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HomeMy WebLinkAboutJuly 15,20084 F IFO CITY OF ARCADIA OCI[:D AW CITY COUNCIL/REDEVELOPMENT AGENCY REGULAR MEETING ^t n0 TUESDAY, JULY 15, 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 STUDY SESSION PUBLIC COMMENTS (5 minutes per person) Any person wishing to address the City Council /Redevelopment Agency during the Public Comments period is asked to complete a "Public Comments" card available in the Council Chamber Lobby. The completed form should be submitted to the City Clerk/Agency Secretary prior to the start of the 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. STUDY SESSION Report, discussion and direction regarding False Security Alarm Ordinance and Fees. 7:00 p.m., City Council Chamber RECONVENE CITY COUNCILIREDEVELOPMENT AGENCY MEETING TO OPEN SESSION INVOCATION Reverend Thomas Shriver, Emmanuel Assembly of God PLEDGE OF ALLEGIANCE ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: Amundson, Chandler, Kovacic, Wuo and Harbicht 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. REPORT FROM CITY ATTORNEY /AGENCY COUNSEL ON CLOSED SESSION /STUDY 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 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: ti Recommended Action: Adopt b. APPROVE THE ANNUAL WEED ABATEMENT CHARGE LIST. Recommended Action: Approve 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. CONSENT CALENDAR All matters listed under the Consent Calendar are considered to be routine and can be acted on 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. 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. z REDEVELOPMENT AGENCY ITEMS: a. CITY COUNCIL ITEMS: AND THE REGULAR MEETING MINUTES OF JULY 1, 2008. Recommended Action: Approve C. ADOPT ORDINANCE NO. 2243 AMENDING VARIOUS SECTIONS OF ARTICLE III, CHAPTER 9 OF THE ARCADIA MUNICIPAL CODE CONCERNING FALSE SECURITY ALARMS. Recommended Action: Adopt In e. APPROVE THE SOLE SOURCE PURCHASE OF 75 CATCH BASIN INSERTS TO CAPTURE TRASH AND DEBRIS TO BE IN COMPLIANCE WITH THE TRASH TMDL IN THE AMOUNT OF $69.375 FROM ADVANCED SOLUTIONS. Recommended Action: Approve 9. AWARD A PURCHASE ORDER TO UNITED RENTALS FOR THE PURCHASE Recommended Action: Approve h. 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 Clark's office located at 240 W Huntington Drive, Arcadia, California, during normal business hours. Recommended Action: Approve Recommended Action: Approve Recommended Action: Approve $ 79,000. Recommended Action: Approve Recommended Action: Approve 3.. CITY MANAGER a. WAIVE THE FORMAL BID PROCESS AND AUTHORIZE THE CITY MANAGER 41 Recommended Action: Approve and Provide Direction C. Recommended Action: Approve and Provide Direction ADJOURNMENT The City Council /Redevelopment Agency will adjourn this meeting to Tuesday August 5, 2008, 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. . Pursuant to the Americans,with Disabilities Act, persons with a disability who require a disability related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, may request such modification or accommodation 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. Recommended Action: Approve Recommended Action:.Approve v A [m ~•IM A!ty°{ STAFF REPORT Police Department DATE: July 15, 2008 TO: Mayor and Members of the City Council FROM: Robert P. Sanderson, Chief of Police v�. By: Nancy Chik, Management Analyst SUBJECT: Resolution No 6628 Amending Resolution No. 6489 Relating to False Security Alarm Fees for the Police Department Recommendation: Approve SUMMARY Resolution No. 6628 sets forth updated fees for false security alarm responses by the Police Department: BACKGROUND In November of 2005, the City established false alarm penalty assessments for residents and businesses with more than 3 false alarm activations in any consecutive 365 -day period. Prior to the enforcement of the penalty assessments, the Police Department responded to approximately 3,500 false alarm calls in 2005. In the past year, the Department responded to about 2,600 false alarm calls. Even though there has been a 25% decrease, the number of false alarm activations continues to be too high and there are many chronic violators. Some repeat offenders have as many as 19 violations in a 365 -day period, while the average repeat offender (with 4 or more) has 6 to 7 false alarm activations. DISCUSSION Each burglary and robbery alarm is a high priority incident requiring immediate deployment of at least two patrol officers. These false alarms negatively influence the overall safety of the community by diverting officers from actual emergencies and other legitimate calls for service and patrol activities. Several alarm activations occurring in a short period of time can deplete the patrol strength, and locations that chronically have a history of false alarm activations become nuisances. The Police Department charges fees for services based upon the cost incurred to provide each service. These fees are periodically updated to reflect increased costs. The Department needs to recoup reasonable fees for services and to encourage residents and business owners to properly maintain their alarm systems. Additionally, the City does not charge for an annual alarm permit like many other cities. A review of the fees that were established in 2005 indicates that the fees do not reflect our current rates and actual costs for service. More importantly, there is a need to reduce the number of false alarm activations by imposing higher penalties for repeat offenders. False Alarm Response Fees A cost analysis was conducted and it costs approximately $175 for the Police Department to respond to each false alarm call. In the past year, over 1,600 hours were spent responding to false alarm activations, sending out waming letters, and billing violators. These hours equate to almost $453,000 per year. This figure includes police officers' and dispatchers' time in handling the alarm calls, police sergeant's time in tracking the false alarms, and the finance technician's time in processing the billing. Currently, residences and businesses with a security system used for deterring burglaries are allowed 3 false alarms in any consecutive 365 -day period with no penalty assessment. For the fourth and fifth false alarm, there is an assessment of $100; for the sixth and all subsequent false alarms, there is x.$200 cost assessment. For each false security alarm which specifically signals'a robbery regardless of any other crime, there is a cost assessment of $200, commencing with the second false robbery alarm. After one "robbery" false security alarm, the City issues a warning notice to the security alarm user. Since the Department is still responding to such a . high number of false alarm activations and due to the higher costs incurred for each false alarm response, staff recommends charging a higher cost assessment beginning with the third false alarm, and a panic alarm will also incur the same fee as a robbery false alarm. It should be noted that the Department also looked into a program called "verified response. What this means is that before the Police Department would respond to a false alarm call, the alarm company must first verify that the alarm is not false. This can be done through various means, but the alarm company would be required to follow -up on the alarm before they call the Police. This concept is intended to reduce the actual number of false alarm calls. Some communities have implemented this program, with the City of Fontana being one such city. However, staff is not recommending this.program since it is our belief that the property owners in Arcadia expect a police response to an alarm call, and they would be willing to pay a fee, both a false alarm fee and an annual permit fee for the comfort of knowing that they would have a police response. Annual Security Alarm Permit Presently, residents and business owners are required to obtain an alarm permit prior to installation of a security alarm and for maintaining /operating an alarm. Even though there is currently no charge for the permit, many residents and business owners are not obtaining one because there is no ramification. From 2003 to date, there are only 219 security alarm permits on file in the City. A recent survey of local and national security alarm companies that service the City was conducted. Of those companies that responded to the survey, they accounted for about 3,200 security alarms. ADT, Brinks, and several smaller companies have not responded to the Department's verbal and written requests. With the missing data, staff estimates that there could be 4,000 to 5,000 security alarms in the City. With so many security alarms unaccounted for in the City, staff recommends establishing an annual alarm permit fee. This annual alarm permit will allow the City to obtain current alarm operator /responsible party information, keep track of permitted and unpermitted alarms, make sure that the alarms are properly maintained, and that all alarms in the City are permitted in order to comply with the Arcadia Municipal Code. Maintaining a current security, alarm database is important because it will allow the City to contact alarm owners directly in case of emergencies and to ensure that their security systems are properly, maintained. The database will help the City in resolving issues of any malfunction or problems with their security alarm systems. It will also enable the City to closely monitor alarm activity, identify alarm users, and to contact the appropriate individual in response to alarm calls. Many cities do charge for a security alarm permit and their fees are as follows: CITIES AMOUNT Azusa $26 initial permit fee; $17 annual renewal Burbank $25 one time fee Claremont $29.50 one time fee Covina $10 annual fee El Monte $25 annual fee Glendale $75 annual fee; if no false alarm during the year, then fee is waived the next year Glendora $20 one time fee Hawthorne $68 annual fee La Verne $50 one time fee Long Beach $30 every 3 years Los Angeles $31 initial permit fee; $30 annual renewal CITIES AMOUNT Manhattan Beach $42 annual fee Montebello- $74 initial permit fee; $23 annual renewal Monterey Park $35 one time fee Newport Beach $70 for 3 years ($23.33 annually) Pasadena $103 for 4 years ($25.75 annually) Pomona .$20 one time fee San Fernando $25 annual fee Sierra Madre $45 annual fee South Gate $27 initial permit fee; $16 annual renewal Torrance $95 initial permit fee; $42 annual renewal Vernon $50 initial permit fee; $25 annual renewal Whittier $50 one time fee Few would argue that a permit fee is not justified, though some would say that a one- time fee is all that is necessary, and some cities in fact only have a one -time fee. However, staff believes that an annual fee is justified for the reasons stated above. Additionally, property owners with alarms gain access to police services that those without an alarm do not have. While anyone could have an alarm, there are some that are�not in a position financially to pay for the installation and monitoring service. Regardless of the .reasons, the majority of Arcadia property owners do not have alarms. Therefore, those with alarms have access to police services and staff believes that an annual permit fee, including two free false alarms, is justified in addition to the other reasons mentioned in the report. An analysis indicates that it will cost the City over $61 in administrative cost to develop /maintain databases and to manage the alarm program. Since this is a brand new permit fee, staff originally recommended establishing an initial rate of $40.00 for the annual alarm permit fee. However, at the June 3, 2008, City Council meeting, staff was directed to offer additional options for the fees. The following are three options presented for consideration: OPTION 1 (Original Recommendation): Annual Alarm Permit Fee $40 False Burglary Alarm Fees First two false alarms are free; $100 for third; $200 for fourth; $300 for fifth and all subsequent. Robbery /Panic Alarm Fee First one is free; $200 for all subsequent Number of False Alarm Burglary Alarm Robbery/Panic Alarm 1 Free Free 2 Free $200 3 $100 $200 4 EE 3 $200 $200 5+ $300 $200 OPTION 2 Annual Alarm Permit Fee $30 False Burglary Alarm Fees First two false alarms are free; $150 for third; $300 for fourth; $450 for fifth and all subsequent. Robbery /Panic Alarm Fee First one is free; $200 for second; $300 for third; $400 for fourth; $600 for fifth and all subsequent Number of False Alarm Burglary Alarm Robbery /Panic Alarm 1 Free Free 2 Free $200 3 $150 $300 4 $300 $400 5+ $450 $600 OPTION 3 Annual Alarm Permit Fee $25 False Burglary Alarm Fees First two false alarms are free; $175 for third; $350 for fourth; $525 for fifth and all subsequent. Robbery/Panic Alarm Fee First one is free; $200 for second; $300 for third; $400 for fourth; $600 for fifth and all subsequent Number of false Alarm Burglary Alarm Robbery /Panic Alarm 1 Free Free 2 Free $200 3 $175 $300 4 $350 $400 5+ $525 $600 Reinstatement Fee Any security alarm system that has registered.7 false security alarms in any consecutive 365 days will be deemed a public nuisance and will be deactivated. If the resident or business owner, repairs the security alarm and wishes, to, reactivate the system, then he /she must currently pay $35 to reactivate the alarm. Based on the cost study, it will cost the City over $180 for the reinstatement procedure. Therefore, it is recommended that the reinstatement fee be increased to $150. To help reduce the number of false alarm activations and recoup monies spent by the City, the following fee schedule changes and additions to sections 3906, 3907 and 3908.1 of the Arcadia Municipal Code are recommended, and the sections (with the original recommendation) would read as follows: "3906. APPROVAL OF ' SECURITY ALARM SYSTEMS/ COMPLIANCE WITH STANDARDS No person shall install any security alarm system without the prior approval of the City's Business License Officer or his /her designee after review by the Police and other City Departments as deemed necessary by the Business License Officer to assure compliance with the Security Alarm System Standards as established by the City and the established annual (365 days) alarm permit fee is paid in the amount of $40.00." "3907. FALSE ALARM COST ASSESSMENT/ GRACE PERIOD. Any person having a, security alarm system which results in an Arcadia Police Department response in which the security alarm proves to be a false security alarm activation, shall pay a cost assessment fee to the City of Arcadia as established from time to time by resolution of the City Council. There will be no penalty assessment for any false security alarms that occur within thirty (30) calendar days of the initial completed installation of a new security alarm system. A false security alarm cost assessment shall be paid to the City after three (3) false security alarms have been received from any one (1) source from any one (1) security alarm system, in accordance with the following schedule: A. The first and second false security alarm in any consecutive three hundred and sixty -five (365) day period will incur no cost assessment. B. For the third false security alarm in any consecutive three hundred and sixty -five (365) day period, there will be a cost assessment as set forth by resolution of the City Council of $100.00. C. For the fourth false security alarm in any three hundred and sixty -five (365) day period, there will be a higher cost assessment as set forth by resolution of the City Council of $200.00. D. For the fifth and subsequent false security alarm in any three hundred and sixty-five (365) day period, there will be a higher cost assessment than the fourth false alarm assessment, as set forth by resolution by the City Council of $300.00 per false activation. E. Notwithstanding any provisions herein to the contrary, for each false security alarm which specifically signals a robbery or panic alarm regardless of any other crime, there shall be a cost assessment as set forth by resolution of the City Council, commencing with the second false security alarm in any consecutive three hundred and sixty -five (365) day period in the amount of $200.00. After one (1) "robbery" or "panic" false security alarm, the City shall issue a warning notice to the security alarm user. As set forth by Penal Code section 211, "robbery" means the felonious taking of personal property in the possession of another, from his person or immediate presence, and against his will, by means of force or fear. The purpose of this Section 3907 is, in part, to assure that assessments shall apply to any person whose alarm system results in at least three (3) false security alarms within any consecutive three hundred and sixty -five (365) day period. Any false security alarm within any three hundred and sixty-five (365) day period shall be counted as part of the calculation of cost assessments set forth by resolution of the City Council. Accordingly, a person cannot be cleared of any false security alarms in this determination, unless that person's security alarm system does not register any false security alarms for at least three hundred and sixty -five (365) consecutive days." "3908.1. REINSTATEMENT. Upon providing proof satisfactory to the Business license Officer, in his/ her reasonable discretion, that justifies renewed use of a security alarm system, the system may be reactivated subject to the following conditions: A. Payment of a reactivation fee in the amount of one hundred fifty dollars ($150.00) established by resolution of the City Council from time to time. B. Inspection of the security alarm system and premises to be conducted by the Police Department. C. Any other conditions deemed necessary by the Chief of Police. This Resolution shall become effective upon the adoption of Ordinance No. 2243. FISCAL IMPACT The Department intends to contract with an outside vendor to administer and handle all billing services for false alarm violations. With the new false alarm fees and grace period changes established in this resolution and the cost of a new outside vendor, the City anticipates an annual revenue increase of $125;000 and a reduction in Police Department responses to false alarms. RECOMMENDATION Staff recommends that the City Council adopt Resolution No. 6628 amending Resolution No. 6489 relating to false security alarm fees for the Police Department. Approved: �� `'G Don Penman, City Manager RESOLUTION NO, 6628 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING RESOLUTION NO. 6489 RELATING TO FALSE SECURITY ALARM FEES FOR THE ARCADIA POLICE DEPARTMENT WHEREAS, the Police Department charges certain fees for administrative and related activities based on reasonable costs incurred; and WHEREAS, based on the cost allocation study performed by the Police Department, the fees set forth in this Resolution are necessary for the purposes set forth in this Resolution and said fees do not exceed the estimated costs for providing the service; the fees set forth in this Resolution bear a reasonable relationship to the cost of the respective service or program involved; the fees bear a fair and reasonable relationship to the benefit the payer obtains from paying the fees. or the burden caused; and the fees are not being imposed for general revenue purposes, but instead for partially recovering the cost of providing said services. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE, AND RESOLVE AS FOLLOWS: SECTION 1. Pursuant to Arcadia Municipal Code Section 3907, the cost assessments for false security alarm responses are amended as follows: (A) For the first and second false security alarm in any consecutive three hundred sixty-five (365) day period — No cost assessment. (B) For the third false security alarm in any consecutive three hundred sixty-five (365) day period — One Hundred Dollars ($100.00). (C) For the fourth false security alarm in any consecutive three hundred sixty -five (365) day period — Two Hundred Dollars ($200.00). (D) For the fifth and subsequent false security alarm in any consecutive three hundred sixty-five (365) day period — Three Hundred Dollars ($300.00). (E) For each false security alarm which specifically signals a robbery or panic false alarm, there shall be a cost assessment of Two Hundred Dollars ($200.00), commencing with the second false robbery or panic alarm in any three hundred sixty-five (365) day period. SECTION 2. Pursuant to Section 3906 of the Arcadia Municipal Code, the annual (365 days) alarm permit fee shall be $40.00. SECTION 3. Pursuant to Section 3908.1 of the Arcadia Municipal Code the reactivation fee for a security alarm system shall be $150.00. SECTION 4. All fees set forth in this Resolution shall be become effective July 4, 2008. SECTION 5. The City Clerk shall certify to the adoption of this Resolution. N Passed, approved and adopted this day of 1 2008. ATTEST: City Clerk APPROVED AS TO FORM: ,C6 (�.4 -e� Stephen P. Deitsch City Attorney Mayor of the City of Arcadia 3 `E 4 1 1 = 01 STAFF REPORT Office of the City Clerk DATE: TO: FROM: July 15, 2008 Mayor and City Council James Barrows, City Clerk Lisa Mussenden, Chief Deputy City Clerk /Records Manager SUBJECT: COUNTY OF LOS ANGELES DEPARTMENT OF AGRICULTURAL COMMISSIONER /WEIGHTS AND MEASURES ANNUAL WEED ABATEMENT CHARGE LIST PUBLIC HEARING. Recommendation: Approve SUMMARY The County of Los Angeles (County) annually abates weeds, rubbish, and refuse upon certain properties located within the City of Arcadia. This public hearing has been scheduled to provide Arcadia residents, who have been charged inspection and /or abatement service fees by the County, an opportunity to protest the Weed Abatement charge list. On July 8, 2008 the Los Angeles County (County) Agricultural Commissioner's Office delivered a list of private properties within Arcadia city limits upon which the County abated weeds and assessed charges (Attachment I). A second list shows the same properties listed by location and owner (Attachment II). Each property listed on the charge list has been posted and noticed of tonight's public hearing. If a property owner lodges an objection to the assessed charges during tonighYs public hearing, the City Council may elect to have the matter investigated by the Arcadia Fire Department or overrule the objection. Otherwise, the Council may elect to approve the charge list as submitted. FISCAL IMPACT There is no fiscal impact to the City in regard to the City Council's action on this item. RECOMMENDATION Staff recommends that the City Council review testimony from listed property owners, if any, and take appropriate action. Otherwise, staff recommends that the City Council approve the attached charge list so that the County Auditor may enter the amounts of the respective assessment against the respective parcels of land as they appear on the current assessment roll. Approved: Don Penman, City Manager Attachments Page 2 of 2 Attachment I TOTAL PARCELS = 26 /TOTAL CHARGES = $9,219.77 WEED ABATEMENT CHARGES BY WEED KEY 07/02/08 PAGE 1 CITY OF ARCADIA WEED MAPBOOK PAGE PARCEL ZONE CITY TOTAL KEY CODE CHARGES 7 5765 002 012 06 035 5,659.89 7 5765 002 013 06 035 44.86 7 5765 011 011 06 035 962.98 7 5765 030 010 06 035 44.86 7 5771 001 007 06 035 44.86 7 5771 032 013 06 035 44.86 7 5771 033 015 06 035 44.86 7 5771 033 016 06 035 44.86 7 5771 033 017 06 035 44.86 7 5773 007 009 06 035 44.86 7 5775 025 025 06 035 44.86 7 5779 015 004 06 035 441.48 7 5779 015 005 06 035 441.48 7 5779 015 006 06 035 441.48 7 5779 O15 007 06 035 375.26 7 5779 018 040 06 035 44.86 7 5784 020 014 06 035 '44.86 7 5788 014 013 06 035 44.86 7 5790 027 034 06 035 44.86 7 8532 016 001 06 035 44.86 7 8532 016 004 06 035 44.86 7 8532 016 022 06 035 44.86 7 8532 018 005 06 035 44.86 7 8532 018 011 06 035 44.86 7 8573 024 005 06 035 44.86 7 8573 024 006 06 035 44.86 TOTAL IMPROVED PARCELS = 0 /TOTAL CHARGES = 0.00 TOTAL UNIMPROVED PARCELS = 6 /TOTAL CHARGES = 8,322.57 TOTAL INSPECTION FEE ONLY PCLS - 20 /TOTAL CHARGES = 897.20 TOTAL PARCELS = 26 /TOTAL CHARGES = $9,219.77 Attachment II WEED ABATEMENT CHARGES BY ADDRESS Santa Anita Cyn Rd. Navis Capital LLC 5765 - 002 -012 $5,659.89 Santa Anita Cyn Rd. Navis Capital LLC 5765 - 002 -013 $44.86 Highland Vista Dr. Virginia Brown Trust 5765 - 011 -011 $962.98 Highland Oaks Dr. Helen Vida Trust 5765 - 030 -010 $44.86 Santa Anita Wash Theodorou Kostantinos 5771 - 001 -007 $44.86 Whispering Pines Dr. Vicky Chung Trust 5771 - 032 -013 $44.86 Torrey Pines Dr. Michael Wu 5771 - 033 -015 $44.86 Torrey Pines Dr. Jemmy Pranyoto 5771 - 033 -016 $44.86 Torrey Pines Dr. Nicholas Pokrajac 5771 - 033 -017 $44.86 153 E. Santa Clara St. Josef & Inge Koeper 5773- 007 -009 $44.86 Santa Clara St. Donald Dahlgren Co. Trust 5775 - 025 -025 $44.86 Duarte Rd. Chen Fung Chien 5779- 015 -004 $441.48 23 E Duarte Rd. Chen Fung Chien 5779 - 015 -005 $441.48 25 E Duarte Rd. Chen Fung Chien 5779 -015 -006 $441.48 Duarte Rd. Chen Fung Chien 5779 - 015 -007 $375.26 201 E. Duarte Rd. Meiloon Properties LLC 5779 - 018 -040 $44.86 LeRoy Avenue George Kolovos Trust 5784 - 020 -014 $44.86 Norman Avenue Eustolia Castillo 5788 - 014 -013 $44.86 Live Oak Avenue Charles and Alice Chow 5790 - 027 -034 $44.86 Clark St. Livingston Graham Inc. 8532 -016 -001 $44.86 Clark St. Livingston Graham Inc. 8532 -016 -004 $44.86 Clark St. Livingston Graham Inc. 8532 -016 -022 $44.86 Goldring Rd. Samuel Kardashian 8532 - 018 -005 $44.86 Goldring Rd. Samuel Kardashian 8532 - 018 -011 $44.86 122 E. Live Oak Ave. Meeker Family Partners LP 8573 - 024 -005 $44.86 128 E. Live Oak Ave. Meeker Family Partners LP 8573 - 024 -006 $44.86 50:0074 CITY COUNCILIREDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, JUNE 17, 2008 CALL TO ORDER Mayor Harbicht 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, Wuo and Harbicht ABSENT: Council /Agency Member Kovacic A motion was made by Council /Agency Member Chandler seconded by Council /Agency Member Amundson to excuse Council /Agency Member Kovacic. CLOSED SESSION PUBLIC COMMENTS (5 minutes per person) None CLOSED SESSION a. Pursuant to Government Code Section 54956.8 conference with real property negotiators: Property: 41 W. Huntington Drive Agency Negotiator: Agency Executive Director Property Owner: Manuel Romero Under Negotiation: Price and Terms of Payment RECONVENE CITY COUNCIL /REDEVELOPMENT AGENCY MEETING TO OPEN SESSION Mayor Harbicht convened the Regular Meeting at 7:10 p.m. in the Council Chamber. INVOCATION Reverend Bill Ledbetter, Arcadia Episcopal Church of the Transfiguration PLEDGE OF ALLEGIANCE Janet Sporleder, Director of Library & Museum Services ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Chandler, Wuo and Harbicht ABSENT: Council /Agency Member Kovacic A motion was made by Council /Agency Member Chandler seconded by Council /Agency Member Amundson to excuse Council /Agency Member Kovacic. 06 -17 -2008 50:0075 REPORT FROM CITY ATTORNEY /AGENCY COUNSEL ON CLOSED SESSION ITEMS City Attorney Steve Deitsch reported that prior to going into closed session, the City Council in open session was provided a recommendation by the City Attorney that a closed session item be added; he noted that this was permissible under the Ralph M. Brown Act if the Council finds that there is a need to take action this evening; and that the need came to the attention of City staff after the agenda was posted. He reported that the City Council made both findings and voted unanimously to add the closed session item to the agenda; he noted that the item added under closed session was real property negotiations, the real property is the Arcadia Par 3 Golf Course located at 620 E. Live Oak Avenue, owned by the City of Arcadia, the real property negotiators on behalf of the City were the Assistant City Manager /Public Works Services Director and the City Attorney; negotiators on behalf of the Lessee were, Paul Ballam and Scott Thompson, Esq., and the subject of the negotiations was price and terms of payment. Mr. Deitsch then announced that the City Council considered the other item listed on the posted agenda under closed session and reported that no reportable action was taken in closed session. SUPPLEMENTAL INFORMATION FROM CITY MANAGER /EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS City Manager Don Penman announced that prior to the meeting the City Council was provided a copy of a Citizen Service Resume filed late with the City Clerk's Office for consideration under board and commission appointments. 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. PRESENTATIONS a. Presentation of Certificates to La Salle Tennis Team. PUBLIC HEARING a. 06 -17 -2008 CROSS AND CHAMBER OF COMMERCE. Recommended Action: Introduce 50:0076 Jim Kasama, Community Development Administrator presented a staff report to change the zoning of City owned properties at 240 -388 W. Huntington Drive (Civic Center, Methodist Hospital, Red Cross and the Chamber of Commerce); he reported that the Hospital is currently undergoing an expansion and is being financed through federally guaranteed bonds and since the property has never been zoned, the underwriter is requesting that the property be in conformance with the zoning; he further noted that since the City owned properties have never been zoned, staff initiated the zone changes and text amendments. He explained the purpose of each zone change and text amendment and reported that the proposed zone changes and text amendments are consistent with the General Plan, that a Negative Declaration was prepared for this project pursuant to the California Environmental Quality Act, and on May 27, 2008, the Planning Commission recommended approval and staff recommends that the City Council introduce Ordinance No. 2244 approving the zone change and text amendment. Mayor Harbicht opened the public hearing. A motion to close the public hearing was made by Council Member Wuo, seconded by Council Member Chandler and seeing no further objection, the Mayor declared the public hearing closed. A motion was made by Council Member Wuo, seconded by Council Member Chandler and carried on roll call to introduce Ordinance No. 2244 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. AYES: Council Member Wuo, Chandler, Amundson and Harbicht NOES: None ABSENT: Council Member Kovacic L7 ADOPT RESOLUTION NO. 6627 SETTING THE SEWER RATE SCHEDULE FOR FISCAL YEAR 2008/09. Recommended Action: Adopt ADOPT RESOLUTION NO. 6629 SETTING THE WATER RATE SCHEDULE FOR FISCAL YEAR 2008/09. Recommended Action: Adopt ADOPT RESOLUTION NO. 6630 SETTING RESIDENTIAL REFUSE RATE SCHEDULE FOR FISCAL YEAR 2008/09. Recommended Action: Adopt Pat Malloy, Assistant City Manager /Public Works Services Director reported that each year, as part of the budget process, revenue rates are reviewed to insure there is sufficient funding available to meet operational, capital improvements and preventative maintenance upgrades for the water and sewer systems; he noted that refuse and recyclable rates are reviewed in 06 -17 -2008 50:0077 accordance with the Residential Refuse and Recycling Agreement with Waste Management; that over 15,000 ballots were mailed to property owners in compliance with Proposition 218 balloting, procedures; that the 82 ballots received were opposed to either some or all of the rate increases; he reported that a little over 7,500 ballots were needed to constitute a majority. Mr. Malloy provided an overview of each proposed cost of living adjustment, how Arcadia rates compare to other agencies, what happens to the fund balances in water and sewer, with or without the cost of living adjustment, and how the money is spent. He reported that there is a $1.4 million dollar sewer fund balance and without annual cost of living adjustments, there would be no sewer fund balance.by 2015. Mr. Malloy noted that water and sewer rate increases are necessary to fund the Capital Improvement Project Operating Budget and to maintain a reserve fund balance in the case of a natural disaster or emergency; he further noted that 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 and if there is no rate increase to refuse collection rates, the City would be in breach of contract according to the Agreement with Waste Management which entitles them to annual cost of living adjustments. Mayor Harbicht opened the public hearing. A motion to close the public hearing was made by Council Member Chandler, seconded by Council Member Wuo and seeing no further objection, the Mayor closed the public hearing. A motion was made by Council Member Chandler, seconded by Council Member Amundson and carried on roll call to adopt Resolution No. 6627 setting City sewer rates and finding the rates will not exceed the estimated amount necessary to fund operation of the City sewer system. AYES: Council Member Chandler, Amundson, Wuo and Harbicht NOES: None ABSENT: Council Member Kovacic A motion was made by Council Member Wuo, seconded by Council Member Amundson and carried on roll call to adopt Resolution No. 6629 setting City water rates and finding the rates will not exceed the estimated amount necessary to fund operation the operation of the City water system. AYES: Council Member Wuo, Amundson, Chandler, Harbicht NOES: None ABSENT: Council Member Kovacic A motion was made by Council Member Amundson, seconded by Council Member Chandler and carried on roll call to adopt Resolution No. 6630 setting the service rates for the collection of residential refuse and recyclables pursuant to Section 5120.7 of the Arcadia Municipal Code. AYES: Council Member Amundson, Chandler, Wuo and Harbicht NOES: None ABSENT: Council Member Kovacic 06 -17 -2008 50:0078 PUBLIC COMMENTS Ken Obst appeared and spoke regarding trash containers being left out for several days after trash picked up. At the request of Mayor Harbicht, the City Council directed staff to prepare a report regarding possible solutions of trash containers being left out longer than allowed and place on a future agenda. REPORTS FROM THE MAYOR, CITY COUNCIL AND CITY CLERK Council Member Chandler had nothing to report. Mayor Pro Tem Wuo commented on the light moming and evening traffic because school is out for the summer and encouraged residents to wear reflective clothing when taking walks in the evenings. Council Member Amundson noted slurry work will begin June 22 through August 4 from Lemon to the City border and from Santa Anita west to the City border and residents living in those areas should be aware of street parking restrictions; he commented on the Veteran's Room opening at the Ruth and Charles Gilb Museum and the exhibit displayed by the Honor's History Class from Arcadia High School; and shared a story about Mr. Gilb. City Clerk Barrows thanked the Historical Museum and everyone involved for the Veteran's Room display. In response to an inquiry by Mayor Harbicht regarding the Summer Reading Program, Janet Sporleder, Director of Library and Museum Services encouraged parents to enroll their children in the Library's Summer Reading Program where there are reading incentives and great programs. Mayor Harbicht expressed his concerns regarding the proposed toll lanes on the 210 freeway and requested, with the consensus of the City Council, that a resolution be placed on a future agenda for discussion and consideration. 2. CITY CLERK'S REPORTS a. ANNUAL BOARDS AND COMMISSIONS APPOINTMENTS Recommended Action: Appoint Members City Clerk James Barrows gave a brief report on board and commission appointments. Nominations by the City Council were made to appoint/reappoint members to the following boards and commissions: Arcadia Beautiful Commission, Historical Museum Commission, Human Resources Commission, Library Board of Trustees, Planning Commission, Recreation and Parks Commission, and Senior Citizens' Commission. 06 -17 -2008 50:0079 Nominations and Appointments: Arcadia Beautiful Commission (4 positions open): Council Member Chandler nominated Richard Cordano to fill the unexpired term ending June 30, 2009 and Janalee Shimmin to the unexpired term ending June 30, 2011. Seeing no other nominations, the City Council unanimously appointed Richard Cordano to fill the unexpired term ending June 30, 2009 and Janalee Shimmin to the unexpired term ending June 30, 2011 to the Arcadia Beautiful Commission. Mayor Harbicht nominated Edward Huang for appointment. Council Member Chandler nominated Sheryl Lopez for appointment. Seeing no other nominations, the City Council unanimously appointed Sheryl Lopez and Edward Huang to the Arcadia Beautiful Commission for four (4) year terms ending June 30, 2012. Historical Museum Commission (4 positions open — 1 position to fill unexpired term): Mayor Harbicht proposed that two (2) individuals be appointed at this time and continue the other two (2) termed out appointments until a decision is made whether to reduce the number of Commission members from seven (7) to five (5). Council Member Chandler seconded, with the consensus of the City Council, that staff place this item on a future agenda for discussion. Council Member Chandler nominated Ruth Glib to fill the unexpired term of Mr. Gilb which ends June 30, 2010. Mayor Harbicht nominated Marsha Burkhalter for appointment. Seeing no other nominations, the City Council unanimously appointed Ruth Gilb to fill the unexpired term of Mr. Gilb ending June 30, 2010 and appointed Marsha Burkhalter to a four (4) year term ending June 30, 2012 to the Historical Museum Commission. The City Council unanimously continued the other two (2) appointments which term out June 30, 2008 until a decision is made whether to reduce the number of members from seven (7) to five (5). City Attorney Steve Deitsch announced that according to the City Charter, the two (2) members whose terms end June 30, 2008 continue to serve on the Commission until such time as qualified successors are appointed. For the record, Mayor Harbicht noted that Bill Gleason and Carol Libby whose terms end June 30, 2008, and are not eligible for reappointment, will continue to serve on the Historical Museum Commission until a decision is made whether to reduce the number of members. 06 -17 -2008 Human Resources Commission (2 position open): Mayor Harbicht nominated Dolores Foley for reappointment and Timothy Murphy for appointment. Seeing no other nominations, the City Council unanimously reappointed Dolores Foley and appointed Timothy Murphy to the Human Resources Commission for four (4) year terms ending June 30, 2012. Library Board of Trustees (1 position open): Council Member Wuo nominated Scott Hettrick for appointment. Mayor Harbicht nominated Loretta Huang for appointment. Roll Call: Council Member Amundson — Scott Hettrick Council Member Chandler — Scott Hettrick Council Member Wuo — Scott Hettrick Mayor Harbicht — Scott Hettrick By unanimous vote of the City Council, Scott Hettrick was appointed to the Library Board of Trustees for a four (4) year term ending June 30, 2012. Planning Commission (1 position open): Council Member Amundson nominated Bob Baderian for reappointment. Seeing no other nominations, the City Council unanimously reappointed Bob Baderian to the Planning Commission for a four (4) year term ending June 30, 2012. Recreation and Parks Commission (2 positions open): Council Member Chandler nominated both Steven Phillipi and Craig Tom for reappointment. Seeing no other nominations, the City Council unanimously reappointed both Steven Phillipi and Craig Tom to the Recreation and Parks Commission for four (4) year terms ending June 30, 2012. Senior Citizens' Commission (2 At Large City Council Appointments and 2 Service Club Appointment positions open): Mayor Harbicht nominated Bee Hsu for reappointment to the City Council appointment At -Large Position. Council Member Wuo nominated Gene Glasco for appointment to the City Council appointment At -Large Position. Mary Harbicht nominated Mariam Carter for appointment to the City Council Appointment At -Large Position. 06 -17 -2008 50:0081 Roll Call: Council Member Amundson — Bee Hsu and Gene Glasco Council Member Chandler— Bee Hsu and Gene Glasco Council Member Wuo — Bee Hsu and Gene Glasco Mayor Harbicht — Bee Hsu and Gene Glasco By unanimous vote of the City Council, Bee Hsu was reappointed and Gene Glasco was appointed to the Senior Citizens' Commission City Council At -Large Positions for two (2) year terms ending June 30, 2010. Council Member Chandler nominated Kathy Valentine for reappointment to the Senior Citizens' Commission Assistance League Club and Ann larossi - Armenio for appointment to the Senior Citizens' Golden Age Club. Seeing no other nominations, the City Council unanimously reappointed Kathy Valentine to the Senior Citizens' Commission Assistance League Club and Ann larossi-Armenio for appointment to the Senior Citizens' Commission Golden Age Club for two (2) year terms ending June 30, 2010. 3. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES OF JUNE 3. 2008. Recommended Action: Approve I$ CITY COUNCIL ITEMS C. REGULAR MEETING MINUTES OF JUNE 3. 2008. Recommended Action: Approve N] e. ACT OF 1974. Recommended Action: Approve 06 -17 -2008 Recommended Action: Approve Recommended Action: Approve Recommended Action: Approve 50:0082 11 Recommended Action: Approve 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. Recommended Action: Approve AND ACCESSORIES IN THE AMOUNT OF $125.000. Recommended Action: Approve k. Recommended Action: Approve M. ACCEPT ALL WORK PERFORMED BY B & T WORKS INC. FOR THE SIDEWALK GAP CLOSURE PROJECT AS COMPLETE AND AUTHORIZE THE Recommended Action: Approve At the request of Council Member Amundson, Consent Calendar Item h was pulled for clarification regarding language in the City's Investment Policy that states "the Administrative Services Director and City Treasurer may delegate the authority to conduct investment transactions and to manage the operation of the investment portfolio to other specifically authorized staff members." In response to a question by Council Member Amundson regarding language in the City's Investment Policy, Financial Services Manager /City Treasurer Shannon Huang responded that giving authority to other authorized staff members to conduct investment transactions and manage the operation of the investment portfolio would only occur when the Administrative Services Director and City Treasurer are out of the office and not available. 06 -17 -2008 Recommended Action: Approve Recommended Action: Approve NOT TO EXCEED AMOUNT OF $470.000 FOR THE FISCAL YEAR 2008 -2009: AND, AUTHORIZE THE CITY MANAGER TO EXTEND THE FUEL CONTRACT 50:0083 A motion was made by Council /Agency Member Chandler, seconded by Council /Agency Member Wuo and carried on roll call vote to approve items 3.6 through 3.m on the City Council /Agency Consent Calendar. AYES: Council Member Chandler, Wuo, Amundson and Harbicht NOES: None ABSENT: Council Member Kovacic ADJOURNMENT The City Council /Redevelopment Agency adjourned this meeting at 8:25 p.m. Tuesday June 24, 2008, 6:00 p.m. in the Arcadia Police Department EOC Room, 250 W. Huntington Drive James H. Barrows, City Clerk l VI 0 Lisa Mussenden, Chief Deputy City Clerk/ Records Manager 06 -17 -2008 61 1111111 1 11 1 -T , i CITY COUNCIL /REDEVELOPMENT AGENCY ADJOURNED CONTINUED REGULAR MEETING MINUTES TUESDAY, JUNE 24, 2008 Arcadia Police Department EOC Room, 250 W. Huntington Drive CALL TO ORDER Mayor Harbicht called the Meeting to order at 6:00 p.m. ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Chandler, Wuo and Harbicht ABSENT: Council /Agency Member Kovacic STUDY SESSION PUBLIC COMMENTS (5 minutes per person) None STUDY SESSION Report, discussion and direction regarding Fiscal Year 2008 -2009 and 2009- 2010 Budgets. Don Penman, City Manager provided an overview of the May 20, 2008 Budget Study Session regarding the FY 2008 -09 preliminary budget and noted that at the conclusion of the meeting, the City Council directed staff to bring back some alternative revenue enhancements or expenditure reductions in an effort to reduce the General Fund shortfall by 3.8% or $1,804,334. He noted that a list of potential expenditure reductions and/or revenue enhancements was prepared and totals $2,834,175 which exceeds the 3.8% direction given by the City Council ana further noted that if all the alternatives were implemented, it would change the General Fund balance from a shortfall of $1,804.334 to a surplus of $1,029,841. He commented that the $2,834,175 represents expenditure reductions of $1,135,921 and revenue increases of $1,698,254. Mr. Penman noted that upon reviewing each suggested revenue enhancement and expenditure reduction with staff, his recommendation is included next to each line item; he noted that the suggested recommendations include $946,045 in new revenues and $827,702 in expenditure reductions and that not all suggested revenue enhancements and expenditure reductions were recommended. He further commented that if all recommendations were implemented, there would only be a $30,587 shortfall in the 2008 -2009 General Fund Budget; and briefly explained the reasons why all cuts and revenue increases were not being recommended. By consensus of the City Council, the following directions were given regarding suggested revenue enhancements and cost reductions to be included in the 2008 -2009 General Fund Budget in additional to those recommended by the City Manager. Potential Revenue Enhancements and Cost Reductions 1. City Manager Office - reduce the brochures account $5,300; 2. General City - eliminate $30,000 for coyote management; 3. Fire Department — Implement new service fees for various annual inspections - $237,600; 06 -24 -2008 50:0085 Library and Museum Services - reduce library materials budget by $14,000 (not $26,000 as recommended); Library — increase internet guest pass fee from the recommended $1.00 to $2.00. The City Council directed the Recreation and Community Services Director to evaluate the expense of $23,000 for keeping the library open at the high school. Mr. Penman discussed the Capital Improvement Plan and recommends the elimination of the residential streets rehabilitation program which would mean Lucile Street would be rehabilitated in 08 -09 because there would not be enough Gas Tax Funds over the next two years to fund the project; add the construction of a retaining wall on the access road to Wilderness Park for $450,000; add improvement drainage off of Santa Anita Canyon Road into an existing culvert for $100,000 and reduce the Library Facility Improvements from $60,000 to $50,000. He noted that the City received a request to contribute $10,000 out of a total of $25,000 to construct another ball field at Camino Grove School which was not included in the proposed CIP. The City Council agreed to those changes recommended by the City Manager including the ball field project. Mr. Penman reported that there is a total of $2,895,420 for new equipment in FY 2008 -09 of which $1,765,420 would be funded by the Equipment Replacement Fund and the balance from the Water, Air Quality Management District, Transit and Narcotics Seizure Funds; and the Equipment Replacement reserve at the beginning of FY 2008 -09 is projected at $6,285,000; with the proposed expenditures the balance would be reduced to $4,645,580. ADJOURNMENT The City Council /Redevelopment Agency adjourned this meeting at 9:00 p.m. Tuesday July 1, 2008, 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. James H. Barrows, City Clerk Lisa Mussenden, Chief Deputy City Clerk/ Records Manager 06 -24 -2008 CITY COUNCIL /REDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, JULY 1, 2008 CALL TO ORDER Mayor Harbicht called the Meeting to order at 6:00 p.m. ROLL CALL OF CITY COUNCILIREDEVELOPM ENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Kovacic, Wuo and Harbicht ABSENT: Council /Agency Member Chandler A motion was made by Council /Agency Member Kovacic seconded by Council /Agency Member Wuo to excuse Council /Agency Member Chandler. CLOSED SESSION PUBLIC COMMENTS (5 minutes per person) None CLOSED SESSION a. Pursuant to Government Code Section 54956.8 conference with real property negotiators: Property: Arcadia Par 3 Golf Course (620 E. Live Oak Avenue, Arcadia) City Negotiators: Assistant City Manager /Public Works Services Director and City Attorney Negotiating Parties: City of Arcadia and American Golf Course Corporation (Paul Ballam and Scott Thompson, Esq.) Under Negotiation: Price and Terms of Payment Pursuant to Government Code Section 54956.9(c) to confer with legal counsel regarding potential litigation —one (1) case. RECONVENE CITY COUNCIL /REDEVELOPMENT AGENCY MEETING TO OPEN SESSION Mayor Harbicht convened the Regular Meeting at 7:00 p.m. in the Council Chamber. INVOCATION Reverend Jolene Cadenbach, Arcadia Congregational Church PLEDGE OF ALLEGIANCE Sara Somogyi, Director of Recreation & Community Services 07 -1 -2008 50:0087 ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Kovacic, Wuo and Harbicht ABSENT: Council /Agency Member Chandler A motion was made by Council /Agency Member Wuo seconded by Council /Agency Member Kovacic to excuse Council /Agency Member Chandler. 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 the two (2) items listed on the posted agenda and no reportable action was taken. 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 A motion was made by Council /Agency Member Amundson, seconded by Council /Agency Member Wuo and carried on roll call vote to read all ordinances and resolutions by title only and waive the reading in full. PRESENTATIONS a. Presentation to Sharon Wong, Arcadia resident, recipient of CVS Broadcasting Scholarship by US Pan Asian American Chamber of Commerce and Education Foundation. b. Presentations to outgoing Members and Administration of the Oath of Office to newly appointed Board and Commission Members. PUBLIC HEARING REDEVELOPMENT AGENCY ITEMS: 21 EXPENDITURES FROM THE FUNDS INDICATED. Recommended Action: Adopt City Manager Don Penman provided an overview and presentation of the Redevelopment Agency and City Budget; he discussed the various revisions made by all departments, expense reductions, revenue enhancements, general fund estimated revenues by source, general fund department summary, general fund expenditure summary, five year Capital Plan, including the final proposed budget amounts. He reported that at the May 20, 2009 study budget session, the City Council directed staff to come up with possible spending cuts and /or revenue enhancements that would eliminate a potential General Fund shortfall of $1,807,334 which represented 3.8% of the General Fund balance. He then provided a summary of the second budget study session on June 24, 2008 where staff provided a list of possible cuts and revenue increases which totaled $2,834,175. The City Council reviewed and discussed each option and 07 -1 -2008 •1 liii approved those spending cuts and /or revenue enhancements suggested by the City Manager to include in the proposed General Fund budget, except the City Council reduced the brochures amount in the City Manager's office budget by $5,300, eliminated the coyote management program in the amount of $30,000, implemented new service fees for various annual fire department inspections which could generate $237,600, reduced the library materials budget by $14,000 instead of the $26,000 recommended and increased the internet guest fee from the recommended $1.00 to $2.00. Mr. Penman noted that with the changes and other recommendations by the City Council, the fiscal year 2008 -2009 General Fund Budget will have a positive balance of $236,892. Chairman Harbicht opened the public hearing. A motion to close the public hearing was made by Agency Member Kovacic, seconded by Agency Member Wuo and seeing no further objection, the Chairman declared the public hearing closed. A motion was made by Agency Member Kovacic, seconded by Agency Member Wuo and carried on roll call to adopt Resolution No. ARA -227 adopting a budget for fiscal year 2008 -2009 and appropriating the amounts specified therein as expenditures from the funds indicated. AYES: Agency Member Kovacic, Wuo, Amundson and Harbicht NOES: None ABSENT: Agency Member Chandler CITY COUNCIL ITEMS: b. CONSIDERATION OF ADOPTION OF THE FOLLOWING RESOLUTIONS RELATED TO THE 2008 -2009 FISCAL YEAR BUDGET: ADOPT RESOLUTION NO. 6634 ADOPTING A BUDGET FOR FISCAL YEAR 2008 -2009. Recommended Action: Adopt ADOPT RESOLUTION NO. 6635 ADOPTING A CAPITAL IMPROVEMENT AND EQUIPMENT PLAN FOR FISCAL YEARS 2008 -2009 THROUGH 2012 -2013. Recommended Action: Adopt A motion was made by Council Member Wuo, seconded by Council Member Amundson and carried on roll call to adopt Resolution No. 6634 adopting a budget for fiscal year 2008 -2009 and appropriating the amounts specified therein as expenditures from the funds indicated. AYES: Council Member Wuo, Amundson, Kovacic and Harbicht NOES: None ABSENT: Council Member Chandler A motion was made by Council Member Wuo, seconded by Council Member Kovacic and carried on roll call to adopt Resolution No. 6635 adopting a Capital Improvement and Equipment Plan for Fiscal Years 2008 -2009 through 2012 -2013. 07 -1 -2008 1 11:• AYES: Council.Member Wuo, Kovacic, Amundson and Harbicht NOES: None ABSENT: Council Member Chandler Mayor Harbicht commended City Manager Don Penman and staff for presenting a thorough and professional budget. City Manager Don Penman also thanked the staff, Shannon Huang, Financial Services Manager and thanked Mike Yelton for doing a great job in filling in as Interim Administrative Services Director. PUBLIC COMMENTS Scott Hettrick appeared on behalf of the Historical Museum Commission and invited the City Council and staff to attend the third marker dedication of the first Arcadia City Hall on July 13, 2008 at First and Huntington Drive and at the request of the Mayor, explained what "Arcadia's First" is about. REPORTS FROM THE MAYOR, CITY COUNCIL AND CITY CLERK Council Member Kovacic asked City Manager Penman to provide an update on the MTA hearing that he attended last week with staff. In response to Council Member Kovacic's inquiry, Mr. Penman reported that at the hearing, it was hoped that the MTA Board would make some determinations concerning the long range transportation plan which would determine which projects would be funded and unfunded such as the Gold Line; he noted that there is a proposal to go before the voters on the November ballot for a half cent sales tax which would fund additional transportation improvements countywide and the issue was whether to proceed with the approval of the long range transportation plan now or wait to see if the half cent sales tax gets on the ballot and approved by the voters; he noted that the half cent sales tax can generate up to 40 billion dollars over 30 years for additional projects; he noted that the hearing was continued until after the November election. Council Member Kovacic provided some additional comments regarding the MTA hearing; and wished everyone a Happy Fourth of July and encouraged everyone to attend the City of Sierra Madre Fourth of July parade. Mayor Pro Tem Amundson announced that the Historical Museum will be honoring Arcadia Fire Fighters at a "Fearless Fighters" event on July 12` from noon to 2 where they will be sharing stories and special equipment; he shared a reading from Dwight Eisenhower and Thomas Jefferson; and encouraged everyone to take time and celebrate what America stands for. Council Member Wuo wished everyone a happy Fourth of July; he announced the summer concerts will begin on July 10 and encouraged residents to attend; he noted that last Friday the City Council attended Dr. Mimi Hennesey's reception at the home of Lori and Steve Phillipi and announced that Joel Shawn will be the new superintendent of the Arcadia Unified School District. City Clerk Barrows had nothing to report. 07 -1 -2008 50:0090 Mayor Harbicht had nothing to report but noted that Joan Ycavonne presented a late speaker card and would allow her to speak at this time. Joan Yacovone appeared and spoke regarding the expansion of Arcadia Transit service to the residents of Michillinda Park area. 2. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: Ell Recommended Action: Adopt CITY COUNCIL ITEMS P.7 Recommended Action: Adopt C. Recommended Action: Adopt e. f Recommended Action: Approve 07 -1 -2008 Recommended Action: Approve Recommended Action: Approve 50:0091 a REPLACEMENT OF PARAMEDIC FIELD SUPPLIES UTILIZED DURING EMERGENCY MEDICAL TREATMENT FOR FISCAL YEAR 2008 -2009 IN THE AMOUNT NOT TO EXCEED $45,000. Recommended Action: Approve h. Recommended Action: Approve Recommended Action: Adopt Council Member Amundson requested that Consent Calendar Item 2.h. be pulled for discussion A motion was made by Council /Agency Member Kovacic, seconded by Council /Agency Member Wuo and carried on roll call vote to approve items 2.a through 2.g, 2.i and 2.j on the City Council /Agency Consent Calendar. AYES: Council Member Kovacic, Wuo, Amundson, and Harbicht NOES: None ABSENT: Council Member Chandler In response to questions raised by Council Member Amundson regarding, Consent Calendar Item 2.h, City Manager Don Penman explained the reason for the new classification and compensation change for the Recreation Specialist position. A motion was made by Council /Agency Member Kovacic, seconded by Council /Agency Member Wuo and carried on roll call vote to approve item 2.h on the City Council /Agency Consent Calendar. AYES: Council Member Kovacic, Wuo and Harbicht NOES: Council Member Amundson ABSENT: Council Member Chandler 3. CITY MANAGER a. ADOPT RESOLUTION NO. 6633 ADOPTING A REVISED CITY OF ARCADIA COMMUNITY CENTER USE POLICY AND FEE SCHEDULE. Recommended Action: Adopt 07 -1 -2008 COUNCIL MEETINGS DURING FISCAL YEAR 2008 -2009. Recommended Action: Approve 50:0092 Sara Somogyi, Director of Recreation and Community Services provided the staff report regarding the use of the Community Center and the hours of operation dedicated to "senior use" and "general public' use; she noted that the current Community Center Use Policy designates senior use Monday through Friday from 8am to 4pm and the general public after 4pm and on weekends. She reported that a request has been made to use the Community Center for classes currently being held at the Historical Museum that are not conducive to take place at that location because of the nature of the classes and explained that the type of classes being held at the Museum bring in elements that could potentially cause damage to the artifacts; and noted that if a suitable location for the classes is not found, the classes would have to be cancelled and could be a potential loss to the City of approximately $3,000 in revenue each year. City Attorney Steve Deitsch recommended that the Community Center Use Policy be revised to "Any exception must be approved by the Senior Citizens' Commission, subject to appeal by any interested person to the City Council upon payment of an appeal fee established by resolution of the City Council." A motion was made by Council /Agency Member Harbicht, seconded by Council /Agency Member Wuo and carried on roll call vote to adopt Resolution No. 6633 adopting a revised City of Arcadia Community Center Use Policy and Fee Schedule. AYES: Council Member Harbicht, Wuo, Amundson and Kovacic NOES: None ABSENT: Council Member Chandler b. REPORT AND DIRECTION REGARDING THE HISTORICAL MUSEUM COMMISSION MEMBERSHIP. Recommended Action: Provide Direction Don Penman, City Manager reported that on June 17, 2008, the City Council made two of four appointments to the Historical Museum Commission and held two appointments over until a decision was made whether it was the desire of the City Council to reduce the size of members from 7 to 5. A motion was made by Council /Agency Member Harbicht to reduce the number of members on the Historical Museum Commission to 5 members; that the City Council shall appoint 2 members, the Historical Museum shall suggest 2 members and the Library Board shall suggest 1 member; the motion died for lack of a second. C. REGARDING ARCADIA PAR 3 GOLF COURSE. Recommended Action: Approve City Attorney Steve Deitsch reported that the City's current contract with American Golf Corporation expires June 30, 2008 and that staff is currently evaluating competing proposals for a new lease and operating agreement from potential golf management firms, including American Golf Corporation; he recommended that while staff evaluates the proposals, the City enter into a 3 month extension with American Golf Corporation for the period of July 1 through September 30 and explained the provisions of the lease extension. 07 -1 -2008 50:0093 Pat Malloy, Assistant City Manager /Public Works Services Director provided a brief update regarding the contract extension; he noted that the 3 months will also allow the City additional time to review the proposals submitted from potential golf management firms and to evaluate the proposal submitted by Kare Youth League. A motion was made by Council /Agency Member Kovacic, seconded by Council /Agency Member Wuo and carried on roll call vote to authorize the City Manager to execute a three (3) month lease extension with American Golf Corporation for the management of operations and maintenance of the Arcadia Par 3 Golf Course. AYES: Council Member Kovacic, Wuo, Amundson and Harbicht NOES: None ABSENT: Council Member Chandler d. REPORT AND DIRECTION REGARDING POSSI EXPANSION BY ARCADIA TRANSIT. Recommended Action: Provide Direction Phil Wray, Deputy Director of Development Services reported that a few months ago a request (from Ms. Joan Yacovone) was received by the City to extend Arcadia Transit services outside the city limits; he further reported that Ms. Yacovone's mother, who is 96 years old, resides in Michillinda Park and is a frequent visitor of the Arcadia Community Center; he noted that Michillinda Park is located in the Los Angeles County unincorporated portion of Arcadia and is 1 block outside the City limits. He provided background information regarding the City's Dial -A- Ride program and the City's policy; and noted that extending transit services outside the City limits may add to operating costs depending on the scope of the expansion; average cost per passenger which the City subsidizes each ride; and noted that the City receives Proposition A and C Local Return funds based on a per capita (of residents) formula as opposed to per passenger and the cost of transporting non - Arcadia residents would not be compensated through Proposition A and C funds. It was the consensus of the City Council that the current policy remain in effect. ADJOURNMENT The City Council /Redevelopment Agency adjourned this meeting at 9:20 p.m. to Tuesday, July 15, 2008, 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. James H. Barrows, City Clerk LL By: Lisa Mussenden, Chief Deputy City Clerk/ Records Manager 07 -1 -2008 ORDINANCE NO. 2243 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING VARIOUS SECTIONS OF ARTICLE III, CHAPTER 9 OF THE ARCADIA MUNICIPAL CODE CONCERNING FALSE SECURITY ALARMS THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: SECTION 1. Sections 3901 subsection E, 3906, 3906.1 and 3907 of Chapter 9 of Article III of the Arcadia Municipal Code are hereby amended in their entirety to read as follows: "3901 (E). "Security alarm user" is any person using a security alarm system at his /her residence or place of business. This includes any person inside the residence or business with permission. 3906. APPROVAL OF SECURITY ALARM SYSTEMS /COMPLIANCE WITH STANDARDS. No person shall install any security alarm system without the prior approval of the City's Business License Officer of his/her designee after review by the police and other city departments as deemed necessary by the Business License Officer to assure compliance with the security alarm system standards as established by the City and without first making payment to the City of the 1 established annual (365 days) alarm permit fee, as set by resolution of the City Council from time to time. 3906.1. COMPLIANCE WITH REGULATIONS. Whenever it is determined that a security alarm user has failed to meet any of the standards of this Chapter or related resolutions or regulations adopted by the City, the City's Business License Officer is authorized to direct in writing that the user of that security alarm system disconnect the system until it is made to comply with said requirements. Failure to comply with this direction shall constitute a misdemeanor. Any alarm company that continues to report the activation of an ordered disconnected or unpermitted alarm to the Police Department shall be in violation as well, and any such violation shall constitute a misdemeanor. It shall be a violation of this Code for any alarm company to report activation from an unpermitted alarm in the city, and any such violation shall constitute a misdemeanor. 3907. FALSE SECURITY ALARM COST ASSESSMENT /GRACE PERIOD. Any person or business having a security alarm system which results in an Arcadia Police Department response in which the security alarm proves to be a false security alarm, shall pay a cost assessment fee to the City of Arcadia as established from time to time by resolution of the City Council. There will be no penalty assessment for any false security alarms that occur within thirty (30) 2 calendar days of the initial completed installation of a new security alarm system. A false security alarm cost assessment shall be paid to the City after three (3) false security alarms have been received from any one (1) source from any one (1) security alarm system, in accordance with the following schedule: A. The first (1st) and second (2 false security alarms in any consecutive three hundred sixty-five (365) day period will incur no cost assessment. B. For the third (3` false security alarm in any consecutive three hundred sixty-five (365) day period, there will be a cost assessment as set forth by resolution of the City Council. C. For the fourth (4 false security alarms in any consecutive three hundred sixty -five (365) day period, there will be a higher cost assessment than the third false alarm assessment, as set forth by resolution of the City Council. D. For the fifth (5 and all subsequent false security alarms in any consecutive three hundred sixty-five (365) day period, there will be a higher cost assessment than the fourth false alarm assessment, as set forth by resolution of the City Council. E. Notwithstanding any provisions herein to the contrary, for each false security alarm which specifically signals a robbery or panic alarm regardless of any other crime, there shall be a cost assessment as set forth by resolution of the City Council, commencing with the second (2 false security alarm in any 3 consecutive three hundred sixty -five (365) day period. After one (1) "robbery" or "panic" false security alarm, the City shall issue a warning notice to the security alarm user. As set forth in Penal Code Section 211, "robbery" means the felonious taking of personal property in the possession of another, from his person or immediate presence, and against his will, by means of force or fear. The purpose of Section 3907 is, in part, to assure that assessment shall apply to any person or business whose security alarm system results in at least three (3) false security alarms or two (2) robbery or panic alarms within any consecutive three hundred sixty-five (365) day period. Any false security alarm within any three htmdred sixty-five (365) day period shall be counted as part of the calculation of cost assessments set forth by Resolution of the City Council. Accordingly, a person cannot be cleared of any false security alarms in this determination, unless that person's security alarm system does not register any false security alarms for at least three hundred sixty-five days (365) consecutive days." SECTION 2. The City Clerk shall certify the adoption of this Ordinance and shall cause a copy of the same to be published in the official newspaper of the City of Arcadia within fifteen (15) days after its adoption. This Ordinance shall take effect on the thirty-first (31 day following its adoption. [SIGNATURES ON NEXT PAGE] M Passed, approved and adopted this ATTEST: City Clerk of the City of Arcadia APPROVED AS TO FORM: Stephen P. Deitsch City Attorney day of 11: Mayor of the City of Arcadia l `t ® STAFF REPORT Police Department DATE: May 20, 2008 TO: Mayor and Members of the City Council FROM: Robert P. Sanderson, Chief oli ��fnCl/ By: Brian Ortiz, Sergea /r Nancy Chik, Manag en aly SUBJECT: Ordinance No 2243 Amending Various Sections of Article III, Chanter 9 of the Arcadia Municipal Code Concerning False Security Alarms Recommendation: Introduce SUMMARY The Police Department requests amendment to sections 3901, 3906, 3906.1., and 3907 of Article III, Chapter 9 of the Arcadia Municipal Code concerning false security alarms. These amendments will clarify who is responsible for alarm activations, establish an annual (365 days) permit fee to operate an alarm in the City, and will hold any alarm company that services a non - permitted or ordered disconnected alarm liable for a misdemeanor charge. These amendments will also change the grace period of allowable alarms and make false "panic" alarms chargeable activations. BACKGROUND The Arcadia Police Department responded to more than 2,700 alarm activations during 2007, 97% (2,619) of which were false. Each burglary and robbery alarm is a high priority incident requiring immediate deployment of at least two patrol officers. These false alarms negatively influence the overall safety of the community by diverting officers from actual emergencies and other legitimate calls for service and patrol activities. The City has an ordinance dealing with security alarm systems, the required permits, a process for assessing penalties for nuisance locations, and criminal prosecution if necessary. Residences and businesses with a security system used for deterring burglaries are allowed 3 false alarms over a 365 -day period, starting with the first alarm with no penalty assessment. The fourth and subsequent alarms in the 365 -day period can be assessed a penalty that increases with each false alarm. In November 2005, the City Council adopted a resolution to establish a fee for excessive false alarms and set the current grace period for false alarms. DISCUSSION In reviewing the ordinance pertaining to false alarm fees and processing, it is apparent that the fees charged for false alarm responses are too low and the false alarm activations are still too excessive. Some repeat offenders have as many as 19 violations in a 365 -day period, while the average repeat offender (with 4 or more) averages 6 to 7 false alarm activations. It also appears that the City is allowing too many "grace period" alarms as many repeat warning letters are sent out annually, and the wasted police response to three alarms before any action is taken has become a drain on Department resources. An average of 15 warning letters are sent out per month, indicating that officers have already responded to the same location 3 times for false alarm activations. Officers currently respond to about seven false alarm calls each day, spend over half an hour on each call, which equates to almost four hours of wasted time. The City does not currently charge an assessment for false "panic" alarm activation, even though the response from the Police Department is the same as that of a robbery alarm, for which there is a charge. It is also clear that an annual alarm registration fee would help keep owner registration information current and assist with the tracking of serviced alarms in the City. The City should be able to recoup reasonable fees for services and to encourage residents and business owners to properly maintain their alarm systems. Because fee assessments may be periodically be reviewed and adjusted by resolution of the City Council, it is recommended that the fees be increased at this time. It is also recommended that a registration fee be charged annually and that the grace period be reduced to limit the number of false security alarm responses by the Police Department. The proposed amendments will read as follows "3901. DEFINITIONS E. "Security alarm user" is any person using a security alarm system at his/her residence or place of business. This includes `any person inside the residence or business with permission." "3906. APPROVAL OF SECURITY ALARM SYSTEMS/ COMPLIANCE WITH STANDARDS No person shall install any security alarm system without the prior approval of the City's Business License Officer or his/her designee after review by the Police and other City Departments as deemed necessary by the Business License Officer to assure compliance with the Security Alarm System Standards as established by the City and without first making payment to the City of Arcadia the established annual (365 days) alarm permit fee, as set by resolution of the City Council from time to time:' "3906.1. COMPLIANCE WITH REGULATIONS. Whenever it is determined that a security alarm user has failed to meet any of the standards of this Chapter or related resolutions or regulations adopted by the City, the City's Business License Officer is authorized to direct in writing that the user of that security alarm system disconnect the system until it is made to comply with said requirements. Failure to comply with this direction shall constitute a misdemeanor. Any alarm company that continues to report the activation of an ordered disconnected alarm to the Police Department shall be in violation as well, and any such violation shall constitute a misdemeanor. It shall be a violation of this Code for any alarm company any alarm company to report activation from an unpermitted alarm in the City, and any such violation shall constitute a misdemeanor." "3907. FALSE ALARM COST ASSESSMENT /GRACE PERIOD. Any person or business having a security alarm system which results in an Arcadia Police Department response in which the security alarm proves to be a false security alarm activation, shall pay a cost assessment fee to the City of Arcadia as established from time to time by resolution of the City Council. There will be no penalty assessment for any false security alarms that occur within thirty (30) calendar days of the initial completed installation of a new security alarm system. A false security alarm cost assessment shall be paid to the City after three (3) false security alarms have been received from any one (1) source from any one (1) security alarm system, in accordance with the following schedule: A. The first (1") and second (2 false security alarm in any consecutive three hundred and sixty -five (365) day period will incur no cost assessment. B. For the third (3` false security alarm in any consecutive three hundred and sixty -five (365) day period, there will be a cost assessment as set forth by resolution of the City Council. C. For the fourth (4 false security alarm in any three hundred and sixty - five (365) day period, there will be a higher cost assessment than the third false alarm assessment as set forth by resolution of the City Council. D. For the fifth (5t') and subsequent false security alarms in any three hundred and sixty -five (365) day period, there will be a higher cost assessment than the fourth false alarm assessment, as set forth by resolution by the City Council. E. Notwithstanding any provisions herein to the contrary, for each false security alarm which specifically signals a robbery or panic alarm, regardless of any other crime, there shall be a cost assessment as set forth by resolution of the City Council, commencing with the second false security alarm in any consecutive three hundred and sixty -five (365) day period. After one (1) "robbery" or "panic" false security alarm, the City shall issue a warning notice to the security alarm user. As set forth by Penal Code Section 211, "robbery" means the felonious taking of personal property in the possession of another, from his person or immediate presence, and against his will, by means of force or fear. The purpose of this Section 3907 is, in part, to assure that assessments shall apply to any person or business whose security alarm system results in at least three (3) false security or two (2) robbery/panic alarms within any consecutive three hundred and sixty- five (365) day period. Any false security alarm within any three hundred and sixty -five (365) day period shall be counted as part of the calculation of cost assessments set forth by Resolution of the City Council. Accordingly, a person cannot be cleared of any false security alarms in this determination, unless that person's security alarm system does not register any false security alarms for at least three hundred and sixty -five (365) consecutive days." FISCAL IMPACT The Department intends to contract with an outside vendor to administer and handle all billing services for false alarm violations. With the new false alarm fees and grace period changes to be established by Resolution and the cost of a new outside vendor, the City anticipates an annual revenue increase of $125,000 and a reduction in Police Department responses to false alarms. RECOMMENDATION Introduce Ordinance No. 2243 amending various sections of Article III, Chapter 9 of the Arcadia Municipal Code Concerning False Security Alarms. Approved: --T R1 Don Penman, City Manager 1 a • O Library and Museum Services Department July 15, 2008 TO: Mayor and City Council FROM: Janet Sporleder, Library and Museum Services Director By Dana Dunn, Museum Curator SUBJECT: Gifts in memory of Charles Glib to the Ruth and Charles Glib Arcadia Historical Museum totaling $19,635.00 Recommendation: Accept the donation SUMMARY As of July 1, 2008, one hundred and six (106) individuals, families and businesses have donated a total of $19,635.00 to the Ruth and Charles Gilb Arcadia Historical Museum in memory of Charles Glib. Charles Gilb was an integral leader in the history of the City of Arcadia, serving as Mayor of Arcadia for four terms. He led an active role in the Produce Industry in Southern California and the United States. He served in various associations and organizations over his lifetime and contributed to the community in education and business. Highly esteemed by his peers and community members, he received many awards for his civic service and commitment to the City of Arcadia. Mr. Gilb died on May 18, 2008. It was the wish from Ruth and Charles Gilb and their family that donations in his memory should go to the Arcadia Museum, which was named in their honor. Ruth and Charles Gilb were major contributors in the construction of Arcadia's Museum structure, which was opened in 2001. FISCAL IMPACT There is no fiscal impact to the City's budget. The funds will be expended per direction of the Historical Museum Commission. Accept the donations totaling $19,635.00 to the Ruth and Charles Gilb Arcadia Historical Museum in memory of Charles Glib from members of the community. APPROVED: J ' �p Donald Penman, City Manager A ryv l: 111 °��• °fN°�� STAFF REPORT Public Works Services Department DATE: July 15, 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Director ' P' I Prepared by: Tom Tait, Deputy Public Works Services Director Craig Clark, Utilities Superintendent SUBJECT: SUMMARY The disinfection of drinking water by public water agencies is essential to eliminating water quality problems. In December 2006, the Utilities Section removed all chlorine gas injection systems at the well sites and replaced them with liquid sodium hypochlorite solution to treat the water pumped from the underground basins. This method of treatment is most appropriate for Arcadia's water quality conditions and alleviates some of the safety concerns associated with storing and using gaseous chlorine. Staff recommends that the City Council award a purchase order to Waterline Technologies, Inc. for the purchase of sodium hypochlorite to disinfect the City's domestic water supply in the amount of $45,000. DISCUSSION Chlorination is an accepted method of water treatment for domestic water supplies as specified by the water purveyors permit issued by the California Department of Public Health. The City of Arcadia has used gaseous chlorine to disinfect the City's drinking water supply pumped from underground basins. However, chlorine gas is toxic and corrosive. For this reason, as part of a Capital Improvement Project, the Utilities Section removed all chlorine gas injection systems at the well sites and replaced them with liquid sodium hypochlorite solution in December 2006. Liquid sodium hypochlorite (commonly referred to as chlorine bleach) is much less toxic than gaseous chlorine and has the same effect and residual protection as chlorine gas. Page 1 of 2 Recommendation: Approve Mayor and City Council July 15, 2008 Notice of inviting bids was published in the adjudicated paper and bid packages were acquired by area vendors. The City Clerk publicly opened four (4) sealed bids on June 18, 2008 with the following results: FIRM LOCATION BID AMOUNT Waterline Technologies, Inc. Santa Ana, CA $1.39/gal Basic Chemical Solutions Santa Fe Springs, CA $1.50 /gal Sierra Chemical Sparks, NV $2.76/gal Olin Chlor Alkali Products Walnut Creek, CA Declined to Bid Staff has reviewed the bid documents for content and investigated the vendors' background. The lowest responsible bidder is Waterline Technologies, Inc. Based on review of the bids received, staff recommends that the City Council award a purchase order to Waterline Technologies, Inc. for the purchase of sodium hypochlorite to disinfect the City's domestic water supply in the amount of $45,000. FISCAL IMPACT Sufficient funds have been budgeted in the FY 2008 -09 Water Fund for the purchase of sodium hypochlorite. RECOMMENDATION Award a purchase order to Waterline Technologies, Inc. for the purchase of sodium hypochlorite to disinfect the City's domestic water supply in the amount of $45,000. Approved by: Pe- � Donald Penman, City Manager PM:TT:CC Page 2 of 2 STAFF REPORT Public Works Services Department DATE: July 15, 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Direct 6 Prepared by: Tom Tait, Deputy Public Works Services Director Lubomir Tomaier, Principal Civil Engineer SUBJECT: SUMMARY According to the Los Angeles Regional Water Quality Control Board ( LARWQCB), the Los Angeles River is polluted with trash primarily through storm water runoff from municipal storm drains. In January 2001, the LARWQCB adopted a Trash Total Maximum Daily Loads (TMDL) which requires municipalities to ensure zero trash will enter the storm water collection system. The City of Arcadia is mandated to comply with the TMDL as part of the National Pollutant Discharge Elimination System (NPDES) storm water permit. There are 261 City owned catch basins in the City. Due to the implementation cost of the Trash TMDL, installation of catch basin inserts for the entire City will be completed over the next three (3) fiscal years. Advanced Solutions is the sole source provider for the patented StormTek catch basin insert that has been certified as a full capture device by the LARWQCB. Staff is recommending that the City Council authorize the sole source purchase of 75 catch basin inserts to capture trash and debris to be in compliance with the Trash TMDL in the amount of $69,375 from Advanced Solutions. BACKGROUND The Los Angeles River is a 51 mile flood control channel that runs through the City of Los Angeles and surrounding municipalities in Los Angeles County and flows into the Pacific Ocean. The Los Angeles River has been experiencing the serious Page 1 of 3 ADVANCED SOLUTIONS Recommendation: Approve Mayor and City Council July 15, 2008 environmental problem of litter discharged from municipal storm drains. Consequently, the LARWQCB adopted the Trash TMDL, which sets a zero trash discharge within a multi -year implementation period to ameliorate the pollution problem. The Los Angles River Trash TMDL implementation schedule requires the City to reduce the amount of trash in the storm drain system by 60% by September 30, 2008 to "zero" trash by September 30, 2014. Public Works has included the catch basin inserts project as part of the Capital Improvement Program for the next three (3) years to be in complete compliance by 2011. DISCUSSION The Trash TMDL mandate allows cities to use a variety of compliance methods to prevent litter and debris from entering storm water catch basins. Staff has chosen to use a full capture system that is deemed in full compliance with the LARWQCB. The device is a full capture catch basin insert that is installed inside of the storm drain. The catch basin insert will filter out trash and debris as water passes through the catch basin. Advanced Solutions is the sole source provider for the patented StormTek catch basin insert that has been certified as a full capture device by the LARWQCB. The StormTek catch basin is a unique device that has a removable mounting, structural support of the screen and overflow grate that maximizes trash capture within the catch basin before it can be discharged. This feature allows the continual flow of storm water and urban runoff into the storm drain system without flooding the catch basin. The size of the insert does not depend on the length of the catch basin, thereby reducing capital costs associated with the traditional screens over storm drain catch basins. Advanced Solutions is the only vendor and contractor that has the rights to install this device which will enable the City of Arcadia to be in compliance with the Los Angeles River Trash TMDL. Therefore, staff is recommending that the City Council authorize the sole source purchase of 75 catch basin inserts to capture trash and debris to be in compliance with the Trash TMDL in the amount of $69,375 from Advanced Solutions. ENVIRONMENTAL IMPACT This project is categorically exempt per Section 15302 (c) replacement from the requirements of the California Environmental Quality Act. FISCAL IMPACT Sufficient funds are budgeted in the 2008/2009 Capital Improvement Program Budget under the Trash Total Maximum Daily Load (TMDL) Facility project. Page 2 of 3 Mayor and City Council July 15, 2008 RECOMMENDATION Approve a sole source purchase of 75 catch basin inserts to capture trash and debris to be in compliance with the Trash TMDL in the amount of $69,375 to Advanced Solutions. Approved by: J pe-,, Donald Penman, City Manager PM:TT:LT Page 3 of 3 z DATE: July 15, 2008 STAFF REPORT Public Works Services Department TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Director i Prepared by: Tom Tait, Deputy Public Works Services Director Dave Thompson, Street Superintendent SUBJECT: AWARD A PURCHASE ORDER TO UNITED RENTALS FOR THE $43,782.80 Recommendation: Approve SUMMARY Staff is recommending that the City Council award a purchase order contract to United Rentals for one (1) 2008 asphalt roller with trailer for the Public Works Services Department in the amount of $43,782.80. Funds in the amount of $45,000 are budgeted for this acquisition in the 2007 -08 Equipment Replacement Fund. DISCUSSION The 2007 -08 Equipment Replacement Fund provides for the replacement of one (1) asphalt roller for the Public Works Services Department. This roller will be used in conjunction with street repairs for the Public Works Services Department. The new roller and trailer will replace one (1) 1988 asphalt roller. The 1988 asphalt roller meets the hours of service, age and /or maintenance requirements of the City's vehicle replacement policy and has been included in the 2007 -08 Equipment Acquisition Program. A notice inviting bids was sent to four (4) equipment companies and was published in the adjudicated paper. As advertised, the City Clerk publicly opened the sealed bids on June 16, 2008, with the following results: Page 1 of 2 Mayor and City Council July 15, 2008 Bidder Location Amount United Rentals Baldwin Park $43,782.80 D3 Equipment Santa Fe Springs $49,560.00 Multiquip Carson No Bid Wesco Equipment Torrance No Bid Staff has determined that United Rentals is a qualified company and the piece of equipment being purchased meets City specifications. Public Works Services has also demoed this piece of equipment and the maintenance workers reported that the Wacker asphalt roller was of exceptional quality and would be an asset to their job performance. Therefore, staff recommends that the City Council award a purchase order to United Rentals for one (1) 2008 asphalt roller with trailer for the Public Works Services Department in the amount of $43,782.80. FISCAL IMPACT Funds in the amount of $45,000 have been budgeted in the 2007 -08 Equipment Replacement Fund for the purchase of this vehicle. RECOMMENDATION 1. Approve the purchase of one (1) 2008 Wacker asphalt roller and trailer for the Public Works Services Department from United Rentals in the amount of $43,782.80 2. Authorize the Purchasing officer to issue a Purchase Order for this acquisition. Approved by: '5)tyv 4� ?`^� Donald Penman, City Manager PM:TT:jb Page 2 of 2 tiNr e. nn @Unit y °{ STAFF REPORT Public Works Services Department DATE: July 15, 2008 TO: Mayor and City Council FROM: Pat Malloy,'Assistant City ManagerlPublic Works Services Direct r Prepared by: Tom Tait, Deputy Director of Public Works Services Dave Thompson, Street Superintendent SUBJECT: SUMMARY On July 1, 2003, the City Council approved a one (1) year agreement with Traffic Operations, Inc. for $74,646 to perform citywide street striping and pavement marking services. Traffic Operations, Inc. is reaching the end of their forth (4) contract extension and has submitted a written offer to extend the existing contract for an additional one (1) year. The contractor's offer of extension reflects a 2.0% Cost of Living Adjustment (COLA) to help offset the increasing cost of fuel and operations. All other conditions of the agreement will remain in effect. To ensure that the City continues to receive the outstanding service provided by the contractor, staff recommends that the City Council approve a one (1) year contract extension in the amount of $79,000 to Traffic Operations, Inc. for street striping and pavement marking services. DISCUSSION The existing street striping and pavement marking program includes annual striping on all major arterial streets. Collector streets are painted once every two (2) years and commercial streets once every three (3) years. Residential streets are scheduled once every three (3) years. Additionally, all yellow school markings will continue to be painted annually in August before school begins. Miscellaneous striping, service requests, and areas requiring more frequent painting will be handled on an as- needed basis. Page 1 of 2 Recommendation: Approve Mayor and City Council July 15, 2008 The current agreement provides for one (1) year contract extensions. Traffic Operations, Inc. is currently approaching the end of their contract and has submitted a written offer to extend the term of this contract for an additional one (1) year in accordance with the existing agreement and the consideration of a 2.0% COLA increase due to the rising cost of gas. The offer indicates no other changes in compensation or conditions of the existing agreement. Staff believes that the one (1) year extension would be beneficial to the City, resulting in the continuance of outstanding street striping and pavement marking services from the contractor. Staff is recommending that the City Council award a one (1) year contract extension for street striping and pavement marking services to Traffic Operations, Inc. FISCAL IMPACT Sufficient funds are budgeted in 2008 -09 Operating Budget for this contract. RECOMMENDATION 1. Award a one (1).year contract extension with Traffic Operations, Inc. for street striping and pavement marking services in the amount of $79,000 for Fiscal Year 2008 -2009. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: Donald Penman, City Manager PM:TT:DT:jb Page 2 of 2 O STAFF REPORT Public Works Services Department DATE: July 15, 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Director t Prepared by: Tom Tait, Deputy Public Works Services Director i Craig Clark, Utilities Superintendent SUBJECT: SUMMARY On November 6, 2007 the City Council approved a one (1) year Well and Booster Preventative Maintenance contract with General Pump Company Inc. with optional annual extensions. General Pump Company, Inc. has submitted a written offer to extend the existing contract agreement for an additional year with no increase in pricing. Based on the excellent service provided by General Pump Company Inc., staff recommends that the City Council authorize the City Manager to enter into a one (1) year contract extension with General Pump Company, Inc. to provided preventative maintenance services and repair of City owned water wells and booster pumps in the amount of $300,000. DISCUSSION The City of Arcadia's water system annually delivers approximately 17,000 acre -feet of potable drinking water through its 13,800 water service connections. The water supply for the system is obtained from 13 groundwater production wells. Additionally, the water system is divided up into seven (7) pressure zones, which includes 32 booster pumps that pump water through the distribution system into 16 reservoirs in the City. These reservoirs are used to meet daily system demands and to provide emergency storage in the event of a fire. Mayor and City Council July 15, 2008 The Public Works Services Department is responsible for the day -to -day operation and maintenance of the City's wells and booster pumps. However, in certain instances work goes beyond staff's capability to repair or perform specialized maintenance services. In these cases, the contractor is notified and the work is scheduled, eliminating the need to go out to bid separately each time a well or booster pump fails or is malfunctioning. Staff feels that it is prudent to perform preventative maintenance on wells and booster pumps in order to keep the equipment operating efficiently and to cut down on unexpected maintenance costs. During the last fiscal year, General Pump Inc. performed scheduled preventative maintenance on Orange Grove Well No. 1. Additionally, emergency repairs were performed on Saint Joseph Well No. 2 and the Live Oak Well. The emergency repairs were unforeseen, however, the repairs were completed in a timely manner that ensured system demands were being met. This fiscal year the preventative maintenance schedule includes preventative maintenance on Longden'Well No. 2 and Chapman Well No. 7 as well as three (3) booster pumps. Preventative maintenance activities consists of the following: • Pulling well and video logging • Cleaning and scrubbing well casing • Introduction of chemicals for cleaning well casing if needed • Final video of well casing Inspection of all internal parts and replacement as necessary including the well column, shaft, bushings and pump. The City's dependence on the water system makes preventative maintenance of wells and booster pumps an essential aspect in continuing to provide a reliable and safe supply to the City's residents and businesses. General Pump Company Inc. is the current contractor with the City for this work and has provided excellent and affordable service. For this reason, staff recommends that the City Council authorize the City Manager to enter into a one (1) year contract extension with General Pump Company, Inc. to provide preventative maintenance services and repair of city owned water wells and booster pumps in the amount of $300,000. ENVIRONMENTAL IMPACT This project is categorically exempt per Section 15301 Class 1 (d) from the requirements of the California Environmental Quality Act. Mayor and City Council July 15, 2008 FISCAL IMPACT Sufficient funds are budgeted in the 2008 -09 operating budget for preventative maintenance services of the City's water wells and booster pump stations. All work is performed on a time and material basis and the contractor is only paid for work performed. RECOMMENDATION 1. Award a one (1) year contract extension in the amount of $300,000 to General Pump Company, Inc. for the Annual Preventative Maintenance and Rehabilitation of City owned Wells and Booster Pumps. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney Approved by: 'I O nd pe-,� Donald Penman, City Manager PM:TT:CC STAFF REPORT Fire Department DATE: July 15, 2008 TO: Mayor and City Council /T FROM: Tony L. Trabbi Fire Chief By: Dave HaW #y, Deputy Fire Chief SUBJECT: SUMMARY Authorize the Fire Department to purchase self- contained breathing apparatus utilizing Los Angeles County's Contract #MA- IS43634 -1. The City will be reimbursed in full for this purchase through the 2006 State Homeland Security Grant Program (SHSGP). BACKGROUND The Los Angeles Area Fire Chiefs Association (LAAFCA) has established a goal of creating an area wide standard for self - contained breathing apparatus to ensure firefighter safety. The organization has acquired grant funding through the Urban Area Security Initiative and the State Homeland Security Grant Program to ensure that all firefighter positions in the area are issued a standardized breathing apparatus. DISCUSSION The Southern California Area Personal Protective Equipment Consortium is a group of several area fire departments established to research and develop specifications for standardized breathing apparatus. The Southern California Area Personal Protective Equipment Consortium solicited competitive bids with the County of Los Angeles County being the lead agency. L.N. Curtis & Sons was the lowest responsive, responsible bidder. In accordance with the terms of the grant, the Arcadia Fire Department has been approved to purchase twenty -three (23) self- contained breathing apparatus units and related equipment at no cost to the city based on number of personnel at the Arcadia Fire Department. Recommended Action: Approve Mayor and City Council July 15, 2008 Page 2 of 2 FISCAL IMPACT There is no fiscal impact. The City will make the initial purchase utilizing funds appropriated in FY 2008/09 Homeland Security Fund. However, once the purchase has been completed, the City will be reimbursed for this expenditure through the State Homeland Security Grant Program for an amount not to exceed $129,467.00. RECOMMENDATION It is recommended that the City Council authorize the City Manager to purchase self- contained breathing apparatus and related equipment from L.N. Curtis & Sons in an amount not to exceed $129,467.00. TLT: dh Approved: J) —Pe w Donald Penman, City Manager sze STAFF REPORT o � ° ��nk y of Ho Police Department DATE: July 15, 2008 TO: Mayor and Members of the City Council FROM: Robert P. Sanderson, Chief of Police'f By: Brian Ortiz, Sergeant Nancy Chik, Management Ana4 stg SUBJECT: Waive the Formal Bid Process and Authorize the City Manager to Enter Into a Professional Services Agreement with Public Safety Corporation (PSC) for False Alarm Tracking and Billing Services from July 1, 2008, through June 30, 2010. Recommendation: Approve SUMMARY The Police Department is seeking to contract with Public Safety Corporation (PSC) to provide false alarm tracking, warning letters, billing, and collection of fees. PSC will offer the City unparalleled qualifications to manage the task required for a highly effective false alarm reduction program. PSC will provide the service on a profit sharing basis (23% to PSC and 77% to the City), and it will not require a start-up or maintenance fee from the City. The Police Department recommends approval of this "pilot' program with PSC for a two - year period. DISCUSSION The Arcadia Police Department responded to more than 2,600 false alarm activations during 2007. Each burglary and robbery alarm is a high priority incident requiring immediate deployment of at least two patrol officers. These false alarms negatively influence the overall safety of the community by diverting officers from actual emergencies, patrol activities, and other legitimate calls for service. It has been the responsibility of the Community and Youth Services sergeant to track false alarms, issue warning letters, issue authorization to bill, and deal with citizen complaints in reference to alarm bills. This task, in its current form, is very time consuming (15 hours per month) and is open to a great deal of human error. As a result of the current assessment /billing procedure, roughly $41,000.00 of the $82,000 billed was collected. To, help alleviate this time consuming task, reduce the number of false alarm activations, increase collections, and improve efficiency, the Department looked into both alarm billing software programs and billing services currently available. It was determined by staff that a billing service would be the most efficient and cost effective way to resolve these issues. PSC has been involved in alarm billing since 1999 and services over 128 cities in 28 states, including 9 cities in California. PSC will offer the City a full -time live operator to answer inquiries and complaints from Arcadia citizens, track all false alarms, send and collect all warning letters and bills, administer on -line alarm registration and bill pay, send follow -up letters for delinquent bills, provide all stationery material and postage, provide online and printed false alarm education material, offer an online reinstatement test, and grant the City's system administrator full access to its database and up to the moment billing and collection status. PSC has reported that they collect an average of 90% of billed fees in the cities they service. Staff also contacted several other companies that offer similar services. PMAM Corporation in Texas provided complete billing services; however, they did not have an online registration /bill pay model and ran their profit sharing split at 35% PMAM and 65% to the City. PMAM Corporation services only four cities at this time, and all of them are in Texas Palm Springs Alarm Company provided complete alarm billing service, but they would not commit to a percentage split and would charge the City $2.00 for every letter they sent out for warning, billing, and reminders of delinquent bills. Palm Springs Alarm Company currently services only the City of Palm Springs. Another company contacted was EDS Alarm System, and their billing and tracking system is 'geared for cities with a population of 250,000 or more. Based upon the research conducted and companies contacted, staff recommends contracting with PSC since they are the only alarm billing company with the experience and level of service needed to operate such a program. The contract will be for a two - year period with no start-up or operational expenses to the City. FISCAL IMPACT PSC provides its service on a profit sharing basis, 23% to PSC and 77% to the City of all fees collected. PSC will not charge the City a start-up or maintenance fee, and it will provide all required services to set up, run, collect, and maintain the false alarm program. With the introduction of an alarm permit fee and a recommended raise in false alarm fines, it is estimated that the City will receive, after PSC's 23% share, an increase of more than $125,000.00 from 2007. M. :ors Waive the formal bid process and authorize the City Manager to enter into a professional services agreement with Public Safety Corporation (PSC) for false alarm tracking and billing services from July 1, 2008, through June 30, 2010. Approved: P Don Penman, City Manager STAFF REPORT Development Services Department DATE: July 15, 2008 TO: Mayor and City Council FROM: Jason Kruckeberg, Development Services Director,SUC Philip A. Wray, Deputy Director of Development Services Zv) SUBJECT: SCHEMATIC DESIGN FOR PROPOSED NEW CITY HALL PROJECT Recommendation: Approve the schematic design package; authorize the City Manager to amend the Professional Services Agreement with Steinberg Architects to include the design development phase at $357,009 and proceed with the Design Development Phase; authorize a 10% contingency for any additional or unforeseen design issues; direct staff to investigate further options for financing and bring back financing /funding proposals on or before the completion of design development. SUMMARY Steinberg Architects has now completed the schematic design of the new City Hall building to be located on the Civic Center campus. The schematic design package includes a construction cost estimate of $12,225,505. The total project cost including all design and other soft costs is $13,568,036. The architect's estimate was reviewed by an independent cost estimator hired by the City. The independent cost estimator's comparison varied by less than 7% which is very reasonable for this level of design. Please see Exhibit 1 for the schematic design package. The next step is to complete the design development which will address the ultimate size, design style, finishes and design details for the project. Steinberg Architects has provided a breakdown of their cost per phase of design services to allow the City to plan and budget their services incrementally. Staff recommends that the City Council approve the schematic design package for the new City Hall, direct staff to amend the Professional Services Agreement with Steinberg Architects to add the design development cost for a total amount of $357,009 and proceed with the design development phase. Staff Report July 15, 2008 Page 2 BACKGROUND Funds were budgeted in fiscal year 2007/08 for the design of a new City Hall building on the Civic Center campus in an amount of $750,000. In September of 2007, staff interviewed a number of architectural firms and ranked Steinberg Architects as the top firm to design the project. Steinberg Architects proposed all design services at a rate of 12% of the construction cost, which was competitive with the other proposals. On September 4, 2007, the City Council awarded an architectural design contract to Steinberg Architects for the schematic design phase of the project in the amount of $152,000. The schematic design phase consists of preparing the building site plan, floor plans and elevations, and assembling a cost estimate for the entire project. It was intended that, upon completion of the schematic design phase, the total cost for Steinberg Architect's services including schematic design would be determined at 12% of the construction cost estimate. Several updates were provided to the City Council during the schematic design phase. Two study sessions were held, one on November 6, 2007 and the other on February 5, 2008, at which the Council provided input and requested modifications. A formal presentation was made to the City Council at the March 18, 2008 meeting at which the Council approved the preliminary design concept and directed staff to complete the schematic design package. The schematic design is now complete and the completed package has been submitted to the City for approval. The schematic design summary is referenced as shown in Exhibit 1. In addition to the items addressed above, the schematic design includes a building and fire code analysis, civil, mechanical, electrical, plumbing and structural design narratives and addresses all utility connections. This information is on file in the Development Services Department and available upon request. The design also discusses sustainable building features. Some important facts of the new building from the schematic design are: • Gross Floor Area - 27,390 s.f. • Two -story orientation • Building Materials Limestone (or brick veneer) and cement plaster • Construction Type - Type II — B • Cost Estimate - $12,225,505 Staff retained the services of an independent cost estimator, Construction Controls Group, Inc., to review the building design and formulate an independent cost estimate. Their estimate is $11,388,655 which varies from Steinberg Architect's estimate by less than 7 %. This is a reasonable variance between two experts. Staff Report July 15, 2008 Page 3 DISCUSSION Comprehensive Proiect Cost Now that the schematic design is complete, a comprehensive cost estimate can be determined. The schematic design and estimate include the building and the landscape and hardscape around the building out to the edge of the parking lot. The following is a comprehensive project cost estimate: Construction $12,225,505 Owner Contingency (2 %) $245,500 Design $1,342,031 Geotechnical $10,000 Plan Check $20,000 Construction Management $500,000 Additional Inspection $175,000 Miscellaneous & Overhead $50,000 Furnishings, Fixtures & Equipment $700,000 Utility Relocations by others $100,000 Total $15,368,036 It is important to note that building construction costs have risen severely over the past several years. For example, building costs rose 20% over the period of 2005 to 2007. Currently, given the economic downturn, construction cost increases have slowed compared to previous years. However costs are still rising and these increases have made estimating building costs a very difficult task. By current professional cost estimating practices, the adjusted escalation rate is approximately 5% per year. Both estimators have cautioned staff that the accuracy of their estimates is based on a firm project schedule with a contract award date of June 2009. If the project is not bid and awarded by that date, the estimate will no longer be valid. Assuming a monthly escalation rate of 0.42% and a building cost at the projected award date of $12,225,505, the construction cost could conceivably escalate approximately $51,400 each month beyond that without any other changes. Although the general construction bid trend must be considered as discussed above, the immediate bidding environment is very positive, due to competition. Construction Controls Group, Inc. (CCG) has indicated that current bid results are coming in conservatively below 15% of the original cost estimates, and in fact on some projects the bids have been as low as 30% of the estimates. The City has experienced this in the related field of road construction where recent bids for two major street projects have come in approximately 20% less than the estimated amount. Construction bids Staff Report July 15, 2008 Page 4 are anticipated to remain this way into early 2009. Both CCG and Steinberg Architects recommend that the City continue to move forward at least with the completion of the design development phase to put the City in a position to take advantage of this economic competition in construction should the funding for the project be determined. Alternative Items Several alternatives and additions were considered during the schematic design phase. During the various City Council reviews, the Council expressed its interest in a brick finish as an alternative to the limestone. The architect has proposed a brick veneer alternative. Another item that was discussed was including facade improvements to the existing City Council Chambers building as part of this project to improve the look of the building and blend with the new building. This could be structured as a bid alternate. There has been a growing awareness in the building industry for sustainable design and sensitivity to the environment. More buildings in both the public and private sector are requiring and incorporating "green" design features. Many Southern California cities, including Pasadena, Los Angeles and Santa Monica have implemented sustainable guidelines and incentives for all new and renovation building projects, leading the way to a more sustainable environment. Much of the industry has followed the green building rating system entitled Leadership in Energy and Environmental Design (LEED). This rating system quantifies "green" building features and elements to determine a numeric ranking. At a certain level, a building is eligible to become LEED Certified. Understanding the impact the. new City Hall will have on the City of Arcadia and its surrounding communities, Steinberg Architects has pursued the schematic design with sustainable features that would allow for LEED Certification. The majority of those features have minimal cost impacts as they are consistent with good building design practice. As the project moves into the design development phase, other features will be considered with a careful comparison of initial cost vs. long -term benefit to ensure the best design is developed to meet the City's visionary and financial goals. One significant feature that has been identified as an alternate is the application of photovoltaic (solar) panels for solar heating. The following is a list of alternative or additional items (that are not in the budget) 1. Brick Veneer ($209,786) 2. Photovoltaic (Solar) Panels $504,134 3. LEED Certification $107,815 4. Fagade Improvements on Council Chambers $300,000 Staff Report July 15, 2008 Page 5 Steinberg Architects Services The City Council awarded a contract to Steinberg Architects in the amount of $152,000 for the architectural design services for the schematic design phase. Steinberg Architects proposed complete design services based on 12% of the construction cost pending the outcome of the schematic design process. With a construction cost estimate of $12,225,505, Steinberg's total services are proposed at $1,342,031. Steinberg has provided a breakdown of their total cost as follows: Schematic Design $152,000 Design Development $357,009 Construction Documents $428,411 Plan Check & Bidding $107,103 Construction Administration $297,508 Total $1,342,031 This breakdown allows the City the flexibility to amend the Professional Services Agreement (PSA) for a particular element of work, depending on the situation. For example, if it is the desire of the City Council to only contractually agree to the design development phase, the PSA will only be amended to include $357,009. Budget The fiscal year 2007/08 Capital Improvement Program included a project for the design of a new City Hall in the amount of $750,000 budgeted from the Capital Outlay Fund. With this current budget, the balance needed for the entire project is $14,618,036. The Capital Outlay reserve fund has a current balance of approximately $1.5 million if all the budgeted projects are completed as projected. This balance along with the savings from the currently budgeted projects could be used for City Hall. There are additional one -time revenue sources that may be explored to help offset the cost such as Redevelopment Agency money owed the City, land sales or developer projects. The Council will need to consider financing options utilizing Certificate -of- Participation (COP) to make up the funding difference. Some examples of payback options with different borrow amounts and payment periods are attached as Exhibit 2. The examples include borrowing amounts from $7 million to $11 million to give the Council an idea of the annual debt service based on the amount of initial capital outlay. Staff Report July 15, 2008 Page 6 If the Council only desires to proceed with the design development phase at this time, no budget adjustment is necessary. If the Council wishes to pursue financial options for the entire project, the budget would need to be amended. Design Development Phase The next phase of design is design development. During this phase the precise size, shape and floor plan of the building will be determined and the details, materials and finishes for the building elevations will be finalized. Also the civil, mechanical, electrical plumbing and structural requirements and details will be finalized. At the completion of the design development phase, the cost estimate will be updated with the latest information. The City Council commented during the schematic design process regarding the possibility of enhancing the roof design over the lobby. This feature will also be explored during the design development. Next Steps for the Project At this time, there are three options for the City Council to consider: 1. Approve the schematic design package; put the project on hold until the funding can be determined. 2. Approve the schematic design package; amend the Professional Services Agreement with Steinberg Architects to include the design development phase at $357,009 and proceed with the Design Development Phase; authorize a 10% contingency for any additional or unforeseen design issues; investigate further the options for financing and bring back financing /funding proposals on or before the completion of design development. 3. Approve the schematic design package; select a financing alternative and direct staff to pursue the necessary documentation for Council approval; appropriate additional funding at this time in the amount of $650,000 from the Capital Outlay Fund to cover the total Steinberg Architects design services of $1,342,031 and amend the Professional Services Agreement; authorize Steinberg Architects to proceed with design development. The design development phase will take approximately five months to complete. Staff recommends that the project continue to move forward at least with the completion of the design development phase to put the City in a position to take advantage of the current economic conditions in construction should funds be identified. Staff recommends that the City Council select Option 2 to approve the schematic design package for the new City Hall, direct staff to amend the Professional Services Staff Report July 15, 2008 Page 7 Agreement with Steinberg Architects to a total amount of $357,009 and proceed with the design development. FISCAL IMPACT The fiscal year 2007/08 Capital Improvement Program included a project for the design of a new City Hall in the amount of $750,000. The City Council awarded a contract to Steinberg Architects in the amount of $152,000 for the Architectural Design services for the schematic design phase. Over $550,000 still remains in the project design budget. Steinberg Architects proposed comprehensive design services based on 12% of the construction cost. With a construction cost estimate of $12,225,505, Steinberg's comprehensive design services are $1,467,061. If the City Council selects Option 3, additional funding must be appropriated from the Capital Outlay Fund to cover the total design services agreement. RECOMMENDATION It is recommended that the City Council approve the schematic design package; authorize the City Manager to amend the Professional Services Agreement with Steinberg Architects to include the design development phase at $357,009 and proceed with the Design Development Phase; authorize a 10% contingency for any additional or unforeseen design issues; direct staff to investigate further the options for financing and bring back financing /funding proposals on or before the completion of design development. Approved by: � Donald Penman City Manager JK:PAW:pa Exhibit #1 under separate cover Exhibit #2 attached City of Arcadia City Hall Financing Summary Table of Certificate of Participation Sizing Options Overall Assumptions: Sizing Summaries: Exhibit 2 ` Scale = VIVID - BAA rated + 0 bps from 6/1212008 e��4�f E I A 0 a / • Development Services Department July 15, 2008 TO: Mayor and City Council FROM: Jason Kruckeberg, Development Services Director aU< SUBJECT: DISCUSSION AND DIRECTION REGARDING TRASH AND RECYCLING BINS IN THE PUBLIC RIGHT -OF -WAY SUMMARY At the June 17, 2008 meeting, the City Council directed staff to agendize the issue of how long trash bins and recycling bins may be left out in the parkway or public right - of -way. Currently the Municipal Code allows for bins to be placed out for pickup within twenty -four hours of collection and allows for bins to be in the right -of -way for no more than thirty -six consecutive hours total. This staff report provides options for enforcement and regulation of this issue and seeks direction from the Council on any additional action. ANALYSIS The City has requirements for the placement and removal of trash and recycling bins in the public right -of -way. The Development Services Department, Code Services Division is responsible for regulation. Periodically, the City receives complaints from residents that certain households are not complying with these regulations by leaving their bins on the street for extended periods of time. In addition to the aesthetic issues this raises, trash and recycling bins in the street can also impede parking and lead to problems with street sweeping and cleaning. At the June 17, 2008 City Council meeting, in answer to a resident's concerns, the Council asked that this issue be agendized for further discussion. The Municipal Code currently lists the following regulations for placement and removal of bins: 5120.5.1. Garbage and refuse may be placed on a parkway within twenty -four (24) hours of the date and time specified by the Manager for the collection of such refuse by the City or by any person under contract with the City for such collection if placed in containers or tied in bundles in accordance with the provisions of this Part. (Amended by Ord. 1517 July 15, 2008 Page 2 adopted 2- 18 -75) 5120.5.2. REMOVAL Notwithstanding the provisions of Section 5120.5.1, no person shall permit any garbage, rubbish or refuse can, receptacle or container to remain on any public street, sidewalk or parkway adjacent to property owned or occupied by him for a period of thirty -six (36) consecutive hours or more. (Added by Ord. 1139 adopted 9- 19 -61) Based on these regulations, bins may be placed out for collection 24 hours before pickup and may not be left out for more than thirty -six consecutive hours total. Waste Management's direction to its customers is to have the trash containers out by 6:30 AM on the day of pickup. Because it is difficult to regulate when containers are placed out, the directive from Waste Management combined with the maximum 36 hours for which trash containers may be left out, means that 12:30 PM of the day after pickup is the latest that containers may be left out. Therefore, Code Services typically does not begin enforcement activities until that time. Code Services has door hangers that are placed on homes with a trash can violation and these hangers provide the regulations and serve as a warning to the owner. The notice states that the property will be re- checked over time for compliance. If violations persist at a certain address, a Code Enforcement case is opened and the owner receives a violation notice and potential fines. The intent of the Code language is that cans must be removed by the evening of the day of trash collection. However, the way the Code is written does not necessarily state this and makes enforcement difficult as there is no finite time for removal. There are several, potential options for modifications to the Code language and /or changes in enforcement and information dissemination that could be pursued. Option 1: The Council could modify the language to specify that cans must be removed from the street by midnight of the day of pickup, or by 5:00 AM on the day after pickup. Public Works Services indicates that residential street sweeping activity begins at 5:00 AM. This option would require that containers are removed prior to any street sweeping or cleaning issues. This option would also provide a clear violation period for Code Services or other staff to enforce. Currently, with the 36 hour requirement, it is very difficult for a Code Services officer to know when the time period began. If this option is selected an ordinance will be prepared and introduced at an upcoming City Council meeting reflecting the change in language. Option 2: No change to existing Ordinance but increase enforcement penalties following warning. July 15, 2008 Page 3 FISCAL IMPACT While there is the potential for more fees collected by the City as a result of increased violations and fines, this would not be a goal of the change in policy. Despite the possibility of increases, the fiscal impact for either of these options is not deemed significant. RECOMMENDATION It is recommended that the City Council approve Option #1 as listed in the staff report and initiate a change to the text of Section 5120.5.2 of the Municipal Code reflecting a change in the time frame for removal of trash and recycling bins from the right -of -way. Approved: 0em] —� Don Penman, City Manager Attachment: Sample Door Hanger xy City of Arcadia NOTICE OF TRASH CAN VIOLATION This is a reminder that Section 5120 of the Arcadia Municipal Code limits the time period that trash and recycle containers may be left out before and after pick -up. The containers may be placed at the curb twenty four (24) hours prior to pickup time and be removed no later than twelve (12) hours after pick up. Other than this thirty -six (36) hour time period, these containers cannot be at the street or parkway area. Storage of these containers must be in the rear or side yard areas, and should not be visible from the street. It has been noted that the containers at the address below are not being stored properly and/or are continuing to be left at the curb in excess of the thirty- six hour time period. We hope this notice will serve as a reminder. We will continue to recheck your property in the upcoming weeks for compliance. Thank you. Dale Address OFFICE HOURS: Monday - Thursday 7:30 a.m. - 9:00 a.m. and 4:00 p.m. - 5:30 p.m. Alternate Fridays 7:30 a.m. - 9:00 a.m. Closed holidays and alternate Fridays ❑ Robert Swanson, Code Enforcement Officer (626) 574 -5421 ❑ Terry Moore, Code Enforcement Officer (626) 574 -5436 ❑ Code Enforcement Staff