HomeMy WebLinkAboutAugust 1, 2000A _� • A N N 0 T A T E_2 •
A G E N D A ❑0❑
Arcadia City Council
and
"�e 0 °�,,a.• °' Redevelopment Agency
Meeting
August 1, 2000
5:00 p.m.
Council Chambers Conference Room
ACTION
ROLL CALL: Council /Agency Members Chandler, Chang, Marshall, Segal and KovaciCAII present
2.
3.
TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS
THE CITY COUNCIL OR REDEVELOPMENT AGENCY REGARDING THE 5:00 P.M.
SESSION (NON- PUBLIC HEARING /FIVE MINUTE TIME LIMIT PER PERSON) No one spoke
CLOSED SESSION — ARCADIA REDEVELOPMENT AGENCY
RECESSED to Closec
Session at 5:04 p.i
Conference with Real Property Negotiators (Government Code Section 54956.8) RECONVENED Reg.Mt,
at6:07p.m.
Property:
Property Owner:
55 W. Huntington Dr.
William Adkins
21 Morlan Pl.
Hann Ling Shaw
28 W. Santa Clara St.
Ellsworth Dahlgren
121, 145, 155 N. Santa Anita Ave.
Ohannes Berberian
101 N. Santa Anita Ave.
Walter Griff in
41 W. Huntington Dr.
Robert Johannsen
35 W. Huntington Dr.
Gary & Dan Braun
27 W. Huntington Dr.
Richard Gretebeck
25 N. Santa Anita
Ralph Wolveck
11, 15, 19 W. Huntington Dr.
Gary Barringer
5 W. Huntington Dr. Anthony Fanticola
Negotiating Parties: Agency — Deputy Executive Director and Economic Development
Administrator
Under Negotiation: Price and terms of payment
STUDY SESSION
Discussion and direction regarding a potential South Arcadia
7:00 p.m.
Council Chambers
INVOCATION June D. Alford, City Clerk
PLEDGE OF ALLEGIANCE D.J. LaPorte
Redevelopment Project Area.
Approved $125,000
for study of area
5 -0
RECESSED at 6:53,
RECONVENED in Co.
Chambers at 7 p.m.
ROLL CALL: Council Members Chandler, Chang, Marshall, Segal and Kovacic All present
Gary A. Kovacic, Mayor • Mickey Segal, Mayor Pmtempore • Roger Chandler, Dr. Shang Chang, Gail A. Marshall, Council Members
William R. Kelly, City Manager
June D. Alford, City Clerk
• • ACTION
4. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS None
City Attorriey Deitach a nounced the item discussed at the earlier Closed Session,
o r r a le action en.
MOTION: I eacfa�l �5r mances and��esolutions by title only and waive Adopted 5 -0
reading in full.
5. PRESENTATION of Mayor's Youth Service Award to Marsha and Bob Garrett.
6. PRESENTATION of Mayor's Senior Service Award to Elvin Pate.
7. ADMINISTRATION OF OATH OF OFFICE to two new members of the
Parking District Commission Mahlon Chinn and Martin A. Wood. city Clerk
8. PUBLIC HEARING
All interested persons are invited to appear at the Public Hearing or Joint Public Hearing and to provide evidence or
testimony concerning the proposed item of consideration. You are hereby advised that should you desire to legally challenge
any action taken by the City Council or Redevelopment Agency with respect to items 8a, b & c 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.
a. Recommendation to ADOPT Ordinance No. 2126, An Ordinance of the
City Council of the City of Arcadia, California, prohibiting the approval of
all use entitlements and permits, except permits for single- family dwellings
on a lot, on certain properties generally located at 2606, 2615 Greenfield,
2601, 2600, 2607 Lee Avenue, 2601 and 2600 Second Avenue, 2601 anc
2600 Third Avenue and 2601 and 2536 Fourth Avenue for a period of ten
months, fifteen (15) days pending completion of a land use study and
adoption of any and all "amendments to the City's Land Use Regulations.
Recommendation to confirm the 1999 -2000 annual weed abatement
charges to affected private property owners within the City of Arcadia.
C. Recommendation to adopt Resolution No. 6191, A Resolution of the City
of Arcadia, California, finding the City of Arcadia to be in conformance
with the Congestion Management Program (CMP) and adopting the CMP
Local Implementation Report in accordance with California Government
Code Section 65089.
Pub. Hrg. Closed
Adopt,ord. 21 6 4 -0
CFandler a stained
(10)
Pub. Hrg.Closed
Con m d hg s.5 -0
Pub. Hrg. Closed
Adopt Res. 6191
5 -0
9. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS
THE CITY COUNCIL (NON- PUBLIC HEARING /FIVE MINUTE TIME LIMIT PER
PERSON) Dorothy .Denne
10. MATTERS FROM ELECTED OFFICIALS
City Council Reports/ Announcements /Statements /Future Agenda Items see Minutes
RECESS CITY COUNCIL
2
11. MEETING OF THE ARCADIA REDEVELOPMENT AGENCY ACTION
ROLL CALL: Agency Members Chandler, Chang, Marshall, Segal and Kovacic All present
TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS
THE REDEVELOPMENT AGENCY (NON- PUBLIC HEARING/FIVE MINUTE TIME No one spoke
LIMIT PER PERSON)
a. Minutes of the July 13 adjourned regular and July 18, 2000 regular Approved 5 -0
meetings.
b. Recommendation to approve a policy for the retention/destruction of Approved pol icy &
obsolete records for the Arcadia Redevelopment Agency and to adopt Adopt ARA Res. 188
ARA Resolution No. 188, A Resolution of the Arcadia Redevelopment
5 -0
Agency of the City of Arcadia, California, granting the Executive Director
ongoing authority, with the consent of Agency Counsel, to authorize the
destruction of Agency records, according to the provisions of the policy,
without requiring the Agency Board to act upon each request for destruction
of records.
C. Recommendation to approve the Design Review for a remodel of the Approved s -o
office building at 37 E. Huntington Drive.
ADJOURN REDEVELOPMENT AGENCY to August 15, 2000 at 6:00 p.m.
RECONVENE CITY COUNCIL
12. CITY CLERK
Recommendation to appoint a voting delegate and alternate to the League of Kovacic & Uga1
California Cities annual conference in Anaheim, California, September 7 -9, 2000.
13. CONSENT
a. Minutes of the July 13 adjourned regular and July 18, 2000 regular Approved 5 -0
meeting.
b. Recommendation to adopt a new class specification for Human Resources Approved 5 -0
Analyst.
C. Recommendation to adopt Resolution No. 6193, A Resolution of the City Adopted '5 -0
Council of the City of Arcadia, California, requesting an allocation and
payment of $30,670.00 in County Aid -To- Cities funds to widen Foothill
Boulevard at Fifth Avenue.
d. Recommendation to award a contract to BEGL Construction Co., Inc. in Approved 5 -0
the amount of $784,400.00 for construction of the Ruth V. and Charles E.
Gilb Historical Museum.
W
Consent continued
ACTION
e. Recommendation to authorize the City Manager to enter into a Professional Approved 5 -0
Services Agreement in the amount of $36;000.00 for City traffic engineering
services with Willdan.
Recommendation to enter into Professional Services Agreements with Approved 5 -0
Beard /Provencher & Associates, Gage- Babcock & Associates, Fire
Protection Associates, Fire Protection Services and Vandorpe Chou
Associates to provide plan checking services for the Fire Department.
14. CITY ATTORNEY
a. Recommendation to ADOPT Ordinance No. 2124, an Ordinance of Adopted 5 -0
the City Council of the City of Arcadia, California, amending Section 5120
of the Arcadia Municipal Code and deleting Sections 5120.4 (removing
waste material), 5120.6 (permit required), and 5130.5 (anti- scavenging)
relating to removal of garbage and recyclables.
b. Recommendation to INTRODUCE Ordinance No. 2127, An Ordinance of Introduced 5 -0
the City Council of the City of Arcadia, California, amending Article 1,
Chapter 2, Section 1200; Article II, Chapter 2, Division 5, Section 2215;
Article III, Chapter I, Part 3, Division 4, Section 3114, Subdivision 1;
Article VIII, Chapter 0, Part 3, Section 6030; Article VIII, Chapter 8, Part 3,
Section 8839; Article IX, Chapter 1, Part 4, Division 1, Section 9141.1;
Article IX, Chapter 4, Section 9403, Subdivision (a); and Article IX, Chapter 8,
Section 9815, Subdivision (a) of the Arcadia Municipal Code pertaining to
code enforcement citations and prosecutions
ADJOURN CITY COUNCIL to August 15, 2000 at 6:00 p.m. in memory of Edward Lojeski at 9:03 p.m.
0
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STAFF REPORT
ADMINISTRATIVE SERVICES DEPARTMENT
TO: MAYOR AND CITY COUNCIL
FROM: TRACEY HAUSE, ADMINISTRATIVE SERVICES DIRECTOO
CAROL A. PRZYBYCIEN, HUMAN RESOURCES AND RISK �v
MANAGER
SUBJECT: RECOMMENDATION TO ADOPT NEW CLASS SPECIFICATION:
HUMAN RESOURCES ANALYST
DATE: AUGUST 1, 2000
SUMMARY
Recommend adoption of the new classification of Human Resources Analyst, which
has been included in the City's 2000 -2001 budget.
DISCUSSION
The new class description is attached and reflects duties and qualifications as
established by management. The class description is consistent with similar
positions. This is a newly. established position and for this reason it was not included
in the Citywide classification review. This class specification has been approved by
the Human Resources Commission at its July 13, 2000 meeting.
FISCAL IMPACT
There is no fiscal impact in the approval of the new class description. The salary
level for Human Resources Analyst has been previously adopted by City Council as
part of the budget adoption action.
RECOMMENDATION
It is recommended that the City Council approve the adoption of the class
specification of Human Resources Analyst.
APPROVED:
William R. Kelly, City Manager
LASE? IMAGE
C a-„/ - 13-6.
n
DEFINITION
CITY OF ARCADIA
HUMAN RESOURCES ANALYST
E5
Under direction, to provide a wide variety of journey level professional, administrative,
analytical, and coordination duties in support of human resources functions and programs
including recruitment, selection, evaluation, classification, compensation, job evaluation,
benefits, employee relations, and workers' compensation; to oversee and coordinate assigned
administrative, processes, procedures, and programs; and to provide highly responsible and
complex staff assistance to the Human. Resources and Risk Manager.
SUPERVISION EXERCISED
Exercises technical and functional supervision over technical and clerical staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Provide professional journey level staff assistance and coordination in support of human
resources functions and programs including recruitment, selection, evaluation, classification,
job evaluation, benefits, and compensation.
Participate in the development and implementation of new or revised human resources
programs, systems, procedures, and methods of operation.
Compile and analyze data and make recommendations regarding human resources programs
and systems; assist in the development and implementation of related policies.
Participate in the preparation and administration of assigned budgets; maintain and monitor
appropriate budgeting and expenditure controls.
Research, collect, compile, and analyze information from various sources on a variety of
specialized human resources topics; prepare comprehensive technical records, reports, and
summaries to present and interpret data, identify alternatives, and make and justify
recommendations.
Plan and conduct comprehensive salary and benefit surveys; perform job evaluation,
classification, and class specification development.
Coordinate recruitment process including outreach activities; screen employment
applications; ensure applicants meet or exceed minimum qualifications; rank candidates
according to qualifications.
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k
' _ '�✓ 'err/''
W
Design, coordinate, and administer written, performance, and/or oral employment
examinations; ensure that exams and interviews are conducted in accordance with Federal and
State laws and City policies and procedures.
Select and orient evaluators regarding examination procedures and rating criteria.
Provide assistance to the Human Resources and Risk Manager during arbitration and contract
negotiations; research and collect relevant data pertaining to local and/or regional collective
bargaining agreements.
Assist in the management of workers' compensation claims.
Monitor legislation and analyze proposed legislation'to determine impact on human resources
operations and programs.
Serve as a liaison with employees, public and private organizations, community groups, and
other organizations; provide information and assistance regarding human resources programs
and services; receive and respond to complaints and questions relating to human resources;
review problems and recommend corrective actions.
Attend meetings as a representative for the Human Resources Division; prepare, administer,
and monitor programs.
OTHER JOB RELATED DUTIES
Performs related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Principles and practices of EEO, selection, recruitment, job evaluation, benefits,
classifications, and compensation.
Principles and techniques of human resources management and program
administration.
Principles and practices of budget development, preparation, and expenditure control.
Organizational and management practices as applied to the analysis, evaluation,
development and implementation of human resources programs, policies and
procedures.
M
M
Pertinent Federal, State, and local laws, codes, and regulations including
administrative and departmental policies and procedures.
Basic principles and practices of performance evaluation.
Research and reporting methods, techniques, and procedures.
Sources of information related to a broad range of human resources programs, services
and functions.
Public relations techniques and methods.
Modern office practices, methods, and computer equipment.
Principles and procedures of financial, statistical, and administrative record keeping.
Safe driving principles and practices.
Skill to:
Operate modern office equipment including computer equipment.
Operate a motor vehicle safely.
Abp
Analyze problems, identify alternative solutions, project consequences of proposed
actions, and implement recommendations in support of human resources goals.
Research, analyze, and evaluate human resources programs, policies, and procedures.
Prepare clear and concise correspondence and reports on a variety of human resources,
financial, budgetary, and administrative issues.
Independently perform the full range of responsible and difficult analytical and
administrative work involving the use of independent judgment and personal initiative.
Understand the organization and operation of the Human 'Resources Division and of
outside agencies as necessary to assume assigned responsibilities.
Effectively administer a variety of human resources programs, functions, and
administrative activities.
Plan, organize, and carry out assignments from management staff with minimal
supervision and direction.
CM
M
Conduct research on.a wide variety of human resources and administrative topics.
Interpret and apply administrative and human resources policies and procedures.
Communicate clearly and concisely, both orally and in writing.
Effectively utilize job specific computer software programs.
Establish, maintain, and foster positive -and harmonious working relationships with
those contacted in the course of work.
Minimum !2ualifications:
Experience:
Three years of responsible human resources experience involving professional
level duties in areas such as: recruitment, selection, testing, classification,
compensation, benefits, and job evaluation.
Training:
Equivalent to a Bachelor's degree from an accredited college or university with
major course work in public administration, human resources management, or
a related field.
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid driver's license.
Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment; ability to travel to different sites and
locations.
Effective Date: July, 2000
n
fMcO$PDXAT49'��09 STAFF REPORT
DEVELOPMENT SERVICES DEPARTMENT
August 1, 2000
TO: Mayor and City Council
FROM: c Don Penman, Assistant City Manager /Development Services Director
By: Dan A. Lazo, Associate Civil Engineer
SUBJECT: REPORT AND RECOMMENDATION TO AUTHORIZE THE CITY
MANAGER TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT
FOR CITY TRAFFIC ENGINEERING SERVICES PROVIDED BY
WILLDAN /ED CLINE
SUMMARY
Since 1996, the City has a contract with Willdan Associates for city traffic engineering
services. It has been some time since the City has had a full time Traffic Engineer. Over
the last several years, the Willdan representative, Ed Cline, has been able to serve the City
of Arcadia as the City Traffic Engineer with an average of one day per week in the City.
In the 2000 -01 budget, a total of $36,000.00 was allocated for city traffic engineering
services. This amount would provide for approximately six hours each week of city traffic
engineering services. Staff believes, based on current workloads, that six hours per week
would be adequate.
Staff recommends that the City Council authorize the City Manager to enter into a
professional services agreement with Willdan to provide city traffic engineering services for
fiscal year 2000 -01. Willdan has agreed to continue to assign Mr. Cline to the City to
perform those duties.
BACKGROUND
Willdan proposes to assign Ed Cline to be the City Traffic Engineer, since Ed Cline has
been appointed as the City Traffic Engineer from the first city traffic engineering services
agreement.
Mr. Cline has more than 40 years experience in Municipal Traffic Engineering, is licensed
as both a Civil Engineer and a Traffic Engineer in the state of California. Additional, he has
been a resident of Arcadia since 1972. Consequently he is infinitely familiar with the streets
and traffic flow in the City and is able to deal with traffic engineering issues in an extremely
efficient manner. '
c_GAl, '/3,, -.
In
FISCAL IMPACT
M
Funds from Proposition C allocation and General Fund in the total amount of $36,000 are
available in fiscal year 2000 -01 budget to cover the proposed contract services. As the
allocation is expected to exceed $15,000.00, City Council approval is required. Additional
funds were approved in this FY 2000 -01 budget as well as by budget amendment last year
due to the additional time the Traffic Engineer is committing to work on school safety
matters.
RECOMMENDATION
It is recommended that the City Council authorize the City Manager to enter into a
professional services agreement for the city traffic engineering services provided by
Wildan /Ed Cline.
Approved By:
William R. Kelly, City Manager
�� L�'S✓ L1 '- J c�
°'"T' STAFF REPORT
OFFICE OF THE CITY CLERK
DATE: AUGUST 1, 2000
TO: MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JUNE D. ALFORD, CITY CLERK �'( ;��.
SUBJECT: 1999 -2000 WEED ABATEMENT CH GE LIST - PUBLIC HEARING
On July 18, 2000 the Los Angeles County Agricultural Commissioner's Office delivered the
list of private properties within the City on which the County has abated weeds, rubbish
and refuse. The location of these properties has been inserted for your information. The
charges to property owners of the abated properties are attached to this report.
It should be noted that, of the twenty -nine (29) properties listed, eight (8) of the parcels
incurred a minimal charge of $23.99 for inspection only of the property by County
personnel.
Each property listed on the charge list has been posted and noticed of the public hearing
this date, which was scheduled to hear objections, if any, to the charges for abatement or
inspection. If an objection is lodged, the City Council may want to have the matter
investigated by the City Fire Department or overrule the objection and the following
motion would be in order.
RECOMMENDATION:
FOLLOWING THE CLOSE OF THE PUBLIC HEARING, MOVE TO CONFIRM THE CHARGE
LIST AS SUBMITTED AND DIRECT THAT THE COUNTY AUDITOR BE INSTRUCTED TO
ENTER THE AMOUNTS OF THE ASSESSMENTS AGAINST THE RESPECTIVE PARCELS OF
LAND AS THEY APPEAR ON THE CURRENT PROPERTY ASSESSMENT ROLL.
LASER IMAGED
f /�. C�x-
MG65
WEED ABATEMENT CHARGES BY WEED KEY
06/29/00
PAGE 1
WEED
MAPBOOK
PAGE
PARCEL
ZONE
CITY
TOTAL
LOCATION
OWNER
KEY
CODE
CHARGES
7
5383
030
016
06
035
303.23
1725 S Baldwin Ave
Brian Wu
7
5765
002
012
06
035
23.99
Santa Anita Canyon Rd
William & Annette Martin
7
5765
002
013
06
035
23.99
Santa Anita Canyon Rd
William & Annette Martin
7
5765
011
011
06
035
23.99
Highland Vista Dr
Brown Trust
7
5765
030
010
06
035
23.99
Highland Oaks Dr
Vida Trust
7
5773
008
003
06
035
274.77
324 N 2nd Ave
Robert W Johnson Trust
7
5773
008
008
06
035
571.30
Santa Clara St
L A District Advisory
7
5773
008
009
06
035
454.86
Santa Clara St
Gary W Moms
7
5773
009
012
06
035
684.66
131 N Fifth Ave
D B Milliken Co
7
5773
014
011
06
035
794.45
151 Alta St
Amir Zahir & Youssef Younaei
7
5775
025
025
06
035
826.87
Santa Clara St
Dahlgren Trust
7
5777
036
002
06
035
23.99
1045 W Huntington Dr
Maier Brewing Co
7
5784
020
014
06
035
23.99
Leroy Ave
Kolovos Trust
7
5788
014
013
06
035
23.99
Norman Ave
L Nassaney & J Summers
7
8532
007
011
06
035
649.33
Kardashian Ave
Tillie Goldring Et Al Trs
7
8532
007
014
06
035
265.54
Kardashian Ave
Tillie Goldring Et Al Trs
7
8532
016
001
06
035
279.10
Clark St
Graham Livingston Inc
7
8532
016
003
06
035
197.19
Clark St
Graham Livingston Inc
7
8532
016
004
06
035
23.99
Clark St
Graham Livingston Inc
7
8532
016
007
06
035
207.28
11826 E The Wye St
Micro -Tek Associates Inc
7
8532
017
009
06
035
196.16
Goldring Rd
Consolidated Rock Products
7
8532
017
018
06
035
279.56
Clark St
Xavier & Guadalupe Contreras
7
8532
017
057
06
035
322.54
Goldring Rd
Xavier & Guadalupe Contreras
7
8532
018
005
06
035
409.36
Goldring Rd
Samuel Kardashian
7
8532
018
011
06
035
400.26
Goldring Rd
Kardashian Trust
7
8532
018
018
06
035
311.48
Randolph St
Randolph Industrial Business
7
8532
018
019
06
035
311.50
Randolph St
Randolph Industrial Business
7
8532
018
021
06
035
422.48
Goldring Rd
Wang Assoc
7
8532
019
024
06
035
631.23
Goldring Rd
Scott & Haiti Wei
TOTAL PARCELS =
29/TOTAL CHARGES
8,985.07
ATTACHMENT A
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REPORT
*p T
r�C0 PORATEO STAFF REP OR
DEVELOPMENT SERVICES DEPARTMENT
August 1, 2000
TO: Mayor and City Council
FROM: Don Penman, Assistant City Manager /Development Services Director
By: Donna Butler, Community Development Administrato���
SUBJECT: REPORT AND RECOMMENDATION TO ADOPT RESOLUTION NO.
6191: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, FINDING THE CITY OF ARCADIA TO BE
IN CONFORMANCE WITH THE CONGESTION MANAGEMENT
PROGRAM (CMP) AND ADOPTING THE CMP LOCAL
IMPLEMENTATION REPORT (LIR) IN ACCORDANCE WITH
CALIFORNIA GOVERNMENT CODE SECTION 65089.
SUMMARY
Each city in the State of California is required to submit annually a Local
Implementation Report (LIR) and certify by resolution to the local Congestion
Management Agency that it is in compliance with the local Congestion Management
Program (CMP).
For the City of Arcadia, the report and resolution are to be sent to the Los Angeles
County Metropolitan Transportation Authority (MTA) as the Local Congestion
Management Agency. The report is due each year by September 15`. Staff is
recommending that the attached Resolution No. 6191 be adopted and sent to the
MTA with the Local Implementation Report.
BACKGROUND
The Los Angeles County Metropolitan Transportation Authority's (MTA) Congestion
Management Program (CMP) was developed in response to the passage of
Proposition 111 in 1990. The 1999 CMP is the fifth edition adopted by Los Angeles
County since such programs were required by Proposition 111.
LASEIR lPY,AGED
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Proposition 111 provided an increase in the State gas tax to fund regional
transportation improvements, and included the CMP to monitor regional
transportation conditions. Conformance with the CMP assures that local agencies
are providing transportation improvements to offset the congestion resulting from
new development. If a city does not conform to the CMP, that city's share of the gas
tax increase provided by Proposition 111 will be withheld and allocated to the
County to use on regional transportation projects.
To assure conformance with the CMP, local agencies are required to submit an
annual Local Implementation Report (LIR) to the MTA. The LIR must be adopted at
a public hearing, and submitted to the MTA by September 1". The LIR is to be
adopted by a resolution, self- certifying that the City is in conformance with the CMP.
In order to conform to the requirements of the CMP, the City must perform the
following actions:
1) Continue to implement a Transportation Demand Management (TDM)
ordinance (Ord. No. 1984) and a Land Use Analysis (LUA) program (Reso. No.
5780).
2) Submit to the MTA, by September 1s`, a Local Implementation Report (LIR) that
consists of a self - certifying resolution of conformance; a deficiency plan status
summary; a new development activity report; and transportation improvements
credit claim forms, if applicable. The LIR must show that the City is meeting its
congestion reduction responsibilities.
The requirements of the TDM ordinance and LUA program are being applied to
relevant projects, and the attached resolution and report show that the City of
Arcadia is satisfying its congestion reduction responsibility, and is in conformance
with the CMP.
DISCUSSION
Compliance Action No. 1
The City Council adopted a Transportation Demand Management (TDM) ordinance
(Ord. No. 1984) and a Land Use Analysis (LUA) program (Reso. No. 5780) in 1994.
The TDM ordinance applies to new, non - residential developments of 25,000 or
more gross square feet. The LUA program applies to any project subject to an
environmental impact report (EIR) under the California Environmental Quality Act
(CEQA).
Reso. 6191 — CMP LIR
August 1, 2000
Page 2
Compliance Action No. 2
The Local Implementation Report to be submitted to the MTA must include the
following:
• Self- Certified Resolution of Conformance.
Resolution No. 6191 finds the City of Arcadia to be in conformance with the
CMP and adopts the Local Implementation Report in accordance with California
Government Code Section 65089.
Deficiency Plan Status Summary
The City must maintain a positive balance of Deficiency Plan "credits ". At the
beginning of this reporting period (June 1, 1999 to May 31, 2000) the City of
Arcadia had a balance of 7,901 "credits ".
Based on the 2,896 "debits" accumulated due to new development, the 922
"adjustments" granted for demolitions, and the 70 "credits" for transportation
improvements, the City of Arcadia, as of May 31, 2000, has a positive balance of
5,997 "credits ". Therefore, the City is in conformance with the CMP.
• New Development Activity Report
The CMP requires that cities mitigate traffic congestion resulting from new
development. The CMP applies "debits" to new development, and "adjustments"
for demolition. Cities are required to track all new development activity to
determine the amount of "debits" that must be mitigated, and may adjust the
amount of "debits" by an amount for demolitions.
During this period, the City accumulated 2,896 "debits" as a result of new
development activity, and 922 "adjustments" due to demolitions.
Transportation Improvements Credit Claims
Cities may submit to the MTA a list of transportation improvements that reduce
local and /or regional congestion for "credits ". For this reporting period there
were no capital improvement projects, but the continued implementation of the
TDM ordinance earned 70 "credits ".
ENVIRONMENTAL ANALYSIS
The adoption of a Local Implementation Report is not subject to the requirements of
the California Environmental Quality Act (CEQA). The development or adoption of
Reso. 6191 — CMP LIR
August 1, 2000
Page 3
transportation improvement programs is exempt by statute (CEQA Guidelines
Section 15276). Any local projects, however, that are to be implemented pursuant
to a regional transportation program could be subject to CEQA.
FISCAL IMPACT
Nonconformance with the CMP could jeopardize gas tax funds. If the MTA
determined that a city is not in conformance with the CMP, the State Controller is
notified to withhold from that jurisdiction its annual allocation of the State gas tax
increase enacted by Proposition 111 (Streets and Highways Code, Section 2105).
If, after 12 months, a city still has not conformed to the CMP, the withheld gas tax
funds will be allocated to the County. For the City of Arcadia, the amount that is
currently subject to CMP conformance is approximately $317,000.00.
RECOMMENDATION
It is recommended that the City Council:
A) Adopt Resolution No. 6191: A Resolution of the City Council of the City
of Arcadia, California, finding the City of Arcadia to be in conformance
with the Congestion Management Program (CMP) and adopting the CMP
Local Implementation Report (LIR) in accordance with California
Government Code Section 65089; and,
B) Direct the City Clerk to transmit a signed copy of the Resolution and
Local Implementation Report to the Los Angeles County Metropolitan
Transportation Authority by September 1, 2000.
Attachments: Resolution No. 6191
Local Implementation Report
Approved: uv-�-k
William R. Kelly, City Manager
Reso. 6191 — CMP LIR
August 1, 2000
Page 4
City of Arcadia
Date Prepared: 17- Jul -00
2000 CMP Local Implementation Report
Report Period: JUNE 1, 1999 - MAY 31, 2000
Contact: Jim Kasama, Associate Planner
Phone Number: (626) 574 -5445
CONGESTION MANAGEMENT PROGRAM
FOR LOS ANGELES COUNTY
2000 DEFICIENCY PLAN SUMMARY
1. Total Current Congestion Mitigation Goal
[from Section 1]
............... (1,974)
Exempted Dwelling Units
0
Exempted Non - residential sq. ft. (in 1,OOOs)
0
2. Transportation Improvements Credit Claims
[from Section II]
...... I........... 70
Land Use Strategy Claims
0
Capital Improvement Claims
0
Transit Claims
0
TDM Claims
1
Total Strategies Claimed
1
Subtotal Current Credit (Goal)
.................. 1,904
3. Carryover Credit from Last Year's (1997)
Local Implementation Report
.................. 7,901
Net Deficiency Plan Credit Balance:
.................. 5,997
Section I, Page 1
City of Arcadia Date Prepared: 17- Jul -00
2000 CMP Local Implementation Report
Report Period: JUNE 1, 1999 - MAY 31, 2000
SECTION I - NEW DEVELOPMENT ACTIVITY REPORT
'PART DEVELOPMENT ACTIVITY
RESIDENTIAL DEVELOPMENT ACTIVITY
Category
Dwelling
Units
Debit Debits
Value /DU
Single Family Residential
112.00
x 6.80 = 762
Multi - Family Residential
87.00
x 4.76 = 414
Group Quarters
0.001
x 1.98 = 0
COMMERCIAL DEVELOPMENT
ACTIVITY
Category
1000 Gross
Square Feet
Debit Debits
Value /1000SF
Commercial (less than 300,000 sq.ft.)
0.00
x 22.23 = 0
Commercial (300,000 sq.ft. or more)
0.00
x 17.80 = 0
Freestanding Eating & Drinking
2.431
x 66.99 = 163
NON - RETAIL
DEVELOPMENT ACTIVITY
Category
1000 Gross
Square Feet
Debit Debits
Value /1000SF
Lodging
0.00
x 7.21 = 0
Industrial
214.77
x 6.08 = 1,306
Office (less than 50,000 sq.ft.)
15.60
x 16.16 = 252
Office (50,000- 299,999 sq.ft.)
0.00
x 10.50 = 0
Office (300,000 sq.ft. or more)
0.00
x 7.35 = 0
Medical
0.00
x 16.90 = 0
Government
0.00
x 20.95 = 0
Institutional /Educational
0.00
x 7.68 = 0
University
0.00
x 1.66 = 0
OTHER DEVELOPMENT ACTIVITY
Description
(Attach additional sheets if necessary)
Daily Trips
0
Debit Debits
Value /Trip
x 0.71 = 0
x 0.71 = 0
Subtotal New Development Activity = 2,896
Adjustments (Optional) - Complete Part 2 922 = 922
Total Current Congestion Mitigation Goal (Points) _ (1,974)
Section I, Page 2
City of Arcadia Date Prepared: 17- Jul -00
2000 CMP Local Implementation Report
Report Period: JUNE 1, 1999 - MAY 31, 2000
SECTION I - NEW DEVELOPMENT ACTIVITY REPORT (Continued)
Enter information where it says "Enter." If not applicable, enter "0" so it will total.
PART 2: NEW DEVELOPMENT ADJUSTMENTS
IMPORTANT: Adjustments may be claimed only for 1) development permits that
were both issued and revoked, expired or withdrawn during the reporting period, and
2) demolition of any structure within the reporting period.
RESIDENTIAL DEVELOPMENT ADJUSTMENTS
Category
Dwelling
Units
Adjustment Subtotal
Value /DU
Single Family Residential
123.00
x 6.80 = 836
Multi - Family Residential
18.00
x 4.76 = 86
Group Quarters
0.00
x 1.98 = 0
COMMERCIAL DEVELOPMENT ADJUSTMENTS
Category
1000 Gross
Square Feet
Adjustment Subtotal
Value /1000SF
Commercial (less than 300,000 sq.ft.)
0.00 x 22.23 = 0
Commercial (300,000 sq.ft. or more)
0.00 x 17.80 = 0
Freestanding Eating & Drinking
0.00 x 66.99 = 0
NON - RETAIL DEVELOPMENT ADJUSTMENTS
Category
1000 Gross
Square Feet
Adjustment Subtotal
Value /1000SF
Lodging
0.00
x 7.21 = 0
Industrial
0.00
x 6.08 = 0
Office (less than 50,000 sq.ft.)
0.00
x 16.16 = 0
Office (50,000- 299,999 sq.ft.)
0.00
x 10.50 = 0
Office (300,000 sq.ft. or more)
0.00
x 7.35 = 0
Medical
0.00
x 16.90 = 0
Government
0.00
x 20.95 = 0
Institutional /Educational
0.00
x 7.68 = 0
University
0.00
x 1.66 = 0
OTHER DEVELOPMENT ADJUSTMENTS
Description
(Attach additional sheets if necessary)
Daily Trips
0
Adjustment Subtotal
Value/Trip
x 0.71 = 0
x 0.71 = 0
Total Mitigation Goal Adjustments (Points) = 922
Section I, Page 3
City of Arcadia Date Prepared: 17- Jul -00
2000 CMP Local Implementation Report
Report Period: JUNE 1, 1999 - MAY 31, 2000
SECTION ll.e - TDM CREDIT CLAIMS
Total TDM Projects: 11 ITotal TDMCredit (Points): 70
1 321.0 CMP TDM Ordinance 1 232.80 1000 gs
Non - Residential building permits issued, as reported in Section I
No other description /entries required for this strategy. This is already done for you.
16 17 1 18 1 19 20 21 22 23 24
0.30 70 n/a n/a 100% 3 n/a 100% 70
Section Il.e, Page 1
*r`` .w.
I
City of
l ll ca&a August 4, 2000
City Clerk Los Angeles County Metropolitan Transportation Authority
C on ge-st-i on-Man ag a ment- P r o gram
One Gateway Plaza
Los Angeles, California 90012
Attention: Ms. Jody E. Feerst, Manager, Congestion Management Program
Dear Ms. Feerst,
June D. Alford The City Council of the City of Arcadia, at its August 1, 2000 regular
City Clerk meeting, adopted Resolution No. 6191, finding the City of Arcadia to be
in conformance with the Congestion Management Program and adopting the
CMP Local Implementation Report in accordance with the California
Government Code, Section 65089.
A certified copy of Resolution No. 6191 and the City of Arcadia 2000
CMP Local Implementation Report is herewith submitted to the Metro-
politan Transportation Authority, as required.
Sincerely,
June D. Alford
City clerk
j
Enclosure
c: Donna Butler, Community Development Administrator
240 West Huntington Drive
Post Office Box 60021
Arcadia, CA 91066 - 6021
(626) 574 - 5455
(626` 447 - 7524 Fax
NOTICE OF A PUBLIC HEARING
ARrnY t BEFORE THE
"R
POgATb ARCADIA CITY COUNCIL
CA
NOTICE IS HEREBY GIVEN that the City Council of the City of Arcadia, California will
hold a public hearing to consider the following:
A report and resolution finding the City of Arcadia to be in
conformance with the Congestion Management Program (CMP)
and adopting the CMP Local Implementation Report (LIR) in
accordance with California Government Code Section 65089.
Date & Time of Public Hearing: Tuesday, August 1, 2000 at 7:00 p.m.
Location of Public Hearing: Arcadia City Council Chambers
240 W. Huntington Drive, Arcadia, CA
The Arcadia City Council will hold a public hearing at the above date, time and place.
All interested persons are invited to appear at the public hearing and to provide
evidence or testimony concerning the proposed report and resolution finding the City of
Arcadia to be in conformance with the Congestion Management Program. You are
hereby advised that should you desire to legally challenge any action taken by the City
Council with respect to the proposed report and resolution finding the City of Arcadia to
be in conformance with the Congestion Management Program, you may be limited to
raising only those issues and objections which you or someone else raises at or prior to
the time of the public hearing.
The proposed report and resolution are available for review at the Arcadia City Hall in
the Planning Services office. For further information, or to submit comments regarding
the proposed report and resolution, please contact Associate Planner, James Kasama
at (626) 574 -5445 in City Hall at the Planning Services office at 240 W. Huntington Dr.,
Arcadia, CA 91007 -3499.
Arcadia City Hall is open Monday through Thursday, from 7:30 a.m. to 5:30 p.m., and
on alternate Fridays from 7:30 a.m. to 4:30 p.m. Arcadia City Hall will be closed on
Friday, July 28th.
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in a city meeting, please contact the City Clerk at (626) 574 -5455. Please
contact the City Clerk at least three (3) working days before the meeting or time when
special services are needed. This notification will help city staff in making reasonable
arrangements to provide you with access to the meeting.
June D. Alford DATED: July 7, 2000
City Clerk PUBLISH: July 20, 2000
0 33c)
STAFF REPORT
O�AORATED yp
D LOPMEN 1 I-p9'1 SERVICES DEPARTMENT
August 1, 2000
TO: Mayor and City Council
FROM: Don Penman, Assistant City Manager/Development Services Director
By: Donna Butler, Community Development Administrato��%
SUBJECT: REPORT AND RECOMMENDATION TO ADOPT RESOLUTION NO.
6191: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, FINDING THE CITY OF ARCADIA TO BE
IN CONFORMANCE WITH THE CONGESTION MANAGEMENT
PROGRAM (CMP) AND ADOPTING THE CMP LOCAL
IMPLEMENTATION REPORT (LIR) IN ACCORDANCE WITH
CALIFORNIA GOVERNMENT CODE SECTION 65089.
SUMMARY
Each city in the State of California is required to submit annually a Local
Implementation Report (LIR) and certify by resolution to the local Congestion
Management Agency that it is in compliance with the local Congestion Management
Program (CMP).
•
For the City of Arcadia, the report and resolution are to be sent to the Los Angeles
County Metropolitan Transportation Authority (MTA) as the Local Congestion
Management Agency. The report is due each year by September 1st. Staff is
recommending that the attached Resolution No. 6191 be adopted and sent to the
MTA with the Local Implementation Report.
BACKGROUND
The Los Angeles County Metropolitan Transportation Authority's (MTA) Congestion
Management Program (CMP) was developed in response to the passage of
Proposition 111 in 1990. The 1999 CMP is the fifth edition adopted by Los Angeles
County since such programs were required by Proposition 111.
LASER IMAGED
t'
1.
r w
,
Proposition 111 provided an increase in the State gas tax to fund regional
transportation improvements, and included the CMP to monitor regional
transportation conditions. Conformance with the CMP assures that local agencies
are providing transportation improvements to offset the congestion resulting from
new development., If a city does not conform to the CMP, that city's share of the gas
tax increase provided by Proposition 111 will be withheld and allocated to the
County to use on regional transportation projects.
To assure conformance with the CMP, local agencies are required to submit an
annual Local Implementation Report (LIR) to the MTA. The LIR must be adopted at
a public hearing, and submitted to the MTA by September 1St. The LIR is to be
adopted by a resolution, self-certifying that the City is in conformance with the CMP.
In order to conform to the requirements of the CMP, the City must perform the
following actions:
1) Continue to implement a Transportation Demand Management (TDM)
ordinance (Ord. No. 1984) and a Land Use Analysis (LUA) program (Reso. No.
5780).
2) Submit to the MTA, by September 1st, a Local Implementation Report (LIR) that
consists of a self-certifying resolution of conformance; a deficiency plan status
summary; 'a new development activity report; and transportation improvements
credit claim forms, if applicable. The LIR must show that the City is meeting its
congestion.reduction responsibilities.
The requirements of the TDM ordinance and LUA program are being applied to
relevant projects, and the attached resolution and report show that the City of
Arcadia is satisfying its congestion reduction responsibility, and is in conformance
with the CMP.
DISCUSSION
Compliance Action No. 1
The City Council adopted a Transportation Demand Management (TDM) ordinance
(Ord. No. 1984).and a Land Use Analysis (LUA) program (Reso. No. 5780)'in 1994.
The TDM ordinance applies to new, non-residential developments of'25,000 or
more gross square feet. The LUA program applies to any project subject to an
environmental impact report (EIR) under the California Environmental Quality Act
(CEQA).
Reso. 6191 —CMP LIR
August 1, 2000
Page 2
ti '
•
Compliance Action No. 2
The Local Implementation Report to be submitted to the MTA must include the
following:
• Self-Certified Resolution of Conformance.
Resolution No. 6191 finds the City of Arcadia to be in conformance with the
CMP and adopts the Local Implementation Report in accordance with California
Government Code Section 65089.
• Deficiency Plan Status Summary
The City must maintain a positive balance of Deficiency Plan "credits". At the
beginning of this reporting period (June 1, 1999 to May 31, 2000) the City of
Arcadia had a balance of 7,901 "credits".
Based on the 2,896 "debits" accumulated due to new development, the 922
"adjustments" granted for demolitions, and the 70 "credits" for transportation
improvements, the City of Arcadia, as of May 31, 2000, has a positive balance of
5,997 "credits". Therefore, the City is in conformance with the CMP.
• New Development Activity Report
The CMP requires that cities mitigate traffic congestion resulting from new
development. The CMP applies "debits" to new development, and "adjustments"
for demolition. Cities are required to track all new development activity to
determine the amount of "debits" that must be mitigated, and may adjust the
amount of"debits" by an amount for demolitions.
During this period, the City accumulated 2,896 "debits" as a result of new
development activity, and 922 "adjustments" due to demolitions.
• Transportation Improvements Credit Claims
Cities may submit to the MTA a list of transportation improvements that reduce
local and/or regional congestion for "credits". For this reporting period there
were no capital improvement projects, but the continued implementation of the
TDM ordinance earned 70 "credits".
ENVIRONMENTAL ANALYSIS
The adoption of a Local Implementation Report is not subject to the requirements of
the California Environmental Quality Act (CEQA). The development or adoption of
Reso. 6191 — CMP LIR
August 1, 2000
Page 3
• t
•
transportation improvement programs is exempt by statute (CEQA Guidelines
Section 15276). Any local projects, however, that are to be implemented pursuant
to a regional transportation program could be subject to CEQA.
FISCAL IMPACT
Nonconformance with the CMP could jeopardize gas tax funds. If the MTA
determined that a city is not in conformance with the CMP, the State Controller is
notified to withhold from that jurisdiction its annual allocation of the State gas tax
increase enacted by Proposition 111 (Streets and Highways Code, Section 2105).
If, after 12 months, a city still has not conformed to the CMP, the withheld gas tax
funds will be allocated to the County. For the City of Arcadia, the amount that is
currently subject to CMP conformance is approximately $317,000.00.
RECOMMENDATION
It is recommended that the City Council:
A) Adopt Resolution No. 6191: A Resolution of the City Council of the City
of Arcadia, California, finding the City of Arcadia to be in conformance
with the Congestion Management Program (CMP) and adopting the CMP
Local Implementation Report (LIR) in accordance with California
Government Code Section 65089; and,
B) Direct the City Clerk to transmit a signed copy of the Resolution and
Local implementation Report to the Los Angeles County Metropolitan
Transportation Authority by September 1, 2000.
•
Attachments: Resolution No. 6191
Local Implementation Report
Approved:
William R. Kelly, City Manager
Reso. 6191 —CMP LIR
August 1, 2000
Page 4
•
City of Arcadia Date Prepared: 17-Jul-00
2000 CMP Local Implementation Report
Report Period: JUNE 1, 1999 - MAY 31, 2000
Contact: Jim Kasama, Associate Planner
Phone Number: (626) 574-5445
CONGESTION MANAGEMENT PROGRAM
FOR LOS ANGELES COUNTY
2000 DEFICIENCY PLAN STATUS SUMMARY
1.. Total Current Congestion Mitigation Goal
[from Section I] .................. (1,974)
Exempted Dwelling Units 0
Exempted Non-residential sq. ft. (in 1,000s) 0
2. Transportation Improvements Credit Claims
[from Section II] 70
Land Use Strategy Claims 0
Capital Improvement Claims 0
Transit Claims 0
TDM Claims 1
Total Strategies Claimed 1
Subtotal Current Credit (Goal) 1,904
3. Carryover Credit from Last Year's (1997)
Local Implementation Report 7,901
Net Deficiency Plan Credit Balance: ... 6,997
Section I, Page 1
' a .
I ..
City of Arcadia Date Prepared: 17-Jul-00
2000 CMP.Local Implementation Report `
Report Period: JUNE 1, 1999 - MAY 31, 2000
SECTION I - NEW DEVELOPMENT ACTIVITY REPORT
PART 1:. NEW DEVELOPMENT ACTIVITY .
RESIDENTIAL DEVELOPMENT ACTIVITY
Category Dwelling c Debit Debits
Units Value/DU
Single Family Residential 112.00 x 6.80 = 762
Multi-Family Residential 87.00 x 4.76 = 414
Group Quarters 0.00 x 1.98 = 0
COMMERCIAL DEVELOPMENT ACTIVITY
Category 1000 Gross Debit Debits
Square Feet Value/1000SF
Commercial (less than 300,000 sq.ft.) 0.00 x 22.23 = 0
Commercial (300,000 sq.ft. or more) 0.00 x 17.80 = 0
Freestanding Eating & Drinking 2.43 x 66.99 = 163
NON-RETAIL DEVELOPMENT ACTIVITY
Category 1000 Gross Debit Debits
Square Feet Value/1000SF
Lodging 0.00 x 7.21 = 0
Industrial 214.77 x 6.08 = 1,306
Office (less than 50,000 sq.ft.) 15.60 x 16.16 = 252
Office (50,000-299,999 sq.ft.) 0.00 x 10.50 = 0
Office (300,000 sq.ft. or more) 0.00 x 7.35 = 0
Medical 0.00 x 16.90 = 0
Government 0.00 x 20.95 = 0
Institutional/Educational 0.00 x 7.68 = 0
University 0.00 x 1.66 = 0
OTHER DEVELOPMENT ACTIVITY
Description Daily Trips Debit Debits
(Attach additional sheets if necessary) 0 Value/Trip
x 0.71 = 0
x 0.71 = 0
Subtotal New Development Activity = . 2,896
Adjustments (Optional) - Complete Part 2 922 = 922
Total Current Congestion Mitigation Goal (Points) = (1,974)
Section I, Page 2
City of Arcadia Date Prepared: 17-Jul-00
2000 CMP.Local Implementation Report '
Report Period: JUNE 1, 1999 - MAY 31, 2000
SECTION I - NEW DEVELOPMENT ACTIVITY REPORT (Continued)
Enter information where it says "Enter." If not applicable, enter"0" so it will total. 1
PART 2: NEW DEVELOPMENT ADJUSTMENTS
IMPORTANT: Adjustments may be claimed only for 1)development permits that
were both issued and revoked, expired or withdrawn during the reporting period, and
2)demolition of any structure within the reporting period.
RESIDENTIAL DEVELOPMENT ADJUSTMENTS
Category Dwelling Adjustment Subtotal
Units Value/DU
Single Family Residential 123.00 x 6.80 = 836
Multi-Family Residential 18.00 x 4.76 = , 86
Group Quarters 0.00 x 1.98 = 0
COMMERCIAL DEVELOPMENT ADJUSTMENTS
Category 1000 Gross Adjustment Subtotal
Square Feet Value/1000SF
Commercial (less than 300,000 sq.ft.) 0.00 x 22.23 = 0
Commercial (300,000 sq.ft. or more) 0.00 x 17.80 = 0
Freestanding Eating & Drinking 0.00 x 66.99 = 0
NON-RETAIL DEVELOPMENT ADJUSTMENTS
Category 1000 Gross Adjustment Subtotal
Square Feet Value/1000SF 1
Lodging 0.00 x 7.21 = ; 0
Industrial 0.00 x 6.08 = 0
Office (less than 50,000.sq.ft.) 0.00 x 16.16 = 0
Office (50,000-299,999 sq.ft.) 0.00 • x 10.50 = 0
Office (300,000 sq.ft. or more) 0.00 x 7.35 = 0
Medical 0.00 x 16.90 = 0
Government 0.00 x 20.95 = i 0
Institutional/Educational 0.00 x 7.68 = 0
University 0.00 x 1.66 = 0
OTHER DEVELOPMENT ADJUSTMENTS
Description Daily Trips Adjustment Subtotal
(Attach additional sheets if necessary) 0 Value/Trip
x 0.71 = ' 0
x 0.71 = 0
Total Mitigation Goal Adjustments (Points) = 922
Section I, Page 3
1
i
{
City of Arcadia Date Prepared: 17-Jul-00
2000 CMP Local Implementation Report
Report Period: JUNE 1, 1999 - MAY 31, 2000
SECTION II.e - TDM CREDIT CLAIMS
Total TDM Projects: 1 Total TDMCredit (Points): 70
�:s. r.�. .�. .:s; v>x .:3,'�6'r' ":7Fy<o i�"",35;;.• `.�• •v'.° �nr�+`� "'��' y;
-.,f,.: ?2 i...Ca': �` J;i :.�....: o"w�'. °i%:. .6 ;+a3':..:; €'h`'+� <y.o- r,.`'',c�S,:. "a.,.a.. {. ,,tom . :.w `�,
�s. ,�>' 'z:: :x;i.`.S. ..',.;.."?;:'a'9'•' `:`ns�i:. ..,:<:X'.ra.;v'�. . ?„ �..ua' ,.w.., .,>.,,�,�. _.° i3 .,": ,. ,w ::'r
1 32t0 CMP TDM Ordinance I 232.80 1000-gsf
Non-Residential building permits issued, as reported in Section I
No other description/entries required for this strategy. This is already done for you.
16 17. 18 19 20 . 21 22 23 24
0.30 70 n/a n/a 100% 3 n/a 100% 70
Wi�. i a>:: ^c�, .,<y+: v..!E33'T.;i£ Y:%� .:??%.tS. >t "k3�`%S:J.'a:
:r:.:.:. tea. .0<.:w.vni:<i5i' £`<. .:.< ....w; , 33
x..Sa !t %::k':a�`.a ark%': W%.: :: c
...,..a`� y;a3�,. .r.F. ..�`i.$�`5'... .w.. �i�<,.:...r: ::T` ..w..,. :rs..
Yom: Viz:. ,. ::,,.:.%., :.:.,:.. y,,.:. .w„<o:.,.:.,:.y..;;�'y A :.R:S��, ..
,. :: x,<a:;a t..�,�:....r,�w,,:,::LSr'4s.s:.:..,.,o. ��.�y..��.. .::..........r,g..,.:,:::::::;..:. .,,.;,,,__,�.,,,.,u,.:.....:::�......�aw�sue„",•,;:,:...... .,....._:.
> .
•
•
Section Il.e, Page 1
•
•
•
•
461! 1111n,
•
•
exc�DlA
1:47 jo9
0`1'08ATs13 •
City of
Arcadia August 4, 2000 •
City Clerk Los Angeles County Metropolitan Transportation Authority
Conge-sti-on Man.-agemennt—Program
• One Gateway Plaza •
Los Angeles, California 90012
Attention: Ms. Jody E. Feerst, Manager, Congestion Management Program
Dear Ms. Feerst,
June D.Alford The City Council of the City of Arcadia, at its August 1, 2000 regular
City Clerk meeting, adopted Resolution No. 6191, finding the::City of .Arcadia to:be
in conformance with the Congestion Management Program and adopting the
CMP Local Implementation Report in accordance with the California
Government Code, Section 65089. .
A certified copy of Resolution No. 6191 and the City of Arcadia 2000
•
CMP Local Implementation Report is herewith submitted to the Metro-
. politan Transportation Authority, as required.
Sincerely,
June D. Alford
City clerk
ja
Enclosure
c: Donna Butler, Community Development Administrator
•
240 West Huntington Drive
Post Office Box 60021
Arcadia,CA 91066-6021
(626)574-5455
(626)447-7524 Fax
•
•
•
• I ' n •
I �.\) `t
T
(s1I NOTICE OF A PUBLIC HEARING
BEFORE THE
P°B.T ARCADIA CITY COUNCIL
NOTICE IS HEREBY GIVEN that the City Council of the City of Arcadia, California will
hold a public hearing to consider the following:
A report and resolution finding the City of Arcadia to be in
conformance with the Congestion Management Program (CMP)
and adopting the CMP Local Implementation Report (LIR) in
accordance with California Government Code Section 65089.
Date & Time of Public Hearing: Tuesday, August 1, 2000 at 7:00 p.m.
Location of Public Hearing: Arcadia City Council Chambers
240 W. Huntington Drive, Arcadia, CA
The Arcadia City Council will hold a public hearing at the above date, time and place.
All interested persons are invited to appear at the public hearing and to provide
evidence or testimony concerning the proposed report and resolution finding the City of
Arcadia to be in conformance with the Congestion Management Program. You, are
hereby advised that should you desire to legally challenge any action taken by the'City
Council with respect to the proposed report and resolution finding the City of Arcadia to
be in conformance with the Congestion Management Program, you may be limited to
raising only those issues and objections which you or someone else raises at or prior to
the time of the public hearing.
The proposed report and resolution are available for review at the Arcadia City Hell in
the Planning Services office. For further information, or to submit comments regarding
the proposed report and resolution, please contact Associate Planner, •James Kasama
at (626) 574-5445 in City Hall at the Planning Services office at 240 W. Huntington Dr.,
Arcadia, CA 91007-3499.
Arcadia City Hall is open Monday through Thursday, from 7:30 a.m. to 5:30 p.m., and
on alternate Fridays from 7:30 a.m. to 4:30 p.m. Arcadia City Hall will be closed on
Friday, July 28th.
In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in a city meeting, please contact the City Clerk at (626) 574-5455. Please
contact the City Clerk at least three (3) working days before the meeting or time when
special services are needed. This notification will help city staff in making reasonable
arrangements to provide you with access to the meeting.
June D. Alford DATED: July 7, 2000
City Clerk PUBLISH: July 20, 2000
plepl 11
A'
*iii /A STAFF REPORT
ORpORAT89 '
FIRE DEP _'TMENT
DATE: August 1, 2000
TO: Mayor and City Council
FROM: Pete Bonano, Fire Chief k
Submitted by: Michael A. Casalou, Management Analyst
SUBJECT: REPORT AND RECOMMENDATION TO ENTER INTO PROFESSIO AL
SERVICES AGREEMENTS WITH BEARD/PROVENCHER &
ASSOCIATES, GAGE-BABCOCK & ASSOCIATES, FIRE PROTECT ON
ASSOCIATES, FIRE PROTECTION SERVICES AND VANDORPE C OU
ASSOCIATES TO PROVIDE PLAN CHECKING SERVICES FOR HE
FIRE DEPARTMENT
Summary
The Arcadia Fire Department currently utilizes a combination of in-house employ-es
and outside firms to perform plan check services. At present, no formal agreements are
in place with any consultants. Additionally, the City does not seek cost recovery for -tall
time and other incidental services such as processing materials and shipping charge .
A request for proposals (RFP) was mailed to six plan checking consultants on May 24,
2000. This RFP was developed to evaluate and rank interested firms by experie ce,
efficiency and cost. Staff is recommending the City Council formalize the exis ing
process by authorizing staff to enter into professional services agreements with th-se
firms to perform professional plan checking services.
Discussion
For many years, the Fire Department has utilized outside consultants to periodically
provide plan checking services on an as needed basis. Plan check services involve
reviewing plans for compliance with the Uniform Fire Code, Uniform Building Code,
Electrical Code, State of California Titles 19 & 24 and applicable municipal codes. In
addition to the Fire Department, Public Works Services and 'Development Services -taff
are involved in this process. Applicants are currently not charged for any -taff
processing time. Shipping costs are also borne by the City.
The intent of staffs recommendation is twofold: (1) Institutionalize the existing proc-ss
by requiring professional services agreements with interested fire department elan
checking consultants; and (2) Recover the costs involved in processing fire depart ent
plan checks.
•
LASER GEED
G04/. /3
Mayor and City Council
August 1, 2000
All six firms submitted a proposal by the submittal deadline of June 23, 2000. They are
as follows:
Fire Protection Services (Downey)
Beard/Provencher (Yorba Linda)
Gage/Babcock & Associates (La Palma)
Fire Protection Associates (La Canada)
Vandorpe Chou Associates (Orange)
Fire Protection Design Service (Granada Hills)
The RFP required two separate sealed submittals; a Technical Qualifications Proposal
(TQP) and a Cost Proposal. The Technical Qualifications Proposal was reviewed nd
ranked prior to the opening of the cost proposals. The Technical Qualificati ns
Proposals were evaluated and assigned numerical ratings based on the folloving
criteria: 1) Understanding of the scope of work; 2) Demonstrated professional skills and
credentials of staff to be assigned to this agreement; 3) Related experience of firm 4)
References; 5) Quality of the proposal.
Once ranked, the Cost Proposals were added to the TQP for consideration. It sh uld
be noted that staff conveyed to each firm that performance standards such as t rn-
around time would be included in the agreement, and that one standard fee would be
paid to selected firms. Said fee would be negotiated using the Cost Proposals as a
basis to derive the standard fee to be paid.
After considering both the Technical Qualifications Proposal and Cost Proposal of e.ch
firm, staff is recommending a professional services agreement be awarded to the
following firms:
Beard/Provencher & Associates
Gage-Babcock & Associates
Fire Protection Associates
Fire Protection Services
Vandorpe Chou Associates
Fiscal Impact
Under the new system, the City will act as a conduit between the customer and the elan
checking firm. The City will accept plans from the customer and forward them to on of
the plan checking firms. The firm will process the plans and return them to the City.
The plan checking firms will invoice the City monthly at a pre-negotiated rate. The City
will subsequently invoice the customer at that rate plus overhead and release the plans
Pag- 2
•
•
Mayor and City Council
August 1, 2000
upon receipt of payment: Staff is projecting the cost to pay for plan check services at
approximately $152,500.00, which is included in the FY 2000/01 operating budget. T is
will be proportionally offset (plan check cost + City overhead) by revenue of
$195,000.00 billed to the customers (assumes 500 plan checks).
Recommendation
It is recommended that the City Council: Authorize the City Manager to enter int• a
contract for professional plan checking services, subject to review and approlval
by the City Attorney, with Beard/Provencher & Associates, Gage-Babcock &
Associates, Fire Protection Associates, Fire Protection Services and Vandorpe
Chou Associates in an amount not to exceed $50,000.00 each.
Approved By:
William R. Kelly, City Manager
PB:MAC:mc
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��PO8ATE9•
STAFF REPORT
1
DEVELOPMENT SERVICES DEPARTMENT
August 1, 2000
TO Mayor and City Council
FROM:
Don Penman, Assistant City Manager/Development Services i`\
Director
By: Donna Butler, Community Development Administrator43
SUBJECT: CONSIDERATION OF ADOPTION OF ORDINANCE 2126 AN
ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
ARCADIA EXTENDING ORDINANCE NO. 2123 TO PROHIBIT
THE APPROVAL OF CERTAIN LAND USE ENTITLEMENTS AND
PERMITS ON PROPERTY GENERALLY LOCATED AT X26!®6,
26i157GREEN:FIELD --2601, 2600:; 2607 LEE AVEN,U,E 2601'-ANI
F , ' AND-AMENI LE, 2601--AND 2600`-TH°I:RD AVEENUE,.2601
26QO�S�EC®�
A 1DF»OYOR AN ADDITIONAL PERIOD OF
TEN (10) MONTHS, FIFTEEN (15) DAYS, FROM THE DATE OF
EXPIRATION OF ORDINANCE NO. 2123, PENDING THE
COMPLETION OF A LAND USE STUDY AND THE ADOPTION
OF ANY AND ALL AMENDMENTS TO THE CITY'S LAND USE
REGULATIONS
SUMMARY •
On June 20, 2000 the City Council adopted a 45 day interim urgency ordinance
(Ordinance 2123) prohibiting the approval of all land use entitlements and
permits for construction on the properties located at 2606 and 2615 Greenfield
Avenue, 2600, 2601 and 2607 Lee Avenue, 2600 and 2601 Second Avenue,
2600 and 2601 Third Avenue and 2536 and 2601 Fourth Avenue. These
properties are zoned R-2, but are in conflict with the existing General Plan
designation of Single-Family Residential 0-6 du/ac.
Per Section 65858(a) of the Government Code, the Development Services
Department is recommending that the City Council extend the interim ordinance
for ten (10) months, fifteen (15) days to allow the Development Services
Department adequate time to further study the issue and processing the zone
changes for these properties.
The Development Services Department recommends that the City Council adopt
Ordinance 2126, as follows:
8-1 rpt R-2 PIASER IMAGED
/AL,
r
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA
EXTENDING ORDINANCE NO. 2123 TO PROHIBIT THE APPROVAL OF
CERTAIN LAND USE ENTITLEMENTS AND PERMITS ON PROPERTY
GENERALLY LOCATED AT 2606, 2615 GREENFIELD, 2601, 2600, 2607
LEE AVENUE, 2601 AND 2600 SECOND AVENUE, 2601 AND 2600
THIRD AVENUE, 2601 AND 2536 FOURTH AVENUE FOR AN
ADDITIONAL PERIOD OF TEN (10) MONTHS, FIFTEEN (15) DAYS,
FROM THE DATE OF EXPIRATION OF ORDINANCE NO. 2123,
PENDING THE COMPLETION OF A LAND USE STUDY AND THE
ADOPTION OF ANY AND ALL AMENDMENTS TO THE CITY'S LAND
USE REGULATIONS
BACKGROUND
In 1940 the subject properties as well as the properties to the north and south
(including those along Live Oak Avenue) were zoned R-1. The 1949 zoning map
designates the properties along Live Oak as R-3 and the subject properties as
R-2. At some time after this date, the properties along Live Oak were rezoned to
commercial.
DISCUSSION
A moratorium has been placed on development of eleven (11) lots along
Greenfield Avenue, Lee Avenue, Second, Third and Fourth Avenues (see
attached map) north of the commercial properties fronting on Live Oak Avenue.
The properties are zoned R-2 and the current General Plan designation for the
properties are Single-Family residential (0-6 du/ac).
As noted these properties have been zoned R-2 since at least 1949. The current
General Plan designation for all the properties is Single-Family residential 0-6
du/ac and has been that way since at least 1970.
The lots range in size from 6,682 sq. ft. up to 20,530 sq. ft. and are comparable
in size to the adjoining R-1 lots within each of the neighborhoods. Four of the
lots are currently developed with two units (2615 Greenfield, 2601 Lee Avenue,
2600 Lee Avenue and 2607 Lee Avenue). The remainder of the properties are
developed with single-family residences. All of the existing dwellings were built in
the 1940's and 1950's. .
The R-2 zoning requirements would permit a total of up to 39 units on the eleven
lots.
The 1949 (Ordinance 760) R-2 Zoning regulations note:
"Transitional uses shall be permitted as follows:
8-1 rpt R-2 Page 2
a. A three-or four-family dwelling where the side of a lot in the R-2 two-
family zone abuts upon a lot zoned for multiple-family dwellings,
commercial or industrial purposes.
b. A public parking area where the side of a lot in the R-2 two family zone
abuts upon a lot zoned for commercial or industrial purposes and is
developed as required in Section 15.
c. In no case shall any part of such transitional use be located farther
than 75 feet from the less restricted zone."
Based on this information an assumption might be made that the purpose of the
R-2 zoning was to act as a buffer or transition between the single-family
residential properties to the north and the multiple-family/commercial properties
to the south. In 1949, the R-2 zoning would have permitted multiple-family
development or public parking.
Transitional zoning is often used "as an attempt to deal with the problem of
incompatible adjacent uses or use districts in changing or transitional areas by
providing for the shading of uses or transitional areas, from more intense to less
intense and from less intense to more intense uses within the district or near the
boundaries of the districts."1
Buffer zones also are often used in "an area to 'buffer' the incompatibility of
adjacent higher and lower use or density zones, i.e., the creation of a two-family
residential zone between a single-family zone and a multi-family apartment
zone."2
Prior to 1982 the Arcadia Municipal Code did not address the impact of
commercial buildings on adjoining residential properties and a buffer zone would
have provided some protection to single-family residential properties. However,
in January, 1983 new regulations were adopted that require special setbacks for
commercial buildings adjacent to residentially zoned property and further prohibit
window openings, balconies, decks, etc. facing residentially zoned property.
In order to further protect residential properties, the City in 1988 adopted
regulations that required conditional use permits for retail businesses selling
liquor for off-premise consumption. In addition every retail business selling
goods and products to the public which is open more than 16 hours a day or
which is open to the public any time between midnight and 6:00 a.m. and located
less than 150 feet from residentially zoned property require a conditional use
permit.
The above changes to the commercial zoning regulations provide protection to
residential properties not previously provided for in the code.
1 §1.04[n]The Law of Zoning and Planning
2 §1.04[a] et seq.
8-1 rpt R-2 Page 3
Although the homes on these lots are older, this is not uncharacteristic of
neighborhoods throughout Arcadia. Everywhere in Arcadia new homes are
being built on single-family residential lots developed with older dwellings to
better accommodate the changing needs of homebuyers.
It is the Development Services Department's recommendation that these
properties be rezoned to R-1 making them compatible with the adjoining R-1
areas. If the City Council directs staff to proceed with a zone change, it is the
Development Services Department's intention to commence processing of the
appropriate applications by the end of August.
A zone change requires public hearings before both the Planning Commission
and the City Council and does not become effective until 31 days after adoption
of an ordinance changing the zoning. The total processing time for a zone
change is a minimum of 16 weeks from the date the process is started.
RECOMMENDATION
In order to complete the land use study and proceed with the appropriate zone
change, the Development Services Department is recommending that an interim
ordinance 2126 be adopted for a period of ten (10) months fifteen (15) days
pursuant to Government Code Section 65858(c). If the processing of the
applications is completed prior to the expiration period, the moratorium will be
rescinded. Staff is excluding from this moratorium the construction of single-
family dwellings on a lot consistent with the R-1 zoning regulations.
The extension of the interim ordinance .requires a four-fifths vote of the City
Council for adoption.
RECOMMENDATION
It is recommended that the City Council adopt Ordinance 2126 set forth
below and direct staff to proceed with processing the appropriate zone •
change on these properties.
•
•
8-1 rpt R-2 Page 4
)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA •
EXTENDING ORDINANCE NO 2123 TO PROHIBIT THE APPROVAL
OF CERTAIN LAND USE ENTITLEMENTS AND PERMITS ON
PROPERTY GENERALLY LOCATED AT 2606, 2615 GREENFIELD,
2601, 2600, 2607 LEE AVENUE, 2601 AND 2600 SECOND AVENUE,
2601 AND 2600 THIRD AVENUE, 2601 AND 2536 FOURTH AVENUE
FOR AN ADDITIONAL PERIOD OF TEN (10) MONTHS, FIFTEEN (15)
DAYS, FROM THE DATE OF EXPIRATION OF ORDINANCE NO. 2123,
PENDING THE COMPLETION OF A LAND USE STUDY AND THE
ADOPTION OF ANY AND ALL AMENDMENTS TO THE CITY'S LAND
USE REGULATIONS
Attachments: Ordinance 2126
Approved by:
William R. Kelly, City Manager
•
•
8-1 apt R-2 Page 5
•
, July 20, 2000
L71.
DONNA L. BUTLER
Community Development Administration
240 West Huntington Drive JUL 2 1 2000
Post Office Box 60021
Arcadia, CA 91066--6021 .:,,.,.,,;.
Dear Ms . Butler,
I own the property at 2601 So. 4th Avenue (Ben C. Schmidt or Thelma
L. Schmidt as Trustee of the Schmidt Trust ) My husband Ben Schmidt died
August/91 . We bought the property in September, 1945 . It was Ri. until
in the 50 ' s when the City took enough of the one lot next to my property
for a City alley between 3rd & 4th avenue. Also, Los Angeles took some
of one lot to widen Live Oak Avenue . That is when it was rezoned to R2 .
I have the Original "Conditions & Restrictions" . and the original map for
the 55 lots subdivided by Holger & Kella Valentine . The restrictions ALL
expired January 1 , 1990 . Have you seen these two documents? I would be
glad to show them to you.
I am a Senior Citizen -- will be 86 years of age in December and I
live alone . I have diabetes and heart problems and went into a diabetic
coma New Years day, I had company and they called 911 . If they had not
been there, I would not be alive. My Doctor wants me to have someone
stay with me, at least at nights, to make sure I don ' t stop breathing. I
have exhausted my finances and can not pay for help. I was really depending
on the sale of my home to help me survive.
The property at 2600 So. 3rd Avenue was sold as R2 and closed Escrow.
I have seen his building plans and they would be an asset to any community.
My property at 2601 So. 4th Ave . was also sold and in Escrow as R2 until
the Council changed the zoning from R2 to R1 . My sale was cancelled and
I lost about 1/3 of the sale price.
-1-
• S
Those Big Ugly Castle Houses have been nothing but trouble for this
neighborhood. We have had shootings and burglaries , with helicopters
flying low over our homes . Why doesn ' t the City and Police release more
about this?
A few weeks ago we had a shooting on Rodell , between 3rd. and 4th
Avenue, starting at 2AM and lasting until after noon. The subject
barricaded himself in his house and Police had to use tear gas to get him
to surrender. The SWAT TEAM took over the parking lot and alley next to
my property and no one was allowed in or out until afternoon. That is
just a sample of what is happening since Parents buy those large houses,
then leave the young folks and their friends to live there. Again, a couple
nights ago two helicopters was flying over this area between 10PM and
Midnight . This happens quite often. I could not sleep for wondering who
got robbed or shot .
Can anything be done to keep my property R2 and not Rl . Please keep
me informed' on this subject.
Thank You,
Thelma L. Schmidt
Phone : ( 626 ) 447-5735
cc: TO ALL CITY COUNCIL MEMBERS
--2--
•, ' ., ;.
—.v, /gib - 73
�co eis �a� c
pi Memorandum
jaiarcadia redevelopment agency -
DATE: August 1, 2000
TO: Chairperson and Agency Members
FROM: +on Penman, Deputy Executive Director
LBy: Peter P. Kinnahan, Economic Development Administrator
Prepared by: Brian Saeki, Redevelopment Project Analyst
SUBJECT: RECOMMENDATION TO ADOPT RESOLUTION NO.ARA-188 ADOPTING
A POLICY FOR RETENTION/DESTRUCTION OF OBSOLETE RECORDS
FOR THE ARCADIA REDEVELOPMENT AGENCY
SUMMARY
The regulations for retaining and eventually destroying public records are governed by
various State and Federal statutes. To assist the Agency in complying with the necessary
legal requirements for records retention, Agency Counsel and staff have prepared a
"Records Retention and Destruction Policy" which may be used by the Redevelopment
Agency. Staff recommends adoption of Agency Resolution No. 188 which grants the
Executive Director authority to approve the destruction of Agency records, in accordance
with the proposed policy.
DISCUSSION
Agency staff has revised the City Policy for Retention/Destruction of Obsolete Records
adopted by the City Council on June 20, 2000 by Resolution No. 6177 to address the
retention/destruction of Agency records. The policies are nearly identical. Changes
include referring to the City Manager as the Executive Director, the City Attorney as the
Agency Counsel, and the City Clerk as the Agency Secretary.
The proposed policy and resolution accomplish the following main objectives:
1) The resolution grants ongoing authority to the Executive Director, with the
consent of the Agency Counsel,to authorize destruction of Agency records,
according to the provisions of the proposed revised Policy, without requiring
the Agency Board to act upon.each request for destruction of records.
2) The proposed revised policy details the legal retention period for specific
records maintained by the Agency, as well as the recommended retention
period for these records.
LASER IMAGED
A,e /A .
•
Arcadia Redevelopment Agency -
08/01/2000
Page 2
3) The proposed revised policy includes references to the statutes which set
forth the retention periods for Agency records. This information will assist
the Agency in tracking future changes in the law and updating the retention
requirements when necessary.
Agency Counsel concurs with the staff recommendation to adopt the proposed policy in
order for the Agency to retain and, when necessary, dispose of records in an efficient and
lawful manner, without requiring the Agency to act upon each request for destruction of
records.
FISCAL IMPACT
There will be a minor savings due to the reduced need for storage of documents.
RECOMMENDATION -
It is recommended that the Arcadia.Redevelopment Agency adopt Resolution No.
ARA-188 adopting a 'policy for retention/destruction of obsolete records for the
Arcadia Redevelopment Agency.
tbidt knk
Approved:
William R. Kelly, Executive Director
Attachments: Arcadia Redevelopment Resolution No. 188
(Arcadia Redevelopment Agency Records Retention and
Destruction Policy including Schedule)
RESOLU'TION' NO,.ARA•-188
A.RESOLUTION OF THE ARCADIA REDEVELOPMENT AGENCY,
OF THE CITY OF ARCADIA, CALIFORNIA, ADOPTING A POLICY FOR
RETENTION/DESTRUCTION OF OBSOLETE RECORDS FOR THE
ARCADIA REDEVELOPMENT AGENCY
WHEREAS, Section 34090 of the California Government Code provides that, with
the approval of the legislative body and the written consent of its legal counsel,the head of
a city department may destroy any record, document, instrument, book or paper under
his/her charge without making a copy thereof, after the same is no longer required,
provided that certain records are exempt from such destruction; and
WHEREAS, the Agency Counsel and staff of the Redevelopment Agency have
prepared a "Records Retention and Destruction Policy"for consideration and adoption by
the Agency; and
WHEREAS, the proposed Policy complies with the provisions of Section 34090 of
the California Government Code.
NOW THEREFORE, THE ARCADIA REDEVELOPMENT AGENCY OF THE CITY
OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS
FOLLOWS: •
SECTION 1. The Redevelopment Agency hereby approves the"Records Retention
and Destruction Policy," attached hereto as Exhibit "A".
SECTION 2. The Executive Director, or his/her designee, shall have ongoing
authority, without further approval by the Agency, and with the consent of the Agency .
Counsel for each proposed destruction of records, to authorize destruction of
Redevelopment Agency records, in accordance with the "Records Retention and
1
Destruction Policy."
SECTION 3. The Agency Secretary shall certify to the adoption of this Resolution.
Passed, approved and adopted this 1st day of August, 2000.
Chairman, Arcadia Redevelopment Agency
ATTEST:
Agency Secretary
APPROVED AS TO FORM:
S-4iL
Agency Counsel
r
2
Arcadia Redevelopment Agency
•
RECORDS RETENTION AND DESTRUCTION POLICY
PURPOSE
The purpose of this policy is to provide guidelines to staff regarding the
retention or destruction of Arcadia Redevelopment Agency ("Agency")
records; provide for the identification, maintenance, safeguarding and
destruction of records in the normal course of business; ensure prompt and
accurate retrieval of records; and ensure compliance with legal and
regulatory requirements.
II. AUTHORIZATION
Staff must receive authorization from the Executive Director, or his/her
designee, and consent from the Redevelopment Agency Counsel, before
destroying any Redevelopment Agency records.
III. GENERAL GUIDELINES
A. The following general guidelines apply to all Arcadia Redevelopment
Agency records.
1. The Agency shall retain all original documents for a minimum
of two (2) years. (Gov. Code 34090.)
2. Except where a longer retention period is required according to
this policy or according to state law, after two (2) years, the
Executive Director, or his/her designee, may approve the
destruction of any original document,with written consent from
the Agency Counsel, without the Agency retaining a record or
copy of these documents. (Gov. Code 34090.) .
3. In addition to the retention period required under this policy,
the Agency shall retain original administrative, legal, fiscal
and/or historical records with continued value (i.e., records for
long-term transactions, pending litigation and/or special
projects) until all matters pertaining to such records are
completely resolved or the time for appeals has expired. (Gov.
Code 14755, subd. (a); Gov. Code 34090.)
RVPUB\NGS\553119 1
4. The Agency shall retain indefinitely the following original
records:
(a) Records affecting the title to real property or liens thereon;
(b) Court'records;
(c) Records 'required to be kept by statute;
(d) Records less than two (2) years old; and
• (e) The minutes, ordinances, or resolutions of the Redevelopment
Agency or of a city board or commission.
IV. SPECIFIC GUIDELINES
A. Accounting Records
1. Accounting Records include, but are not limited to, the following:
(a) Source Documents
• invoices
• purchase orders
• deposit permits
• warrants
• vouchers
• requisitions
• receipts
• claims'
• bank statements
• bank deposits •
• checks
• bills
• various accounting authorizations taken from Board
minutes, resolutions or contracts
(b) Journals ;
• cash receipts or disbursements book
• note register
• deposit permit register
• accounts receivable or payable register
• check or warrant register
• general journal
• payroll journal
(c) Ledgers
• expenditure
• revenue
• taxes'receivable
RVPUB\NGS\553119 2
y a .
•
• accounts payable or receivable ledger
• warrants payable
• construction
• appropriation
• general ledger
•
(d) Trial Balance
(e) Adjusting Entries
(f) Statements (Interim or Certified - Individual or All Fund)
• balance sheet
• analysis of changes in available fund balance
• cash receipts and disbursements
• expenditures
• revenues
t.
• changes in bonded indebtedness
• profit and loss
• changes in fixed assets
(g) Closing Entries
(h) Reversing Entries
(i) Other
• schedule of investments
• inventory records
• capital asset records
• lease - purchase records
• depreciation schedule
• cost accounting records
• budgets
• petty cash records
2. The Redevelopment Agency shall retain permanently all original.
journals, ledgers and statements. After three (3) years, the original
journal, ledgers and statement may be microfilmed or reproduced on
optical disk or any other medium which accurately and legibly
reproduces the original record in all details and does not permit
additions, deletions, or changes to the original document images.
(Gov. Code 34090, 34090.5.)
The Redevelopment Agency shall retain all other original accounting
records for a minimum of three (3) years. After the three (3) year
'period, the original accounting records may be microfilmed or
reproduced on optical disk or any other medium which accurately and
RVPUBWGS\5531 I9 3
legibly reproduces the original record in all details and does not permit
additions, deletions, or changes to the original document images.
Thereafter, the accounting records reproduced on microfilm or other
medium shall be retained for a minimum of twelve (12) years. After
the three (3) year minimum retention period and after the original
accounting records are microfilmed or reproduced as described
- above, the Redevelopment Agency may . destroy the original
accounting records, except journals, ledgers and statements, if:
(a) There is no continuing need for said record (i.e., long-term
transactions, special projects, pending litigation, etc).
(b) There exists in a permanent file an audit report(s)covering the
inclusive period of the record.
3. The Redevelopment Agency may destroy rough drafts, notes,working
papers (except audit), cards, listings, nonpermanent indices, and
papers used for controlling work or transitory files at any time.
4. In addition to any required legal retention period, the Redevelopment
Agency shall not authorize the destruction of any record subject to
audit until it has been determined that the audit has been performed.
(Gov. Code 14755, subd. (b); Gov. Code 34090.)
B. Long-Term Debt Records
1. The Agency Secretary shall retain the original records of proceedings
for the authorization of long-term debt, bonds, warrants, loans, etc.
after issuance or execution. Original records may be microfilmed or
otherwise reproduced, as described in Section A. (Gov. Code 34090,
34090.5.)
2. The Agency Secretary shall retain permanently the original records
of the terms and conditions of bonds, including authorization, public
hearing records, prospectus, proposals, notices, transcripts, etc.
Original records may be microfilmed or otherwise reproduced, as
described in Section A. (Gov. Code,34090, 34090.5.)
3. The Agency Secretary may destroy paid bonds, warrant certificates
and interest coupons after two (2) years, upon approval of the
' Executive Director and written consent of the Agency Counsel. The
Executive Director may set the''conditions for destruction of such
items. (Gov. Code 34090, 53921.) Unsold bonds may also be
destroyed after two (2) years, after public notice requirements are
met, pursuant to Government Code sections 43900, et seq.
C. Agency Records
RVPUB\NGS\553119 4
•
1. The Agency Secretary shall retain original records of the minutes of
meetings of the Agency indefinitely.
2. The Agency Secretary shall retain original ordinances and resolutions
adopted by the Agency indefinitely.
D. Statements and Reports Filed Pursuant to the Political Reform Act.
1. The Agency Secretary shall retain original campaign statements and
reports of elected Chairman and Board Members permanently.
Such statements and reports may be microfilms or otherwise
reproduced as described in Section A after two (2)years. (Gov. Code
81009, subds.(b), (g).)
2. The Agency Secretary shall retain copies of statements or reports for
four (4) years. The officer does not have to keep more than one
copy of a statement or report. (Gov. Code 81009, subds. (f), (g).)
E. Contracts
1. The Agency Secretary shall retain original contracts for five (5)years
after the end of the contracts. (Code of Civ. Proc. 337.)
2. The Agency Secretary shall retain original contracts with any person
or entity who develops real property or furnishes the design,
specifications, surveying, planning, supervision, testing, or
observation of construction or improvement to real property for ten
(10) years after the completion of the construction or improvement.
(Code of Civ. Proc. 337.15.)
F. Property Records.
The Agency Secretary shall retain original property records, such as
title documents, indefinitely, or until the property is transferred or
otherwise no longer owned by the Redevelopment Agency.
H. ' Payroll and Personnel Records.
1. Payroll and personnel records include, but are not limited to, the
following:
(a) accident reports, injury claims and settlements
(b) .:, medical histories
(c) injury frequency charts
(d) applications, changes and terminations of employees
RVPUB\NGS\553119 5
(e). insurance records of employees
(f) time cards
(g) job descriptions
(h) performance or rating documents
(i) earning records and summaries
Q) retirements
2. The Redevelopment Agency shall retain personnel files for five (5)
years after an individual's employment terminates. (Code of Civ.
Proc. 337.)
3. The Redevelopment Agency need not retain health insurance claims
maintained separately from the Redevelopment Agency's medical
program and its records, first aid records for one-time treatment and
subsequent observation of minor injuries, or medical records of
employees who have worked less than a year if the Redevelopment
Agency provides the employee with the records upon termination of
employment. (8 Cal. Code Regs. 3204.)
4. The Redevelopment Agency may destroy fidelity bonds and
garnishments five (5) years after they expire.
5. The Redevelopment Agency shall retain payroll records containing the
name, address, date of birth, sex, job classification, hours worked,
and regular and overtime wages for each employee for three (3)
years (29 C.F.R. Part 516; Cal. Labor Code 1174, 1197.5.)
6. The Redevelopment Agency shall retain basic time andearning cards
or sheets on which are entered daily starting and stopping time of '
individual employees for three (3)years. (29 C.F.R. Part 516; 8 Cal.
Code Regs. 11000-11150; Labor Code 1174.))
7. • The Redevelopment Agency shall retain employment applications and
employment referral records and files for two (2) years after such
records or files are created. (Gov. Code 12946.)
8. The Redevelopment Agency shall retain records regarding the race,
sex, and national origin of each applicant and for the job for which
such applicant applied for two (2) years from the date of the_making
of the record or the date of the personnel action involved, whichever
occurs later. The Redevelopment Agency may either retain the
original documents used to identify applicants, or keep statistical
summaries of the collected information. (2 Cal:Code Regs. 7287.0.)
9. The Redevelopment Agency shall retain any records pertaining to any
payments, loans; promises or c greements by the Redevelopment
RVPUENGS1553119 6
Agency to any labor organization or representative of a labor
organization for five (5) years. (29 U.S.C. 436.)
Construction and Engineering Records.
1. The Redevelopment Agency may destroy, original construction
records, such as bids, correspondence, and`change orders, after
• seven (7)years unless the records pertain to a project which includes
a guarantee or grant in which event they shall be retained for the life
of the guarantee or grant plus seven (7) years. The
Redevelopment Agency shall retain as-built plans for any public
facility or works as long as the facility.exists.
2. . The Redevelopment Agency may destroy unaccepted bids or
proposals for public works after two (2) years. (Gov. Code 34090.)
J. Exposure/Safety Records and Material Safety Data Sheets (MSDS).
1. The Redevelopment Agency shall retain employee exposure records
and exposure assessment records for at least thirty(30)years. Such
records should reveal the identity of the toxic substance or harmful
physical agent and where and when such substance or agent was
used. (8 Cal. Code Regs. 3204.)
2. The Redevelopment Agency may destroy background data to work
place monitoring after two (2)years provided a summary of relevant
data is retained for thirty(30)years. The summary must contain the
sampling results, the collection methodology (sampling plan), a
description of the analytical and mathematical methods used, and a
summary of other background data relevant to interpretation of the
results. (8 Cal. Code Regs. 3204(d)(1)(B)(1.).)
3. The Redevelopment Agency may destroy the material safety data
sheet (MSDS) for a hazardous substance after the Redevelopment
Agency stops using the hazardous substance provided it keeps a
record of the substance (chemical name if known) and when and
• where it was used for thirty (30) years. (8 Cal. Code Regs.
3204(d)(1)(B)(2).)
K. Video Monitoring,Telephone and Radio Communications; Other Video
and Audio Recordings -
1. The Redevelopment Agency shall retain recordings of routine video
monitoring (e.g., mobile in-car video systems, jail observation and
monitoring systems, and building security-taping systems)for at least
one: (1) year. . After the one (1) year retention period, the
Redevelopment Agency may destroy the video recording upon
RVPUB\NGS\553119 7 . .
approval by the City Manager, or his/her designee, and written
consent of the Agency Counsel. (Gov. Code 34090.6.)
2. Upon authorization of the Executive Director,or his/her designee, and
written consent of the Redevelopment Agency's attorney, recordings
of telephone and radio communications maintained by the
Redevelopment Agency may be destroyed after one hundred (100)
days. (Gov. Code 34090.6.)
3. If the Redevelopment Agency keeps another record, such as written
minutes, of an event that is recorded on video tape, (e.g., Agency
meetings), the Redevelopment Agency must keep the video tape
recording of the event for at least ninety (90) days after the
occurrence of the event. After ninety (90) days, the videotape may
destroyed or erased, upon approval by the Executive Director, or
his/her designee, and written consent of the Agency Counsel. (Gov.
Code 34090.7.)
4. When an audio tape recording of a meeting (e.g., Agency ) is made
solely to facilitate the preparation of minutes for that meeting,the tape
recording may be destroyed or erased after it is no longer required
and after the minutes for that meeting have been approved. (Gov.
Code 34090, 64 Ops.Atty.Gen. 317.)
5. Other audio or video tape recordings which are not related to the
conduct of the public's business (e.g., educational or promotional
videos) are not considered to be official Redevelopment Agency
records and may be destroyed after they are no longer required, upon
approval by the Executive Director, or his/her designee, and written
consent of the Agency Counsel. (Gov. Code 6252, subd. (e),34090.)
V. RECORDS RETENTION SCHEDULE
The"Records Retention Schedule for Cities" is attached to this policy as Exhibit"A"
and is incorporated herein by reference. The Records Retention Schedule is
intended to be a guideline and may be updated from time to time.
•
RVPUB\NGS\553119 U
•
EXHIBIT `A"
•
RECORDS RETENTION SCHEDULE-
•
•
•
•
•
•
RVPUS\NGS\553119 A-1
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record Description Authority Legal ." Recommended
`Retention Retention
Period Iod Period
Accident/Illness Reports Not a public record 8 CCR 3204(d) duration of duration of employment
Employee Medical Records &Employee GC 6254(c) employment plus plus 30 years
Exposure Records 30 years
Accidents/Damage to City Risk management administration GC 34090 2 years 10 years
Property. CCP 337.15
Original Journals, Ledgers, Statements, IRS Reg. 1.6001- Permanent Permanent
Accounts Payable Inventories 1(a)
Invoices, Checks, Reports, Investments, IRC 6001 3 years 15 years
Purchase orders IRS Reg. 1.6001-
1(e) ..
Accounts Receivable Invoices, Checks, Reports, Investments, IRC 6001 3 years 15 years
Receipt books IRS Reg. 1.6001-
1(e)
FA.ffidavits of Publication/ Legal Notices GC 34090 2 years Permanent
Posting
Affirmative Action Required by the Office of Federal 29 CFR 1602.14 1 year 1 year
Records Contract Compliance Programs
Agenda/Agenda Packets City Council, Redevelopment Agency, GC 34090 2 years Permanent
Commissions B agendas and packets GC 34090.5
should be filmed immediately. A paper
copy should be maintained for one year
only. The filmed record shall serve as the
permanent record.
RVPUB\NGS\565290 Page 1 •
•
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel • •
Record Description Authority Legal: Recommended
Retention Retention
Period Period
Agreements Original contracts and agreements and GC 34090 2 years 5 years after termination
back-up materials CCP 337 . . of agreement/contract
Annexations/ Notices, Resolutions, Certificates of GC 34090 Permanent Permanent
Reorganizations Completion
Appraisals For Real Property Owned by City or GC 34090 Permanent Permanent
Redevelopment Agency GC 6254(h)
Not a public record i
Audit Reports Financial Services GC 34090 2 years Permanent for historic-.
value
Awards Awards given to or by the City(special None Retain selected awards:
honors) deemed to be historically
significant permanently
Bank Account Statements, canceled checks, certificates IRC 6001 3 yeaus 15 years
Reconciliations of deposit IRS Reg. 1.6001-
1(e)
Bids, Accepted Includes plan and specifications; GC 34090 2 years 5 years after termination
notices/affidavits. CCP 337 of contract/agreement
Bids,Unaccepted Unaccepted bid packages only GC 34090 2 years 2 years
•
•
RVPUB\NGS\565290 Page 2
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record Description Authority Legal Recommended
Retention Retention __.
= Period Period
Bonds Finance- authorization/public hearing GC 34090 Permanent Permanent
records/prospectus/
proposals/certificates/notices
(transcripts)/registers/statements.
Paid Bonds; warrant certificates; interest GC 34090 2 years (City 2 years
coupons GC 53921 Treasurer may set
conditions for
destruction)
Unsold Bonds GC 34090 2 years (must give 2 years
GC 43900 et seq. public notice before
destruction)
Brochures/ Retain selected documents only for GC 34090 2 years Permanent
Publications historic value.
Budget Annual budget documents GC 34090 2 years Permanent
Building Plans Not to be reproduced until authority is GC 34090 2 years Permanent
obtained from architect of record.
Business License Annual Finance GC 34090 2 years Permanent
Reports
Business Licenses/Permits City issued GC 34090 While current plus While current plus 4
2 years years
Cal-OSHA Personnel-Logs, Supplementary Record, 29 USC 651; LC 5 years 5 years
Annual Summary(Federal & State) 6410; 8 CCR 14307
RVPUB'NGS1565290
Page 3
i
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
•
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel _ , ,
Record - Description Authority' Legal= Recommended
Retention Retention =
Perlod Period
California Income Tax R&TC 19704 6 years 6 years
Records
Campaign Statements - Original statements of elected candidates GC 81009(b) Permanent(can Permanent
Mayor, City Council- and committees supporting elected GC 81009(g) microfilm after 2
elected(originals) candidates for Mayor, City Council years)
Campaign Statements- Original statements of candidates and GC 81009(b) 5 years (can 5 years
candidates for Mayor, City supporting committees for candidates not GC 81009(g) . microfilm after 2
Council-not elected elected for Mayor, City Council years)
(originals)
I Campaign Statements for Original statements of all other persons GC 81009(c), (e) 7 years (can 7 years
other than Mayor, City and committees; other original reports and GC 81009(g) microfilm after 2
Council; other campaign statements years) ,�.
reports (originals) ="
Copies of Campaign Copies of reports/statements (if filing GC 81009(f) 4 years (can 4 years
Statements/Reports- officer is not required to keep more than GC 81009(g) microfilm after 2
one copy) years).
Certificates of Compliance Building department documents GC 34090 2 years Permanent
Citizen Feedback General correspondence. GC 34090 2 years 2 years
Claims Against the Agency Risk Management • GC 34090 Until settled • 10 years after settled
Collective Bargaining • 29 CFR 516.5 3 years 3 years
Agreements
RVPUB\NGS\565290 Page 4
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record _Description_ : Authority: Recommended
Retentions Retention
ernod - Period
Community Surveys Review final survey reports for historic GC 34090 2 years *only documents deemed
significance significant will be
imaged and maintained
permanently.*
Complaints/Requests Various files, non-code enforcement, not GC 34090 2 years 2 years
related to specific cases and not otherwise
specifically covered by the retention
schedule.
Complaints Against Police Complaints by members of the public PC 832.5(b) 5 years 5 years
Persomiel
Comprehensive Annual Finance GC 34090 2 years Permanent
Financial Reports (CAFR)
Conflict of Interest Originals -Fair Political Practices GC 81009(e), (g) 7 years (can 7 years
Statements -Form 700 Commission. microfilm after 2
years)
Contracts, City Original contracts and agreements and CCP 337 5 years after Permanent for historic/
back-up materials. termination/ evidential value
completion
Correspondence General administrative; GC 34090 2 years 2 years
Various files, not related to specific cases
and not otherwise specifically covered by
the retention schedule.
Deeds,Real Property File with recorded documents; originals GC 34090 Permanent Permanent
may not be destroyed.
RVPUB\NGS\565290 Page 5
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel ,
Record "Description Authority I ega1 Recommended
Retention Retention
I Period Period
_
Deferred Compensation Finance -pension/retirement funds 29CFR 516.5 3 years 3 years
Reports
Demographic/ Retain for historical purposes. GC 34090 2 years Permanent
Statistical Data
DMV Driver Information Personnel--Not a public record. GC 34090
Until Superseded Until Superseded
Reports GC 6254(c)
Easements,Real Property File with recorded documents; originals GC 34090 Permanent Permanent
may not be destroyed.
Economic Development Administrative records/Staff GC 34090 2 years Permanent
Projects reports/Project files
-
Economic Interest Copies of statements forwarded to Fair GC 81009(f), (g) 4 years (can 4 years
Statements -Form 700 Political Practices Commission. microfilm after 2
(copies) years)
Economic Interest Originals of statements of designated GC 81009(e), (g) 7 years (can . 7 years
Statements -Form 700 employees microfilm after 2
(originals) years)
Election-Administrative Not ballot cards or absentee voter GC 34090 2 years Permanent
Documents lists/applications.
Election-Ballots and All ballot cards (voted, spoiled, canceled) EC 17302, 17306, 6 months 6 months
Related Documents arranged by precinct,unused absentee 17505
ballots,ballot receipts, absent voter
identification envelopes, absentee voter
applications. May be destroyed subject to
any pending contest.
RVPUB\NGS\565290 page 6
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel -
Record Description' Authority Legal= Recommended
Per od�n -- Per od on
Election-Election Package of 2 tally sheets, copy of index, EC 17304 6 months 6 months
Officials Package of challenge lists, assisted voters list.
Documents Public record- all voters may inspect after
commencement of official canvass of
voters
Election-Nomination All nomination documents and signatures EC 17100 during term and 4 during term and 4 years
Documents in lieu of filing petitions years after after
Election"Petitions– Not-a public record documents resulting EC 17200, 17400 8 months 8 months
-hiitiative/Recall/Ref. in=an.election-retention is from election " GC 6253.5
certification.
-Election:Petitions-,No Not a public record. Not resulting in-an EC 17200, 17400 8.months —8 months
election - election. Retention is from final GC 6253.5
examination.
Employee Files Personnel--Not a public record. GC 12946 minimum 2 years 5 years after termination
GC 6254(c)
CCP 337 r
1
Employee Information– Personnel--California Employer 2 CCR 7287(a), 2 years 2 years
CEIR Information Report 2 CCR 7287(c)(1)
(for employers of 100 or more employees) GC 12946
Employee Information- Personnel--Data regarding race, sex, 2 CCR 7287(b), 2 years 2 years
Applicant Identification _ national origin of applicants (c)(2)
Records
RVPUB\NGS\565290 Page 7
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel . •
Record Description Authority Legal Recornnieiided
Retention Retention
- Period Period
Employment Applications Personnel--Not a public record. GC 12946 minimum 2 years 2 years
-Not Hired GC 6254(c)
Employment Eligibility Federal Immigration and Nationality Act 8 USC 1324a(b)(3) 3 years after date of 3 years after date of hire,
Verification(1-9 Forms) hire, or 1 year after or 1 year after date of
date of termination, termination,whichever is •
whichever is later later
ERTSA Records Employee Retirement Income Security
Act of 1974
-plan reports, certified information filed 29 USC 1027 6 years 6 years
-records of benefits due 29 USC 1059 Indefinitely Indefinitely
Events Planning, Review for historic significance GC 34090 2 years *only documents deer-ii ed
Community
significant will be
imaged and maintained
permanently*
Family and Medical Leave Records of leave taken, City policies 29-CFR 825.500 3 years (federal) 3 years (federal)
Act (federal); relating to leave, notices, communications GC 12946 2 years (state) 2 years (state)
Family Rights Act relating to taking leave
(California)
Federal Income Tax IRS Reg. 3 years 15 years
Records 301.650(0-1
Fee Schedules/Studies Considered by the City Council GC 34090 2 years Permanent
Fire Protection District Administrative documents. GC 34090 2 years Permanent
RVPUB\NGS\565290 Page 8
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record Description Authority : Legal:,. Recommended'
Retention Retention
Period Period -
Administration
Flood Plain Maps FEMA-not a City record, for information Until Superseded Until Superseded
only.
Forms Administrative-blank Until Superseded Until Superseded
Fund Transfers Internal; bank transfers &wires GC 34090 2 years 7 After Audit
General Ledgers All annual financial summaries--all GC 34090 2 years . Permanent
agencies
General Plan Image on completion. GC 34090 - Permanent Permanent
General Plan Amendments Image on completion. GC 34090 Permanent
Permanent
Gifts/Bequests . Finance-to the City(kept with cash GC 34090 2 years 7 After Audit ,
receipts)
Grading Permits GC 34090 1 year Permanent
Grading Variances GC 34090 Until Completed Permanent
Grants Administration Grants to the City. GC 34090 Until Completed 3 years After Audit
Historic Preservation e.g.; Historical landmarks, historic GC 34090 2 years Permanent
register
Historical Records Records deemed historically valuable. GC 34090 2 years Permanent
History, Agency Review for historic significance GC 34090 Until Superseded *only documents deemed
Organizational significant will be
imaged and maintained
xvrus�cs�s6sz90 Page 9
•
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
ExHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel _ ,
-
Record Description I m
Authority Legal Recomended
et
Per
en on-I:- -..Retention
permanently*
Home Occupation Permits Business license related GC 34090 While Current 4 years after expiration
Housing Programs Planning/ GC 34090 2 years Permanent
Redevelopment Agency files.
,
Insurance Personnel related. GC 34090 Until Superseded Permanent
Insurance Certificates, e.g.; liability,performance bonds, GC 34090 Until Superseded Until Superseded plus 2 ••
Agency employee bonds, property years
Land Use and GC 34090 Until Superseded Permanent
Development Code
Law Enforcement Records *Governed by separate Police Records * *
Retention Schedule. Documents presented
to Council are permanent records to be
imaged and maintained as part of
Administration records.
Legal Notices/Affidavits of GC 34090 2 years Permanent
Publication
Licenses/Peimits City issued e.g. solicitation, special GC 34090 While Current 4 years after expiration
events. This category DOES NOT
include business licenses/permits
Litigation Case files GC 34090 Until settled 8 years after settlement
Lot Line Adjustments Land use - case files. GC 34090 Permanent Permanent
Maintenance Manuals Equipment service/maintenance - GC 34090 Until Superseded Until Superseded 1
RVPUB\NGS\665290 Page 10
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY -
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record - Description Authority Legal Recommended
Retention Retentloii
'Period:: Period _
IV iaintenance/Repair Equipment GC 34090 2 years 2 years
Records
Materials Board, Planning/Engineering GC 34090 2 years 2 years
Renderings Boards &
Photographs
l%.'ledia Relations Review for historic significance, only GC 34090 2 years Permanent
documents deemed significant will be
imaged and maintained permanently.*
'Medical Files, Employee Personnel--not a public record 8 CCR 3204 duration of duration.of.empl.oyment
GC 6254(c) employment plus plus 30 years
30 years
Membership Applications/ Other agencies, organizations, GC 34090 Until Terminated Until Terminated
Renewals associations
Minutes Council/Redevelopment GC 34090 Permanent Permanent
Agency/Commissions. Documents are to
be imaged immediately. Paper records are
to be maintained permanently by the City
Clerk Division.
Municipal Code Retain old versions for historic value. GC 34090 Until Superseded Permanent
Neighborhood Planning Area and neighborhood Planning case GC 34090 Until Completed Permanent
records.
Newsletter, Agency Retain permanently for historic reference. GC 34090 2 years Permanent
Nuisance Abatement Includes citations (not police), nuisance GC 34090 Until Settled Until Settled plus 2 years
RVPUB\NGS\565290 Page 11
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record Description Authority- Legal Recommended
e en on c en on
-Perlod Perlod :::
abatement, and liens resulting from
nuisance abatement.
Oaths of Office Personnel/Council/ GC 34090 While Current plus Permanent
Commission 2 years
Offers of Dedication Kept even though some may not occur. GC 34090 Until Completed Permanent
Opinions, Agency& City GC 34090 2 years Permanent
Attorney
Ordinances Vital records - originals may never be GC 34090 Permanent Permanent
destroyed. Image immediately.
Organizations, Outside General correspondence. This category is GC 34090 2 years 2 years
inclusive of all outside organizations, , ; =
community groups, other governmental .
agencies, etc.
• OSHA OSHA Log 200, Supplementary Record, 29 USC 651; LC 5 years - 5 years
Annual Summary(Federal & State-Cal- 6410; 8 CCR 14307
OSHA) 29 CFR 1904.2 -
1904.6
OSHA(Accident/Illness Personnel - Employee Exposure Records 29 USC 651; LC Duration of Duration of employment
Reports) &Employee Medical Records 6410; 8 CCR 14307; employment plus plus 30 years
Not a public record 8 CCR. 3204; GC 30 years
• •• 6254(c)
Paramedic Services , Documents other than original contracts. GC 34090 2 years Permanent
Parcel Map Waivers Land use-planning case files .. . GC 34090 Until Completed Permanent
RVPUB\NGS\565290 Page 12
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record Description Authority Legal Recommended;.
Retention Retention
•
P
eriod Period
Parcel Maps Land use-planning/engineering case files GC 34090 Until Completed Permanent
Parking Studies Engineering GC 34090 2 years Permanent
Payroll-Federal/State Annual W-2's, quarterly and year-end IRE 6001 3 years 15 years
Reports reports IRS Reg.
301.6501(a)-1
Payroll Deduction/ Finance 29 CFR 516.6(c) While Current 5 years after termination
Authorizations
Payroll, registers Finance 29 CFR 516.5(a) 3 years Permanent
LC 1174(d)
Payroll records, terminated Finance files 29 CFR 516.5 3 years from date of 7 years after audit
employees last entry
Payroll, time cards/sheets Employee 8 CCR 11000-11150 3 years _ 7 years after audit
29 CFR 516.6(a)(1)
LC 1174(d)
i--
PERS - Employee Benefits Retirement Plan 29 USC 1027 6 years 6 years
Personnel Records Records relating to promotion, demotion, 29 CFR 1627.3 3 years 3 years
transfer, lay-off, termination
Personnel Rules and Including employee handbook GC 34090 Until Superseded Permanent
Regulations
Planning Commissioners Applications and other documents relating GC 34090 Until Superseded Until Superseded+2
to commissioners. years
RVPUB\NGS\565290 Page 13
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record ' Description Authority < .Legal Recommended
_Retention :Retention
-.
Period Period
Police Records *Governed by separate Police Records * * *
Retention Schedule. Documents presented
to Council are permanent records to be
imaged and maintained as part of
Administration records.
Policies, Administrative GC 34090 Until Superseded Until Superseded -
Policies, Council/ Original policies adopted by the City GC 34090 Until Superseded Permanent
CRA/Commission Council/CRA/
Commission. Imaged immediately as part
of Council packet or minutes.
Political V Related to legislation. GC 34090 2 years 2 years
Support/Opposition, V
Requests &Responses
Polygraph tests Records relating to the administration of a 29 CFR 801.30 3 years after test 3 years after test
polygraph examination .
Press Releases City related. GC 34090 2 years 2 years
Procedure Manuals Administrative. GC 34090 Until Superseded Until Superseded
Proclamations City issued proclamations GC 34090 2 years 2 years
Property Acquisition/ City and CRA owned. GC 34090 2 years Permanent
Disposition V
RVPUB\NGS\565290 Page 14 .
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record Description Authority Legal Recommended;.
-Re
tention Retention
Period Period
Public Relations Review for historic significance, GC 34090 2 years *only documents deemed
significant will be
imaged and maintained
permanently*
Recordings - audiotaped Council/Commission/ GC 34090 Until no longer Until minutes are
(for preparation of meeting Redevelopment Agency meetings 64 Ops.Atty.Gen required for approved
minutes) 317 preparation of
minutes
Recordings --routine video Routine daily_taping/recording of GC 34090, 34090.6 Videos - 1 year; Videos - 1 year;
monitoring, telephone, and telephone communications &radio Phone &Radio Phone &Radio
radio communications communications; routine video communications - communications - 100
monitoring including in-car video 100 days days (destruction must
systems,jail observation/monitoring (destruction must have approval of City
systems, building security systems have approval of Council &written
City Council & consent of City Attorney)
written consent of
City Attorney)
Recordings, videotaped Council/Commission/Redevelopment GC 34090, 34090.7 90 days after event 90 days after event
Agency meetings recorded and recorded and minutes
minutes approved approved
Recordings, videotaped Promotional/Educational videos broadcast GC 34090 Until no longer Until no longer required
on local cable access channel, not required
generally considered as official records of
City business
Recruitments and Selection Records relating to hiring,promotion, 29 CFR 1627.3 3 years 3 years
selection for training •
RVPUB\NGS\565290 Page 15
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record 7Description Authority` Legal Recomimended
_ _ _ _ Retention Retention
;Period Perio
Refuse Collection General administrative records GC 34090 2 years 2 years
Registration Forms Human Services Recreation Programs GC 34090 2 years 2 years
Release Forms/Waivers Human Services Recreation Programs GC 34090 2 years 2 years
Reports -Agenda reports, Council/Redevelopment GC 34090. .2 years Permanent
staff reports Agency/Commission. All staff reports and GC 34090.5
correspondence presented as part of a
meeting are permanent records. Paper
copies of Council/CRA packets will be
maintained for 1 year as complete .
packets. Originals are imaged
immediately for permanent retention.
(Paper records will be.maintained 1 year
in the City Clerk Division as part of a
complete copy of the agenda packet
materials). The filmed record shall serve
as the permanent record.
Resolutions Vital records - originals may never be \ GC 34090 Permanent Permanent
destroyed. Image immediately.
Returned Checks Finance-NSF (not City checks) GC 34090 2 years after audit 2 years after audit
Salary Surveys GC 34090 . 2 years 2 years
Sewer Construction/ Administrative records. GC 34090 2 years Permanent
Improvement/ .
Maintenance .
Sister Cities Retain permanently for historic reference. GC 34090 2 years Permanent
RVPUB\NGS\565290 Page 16
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
ExxBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Record = =Description '=Authority Legal Recommended
_ Retention ; Retention
w - _ = -
Period' � Period
Social Events/Celebrations Review for historic significance, only GC 34090 2 years Permanent*
documents deemed significant will be
imaged and maintained permanently.*
Speed Surveys Engineering GC 34090 Until Superseded Until Superseded plus 6
plus 2 years years
State Controller Annual reports. GC 34090 2 years 7 years after audit
Stop Payments Finance -bank statements GC 34090 2 years 7 years after audit
Storm Drain Construction/ Administrative records. GC 34090 2 years Permanent
Improvement/
Maintenance
Street Construction/ Administrative records GC 34090 2 years Permanent
Improvements
1 Studies,Various City Various file number locations. GC 34090 2 years Permanent
Subdivision/Tract Files Planning/Engineering GC 34090 Until Completed Permanent
Surplus Property Administration relating to auctions. GC 34090 2 years 2 years
Tax Administration Includes Tax &Revenues Anticipation GC 34090 While Current 7 years After Audit
Notes,Utility User=s Tax and related
documents.
i Telephone Reports Finance-monthly summary and detail GC 34090 2 years 2 years
reports. .
Treasurer=s Report GC 34090 2 years Permanent
RVPUB\NGS\565290 Page 17 , '
1
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY . -
EXHIBIT A -
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
•Record: Description Authority Legal, Recommended
;Reteutlon ': Retention
rind Perlod .;
Unemployment Insurance IRC 3301-3311 4 years 4 years
Records
Vacations Street; offers to dedicate; drainage; access GC 34090 2 years Permanent
rights, etc.
,1
Wage and Hour Records - For covered employees and other records 41 USC 35-45 3 years 3 years
federal requirements for employees under 19 years old
Wage Rates/Job Employee records LC 1197.5(d) 2 years 2 years
Classifications LC 1174(d)
Warrant Registers Finance- list of demands (retain as part of GC 34090 Permanent Permanent
agenda packet information)
Waste Management Solid Waste -Administrative GC 34090 2 years Permanent i ..
,
Water System records Sampling data, analyses, reports, surveys, 22 CCR 64692 12 years 12 years
letters, evaluations, schedules,
Department determinations
Wires Finance- fund transfers GC 34090 2 years 7 After Audit
Work Orders Community Services GC 34090 2 years 2 years
Workers Compensation Work-injury claims (including denied 8 CCR 10102 5 years 5 years
Files claims)
RVPUB\NGS\565290 Page 18
RECORDS RETENTION SCHEDULE FOR ARCADIA REDEVELOPMENT AGENCY
EXHIBIT A
Destruction of any Agency record must have Executive Director approval and consent of Agency Counsel
Leval Authority Abbreviations
CCP Code of Civil Procedure(California) IRS Internal Revenue Service
CCR California Code of Regulations LC Labor Code(California)
CFR Code of Federal Regulations PC Penal Code(California)
EC Elections Code(California) R&TC Revenue&Taxation Code(California)
GC Government Code(California) USC United States Code
IRC Internal Revenue Code
•
RVPUB\NGS\s 5290 Page 19
LIU ,
Memorandum
ilia " arcadia redevelopment agency
DATE: August 1, 2000
TO: Chairperson and Agency Board
FROM: Don Penman, Deputy Executive Director
�v-By: Peter P. Kinnahan, Economic Development Administrator
fpj3repared by: Brian Saeki, Redevelopment Project Analyst
RE: Report and recommendation to approve the Design Review for the
property at 37 E. Huntington Drive.
SUMMARY
Subsequent to his interior remodel of this office building, the Applicant is proposing to
demolish all non-structural architectural elements on the front and rear elevations of 37
E. Huntington Drive and replace them with new and updated doors, windows, columns,
stucco, cornice molding, awnings, and a new trash enclosure area.
Staff recommends approval of this Design Review with conditions.
BACKGROUND •
WORK
PROPOSED: Exterior remodel to 37 E. Huntington Drive
APPLICANT: Nakaishi Associates —Architects
Bob Taylor
2910 W. Broadway, Suite 200
Los Angeles, CA 90041
Owner: Martin Wood
LOCATION: 37 E. Huntington Drive (Location Map, Attachment No. 1)
EXISTING
LAND USE: Office Building
EXISTING •
ZONING: CBD (Central Business District)
GENERAL PLAN
DESIGNATION: Commercial
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117117-,
Design Review �--�
Page 2
08/01/2000
LAND USE: • Cornmercio!
SURROUNDING LAND USES: North: Public— Parking District No. 2 and
U.S. Post Office
South: Public— Huntington Dr. •
Commercial — Total Skin Care Center
East: Commercial Office -- Law Offices
West: Commercial Office — Brana Travel Co.
SITE AREA: 6,925 Sq. Ft.
BUILDING AREA: 6,250 Sq. Ft.
FRONTAGE: South: 50 feet on Huntington Drive
North: 50 feet facing Parking. District No. 2 and alley
PARKING PROVIDED: The proposed office use is replacing an existing office
use; therefore, there will not be an additional parking
requirement.
PARKING REQUIRED: See above
PURPOSE OF USE AND DESIGN REVIEW
The purpose of the Agency's Design Review is to ensure that proposed projects meet
adopted City and Agency standards and design guidelines based upon the following
criteria:
1. The general use and design considerations, including the character, scale, and
quality of design are consistent with the Redevelopment Plan, the Zoning Ordinance,
and adopted use and design guidelines;
2. The use and architectural design of structures and their materials and colors are
visually compatible with surrounding development and improvements on the site,
and design elements (i.e., screening of equipment, exterior lighting, signs, awnings,
etc.) have been incorporated to further ensure the compatibility of the structures with
the character and uses of adjacent development;
3. The location and configuration of structures are compatible with their site and with
surrounding sites and structures, and do not dominate their surroundings to an
extent inappropriate to their use; and
4. The use, design and layout of the proposed project will not unreasonably interfere
with the use and enjoyment of neighboring existing or future development, and will
not result in vehicular and/or pedestrian hazards.
Design Review
Page 3
08/01/2000
ANALYSIS
A. DESIGN FEATURES.
The Applicant, Nakaishi Associates (Bob Taylor) has prepared and provided a color
board and colored elevations of the buildings for staff's review. They are available
for review in the Economic Development Office and will be on display at the Agency
meeting.
The Applicant proposes to make subsequent changes to improve the appearance of
the structure. The current building features flat surfaces on all sides (stucco and
' split faced concrete block), an uninteresting flat roofline, and no windows. The new
design provides major building;articulation through the use of a variety of materials
(new door and window openings, a landscaping planter, columns, awnings, cornice
molding, an open wood framed trellis, and architectural tile call-outs). The Applicant
proposes to rehabilitate the Huntington Drive elevation with more inviting design
elements. The new façade will feature one entrance, 3 new window openings (pre-
- finished white extruded aluminum window frames with 1/4" bluegreen glazing), new
columns, a landscaping planter integrated into the building along the front of the new
windows, new cloth Patina Green awnings above the new windows, and new white
cornice molding along the roofline. Wall surfaces will be "La Habra" (off-white)
stucco with architectural scoring lines and call-outs (Hunter Green quarry tiles).
The proposed changes to the rear of the building are similar to the front (door and
window openings, white cornice molding along the roofline, "La Habra" (off-white)
stucco-, landscaping planters, architectural scoring lines and call-outs (Hunter Green
quarry tiles), and a new trash enclosure integrated into the building design buffered
• by a landscaping planter). The applicant is also proposing to add an open wood
framed roof trellis painted white to match the door frames and new white wrought
iron gate and fence.
The owner is applying for reimbursement of some of these Façade costs as part of
the Agency's Commercial Façade Rehabilitation Program (CFRP).
B. STAFF CONDITIONS OF APPROVAL
• The building colors and materials shall conform to the exhibits as presented to the
Agency Board, and as shown on Attachment 2.
Design Review
Page 4
08/01/2000
• The Arcadia Redevelopment Agency approval is valid for a period of one (1) year as
per ARA 126 adopted by the Arcadia Redevelopment Agency on December 2, 1986.
' • The Applicant shall comply with all other conditions of approval required by the
Development Services Department:Public Works Services, and the Arcadia Fire
Department.
ENVIRONMENTAL FINDINGS
The Comprehensive Downtown 2000 Business Incentive Program, which includes the
CFRP, was assessed by The Planning Center (TPC) in 1996. Based upon their
• analysis, a Negative Declaration was adopted which covers all Applicants taking part in
the CFRP.
RECOMMENDATION
IT IS RECOMMENDED THAT THE ARCADIA REDEVELOPMENT AGENCY
APPROVE THE DESIGN REVIEW FOR 37 EAST HUNTINGTON DRIVE SUBJECT
TO THE DEPARTMENTAL CONDITIONS LISTED ABOVE.
Approved: NINA _
William R. Kelly, Executive Director
Attachments: 1. Location Map
2. Plans for 37 East Huntington Drive
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