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HomeMy WebLinkAboutAPRIL 1,1997 I I I 39:008lJ 0/10. .so 0010'" ? cC CITY COUNCIL PROCEEDINGS ARE AUDIO AND VIDEO TAPE RECORDED AND ON FILE IN THE OFFICE OF THE CITY CLERK MINUTES CITY COUNCIL OF THE CITY OF ARCADIA REGULAR MEETING APRIL 1, 1997 The Arcadia City Council met in a Regular Meeting on Tuesday, April I, 1997 at 7:00 p,m, in the Arcadia City Hall Council Chambers, INVOCATION Bishop James Corrigan, Church of Jesus Christ of Lalter Day Saints PLEDGE OF ALLEGIANCE Kohl Weinbrecht, Boy Scout Troop No, 125 ROLL CALL 1. 2, CHANG (Item5b, applic. for grant funds) (Item 5d, Energy Mgmt. System Proj,) ORD. & RES, READ BY TITLE ONLY 3, PRESENT: Councilmembers Chang, HartJicht, Kovacic, Young, and Kuhn ABSENT: None SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS The City Manager continned with Council their desire that all Closed Sessions, Study Sessions and all future meetings will convene at 6:00 p,m. QUESTIONS FROM CITY COUNCILIREDEVELOPMENT AGENCY REGARDING AGENDA ITEMS In response to Councilmember Chang, the City Manager slated that this is the first time the City has filed an application for grant funds from the Tire Recycling Management Fund under the Tire Recycling Act of 1989, With regard to the Energy Management System Project, the City Manager verified that cost savings are estimated at $62,000 per year. It was MOVED by Councilmember Young, seconded by Mayor Pro tern Hartlieh!, and CARRIED on roll call vote as follows that ordinances and resolutions be read by title only and that the reading in full be WAIVED. AYES: NOES: ABSENT: Councilmembers Chang, Hartlicht, Kovacic, Young, and Kuhn None None AUDIENCE PARTICIPATION None, 4/1/97 4, ~~:OQ!!2 MA TIERS FROM ELECfED OFFICIALS KOVACIC Councilmember Kovacic recognized Kohl Weinbrecht and Boy Scout Troop (Boy Scout present atlhe Council meeting to earn a merit badge, Troop No, 125) (High SchO<)I Events) 125, who were Councilmember Kovacic congratulated Arcadia High School for its Showcasing of the High School under the leadership of PT A President Kippie Sullivan, and for Its "College Night," which included a panel of college students, Arcadia High School alumni, who gave their ideas about life in college. , (Constitution Governor Pete Wilson's wife, Gayle, was at the High School on March 25 to congratulate the Team, Constitution Team and Academic Decathlon Team for their State Championships and wish them Academic luck on their trip to Washington, D,C" for the National Finals, Decathlon rm.) CHANG (Cable T.V, channel, extended Ius,) (Development agreement, SARE project) (Connie Stelzer, AAA) (Ch.lComm. Installation Banquet) KUHN (Mayor's Prayer Breakfast) 5, 5a, MINUTE APPRO V AL (March 18 and March 26, 1997) Councilmember Chang was glad to hear that TCI Cablevision has extended the NATV Channel time to 24 hours in response to a request from the community. Channel 63 now has 24. hour programming from NA TV, an ethnic Chinese channel, thanks to Frank Maldonado, Regional Manager of TCI, Councilmember Chang referred to a memorandum from the City Attorney which mentioned the development agreement for the SARE project and provides for a form of vested right, and that such agreement supersedes any change in planning, zoning, subdivision, or building regulations adopted after the execution of such agreement. Councilmember Chang believes the City should help to develop the project, The City should not tie its hands, Councilmember Chang commented that Connie Stelzer, the Regional Manager of Triple A, is an extraordinarily helpful person who has helped solve many customer problems, The recent Chamber of Commerce Installation Banquet was very successful and the show was outstandingooa salute to the retiring president, AI Little, The new president is Don Fraser, Mayor Kuhn thanked everyone who participated in the Mayor's Prayer Breakfast on Good Friday, It was very successful and enjoyable, She thanked employees who came on their day off to support the event, and Officer Smith and his horse Ringo of the Arcadia Mounted Police, There will be approximately $3,000 to split among three recipients: The Campership Program, the Library Foundation, and Soroptomists, CITY COUNCIL RECONVENED CONSENT ITEMS APPROVED minutes of the March 18, 1997, Regular Meeting and the March 26, 1997, Special. Meeting. 2 4/1/97 I I I I I I 39:0083 5b, RESOLUTION ADOPTED Resolution No. 5987, entitled: "A RESOLUTION OF THE CITY COUNCIL OF NO, 5987 THE CITY OF ARCADIA, CALIFORNIA, APPROVING THE APPLICATION FOR GRANT (ADOPTED) FUNDS FROM THE TIRE RECYCLING MANAGEMENT FUND UNDER THE TIRE D 7 <(0 -~.!-RECYCLING ACT OF 1989." 07<10-~O 5c. See below, 5d, WORK ACCEPTED the project as complete and AUTHORIZED final payment (10% retention) in the ACCEPTED amount 0[$56,137 to the Southern California Gas Company for the Energy Management System (Energy Mgmt. Project. . System Proj,) o 730-Qi?) 5c, SERVICE CONTRACT REVISION - COLEN AND LEE, THIRD. PARTY WORKERS COMPo ADMIN, (APPROVED) (J3~O-I() THE ABOVE CONSENT ITEMS 5a, 5b, and 5d WERE APPROVED ON MOTION BY COUNCILMEMBER YOUNG, SECONDED BY COUNCILMEMBER KOVACIC, AND CARRIED ON ROLL CALL VOTE AS FOLLOWS: AYES: NOES: ABSENT: Councilmembers Chang, Harbichl, Kovacic, Young, and Kuhn None None The City of Arcadia operates a self-funded workers compensation insurance program and requires the services of a competent third-party administrator to handle the day.to-day operations of the City's system, The City's third-party workers compensation administrator, Colen and Lee, has requested a 3% rate increase for Fiscal Year 1997.98, from $6,067 to $6,250 per month, The contract with Colen and Lee, signed in 1990, authorizes an annual increase in service fees for workers compensation administration subject to a 9O-day notice and City Council approval, The term of the agreement with Colen and Lee will continue in effect until terminated by the cancellation provision in the contract. City staff recommends that the contract with Colen and Lee be continued and the increase of $2,196 per year in administrative fees be approved for FY 1997-98. In response to Councilmember Chang, the Human Resources Director slated that it has been three years since Colen and Lee has received an increase in their workers compensation administration fees. Councilmember Chang noted that a fee increase of approximately $200 per month has been requested for the next three years; he would like to approve one increase this year, to continue through the next two years, The Human Resources Director stated that staff is not recommending approval of Colen and Lee's requested fee increases for the next two fiscal years because if fewer claims are experienced, it may be possible to negotiate and prevent an increase in the following years, The City Attorney commented that the contract with Colen and Lee provides that each year Council may consider an increase, or decrease, in service fees, It was MOVED by Mayor Pro tern Harbichl, seconded by Councilmember Young, and CARRIED on roll call vote as follows to APPROVE the revised service fees for the Fiscal Year 1997.98 administration of the City's workers compensation program by Colen and Lee, in an annual amount not to exceed $75,000, AYES: NOES: ABSENT: Councilmembers Chang, Harbicht, Kovacic, Young, and Kuhn None None 3 4/1/97 6. 6a. REVISIONS TO PURCR. PROCEDURE MANUAL fj 3 '/0 -~1 1ST MOTION ORD,2068 RES. 5988 39:0084 CITY MANAGER Consideration of report and recommendation for approval of the reviSIOns to the City's Purchasing Procedure Manual (Resolution No. 5988) and introduction of Ordinance No, 2068 revising City purchasing procedures, According to Article II, Chapter 8, Part 6, Section 2860 of the Arcadia Municipal Code, the Purchasing Officer shall prepare a Purchasing Procedure Manual so that all concerned may have a clear definition and understanding of purchasing procedures, The Code states that the Purchasing Procedure Manual shall describe and explain in detail the procedures that the using department must follow in the procurement of goods and services and shall include samples of various forms necessary to carry out the intent of the manual. The Purchasing Procedure Manual has not been revised since April 1981. The City has, however, made many enhancements to the purchasing procedures that have now been included in the Manual, There are several areas that are significantly impacted by the new Purchasing Procedure Manual. Significant changes are: Formal bidding reqnirements apply only to purchases over $30,000; informal bidding reqnirements apply to purchases over $1,000 and under $30,000; the formal introduction of Limited Purchase Orders for items under $1,000; introduction of a formal procedure for the disposal, transfer, or selling of City vehicles, The City Attorney explained that an alternative procedure was added to provide for flexibility to the purchasing ordinance. It provides that Council may select a contractor based on qualifications and competence, and not be limited to selecting the lowest responsible bidder, A lengthy discussion followed, and staff responded to Council's questions. It was MOVED by Councilmember Chang and seconded by Councilmember Kovacic to INTRODUCE Ordinance No, 2068, entitled: "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING VARIOUS SECTIONS OF CHAPTER 8, ARTICLE II OF THE ARCADIA MUNICIPAL CODE TO REVISE THE CITY PURCHASING PROCEDURES BY CHANGING THE FORMAL CONTRACT PROCEDURE, THE INFORMAL PURCHASE ORDER PROCEDURE, ESTABLISHING A LIMITED PURCHASE ORDER PROCEDURE, AND ESTABLISHING AN ALTERNATIVE PURCHASING PROCESS FOR CONTRACTS UNDER $30,000"; and ADOPT Resolution No. 5988, entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, APPROVING AND ADOPTING A PURCHASING PROCEDURE MANUAL," In order to save staff the time and effort of changing the Purchasing Procedure Manual in another 15 years, Mayor Pro tern Harbicht suggested including an indexing, as was done with business license fees, so that the $30,000 limit in the purchasing ordinance will automatically go up every year hased on the Consumer Price Index (CPI). The City Attorney stated that it conld be done with every purchase except public works contracts, which are included in the City Charter and would necessitate a change of the Charter. Councilmember Chang noted that it is easy to handle business license fees, which average about $30, He did not feel comfortable about amending the ordinance to include an automatic yearly adjustment of the $30,000 limit; he wonld rather see a definite figure in the ordinance. I I In response to a question by Councilmember Kovacic, the City Manager stated that the Council will receive an annual report as to the CPI adjustment. At that time Council may reconsider the ordinance and make a modification, The Administrative Services Director suggested an adjustment as is used in the indexing of I deferred compensation, which is adjusted annually per the CPI in mnltiples of $500,000. The City could follow a similar process using the CPI percentage annually, or if this should produce a 4 4/1/97 I I I 39:0085 small uneven increase, combine that CPI percentage with the following year until the figure reaches a multiple of $500 or $1,000 so there is always an even figure added to the threshold, It was Mayor Pro tern Harbicht's desire that this suggestion be incorporated into his motion, SUBSTITUTE It was MOVED by Mayor Pro tern Harbicht, seconded by Councilmember Young and CARRIED MOTION on roll call vote as follows to APPROVE the revised Purchasing Procedure Manual incorporating additional wording to the purchasing process for contracts under $30,000, that said $30,000 limit ORDINANCE be indexed to the Consumer Price Index utilizing a method for increasing the limit similar to that NO, 2068 used in the indexing of deferred compensation on an annual or cumulative bi-annual basis; and (INTRODUCED) that Ordinance No, 2068 be and it is hereby INfRODUCED; and Resolution No. 5988 ADOPTED, RESOLUTION NO. 5988 (ADOPTED) 03'10-U- 6b, FILL POSmON OF TRANSP, SERVICES OFFICER (APPROVED) (k).)O-/O In response to the City Clerk's inquiry about the first motion, the City Attorney explained, "The substitute motion with the second takes precedence over the first motion, and if this passes the first motion will be moot." AYES: Councilmembers Chang (Resolution No, 5988 only), Harbicht, Kovacic, Young, and Kuhn Councilmember Chang (Ordinance No. 2068, for reasons slated) None NOES: ABSENT: Consideration of report and recommendation to authorize the Development Services Department to fill the position of Transportation Services Officer, As part of the 1996-97 budget deliberations, the City Council requested that prior to filling any position the request be brought to Council for consideration, The City's Transportation Services Officer has submitted his resignation effective April 18, 1997. The primary responsibilities of the Transportation Services Officer are: Admiuistration and supervision of the Arcadia Transit operation; administration of the City's South Coast Air Quality Management District Trip Reduction Program (the City's ride share program); implementation of the City's Congestion Management Program and Air Quality Management Plan, The position is 100% funded with Transit money, The City Manager noted that it is critical to keep this position in place, as much of the City's money has been committed to major transit programs. Council discussion followed, Mayor Pro tern Harbicht asked about the budgeted funds for the AQMD Trip Reduction Program (ride share program), which at one time were $75,000. He requested a memo be prepared for Council giving information about the program, Council members Young and Kovacic concurred. When it is time for budget considerations, Council may want to look into eliminating funds for the program, Councilmember Kovacic added that he would like a short presentation about the entire transportation program as far as what the operation is, what it is doing and what it should be doing. Mayor Pro tern Harbicht asked how much overseeing is required by the Transportation Services Officer for Arcadia Transit's Dial-a- Ride operation, and whether filling the position is something that can be delayed, The City Manager commented that there is a significant need to fill the position immediately, especially as far as coordination with other government agencies and transit authorities. The number of meetings in transportation are significant. If congestion management is not covered, the City could start losing money from Gas Tax and F AU. It was MOVED by Mayor Pro tern Harbicht, seconded by Councilmember Young, and CARRIED on roll call vote as follows to AUTHORIZE the Development Services Department to fill the vacant position of Transportation Services Officer, 5 4/1/97 39:0086 AYES: NOES: ABSENT: Councilmembers Chang, HaIbicht, Kovacic, Young, and Kuhn None None I 6c. CONCEPT OF Consideration of report and recommendation to approve the concept of a weekly "Farmers WEEKLY Market" shopping opportunity in downtown Arcadia, to be sponsored by the Arcadia Business FARMERS Association (ABA). If approved, approximately 25 farmers would sell produce on Saturday MARKET, mornings beginning in July. The farmers would set up their produce stands on South First S, FIRST AVE, Avenue, from the alley south of Huntington Drive to California Street. If the market is (APPROVED) successful, the number of farmers and possibly other vendors (e.g" crafters) could be increased. () ('(' _If) When future merchant involvement is secure and a realistic budget and work plan are , v established, the ABA will return to the City Council at a later date for formal approval and implementation of this weekly activity. Mr, Garland Roberson, President of the ABA, presented additional details of the concept. The idea is for a Farmers Market every Saturday morning about 8 a,m. to 2 p.m, Mr. Roberson stated that the Southern Merchants Association assists Farmers Markets in various areas of Southern California at the time when it is known there is a viable market. A detailed plan will be worked out and will be presented to the Council. Councilmember Young pointed out that if flowers are sold at the Farmers Market, they would be in direct competition with florists on First Avenue, Mr, Roberson said that would definitely be a consideration, Councilmember Young raised the question of the need for business licenses, and also the paying of City sales tax. Mr, Roberson answered questions from Council. Councilmember Chang complimented the ABA for taking the lead to find a way to develop downtown businesses. Mayor Kuhn said she is very I excited about the concept of a Fanners Market. With regard to Mayor Kuhn's question about financial assistance or "seed money" from the City to implement initial activity, Mr, Roberson has gotten estimates from other communities of from $5,000 to $15,000, Councilmember Kovacic also commended Mr. Roberson and the ABA for taking the initiative to increase business in downtown Arcadia, and also for coming to the Council first with the concept. Mayor Pro tern HaIbicht stated he is very excited that the Farmers Market is hopefully the start of something which will build First Avenue, and could have more impact on First Avenue than anything that has been done there in the last several years. Council should do everything possible to help get the Farmers Market going, It was MOVED by Mayor Pro tern HaIbicht, seconded by Councilmember Kovacic, and CARRIED on roll call vote as follows to APPROVE the concept of a weekly downtown Farmers Market on South First Avenue, subject to preparation of a detailed work plan and budget, a statement showing significant merchant policy and financial support, and City departmental and residential issues and concerns, AYES: NOES: ABSENT: Councilmembers Chang, HaIbicht, Kovacic, Young, and Kuhn None None 7, CITY A TIORNEY 7a. ORDINANCE The City Attorney presented for adoption and read the title of Ordinance No, 2069: "AN I NO, 2069 ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, (ADOPTED) DELETING CODE SECTIONS 9283,8,7 AND 9283.8,8 OF THE ARCADIA tJ.,'7v- 6; MUNICIPAL CODE RELATING TO FRONT YARD WALL AND FENCE HEIGHTS; AND Od(.' -I;) 6 4/1/97 I I I 8a, CLOSED SESSION 0110.11/ YOUNG (In Memory of Barbara Marcussen) (In Memory of David Sheridan) ADJOURN. MENT (April 15 1997,6 p,m,) 39 ::0087-' CREATING NEW CODE SECTIONS ESTABLISHING NEW HEIGHT LIMITATIONS AND ARCHITECTURAL DESIGN GUIDELINES FOR WALLS, WROUGHT IRON FENCES, COLUMNS AND LIGHTING IN THE FRONT YARD AREAS (l'EXT AMENDMENT 97-001)," It was MOVED by Mayor Pro tern Harbicht, seconded by Councilmember Chang, and CARRIED on roll call vote as follows that Ordinance No. 2069 be and it is hereby ADOPTED, AYES: NOES: ABSENT: Councilmembers Chang, Harbicht, Kovacic, Young, and Kuhn None None The City Attorney announced a Closed Session "pursuant to Government Code Section 54957,6 to confer with City labor negotiators, Dan Cassidy and/or Gary Rogers, regarding negotiations with all represented and unrepresented employees," Council member Young adjourned the meeting in memory of Barbara Marcussen and David Sheridan, "It is with sadness that I am doing this. First, in memory of Barbara Marcussen, who passed away March 16 in London on her way home after a nice trip. She was raised in Long Island and attended Cornell. She had been married to William "Mark" Marcussen for 47 years, the mother of three children: Diane; Steve, who is married to Catherine; Nancy, who is married to Steven Utley; and is the grandmother of Griffin and Celeste Utley, and Eve Marcussen, The Marcussens moved to Arcadia when Arco moved west, and since that time Barbara has been active in the community, and has had a love of travel. Services were a week ago at the Arcadia Presbyterian Church." "The other one I would like to adjourn the meeting in memory of is David Sheridan, He passed away about four weeks ago after having had a lifetime of hanking, from which he had retired, As a 34.year resident of Arcadia, David spent the last four years of his life volunteering for the City of Arcadia Senior Citizens Services, He began volunteering by providing visits to homebound seniors. Later he became a permanent volunteer working at the reception desk at the Community Center. He gave regularly eight hours a week in addition, and was always willing to substitote and pitch in wherever he was needed, Overall, David gave 1,025 hours of service to the City. He was friendly, had a jovial spirit, and, in 1994, ran for the City Council, He will definitely be missed as a volunteer and by the staff of the Arcadia Community Center, It is with sadness that I adjourn the meeting in memory of these two people," At 8:08 p,m, the Council entered the CLOSED SESSIONS, RECONVENED, and ADJOURNED at 9:00 p,m. to 6:00 p.m" Tuesday, April 15, 1997, in the Council Chambers Conference Room for a Regular Meeting to conduct the business of the Council and the Redevelopment Agency, and any Closed Session necessary to discuss personnel, litigation matters or evaluation of properties, Balbara D, Kuhn, Mayor of the ATIEST: 7 4/1/97