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HomeMy WebLinkAboutMay 20, 1997May 20, 1997 6:00 p.m. Council Chamber Conference Room ROLL CALL: Council/Agency Members Chang, Kovacic, Kuhn, Young and a. Pursuant to Government Code Section 54956.8 to confer with Agency negotiators William R. Kelly and Peter Kinnahan pertaining to the purchase price, terms and conditions for the potential City acquisition of the property located at the southwest corner of First Avenue and St. Joseph Street owned by Catellus Development Corporation (representatives Brandon Mark, Catellus; and Kevin McKenna, CB Commercial) for possible development of a Mass Transit Station. Young Excused No one spoke 6:03 to 6:25 p.m. b. 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. 6:30 p.m. Council Chamber INVOCATION Father Gene Wallace, Episcopal Church of the Transfiguration PLEDGE OF ALLEGIANCE Kent Ross, City Librarian ROLL CALL: Council/Agency Members Chang, Kovacic, Kuhn, Young and Harbicht 3. PRESENTATION of the Arcadia Beautiful Awards Young Excused Pat Eickerly Helen Dahlstrom RECESS 6:48 to 7:02 p.m. C1 A 91 A W PRESENTATION of plaque to the 1997 Arcadia High School Constitution Team SUPPLEMENTAL INFRO _ STAFF REGARDIR-1— T) QUESTIONS COUNCIL/REDEVELOPMENT AGENCY REGARDING AGENDA ITEMS MOTION; Read all Ordinances and Resolutions by title only and waive reading in full 7. PUBLIC HEARING a. Report and recommendation to approve a Bingo Permit Application for the Church of the Holy Angels Senior's Club at 370 Campus Drive. of •, I * ' • Lei ,. 0 City Council Reports /Announcements /Statements /Future Agenda Items a. Minutes of the May 6, 1997 Regular Meeting ADJOURN Redevelopment Agency to June 3, 1997 at 6.00 p.m. IT • a. Minutes of the April 30, 1997 Budget Study Session and May 6, 1997 Regular Meeting b. Report and recommendation to award a contract in the amount of $109,580.61 to Ed Butts Ford for the purchase of five (5) 1997 Ford Crown Victoria Police Interceptor 4 -door sedans for the Police Department. 2 See Minutes None Adopted 4 -0 Pub. Hrg. Closed Approved 4 -0 No one spoke See Minutes Approved 3 -0 Abstain 1 Absent 1 4/30 Minutes Approved 4 -0 5/6 Minutes Approved 3 -0 Abstain 1 Approved 4 -0 im offlum C. Report and recommendation to appropriate $7,000.00 to Approved 4-0 Communications Support Group for on-going cable television rate regulations. d. Report and recommendation to approve Resolution No. 5922, A Adopted 4-0 Resolution of the City Council of the City of Arcadia, California appointing specific representatives to the Independent Cities Risk Management Authority. e. Report and recommendation to adopt a revised City Council Expense Approved 4-0 Reimbursement Policy. WFWHAWOU� a. Report and recommendation to adopt Ordinance No. 2064, An Adopted 4-0 Ordinance of the City Council of the City of Arcadia, California, amending Division 6 of Chapter 5, Article VI, of the Arcadia Municipal Code regarding motion picture filming. b. Report and recommendation to adopt Ordinance No. 2070, An Adopted 4-0 Ordinance of the City Council of the City of Arcadia, California, adding Section 7211.1 establishing parkway requirements in the Public Works Section of the Arcadia Municipal Code and authorizing modifications by the City Engineer. C. Report and recommendation to adopt Ordinance No. 2071, An Adopted 4-0 Ordinance of the City Council of the City of Arcadia, California amending the Arcadia Municipal Code by repealing Part 1 of Chapter 1 of Article 11 (Sections 2110 and 2112) regarding council meetings and repealing in its entirety Article 11, Chapter 1, Part 2, Division 2 (Section sLtem No. 2a. 2122 through 2122.4.1) regarding the agenda process. 7:32 to 8:15 p.m. Closed Session 3 8:15 to 8:44 p.m. Fire Suppression Assessment District procedure discus- ion. Adjournment - 8:44 p.m. C I ,�COR.ORAtfO�,o STAFF REPORT ADMINISTRATIVE SERVICES DEPARTMENT Date: May 20, 1997 To: Mayor and City Council From: Pat Malloy, Director of Maintenance Services/ James S. Dale, Administrative Services Director Prepared by: Tracey L. H. Williams, Purchasing Officer Subject: Report and recommendation for the purchase of five (5) 1997 Ford Crown Victoria Police Interceptor 4 -Door Sedans for the Police Department. SUMMARY It is recommended that the City Council award a contract for of five (5) 1997 Ford Crown Victoria Police Interceptor 4 -Door Sedans to Ed Butts Ford in the amount of $109,580.61. Funds, in the amount of $122,500.00, have been budgeted in the Vehicle Replacement Program Fund in Fiscal Year 1996 -97 for this acquisition. DISCUSSION: The five (5) 1997 Ford Crown Victoria Police Interceptor 4 -Door Sedans will be used to replace five (5) 1993 Chevrolet Caprice police sedans with an approximate average mileage of 80,000 miles. This Bid was sent to three (3) Ford sedan dealerships. There were three (3) responses which were publicly recorded. Bid results, including sales tax were: Ed Butts Ford, La Puente, CA $109,843.48 Robert H. Loud Ford, Pasadena, CA $111,286.13 Wondries Ford, Alhambra, CA $115,638.06 FUNDING Funds, in the amount of $122,500.00, have been budgeted in the Vehicle Replacement Program Fund in Fiscal Year 1996 -97 for this acquisition. LASER jy�'r.. Mayor and City Council May 6, 1997 Page 2 RECOMMENDATION M It is recommended by staff that the City Council award a contract for the purchase of five (5) 1997 Ford Crown Victoria Police Interceptor 4 -Door Sedans to Ed Butts Ford in the amount of $109,843.48, and authorize the City Manager to execute said contract in a form approved by the City Attorney. Approved by William R. Kelly, City Manager DATE: MAY 20, 1997 STAFF REPORT OFFICE OF THE CITY MANAGER TO: MAYOR AND MEMBERS OF THE CITY COUNCIL 1aFROM: WILLIAM R. KELLY, CITY MANAGER b BY: LINDA GARCIA, ADMINISTRATIVE COORDINATOR MN SUBJECT: RECOMMENDATION TO ADOPT A REVISED CITY COUNCIL EXPENSE REIMBURSEMENT POLICY A City Council Travel Arrangements and Reimbursement Policy was originally initiated in July 1994 and was subsequently amended in March 1995. The intent of the policy is to provide Council Members with guidelines for expense reimbursement to ensure that the City complies with auditing requirements. The attached City Council Expense Reimbursement Policy contains revisions to the existing policy that are consistent with current operating procedures. This newer version also provides additional clarification about the types of expenses that can be reimbursed and allows more flexibility in terms of processing Council Member reimbursement requests. The policy still reflects the City's desire to pay for only those expenses incurred by a member of the City Council on behalf of the City. RECOMMENDATION It is recommended that the City Council adopt the attached City Council Expense Reimbursement Policy which has been amended from the previous policy dated March 7, 1995. Attachment LASER liNIAGED 7 SW �Iqd CITY OF ARCADIA ADMINISTRATIVE POLICY GUIDELINES CITY COUNCIL DATE ADOPTED EXPENSE REIMBURSEMENT POLICY SIGNED: POLICY STATEMENT This policy is to assist Council Members in following established procedures when seeking reimbursement for travel, lodging and other expenses incurred when conducting business on behalf of the City of Arcadia. City Council travel is authorized for conducting City business at one -day or extended day activities such as professional meetings, conferences and training sessions. In addition, Council Members are eligible to be reimbursed for other functions they attend as a City representative, e.g. association meetings, charitable events, retirement dinners, meetings with representatives from City organizations, etc.. The City may either pre -pay or reimburse the cost of registration fees, food, lodging, transportation and reasonable incidental expenses. Reimbursement is limited to expenses incurred by the Council Member only; expenses for a spouse or guest shall be paid for by the Council Member. Travel arrangements and reimbursement paperwork should be coordinated with City Manager Department staff. POLICY ARRANGEMENTS Meetings and events which have been beneficial to Council Members in the past are routinely budgeted. As meeting notices are received, they are forwarded to the City Council who notify staff if they are interested in attending. Council Members may either make the necessary arrangements themselves and request reimbursement in accordance with this policy, or they may ask City Manager department staff to make arrangements for them. If a Council Member elects to make his /her own arrangements, it should be remembered that receipts and /or proof of attendance must be submitted with the request for reimbursement. If a Council Member pays for a function in advance with a personal check and no receipt is provided, they should submit a copy of the canceled check and event announcement showing the cost of the function. 7 City Council Expense Reimbursement Policy Page 2 TRANSPORTATION Air Taansoortation Payment or reimbursement is limited to economy coach class commercial air carrier. A Council Member may use City travel to qualify for frequent flyer credits, but the selection of an airline for a given trip shall not be made for the purpose of accumulating such credits. Rental Cars If a rental car is necessary during the course of travel, it shall be a standard or economy model unless an upgrade is provided by the rental agency at no additional cost. Use of a rental car, in lieu of a private automobile, to travel to and from an out -of -town event will be reimbursed either at the private auto mileage rate or the car rental cost apportioned for the number of days used for City business, whichever is less. Private Automobiles Council Members may use private automobiles for personal or group transportation on one -day or extended trips. Reimbursement shall be at the prevailing IRS rate per business mile for the first 100 miles and $.17 per business mile thereafter. Mileage reimbursement shall not exceed the cost of round -trip air transportation (economy class). City Cars City cars normally are not used for transportation on extended trips, but they may be made available for one -day trips if a Council Member has a need for same. Parking Expenses Parking expenses at the airport, hotel or conference are reimbursable (with receipts); charges for parking at personal excursions are not reimbursable. LODGING Selection of a hotel shall be appropriate for the location and type of meeting attended. Lodging expenses are authorized only for travel outside of a 50 -mile radius of City Hall unless approved by a majority of the City Council. Hotel costs are limited to standard, double occupancy accommodations. Additional charges requested by or because of guests are not reimbursable. y City Council Expense Reimbursement Policy Page 3 MEALS AND INCIDENTALS Council Members may be reimbursed for meals and incidentals, e.g. airport shuttle, taxi, gratuities, business telephone calls, business faxes, etc. When possible, an attempt should be made to take advantage of meals that are included as part of the conference registration costs (or included in the air fare). Receipts shall be submitted for all meals and incidentals. Expenses for movies, video tape rentals, personal phone calls, dry cleaning or laundry, and alcoholic beverages are not reimbursable. In the case of a meeting with a representative from a City organization or other agency to discuss City business, the cost of both meals may be reimbursed. RECONCILIATION AND REIMBURSEMENT Within 30 days of the Council Member's attendance at an out of town trip, meeting or conference, he /she should submit all receipts and associated documentation (airline ticket; announcement; proof of attendance; canceled check, if applicable) to the City Manager's Department who will process the reimbursement request. In the event expenses are prepaid, receipts should still be submitted so that the City can document to the Internal Revenue Service that payment of the expense does not constitute miscellaneous income to the Council Member. Within 3 months of the date of a local meeting, function or conference, or a meeting attended because a of a Council Members status as an official City delegate, he /she should submit all receipts and associated documentation, including that for mileage, to the City Manager's department who will process the reimbursement request. °..t. STAFF REPORT DEVELOPMENT SERVICES DEPARTMENT May 20, 1997 TO: Mayor and City Council FROM: Donna L. Butler, Community Development Administrator Prepared by: Becky Pike, Business License Officer SUBJECT: Report and recommendation to approve a Bingo Permit Application for the Church of the Holy Angels Senior's Club at 370 Campus Drive. On April 17, 1997, the City accepted an application from Mr. James R. Mallen, President of the Church of the Holy Angels Senior's Club requesting a permit to conduct bingo games. The proposed bingo games are for recreational purposes only and will be held at the church hall at 370 Campus Drive, Arcadia. The Development Services Department is recommending approval of this request. The Arcadia Municipal Code section 4216.1.8 allows senior citizen organizations to obtain a permit for bingo games and section 4216.1.9 permits bingo games conducted for recreational purposes only. An inspection of the location is required by the Building Services and Fire Prevention offices and an investigation of the organization by the Arcadia Police Department The Police Department Investigation Section reviewed the application and has no objection to the issuance of the permit. Building Services has inspected the location and has no objection to the issuance of the permit. Fire Prevention Office makes regular inspections of churches and they found no violation on their last inspection of Holy Angels Church. All funds collected in payment of bingo cards for recreational games are awarded in prizes. No funds are retained or held over by the organization or group. They may play bingo as often as they wish, the once a week restriction only applies to bingo games used as fund raising events. The application submitted by Holy Angels Senior's Club is requesting a permit for bingo only 4 to 8 times per year. The granting of a permit for recreational bingo games will not limit the number of times games can be played according to the Municipal Code. rn *VW -41� There is no cost to the City. A recreational Bingo Permit does not generate any revenue for the City. Per Arcadia Municipal Code Section 4216.2.4. the Business License Permit is a "no fee" permit. The Development Services Department recommends that the City Council approve the request for a Bingo Permit to be issued to Church of the Holy Angles Senior's Club at 370 Campus Drive. Said permit will be effective May 26, 1997. (The first bingo game date can be 45 days after the approval of the application.) Approved: William R. Kelly, City Manager En M NOTICE OF PUBLIC HEARING BEFORE THE ARCADIA CITY COUNCIL NOTICE IS HEREBY GIVEN that a public hearing will be held by and before the ARCADIA CITY COUNCIL for consideration of an application for a BINGO PERMIT. APPLICANT: James R. Mallen, President, Senior's Club, Church of the Holly Angels. REQUEST: The Church of the Holy Angels Senior's Club is requesting a permit to hold bingo games as a recreational activity at Holy Angels Church. LOCATION: 370 Campus Drive DATE AND HOUR OF HEARING: Tuesday, May 20, 1997 at 7:00 p.m. PLACE OF Arcadia City Hall Council Chambers HEARING: 240 West Huntington Drive, Arcadia, California The purpose of the public hearing is to afford the public an opportunity to be heard concerning this request for the Church of the Holy Angels Senior's Club to conduct bingo games as a recreational activity at the Church. For further information regarding this application, please contact Mrs. Becky Pike in the Business License Office at the Arcadia City Hall, (818) 574 -5430, Monday through Thursday, between the hours of 7:30 a.m. and 5:30 p.m., and every other Friday 7 :30 a.m. to 4:30 p.m. The Arcadia City Hall will be closed May 9, 1997. Pune D. Al f f City Clerk / Dated: May 1, 1997 Publish: May 7, 1997