the City's custodian bank, as safekeeping agent, and the market value of the collateral securities shall be marked -to- the- market daily. Repurchase Agreements shall be entered into only with broker /dealers and who are recognized as Primary Dealers with the Federal Reserve Bank of New York, or with firms that have a Primary Dealer within their holding company structure. Primary Dealers approved as Repurchase Agreement counterparties shall have a short-term credit rating of at least A -1 or the equivalent and a long -term credit rating of at least A or City of Arcadia Investment Policy 3 8. State of California's Local Agency Investment Fund (LAIF) pursuant to California Government Code Section 16429.1. 9. Money Market Funds registered under the Investment Company Act of 1940 that (1) are "no -load" (meaning no commission or fee shall be charged on purchases or sales of shares); (2) have a constant net asset value per share of $1.00; (3) invest only in the securities and obligations authorized by state statute and (4) have a rating of at least AAA or the equivalent by at least two NRSROs. The aggregate investment in money market funds shall not exceed 20% of the City's total portfolio. The foregoing list of authorized securities and transactions shall be strictly interpreted. Any deviation from this list must be preapproved by resolution of the City Council. SELECTION OF BROKER/DEALERS The City Treasurer, after review and approval by the Administrative Services Director and City Manager, shall maintain a list of broker /dealers approved for investment purposes, and it shall be the policy of the City to purchase securities only from those authorized firms. To be eligible, a firm must be licensed by the State of California as a broker /dealer as defined in Section 25004 of the California Corporations Code. Broker /dealers will be selected on the basis of their expertise in public cash management and their ability to provide service to the City's account. Broker /dealers shall attest in writing that they have received and reviewed a copy of this Investment Policy. The City may purchase commercial paper from direct issuers even though they are not on the approved broker /dealer list as long as they meet the criteria outlined in Item 4 of the Authorized Securities and Transactions section of this Investment Policy. PORTFOLIO MATURITIES AND LIQUIDITY To the extent possible, investments shall be matched with anticipated cash flow requirements and known future liabilities. The City will not invest in securities maturing more than five years from the date of purchase. COMPETITIVE TRANSACTIONS. All investment transactions shall be conducted competitively with authorized broker /dealers. At least three broker /dealers shall be contacted for each transaction and their bid or offering prices shall be recorded. If the City is offered a security for which there is no other readily available competitive offering, then City Treasurer will document quotations for comparable or alternative securities. City of Arcadia Investment Policy 5 1. Investment type, issuer, date of maturity, par value and dollar amount invested in all securities, and investments and monies held by the City; 2. A description of the funds, investments and programs; 3. A market value as of the date of the report (or the most recent valuation as to assets not valued monthly) and the source of the valuation; 4. A statement of compliance with the investment policy or an explanation for not - compliance; and 5. A statement of the ability to meet expenditure requirements for six months, and an explanation of why money will not be available if that is the case. POLICY REVIEW This Investment Policy shall be adopted annually of the Council. It shall be reviewed at least annually to ensure its consistency with the overall objectives of preservation of principal, liquidity, yield and diversification and its relevance to current law and economic trends. Amendments to this Investment Policy shall be approved by the Council. City of Arcadia Investment Policy 7 _ 67� esvo s, un o04 'uutty oT ne STAFF REPORT Public Works Services Department DATE: June 17, 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Director IN Prepared by: Maria P. Aquino, Management Analyst Jim Brophy, Warehouse Manager SUBJECT: SUMMARY On September 16, 2003, the City Council approved a one (1) year purchase order agreement with optional contract extensions to Ernie's Auto Parts for the purchase of automotive parts for City vehicles. Ernie's Auto Parts has reached the end of their fifth (5) contract extension and has submitted a written offer to extend the existing contract for 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 Ernie's Auto Parts during the last year, staff recommends that the City Council award a one (1) year purchase order contract extension to Ernie's Auto Parts for the purchase and delivery of auto parts for City equipment in the amount of $45,000. The Public Works Services Fleet Section is responsible for the maintenance of all City vehicles and the purchase of parts and accessories. As part of the City's ongoing vehicle maintenance program, the. Public Works Services Department purchases automotive parts, accessories, emergency lighting, and brake services for safety and non - safety equipment. To minimize unnecessary vehicle down time, it is necessary to order items from local part suppliers who are able to provide needed parts in a very short time frame. Page 1 of 2 Mayor and City Council June 17, 2008 _ - __ ._, -___, _. - - ._, _____.. - .. -.___ -.. - ___...__.__ ._ r _. with optional annual extensions to Ernie's Auto Parts. The contractor has not increased prices over the last five (5) years and has submitted a written offer to extend the contract for an additional one (1) year with no change in prices. All other conditions of the agreement are to remain in effect. The current purchase order contract with Ernie's Auto Parts is $55,000 but it will be reduced by $10,000 based on the actual expenditures from the past three (3) years. Staff recommends that the City Council award a one (1) year purchase order contract extension to Ernie's Auto Parts for the purchase of automotive repair parts for all safety and non - safety vehicles in the amount of $45,000. FISCAL IMPACT Sufficient funds are budgeted in the 2008 -09 Operating Budget for this contract RECOMMENDATION Award a one (1) year purchase order contract extension to Ernie's Auto Parts for the purchase of automotive repair parts for City vehicles in the amount of $45,000. Approved by: ��`° °� j`'""� Donald Penman, City Manager PM:MA:JB:jb Page 2 of 2 U STAFF REPORT Public Works Services Department DATE: June 17. 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Director Prepared by: Maria P. Aquino, Management Analyst Jim Brophy, Warehouse Manager SUBJECT: Summary: On June 19, 2007, the City Council approved a purchase order agreement with optional contract extensions to West -Lite Supply Co., Inc. to ensure that electrical street lighting parts and miscellaneous light fixtures are purchased at the best price and delivered in a timely manner. West -Lite Supply Co., Inc. is reaching the end of their first (1) year contract extension and has agreed to extend the contract for a one (1) additional year. 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 West -Lite Supply Co., Inc. during the last year, staff recommends that the City Council award a one (1) year purchase order contract extension with West -Lite Supply Co., Inc. for the purchase of electrical lighting and accessories in the amount of $125,000. Discussion: The Warehouse maintains ballasts, lamps, fixtures and other related lighting accessories that are essential for the daily maintenance of City -owned street lighting and other lighting fixtures throughout the City owned facilities. Most items used in conjunction with lighting needs are considered a revolving inventory item, and must be replaced to continue the smooth day -to -day operations of the street lights and lights in City facilities. Page 1 of 2 AMOUNT OF $125.000 Recommendation: Approve Mayor and City Council June 17, 2008 The current purchase order contract for this service is $222,761. Based on the expenditures for the past three (3) years, the purchase order will be reduced by approximately $98,000. Staff recommends that the City Council award a one (1) year purchase order contract extension with West -Lite Supply Co., Inc. for the purchase of electrical lighting and accessories in the amount of $125,000. Fiscal Impact: Sufficient funds are budgeted in 2008 -09 Operating Budget for this contract. RECOMMENDATION Award a one (1) year purchase order contract extension with West -Lite Supply Co., Inc. for the purchase of electrical lighting and accessories for City facilities and street lights in the amount of $125,000. Approved by: z Donald Penman, City Manager PM:MA:JB:jb Page 2 of 2 1•Mr...°e M/vn �r Ifs] EN, O�aai[y STAFF REPORT Public Works Services Department DATE: June 17. 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Director Prepared by: Maria P. Aquino, Management Analyst Jim Brophy, Warehouse Manager SUBJECT: SUMMARY On June 20, 2006, the City Council approved a one (1) year purchase order agreement with optional contract extensions to Daniels Tire Service for the purchase of tires and related accessories for City vehicles. Daniels Tire Service is reaching the end of their first (1) contract extension and has submitted a written offer to extend the existing contract for 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 Daniels Tire Service during the last year, staff recommends that the City Council award a one (1) year purchase order contract extension to Daniels Tire Service in the amount of $70,000 for the purchase and delivery of tires and related accessories as well as roadside assistance when required. DISCUSSION The Public Works Services Fleet Section is responsible for purchasing and maintaining tires and accessories for all City vehicles. It is critical that Fleet Services maintain the proper on -hand inventory levels to prevent an interruption to those vital services. Most items used in conjunction with tire maintenance are considered a revolving inventory item, and must be replenished to continue a smooth day -to -day operation of various vehicles in the City's fleet. Page 1 of 2 Recommendation: Approve Mayor and City Council June 17, 2008 Daniels Tire Service has provided excellent service to the City in the past and has always responded to roadside service calls in a timely manner. Therefore, staff recommends that the City Council award a one (1) year purchase order contract extension to Daniels Tire Service in the amount of $70,000 for the purchase and delivery of tires and related accessories as well as roadside assistance when required. The current purchase order contract with Ernie's Auto Parts is $80,764 but it will be reduced by $10,764 based on the actual expenditures from the past three (3) years. FISCAL IMPACT Sufficient funds are budgeted in the 2008 -09 Operating Budget for this contract. RECOMMENDATION Award a one (1) year purchase order contract extension to Daniels Tire Services in the amount of $70,000 for the purchase of tires and associated accessories for City vehicles. Approved by: Donald Penman, City Manager PM:MA:JB:jb Page 2 of 2 STAFF REPORT L Administrative Services Department Date: June 17, 2008 To: Mayor and City Council From: Mike Yelton, Interim, Administrative Services Director/�� By: Jan Steese, Purchasing Officer;v v Subject: Change Order, Award a contract and Authorize extensions to the contract for Motor Vehicle Fuel Recommendation: Authorize the City Manager to approve a change order in the amount of $50,000.00 for the 2007 -2008 fiscal year, authorize a contract in an amount not to exceed $470,000.00 for the 2008 -2009 fiscal year and approve two (2) one year extensions for the purchase of motor vehicle fuel from Southern Counties Oil dba: SC Fuels, Inc. SUMMARY On June 21, 2005, the Council approved the award of a one (1) year contract to Southern Counties Oil dba: SC Fuels, Inc. for a not to exceed amount of $300,000.00 per year for the purchase of motor vehicle fuel. This contract included the option to extend the contract for two (2) additional one -year periods which the City took advantage of for the 2006 -2007 and 2007 -2008 fiscal years. Due to the fluctuation in fuel costs and the rise in prices, the City has exceeded the amount anticipated. The costs of fuel have increased substantially over the last three years and as a result the costs are being passed onto the consumers. The City increased the amount of the purchase for the 2007 -2008 fiscal year by $50,000.00 and that amount is not sufficient to cover this fiscal year due to the rising costs. During the 2006 -2007 and 2007 -2008 fiscal year the City had the opportunity to cooperatively use another agency's bid, known as piggybacking. The current contract cannot be renewed and other opportunities were explored. Staff has determined that it would be in the best interest of the City to piggyback on the City of Inglewood contract with Southern Counties Oil dba: SC Fuels, Inc. The purchase of fuel is a volatile commodity at this point and to re -bid the contract based on the City of Arcadia's annual estimated usage would not be in the best interest of the City. The City of Inglewood entered into a three (3) year contract with SC Fuels, Inc. in January, 2007 and can be extended for an additional two Mayor and City Council June 17, 2008 Page 2 of 3 (2) years thereafter. SC Fuels, inc. has been providing the City's fuel needs since 2005 and they have provided satisfactory service. SC Fuels, Inc. has agreed to extend the same prices, terms and conditions to the City of Arcadia as they do for the City of Inglewood. Because fuel is such a volatile commodity at this point it would be in the best interest of the City to enter into a long term contract with SC Fuels, Inc. Staff is recommending the City Council approve a contract change order in the amount of $50,000.00 for remainder of the 2007 -2008 fiscal year, approve a contract for the 2008 -2009 fiscal year in an amount not to exceed $470,000.00 and approve two (2) one year extensions with Southern Counties Oil dba: SC Fuels, Inc. BACKGROUND The City of Arcadia took advantage of the City of Long Beach's contract for as long as possible and will expire on June 30, 2008. Staff contacted other cities regarding their fuel contracts and it was determined that the City of Inglewood competitively bid and awarded a contract for fuel in January, 2007 to Southern Counties Oil dba: SC Fuels, Inc. The City of Inglewood contract is a three (3) year contract ending December, 2010 and can be extended for an additional two (2) years thereafter. SC Fuels Inc. has been providing fuel to the City of Arcadia since 2005 and they have provided satisfactory service. SC Fuels, Inc. offered the City of Arcadia the same prices, terms and conditions as the City of Inglewood. DISCUSSION The City of Arcadia's annual usage is approximately 130,000 gallons per year. The pricing mechanism used to price motor fuel is the Oil Price Information Services (OPIS) weekly newsletter. This newsletter is an industry standard for reporting average fuel prices on a per gallon basis nationally. Prices quoted were an add -on to the weekly OPIS average. The OPIS report has indicated significant increases in the cost of fuel in the past two (2) years due to the economic changes this country is experiencing. As a result, the cost of fuel continues to increase and is being passed on to the consumers, including all governmental agencies. Although there has been little change in the number of gallons estimated annually, the cost of fuel has more than doubled what it was two (2) years ago. The City's current vendor, Southern Counties Oil dba SC Fuels, Inc. has been a reliable, dependable supplier. Market analysts estimate that the cost of fuel will continue to increase through, at a minimum, the end of 2008. . N f Mayor and City Council June 17, 2008 Page 3 of 3 Staff recommends the City Council authorize the City Manager to allow an increase in the contract for an amount not to exceed $50,000.00 for a total of $420,000.00 for the 2007 -2008 fiscal year, authorize the City Manager to enter into a contract with Southern Counties Oil dba: SC Fuels Inc. for the 2008 -2009 fiscal year for a cost not to exceed $470,000.00, and authorize the City Manager to extend the contract for a maximum of two (2) one year periods. FISCAL IMPACT Sufficient funds are appropriated each year in the operating budget and fuel purchases are not anticipated to exceed $470,0000.00 for the 2008 -2009 fiscal year. RECOMMENDATION 1. Approve a contract change order to Southern Counties Oil dba: SC Fuels, Inc. in the amount of $50,000.00 for the 2007 -2008 fiscal year. 2. Authorize the City Manager to award a one -year contract with Southern Counties Oil dba: SC Fuels for the 2008 -2009 fiscal year for a not to exceed amount of $470,000.00. 3. Authorize the City Manager to extend the contract for a maximum of two (2) one year periods with Southern Counties Oil dba: SC Fuels, Inc. Approved: 4 ,rs�—% Donald Penman, City Manager 3 ;e,:;r� •rr °*,uoiYatN STAFF REPORT Development Services Department DATE: June 17, 2008 TO: Mayor and City Council FROM: Jason Kruckeberg, Development Services Director 3 Philip A. Wray, Deputy Director of Development Servicesipp\4 Prepared by: Tim Kelleher, Senior Engineering Assistant SUBJECT: Acceptance — Sidewalk Gap Closure Proiect Recommendation: Accept all work performed by B & T Works, Inc. for the Sidewalk Gap Closure Project as complete and authorize the final payment to be made in accordance with the contract documents SUMMARY On February 5, 2008 the City Council awarded a contract to B & T Works, Inc. in the amount of $34,120 for the Sidewalk Gap Closure Project. There was one (1) change order decreasing the total contract by $4,666 for final quantity adjustment. The terms and conditions of this project have been complied with and the required work has been performed to staffs satisfaction for a final cost of $29,454. Staff is recommending that the City Council accept the project as complete and authorize the final payment in accordance with the approved contract documents. DISCUSSION The City of Arcadia receives annual apportionments of Transportation Development Act (TDA) funding from Los Angeles County for construction of new sidewalks. The City annually budgets $25,000 for sidewalk improvements eligible under the program. Unfortunately, retrofitting a sidewalk into existing conditions tends to be difficult and expensive, so the annual budget achieves a relatively small scope of work. The City's most recent sidewalk project completed the gap of missing sidewalk on the south side of Huntington Drive between Hungate Avenue and Sunset Boulevard. The City's next highest priority is the gap on the north side of Huntington Drive between Old Ranch Road and Golden West Avenue. The high pedestrian activity combined with the uneven topography and heavy plants and bushes make this a prime candidate for sidewalk. Mayor and City Council Staff Report — Acceptance June 17, 2008 Page 2 The project was budgeted in the 2006 -07 and 2007 -08 fiscal year Capital Improvement Program utilizing $50,000 of TDA funds. This is the second of three projects to close missing segments of sidewalk on Huntington Drive between Baldwin Avenue and Michillinda Boulevard. During the course of the project, staff received several compliments on this project along with inquiries as to when the final link of sidewalk would be installed. Council did award the final phase of sidewalk closure on May 20, 2008 and it will be constructed during the summer. ENVIRONMENTAL ANALYSIS The project is categorically exempt per Section 15301 Class 1(c) from the requirements of the California Environmental Quality Act (CEQA). FISCAL IMPACT Transportation Development Act (TDA) funds in the total amount of $50,000 have been budgeted in the FY 2006/07 and FY 2007/08 Capital Improvement Program (CIP) for the Sidewalk Gap Closure Project of Huntington Drive 300 feet easterly of Golden West Avenue. The contract cost of the project is $29,454. The balance of the project funds will be assigned to the remaining sidewalk needs on Huntington Drive and will be combined with an upcoming street rehabilitation project for westbound Huntington Drive from Baldwin Avenue to Michillinda Avenue. RECOMMENDATION That the City Council accepts all work performed by B & T Works, Inc. as complete and authorize the final payment to be made in accordance with the contract documents. Approved: Donald Penman, City Manager J K: PAW:TOK: pa I ARCADIA MUNICIPAL CODE SANTA ANITA I AVE. F_1 --- F7Fl FIF] F F 1 117 1 IFII F In I 9253.10