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HomeMy WebLinkAboutApril 1, 1997April 1, 1997 7:00 p.m. Council Chamber ACTION INVOCATION Bishop James Corrigan, Church of Jesus Christ of Latter Day Saints PLEDGE OF ALLEGIANCE Kohl Weinbrecht, Boy Schout Troop 125 ROLL CALL: Council Members Chang, Harbicht, Kovacic Young and Kuhn All Present 1. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING City Mgr. Kell All Closed and AGENDA ITEMS Study Sessions will convene at 6:00 pm with the 2. QUESTIONS FROM CITY COUNCIUREDEVELOPMENT AGENCY regular meeting REGARDING AGENDA ITEMS - - - - - - - See Minutes agenda at 7 pm. MOTION: Read all Ordinances and Resolutions by title only and waive Adopted 5-0 reading in full 3. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO No one came ADDRESS THE CITY COUNCIL/REDEVELOPMENT AGENCY forward to speak (NON-PUBLIC HEARING/ FIVE MINUTE TIME LIMIT PER PERSON) 4. MATTERS FROM ELECTED OFFICIALS See Minutes City Council Reports/Announcements/Statements/Future Agenda Items 5. CONSENT a. Minutes of the March 18, 1997 Regular meeting and March 26, 1997 Approved 5-0 Special meeting. 1 6 Consent continued ACTION b. Report and recommendation to adopt Resolution No. 5987, A Adopted 5 -0 Resolution of the City Council of the City of Arcadia, California, approving the application for grant funds from the Tire Recycling Management Fund under the Tire Recycling Act of 1989. C. Report and recommendation to approve third party Workers' Approved 5 -0 Compensation Administrator (Colen & Lee) service contract revision. d. Recommendation to accept the Energy Management System Project Approved 5 -0 as complete and authorize final payment (10% retention) in the amount of $56,137.00 to the Southern California Gas Company. CITY MANAGER D Report and recommendation to approve revisions to the City purchasing procedures: (1) INTRODUCTION - Ordinance No. 2068, 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. (2) ADOPTION - Resolution No. 5988, A Resolution of the City Council of the City of Arcadia, California, approving and adopting a Purchasing Procedure Manual. Introduced 4 -1 with addition. Combr.Chang opposed. Adopted 5 -0 Report and recommendation to authorize the Development Services Approved 5 -0 Department to fill the position of Transportation Services Officer. C. Report and recommendation to approve the concept of a weekly Approved 5 -0 "Farmers Market" shopping opportunity in downtown Arcadia to be sponsored by the Arcadia Business Association. 2 7. CITY ATTORNEY ACTION a. ADOPTION - Ordinance No. 2069, An Ordinance of the City Council Adopted 5-0 of the City of Arcadia, California deleting Code Sections 9283.8.7 and 9283.8.8 of the Arcadia Municipal Code relating to front yard wall and fence heights, and 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. 8. CLOSED SESSION a. 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. To closed Session- 8:08 pm 6:00 ADJOURN to April 15, 1997 at MO p.m. in memory of David Sheridan and Barbara Marcussen. Adjourned at 9:00 pm. 3 �c °RP°RATSO' STAFF REPORT DEVELOPMENT SERVICES DEPARTMENT DATE: April 1, 1997 TO: Mayor and City Council FROM: `�V Peter Kinnahan, Economic Development Administrator SUBJECT: REPORT AND RECOMMENDATION TO APPROVE THE CONCEPT OF A WEEKLY "FARMERS MARKET" SHOPPING OPPORTUNITY IN DOWNTOWN ARCADIA SUMMARY The Arcadia Business Association (ABA) is requesting that the City Council approve the concept of a State certified "Farmers Market" in downtown Arcadia (see attached letter). If approved, approximately twenty -five (25) farmers would sell produce on Saturday mornings beginning in July. The farmers would set up their produce stands on South First Avenue from the alley south of Huntington Drive to California Street. If the market is successful, the number of farmers and possibly other vendors (eg. crafters) could be increased. When future merchant involvement is secure, and a realistic budget and work plan are established, the ABA will return to the City Council at a later date for formal approval and implementation of this weekly activity. Representatives from the ABA will be available at the meeting to answer any questions. This review is for "conceptual" approval only. FISCAL IMPACT The fiscal impact of a weekly "Farmers Market" in downtown is unknown at this time. The ABA may need financial assistance to implement this activity. The Agency has $15,000 budgeted for special event(s) for FY 1996 -97 and FY 1997 -98. RECOMMENDATION Staff is requesting that City Council 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. Approved by: —U-10h William R. Kelly, City Manager Attachment LASER I'MAGIED C. M. 4,c. M April 1, 1997 Office of the Mayor and City Council Arcadia City Hall 240 W. Huntington Drive Arcadia CA 91007 Mayor and City Council: M The Arcadia Business Association (ABA) Board has been looking for an activity or event which would promote the downtown area, be an asset to the City, and be a benefit to our membership. Our research into the program activities of other Los Angeles area cities and business associations, and our membership in the Califomia Downtown Association have led us to focus on the possibility of opening a State certified "Farmers Market. Our preliminary concept is to invite at least twenty -five (25) farmers to display and sell produce on South First Avenue on Saturday momings from approximately 8:00 a.m. to 2:00 p.m. If successful, the number of farmers and possibly other vendors (eg. crafters) could be increased. The sales area would extend from the alley south of Huntington Drive to California Street, including closure of Alta and Bonita Avenues, and the alleys between them, an area identical to last year's Grand Reopening Ceremony. We envision the Farmers Market as a weekly event, tentatively starting in July, 1997, to continue as long as there is a market for this activity. It would be self - supporting financially, although we may request financial assistance or "seed" money from the City of Arcadia to implement initial activity. At this time, we have only done some initial planning. Before we get too deeply involved, we wanted to inform the City Council of this concept and request your initial approval to proceed to the next step with our planning. Please understand that there is much more to be done. After we have obtained merchant and farmer support, and developed a realistic budget and work plan, we will return to the Council at a later date for formal approval and implementation. Representatives of the ABA Board and I will be happy to respond to any questions. Sincerely, Garland Roberson, President Arcadia Business Association cc: William R. Kelly, City Manager Peter Kinnahan, Economic Development Administrator 7 '� °R�.. =• STAFF REPORT ADMINISTRATIVE SERVICES DEPARTMENT Date: April 1, 1997 To: Mayor and City Council From: James S. Dale, Administrative Services Director J Prepared by: Tracey L. H. Williams, Purchasing Officer Subject: Report and recommendation for approval of the revisions to the Purchasing Procedure Manual (Resolution No. 5988) and Ordinance No. 2068 revising City purchasing procedures. (See Supplemental Report of City Attorney attached.) BACKGROUND 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. It is recommended that the City Council approve the revised Purchase Procedure Manual and revised Ordinance No. 2068. DISCUSSION: There are several areas that are significantly impacted if this new manual is approved. The following is a highlighted list of the significant changes: The revised Purchasing Procedure Manual requests the formalized bidding requirements apply only to purchases OVER $30,000, not $15,000, as is set forth at present. 2. The revised Purchasing Procedure Manual requests the informal bidding requirements now apply to purchases OVER $1,000 and UNDER $30,000, not over $500, and under $15,000, as set forth at present. -- Mayor and City Council April 1, 1997 Page 2 3. The revised Purchasing Procedure Manual formally introduces the Limited Purchase Order (LPO) system. This system is simply a mechanism for the departments to purchase items, at their discretion, from any source, under $1,000. This mechanism has been available for quite some time. The original system for LPOs was any items purchased under $500, this, under the revised manual, is recommended to be increased to $1,000. 4. The revised Purchasing Procedure Manual introduces a formal procedure for the disposal, transfer or selling of a vehicle. All of the above recommended revisions are being made to streamline the purchasing procedures of the City, to ensure City funds are used wisely and efficiently, but not as to hamper everyday business amongst the departments in relation to purchasing procedures. To implement the above manual changes, various sections of the purchasing ordinance have been revised by the City Attorney to provide authority for the new bid and purchasing amounts and procedures. These are set forth in Ordinance No. 2068. Ordinance No. 2068 also sets forth a new alternative purchasing process at Section 2841.5. This is explained in the attached supplemental staff report by the City Attorney which also provides additional information concerning Ordinance No. 2b68. FISCAL IMPACT: There is no immediate fiscal impact, however, it is believed that many of the more significant changes will result in a far more efficient and cost effective process for purchasing. n Mayor and City Council April 1, 1997 Page 3 RECOMMENDATION: It is recommended by staff that the City Council: M A. Adopt Ordinance 2068, amending various sections of Chapter 8, Article II, of the Arcadia Municipal Code relating to Purchasing and bidding procedures. B. Approve the revised Purchasing Procedure Manual by adoption of Resolution No. 5988 and authorize the City Manager to execute said policy. Approved b I PP Y William R. Kelly, City Manager 4 7 30 ­Flo STAFF REPORT MAINTENANCE SERVICES DEPARTMENT April 1, 1997 TO: MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: PAT MALLOY, MAINTENANCE SERVICES DIRECTOR/ DAVE McVEY, BUILDING MAINTENANCE SUPERINTENI }E PREPARED BY: DAVID HARADON, ADMINISTRATIVE AIDE SUBJECT: RECOMMENDATION TO ACCEPT THE ENERGY MANAGEMENT SYSTEM PROJECT AS COMPLETE AND AUTHORIZE FINAL PAYMENT (10% RETENTION) IN THE AMOUNT OF $56,137.00 TO THE SOUTHERN CALIFORNIA GAS COMPANY Summary In an effort to reduce maintenance and utility costs and improve the overall management of the City's heating, cooling and lighting systems, the City Council authorized staff in June of 1996 to enter into an agreement with the Southern California Gas Company to retrofit the inefficient lighting fixtures within the City and upgrade the aged air conditioning and heating system at City Hall and the Police Department. The project involved replacing and retrofitting over 1,800 lighting fixtures with high energy efficient lamps and electronic ballasts at City Hall, Police Department, Community Center, Maintenance Services Center, and Fire Station #1. In addition, the project included installing a new energy efficient air conditioning chiller, boiler and air handlers for City Hall and the Police Department. An Automated Building Control System was also installed, for City Hall, Police Department, Council Chambers, Fire Station #1, Community Center and the Library. The project is now complete to staff s satisfaction. It is staff recommendation that the City Council accept the project as complete and authorize final payment (10% retention) in the amount of $56,137.00 to the Southern California Gas Company. Discussion The benefits of this project were two -fold. First, the City would receive new lighting fixtures that would enhance the quality of lighting at City Hall, the Police Department, Community Center, Maintenance Services Center and Fire Station #1. In addition, a new heating and cooling system would be installed at City Hall and the Police Department. The second benefit would be that the new fixtures and equipment would save the City maintenance and utility costs. The entire capital project was designed to pay for itself, through the energy savings alone, over a period of less than ten years. Staff is pleased to report that the quality of lighting in the workplace has been greatly enhanced, the HVAC systems are functioning as planned, and the City is currently meeting the initial estimates for utility savings.. LASER 11M GED Coo. S- . ,... AN% MAYOR AND CITY COUNCIL APRIL 1, 1997 PAGE 2 The original cost of the project was $521,931.00 for the lighting and heating/cooling improvements. During the course of the project, various changes and additions to the scope of the project were necessary. Additional work included such things as installing sensors in the men's and women's locker rooms at the Police Department and replacing two roof -top air conditioning units at Fire Station #1 that coincidently failed during the project. As with all construction projects, the City has withheld payment of 10% of the total project cost as security to ensure the project was completed to staff's satisfaction. Staff now recommends that this retention be released at the end of the 35 day lien period. Once all of the equipment was installed and properly working, staff discovered that the air ducts at City Hall had become agitated from the increase in air velocity running through them. Staff hired a duct cleaning firm at a cost of $8,114.00 to clean all of the air ducts at City Hall. The City hired the contractor separately from this project which saved the City approximately $1,200.00. Fiscal Impact v The original contract amount was for $511,931.00. Recognizing the potential for contingencies, the City Council authorized a total project budget of $575,000.00 (allowing for a 10% contingency budget). The final cost with the Gas Company, is $561, 371.00. Staff contracted with an outside firm for duct cleaning at a cost of $8,114.00. Therefore the total project cost is $569,485.00. This is $5,515.00 less than the total project budget. Staff is pleased to report that initial utility bills from Edison indicate that the City is meeting its expected savings goal. Utility savings for this project were estimated at $62,000.00 per year. Based on an analysis of recent energy bills, this was an accurate estimate. Recommendation It is recommended that the City Council: 1. Accept the project as complete. 2. Authorize final payment (10% retention) in the amount of $56,137.00 to the Southern California Gas Company. Approved:_ °� l kil William R. Kelly, City Manager PM:dh C \OFFICE\ W PW IN\W PDOCS\DEPTEMS -FIN. REP .�. WW4 U '7 yU STAFF REPORT MAINTENANCE SERVICES DEPARTMENT April 1, 1997 TO: MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: PAT MALLOY, MAINTENANCE SERVICES DI4CTO JEROME COLLINS, RECREATION DIRECTOR PREPARED BY: DAVID HARADON, ADMINISTRATIVE AI E-- SUBJECT: RECOMMENDATION TO ADOPT RESOLUTION NO. 5987 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, APPROVING THE APPLICATION FOR GRANT FUNDS FROM THE TIRE RECYCLING MANAGEMENT FUND UNDER THE TIRE RECYCLING ACT OF 1989 Summary Staff recently learned of an opportunity to apply for a competitive matching grant sponsored by the California Integrated Waste Management Board. The purpose of the grant is to encourage the development of a market for recycling used tires. The grant covers 50% of the cost for playground cover using recycled tires. Playground cover, a relatively new product, is the rubber matting used around playground equipment. Last year the City began renovating its parks to comply with the Americans with Disabilities Act (ADA). One of the ADA requirements is that the area around playground equipment must be level and accessible to handicapped children. The type of playground cover the City proposes to use complies fully with the Americans with Disabilities Act. The grant will fund up to 50% of the cost for preparation and installation of playground cover at Camino Grove and Fairview parks that are both scheduled for renovation next year. Discussion In an effort to develop a market for recycled tires, the California Integrated Waste Management Board is sponsoring a matching grant for agencies to use for installing playground cover made from recycled tires. The maximum grant award is $25,000.00. The City has requested $24,150.00 from the state which would cover almost 50% of the cost of installing the cover Camino Grove and Fairview parks. The project cost is summarized below: Grant Request $24,150.00 City's Contribution $24.350.00 TOTAL Project Cost $48,00.00 MAYOR AND CITY COUNCIL APRIL 1, 1997 PAGE 2 The City is contributing an additional $200.00 for signs to be posted promoting that the playground cover was made from recycled tires. The grant does not cover the expense for these signs. The total project cost was based on an installation cost of $12.00 per square foot. This would allow the City to cover approximately 4,025 square feet of playground area, which is the approximate area of the playgrounds at Camino Grove and Fairview. Staff believes this is an accurate assessment of the cost of the project since the City paid this amount for installing similar playground cover last year when renovating Eisenhower, Bonita and Bi- Centennial parks. The $12 per square foot cost includes all of the necessary work for preparing the area with an appropriate base and for the actual installation of the recycled rubber playground cover. Fiscal Impact The total cost of the project is estimated at $48,500.00. If the City receives the requested amount of $24,150.00, the City will only have to fund the remaining 50% of the project ($24,350.00). The cost of the cover at Fairview and Camino Grove Parks is already budgeted for as a capital improvement for FY 1997 -1998. Should the City receive the grant, the Council could use the $24,150.00 for other park upgrades or other projects as directed. Recommendation It is recommended that the City Council adopt Resolution No. 5987 approving the application for grant funds from the Tire Recycling Management Fund under the Tire Recycling Act of 1989. Approved:_ Attachment: William R. Kelly, City Manager Resolution No. 5987 Pu •I C.`.OFFICE\W P W IN\W PDOCS\PRKGRNP. REP U '7 y0 —,� STAFF REPORT MAINTENANCE SERVICES DEPARTMENT April 1, 1997 TO: MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: PAT MALLOY, MAINTENANCE SERVICES DIRECTO IE JEROME COLLINS, RECREATION DIRECTOR PREPARED BY: DAVID HARADON, ADMINISTRATIVE SUBJECT: RECOMMENDATION TO ADOPT RESOLUTION NO. 5987 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, APPROVING THE APPLICATION FOR GRANT FUNDS FROM THE TIRE RECYCLING MANAGEMENT FUND UNDER THE TIRE RECYCLING ACT OF 1989 Summary Staff recently learned of an opportunity to apply for a competitive matching grant sponsored by the California Integrated Waste Management Board. The purpose of the grant is to encourage the development of a market for recycling used tires. The grant covers 50% of the cost for playground cover using recycled tires. Playground cover, a relatively new product, is the rubber matting used around playground equipment. Last year the City began renovating its parks to comply with the Americans with Disabilities Act (ADA). One of the. ADA requirements is that the area around playground equipment must be level and accessible to handicapped children. The type of playground cover the City proposes to use complies fully with the Americans with Disabilities Act. The grant will fund up to 50% of the cost for preparation and installation of playground cover at Camino Grove and Fairview parks that are both scheduled for renovation next year. Discussion In an effort to develop a market for recycled tires, the California Integrated Waste Management Board is sponsoring a matching grant for agencies to use for installing playground cover made from recycled tires. The maximum grant award is $25,000.00. The City has requested $24,150.00 from the state which would cover almost 50% of the cost of installing the cover Camino Grove and Fairview parks. The project cost is summarized below: Grant Request $24,150.00 City's Contribution $24.350.00 TOTAL Project Cost $48,00.00 /' L MAYOR AND CITY COUNCIL APRIL 1, 1997 PAGE 2 The City is contributing an additional $200.00 for signs to be posted promoting that the playground cover was made from recycled tires. The grant does not cover the expense for these signs. The total project cost was based on an installation cost of $12.00 per square foot. This would allow the City to cover approximately 4,025 square feet of playground area, which is the approximate area of the playgrounds at Camino Grove and Fairview. Staff believes this is an accurate assessment of the cost of the project since the City paid this amount for installing similar playground cover last year when renovating Eisenhower, Bonita and Bi- Centennial parks. The $12 per square foot cost includes all of the necessary work for preparing the area with an appropriate base and for the actual installation of the recycled rubber playground cover. Fiscal Impact The total cost of the project is estimated at $48,500.00. If the City receives the requested amount of $24,150.00, the City will only have to fund the remaining 50% of the project ($24,350.00). The cost of the cover at Fairview and Camino Grove Parks is already budgeted for as a capital improvement for FY 1997 -1998. Should the City receive the grant, the Council could use the $24,150.00 for other park upgrades or other projects as directed. Recommendation It is recommended that the City Council adopt Resolution No. 5987 approving the application for grant funds from the Tire Recycling Management Fund under the Tire Recycling Act of 1989. Approved: William R. Kelly, City Manager Attachment: Resolution No. 5987 radvR:Ill C.`.OFFICEIW P W IN%W PDOCSXPRKGRNP_.REP