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HomeMy WebLinkAboutNovember 7, 2000ANN O T A T E D . A G E N D A Arcadia City Council And Redevelopment Agency Meeting November 7, 2000 5:00 p.m. Council Chambers Conference Room ROLL CALL: Council Members Chandler, Chang, Marshall, Segal and Kovacic 2. ACTION All present TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIUREDEVELOPMENT AGENCY (NON- PUBLIC HEARING/ FIVE MINUTE TIME LIMIT PER PERSON) No one spoke STUDY SESSION a. Review, discussion and direction regarding finalization of Police Station architecture and exterior materials. Approved the proposed architecture, building elevations& exterior b. Review, discussion and direction regarding City entrance signs, directional signs materia]8 and banners. Staff to incorporate horse image in design s -o for Council's review. CLOSED SESSION At 6:10 p.m. the Council RECESSED to Closed Session. RECONVENED in Council Chmbr. a. Pursuant to Government Code Section 54956.9(a) to meet with legal counsel at 7:00 p.m. regarding request for Amicus Support for Petition for Certiorari to United States Supreme Court in Alameda Books. Inc. vs. City of Los Angeles, 2000 Daily Journal DAR 9569 (Ninth Circuit, August 28, 2000.) Pursuant to Government Code Section 54956.9(a) to meet with legal counsel regarding request for Amicus Support — Lim vs. City of Long Beach, United States Supreme Court. C. Pursuant to Government Code Section 54956.9(a) to meet with legal counsel regarding request for Amicus Supoort for Petition for Certiorari in the United States Supreme Court in Young vs. City of Simi Valley, 216 F.3d 607 (911h Cir. 2000). d. Pursuant to Government Code Section 54956.9(a) to confer with legal counsel regarding the case of Sully - Miller vs. City of Arcadia. Gary A. Kovacic, Mayor • Mickey Segal, Mayor Protempore • Roger Chandler, Dr. Shang Chang, Gall A. Marshall, Council Members William R. Kelly, City Manager June D. Alford, City Clerk 7:00 p.m. Council Chambers INVOCATION PLEDGE OF ALLEGIANCE ACTION ROLL CALL: Council Members Chandler, Chang, Marshall, Segal and Kovacic _ 3. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS MOTION: Read all Ordinances and Resolutions by title only and waive reading in full. 4. PRESENTATION of Mayor's Youth Service Award to Janet Chew. 5. PRESENTATION of Mayor's Senior Service Award to Carol Curtis. 6. PRESENTATION to Shelina Kurwa for her achievements at the L.A. County Fair. 7. PRESENTATION to the Arcadia High School Apache Marching Band for their participation in the 75th Annual White Mountain Apache Tribal Fair and Rodeo in Whiteriver, Arizona. 8. PRESENTATION of Proclamation declaring Festival of Bands Day. 9. PRESENTATION of Proclamation declaring Childhood Lead Poisoning Prevention Week 10. PUBLIC HEARING All interested persons are invited to appear at the 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 with respect to the proposed 10a. and 10b.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 authorize an expenditure of $118,667.00 in California Law Enforcement Equipment Programs Funds, and to authorize the City Manager to enter into a contract with Executive Information Services for the purchase of hardware and software for a mobile digital computer system for the Arcadia Police Department. b. Recommendation to utilize Local Law Enforcement Block Grant Funds in the amount of $39,209.00 for the Police Department. 11. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL (NON- PUBLIC HEARING /FIVE MINUTE TIME LIMIT PER PERSON) 12. MATTERS FROM ELECTED OFFICIALS City Council Reports/ Announcements /Statements /Future Agenda Items 2 7:00 p.m. Council Chambers ACTION INVOCATION Reverend Jeremiah Chen, Evangelical Formosan Church of Arcadia PLEDGE OF ALLEGIANCE Martin Plourde, Principal, Arcadia High School ROLL CALL: Council Members Chandler, Chang, Marshall, Segal and Kovacic All present The City Attorne announced, no reportable action taken on Closed Session Item No. 2d. Closed Session I ems 2a 2b & 2c - Council ma'orit vote for Amicus Su ort 3. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS None MOTION: Read all Ordinances and Resolutions by title only and waive Adopted S -n reading in full. 4. PRESENTATION of Mayor's Youth Service Award to Janet Chew. 5. PRESENTATION of Mayor's Senior Service Award to Carol Curtis. 6. PRESENTATION to Shelina Kurwa for her achievements at the L.A. County Fair. 7. PRESENTATION to the Arcadia High School Apache Marching Band for their participation in the 75`h Annual White Mountain Apache Tribal Fair and Rodeo in Whiteriver, Arizona. 8. PRESENTATION of Proclamation declaring Festival of Bands Day. 9. PRESENTATION of Proclamation declaring Childhood Lead Poisoning Prevention Week. 10. PUBLIC HEARING All interested persons are invited to appear at the 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 with respect to the proposed 10a. and 10b.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. Pub.Hrg. Closed a. Recommendation to authorize an expenditure of $118,667.00 in California Approved Law Enforcement Equipment Programs Funds, and to authorize the City Manager to enter into a contract with Executive Information Services for the purchase of hardware and software for a mobile.digital computer system for the Arcadia Police Department. b. Recommendation to utilize Local Law Enforcement Block Grant Funds. in Pub.Hr Closed the amount of $39,209.00 for the Police Department. ppr°ve - 11. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS Lee Segal THE CITY COUNCIL (NON- PUBLIC HEARING /FIVE MINUTE TIME LIMIT Isabel Cho PER PERSON) Annie Chen 12. MATTERS FROM ELECTED OFFICIALS City Council. Reports/ Announcements /Statements /Future Agenda Items See Minutes PAP RECESS CITY COUNCIL ACTION 13. MEETING OF THE ARCADIA REDEVELOPMENT AGENCY 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 LIMIT PER PERSON) a. Minutes of the October 10 and October 25 adjourned regular meetings and the October 17 regular meeting. ADJOURN REDEVELOPMENT AGENCY to November 21, 2000 at 6:00 p.m. RECONVENE CITY COUNCIL 14. CITY CLERK No one spoke Recommendation to appoint one member to the Sister City Commission to fulfill shone Wane 5 -0 an unexpired term. 15. CONSENT a. Minutes of the October 10 and October 25 adjourned regular meetings Approved s -n and the October 17 regular meeting. b. Recommendation to award a contract to M.W. Loyd, Inc. in the amount of Approved 4 -1 $87,430.00 for construction of refuse /recyclable bin enclosures and brick dust bins at various City facilities and to negotiate a contract change order for the construction of a refuse /recycling enclosure at the Arcadia Chamber Commerce at a cost not to exceed $10,500.00. C. Recommendation to approve Final Map 52874 for a 16 -unit residential Approved 5 -0 condominium project at 401 California Street. d. Recommendation to authorize an appropriation of $270,000.00 from the Approved 5 -0 unapproriated Surplus Fund #25, Emergency Fund (Cash Basis) to a line item designated to account for actual costs related to mud and flood mitigation measures. e. Recommendation to award a one -year contract extension in the amount of Approved 5 -0 $121,829.00 with LA Cha Maintenance Company for janitorial and porter services at City facilities for fiscal year 2000 -2001. f. Recommendation to award a contract to Torres Construction in the Approved 5 -0 amount of $144,044.00 for the City Hall ADA Compliance Modification Project. 3 • 1 Consent continued ACTION g. Recommendation to accept all work performed by Sheldon Mechanical Approved 5 -0 Corporation for the replacement of a 30 -ton chiller for the City Council Chambers as complete and to authorize the final payment to be made in accordance with the contract documents, subject to a retention of $3,166.70. h. Recommendation to Adopt Resolution No. 6202, a Resolution of the Adopted 5 -0 City Council of the City of Arcadia, California, approving the second } amendment to the San Gabriel Valley Council of Governments Joint Powers Authority amended and restated Joint Exercise of Powers Agreement. Recommendation to approve a cooperative purchase of two (2) 2000 Ford Approved 5 -0 Crown Victoria black and white patrol vehicles with the City of Pasadena from Miracle Ford at a total cost of $47,055.60. Recommendation to enter into a Professional Services Agreement with Approved 5 -0 Revenue& Cost Specialists, LLC for an overhead cost allocation plan and a comprehensive fee and rate study. 16. CITY ATTORNEY a. Recommendation to Adopt Ordinance No. 2137, an Ordinance of the Adopted 4 -0 with ,City Council of the City of Arcadia, California, amending the zoning code 1 abstention of the City f Arcadia to rezone the properties located at 2606, 2615 (Chandler) ber Y P P Chandler) Greenfield, 2601, 2600, 2607 Lee Avenue, 2601 and 2600 Second Avenue; 2601 and 2600 Third Avenue and 2601 and 2536 Fourth Avenue from R -2 to R -1 7,500, zone change case Z -00 -001. Recommendation to Introduce Ordinance No. 2138, an Ordinance of the Introduced 5 -0 City Council of the City of Arcadia, California, amending Article VI, Chapter 4, Part 2, Division 1 of the Arcadia Municipal Code regarding the distribution of written materials within the City of Arcadia. ADJOURN CITY COUNCIL to November 21, 2000 at 6:00 p.m. in memory of Joyce Suess. ADJOURNED at 8:47 p.m. in memory of: Hsiu Yu Chen Joyce Suess Tom Romano, Sr. 12 STAFF REPORT DEVELOPMENT SERVICES DEPARTMENT DATE: November 7, 2000 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager / Development Services Director Michael Busch, Transportation Services Officer VA6 SUBJECT: Recommendation to adopt Resolution 6202 and to approve the second Amendment to the San Gabriel Valley Council of Governments Joint Powers Authority amended and restated Joint Exercise of Powers Agreement Summary Attached for City Council's review and adoption is Resolution 6202 and approval of the second amendment to the San Gabriel Valley Council of Governments ( SGVCOG) Joint Powers Authority amended and restated Joint Exercise of Powers Agreement. As the Council may be aware, SGVCOG was created through a JPA between twenty —nine (29) different agencies in the San Gabriel Valley. The SGVCOG has been responsible for creating other public agencies such as the Alameda Corridor East Construction Authority (Authority) to fulfill the financial, construction and management of the Alameda Corridor East Project (ACE). The Development Services Department is recommending approval of the second amendment to the San Gabriel Valley Council of Governments Joint Powers Authority amended and restated Joint Exercise of Powers Agreement. These approvals will allow ACE to issue bonds for cash flow purposes. Discussion The San Gabriel Valley Council of Governments ( SGVCOG) was established by a Joint Powers Agreement (JPA) entered into as of March 1, 1994. The City is a party to the Agreement and a member of the SGVCOG. The SGVCOG amended the Agreement, effective September 17, 1998, creating the Alameda Corridor East co N . / 5��+- Construction Authority for the purpose of implementing the Alameda Corridor East Project (ACE), consisting of improvements at locations at 55 grade crossings on the Union Pacific Railroad routes throughout the San Gabriel Valley. To date, the ACE Project funding requirements have been fairly modest and are primarily addressed by a loan from the City of Industry and by grants from the MTA that are disbursed on a reimbursement basis as debts come due. However, at the beginning of the new year, the rate of expenditures will increase as the project moves forward and Federal and State funding is reimbursed after invoices have been paid. Thus, the Authority staff has determined that the Authority will experience cash flow difficulties by early 2001 as it lets more contracts to implement the ACE Project. The Authority has retained financial advisors and bond counsel to advise it with respect to financial alternatives. The advisors in consultation with Authority staff have determined that a short-term borrowing will be the best course of action to solve the cash flow concerns. The first step in authorizing the short term borrowing is to amend the SGVCOG Agreement to provide for the power to borrow, incur indebtedness and /or issue bonds. The short term borrowing that is contemplated is a tax exempt commercial paper issue which is essentially a short term bond issue. The interest and principal on the issue will only be payable from monies pledged or otherwise designated for the ACE Project. The City of Arcadia and other cities in the SGVCOG will not be liable for any of the indebtedness. Fiscal Impact There is no fiscal impact associated with staff's recommended action. This action is only to allow the Authority to bond on either already pledged or designated funds. Further, the adoption of Resolution 6202 and the approval of the Second Amendment to the SGVCOG JPA has been determined by legal counsel that such action will have no effect whatsoever on our City's liability, creditworthiness or its own ability to issue debt. RECOMMENDATION It is recommended that the City Council adopt Resolution 6202 and approve the Second Amendment to the San Gabriel Valley Council of Governments Joint Powers Authority amended and restated Joint Exercise of Powers Agreement, Approved By: " W* William R. Kelly, City Manager M ail � /QOe STAFF REPORT November 7, 2000 ADMINISTRATIVE SERVICES DEPARTMENT TO: Mayor and City Council FROM: Tracey L. Hause, Administrative Services Directoiz SUBJECT: RECOMMENDATION TO AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH REVENUE & COST SPECIALISTS, LLC FOR AN OVERHEAD COST ALLOCATION PLAN AND COMPREHENSIVE FEE AND RATE STUDY (1111► lu F-11111,119 In order to ensure the City is utilizing comprehensive overhead rates and accurately accounting for the true cost of providing various services within the City operations, a complete overhead cost allocation and comprehensive fee and rate study is recommended. The cost allocation plan the City is currently using was developed over 5 years ago. Components of the plan have been updated by inflation and the plan is still utilized for budgeting purposes. However, an up -to -date database using current audited financial statements, a review of the cost of services provided by the City, both internally and externally, and an independent review of the City's methods can provide the assurance of an accurate overhead cost allocation and comprehensive fees. Requests for proposals were mailed to consulting firms that have experience in these areas. On September 29, 2000, two proposals were received. The proposals were reviewed and it was determined that Revenue & Cost Specialists, LLC could most competitively provide the services requested. DISCUSSION: As indicated, it is necessary to ensure the City is utilizing comprehensive overhead rates and accurately accounting for the true cost of providing various services within the City operations. Part-time college interns developed the cost allocation plan the City is currently using over 5 years ago. The plan has proven to be useful, however it needs to be updated. Staff resources are not available in -house to undertake this project at this time. Further, an independent review of the City's methods for calculating overhead costs and fees will be useful to ensure compliance with federal and state guidelines. CvlLl. .S'' 2 r As a result, an overhead cost allocation and comprehensive fee and rate study prepared by an independent consultant is necessary and recommended. A separate scope of services was requested for the two components of the project. For the overhead cost allocation study, development of an overhead cost allocation model for calculating the full costs of providing each City service was identified. The requirements of the model shall allow for the additional or removal of direct and overhead costs so that the overhead cost allocation can be developed from a simple plan to a progressively more inclusive plan. Further, it is imperative the model allow for the continuous update of overhead costs from year to year as the organization grows and develops or as the organization changes, including the ability to add hypothetical service area information for future service enhancements, if desired. The scope of services for the comprehensive user fee and rate study included a review of the documentation supporting the current fee and rate structures for all departments and services. Further, in utilizing the overhead cost allocation model developed as part of this project, calculation of the costs of providing current levels of City services. It has been communicated in the request for proposal that it is imperative the consultant work with City staff in defining the purpose, uses, and goals of these projects, ensuring that the development of the plan and study will be both accurate and appropriate for the City's current needs. It is proposed both projects will include a draft report and the process will provide an opportunity for staff and the City Council to comment on the preliminary findings. Final reports are also part of the scope of services for both projects. Request for proposals were mailed to a number of consulting firms. Two proposals were received by the proposal deadline on September 29, 2000. The proposals were reviewed and both proposals met the selection criteria and could complete the project as requested. The following costs were proposed respectively: REVENUE & COST SPECIALIST, LLC Cost Allocation Plan $ 6,000 Comprehensive User Fee Study 29,000 Municipal Business System Software and Training 6,000 Out of pocket expenses (Not to exceed) 500 .,o DMG MAXIMUS Cost Allocation Plan $ 12,375 Comprehensive User Fee Study 31,460 Cost Allocation Plan Software 3,500 Expenses 1,640 Staff is recommending the City contract with Revenue & Cost Specialist, LLC to complete an overhead cost allocation plan and comprehensive fee and rate study as this firm has proposed a competitive fee to complete the work. References have been verified and Revenue & Cost Specialist, LLC comes highly recommended. FISCAL IMPACT: The 2000 -2001 FY Budget included an appropriation of $30,000 to complete a cost allocation plan only. Over the last few months, it has been apparent that a review of the City's fees should be completed to ensure accuracy of the true cost of providing the service for which fees are charged. The total amount proposed by Revenue & Cost Specialist, LLC to complete both a cost allocation plan and fee study, including software, is $41,500. Rather than request an additional appropriation in the current fiscal year, staff is recommending consideration of this project over two fiscal years. It is proposed the City hire the consultant to complete the cost allocation plan and review the major fees charged in this fiscal year utilizing the current appropriation. If staff feels that the Municipal Business System Software and training continues to be a realistic need and a review of the remaining fees is imperative, an additional appropriation will be recommended in the 2001 -2002 FY Budget. RECOMMENATION: It is recommended that the City Council: Authorize the City Manager to enter into a professional services agreement with Revenue & Cost Specialist, LLC, for an Overhead Cost Allocation Plan and Comprehensive Fee and Rate Study for a not to exceed amount of $30,000. Approved: AgnA William R. Kelly, City Manager �'' i yam' ,✓ o x/708 I STAFF REPORT POLICE DEPARTMENT DATE: November 7, 2000 TO: Mayor and City Council FROM: David H. Hinig, Chief of Policgr�K SUBJECT: REPORT AND RECOMMENDATION TO AUTHORIZE THE EXPENDITURE OF $118,667 IN CALIFORNIA LAW ENFORCEMENT EQUIPMENT PROGRAM ( CLEEP) FUNDS, AND TO AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH EXECUTIVE INFORMATION SERVICES FOR THE PURCHASE OF HARDWARE AND SOFTWARE TO INSTALL A MOBILE DIGITAL COMPUTER SYSTEM FOR THE ARCADIA POLICE DEPARTMENT SUMMARY The State of California, through Budget Act Item 9210 - 106 -0001, authorized a one -time allocation of funds to police departments for the purchase of equipment/technology to enhance police operations. The California Law Enforcement Equipment Program ( CLEEP) provides a total of $118,667 to the Arcadia Police Department. Presently, the Department is preparing to implement Mobile Digital Computers (MDC's) for police units in order to provide access to criminal justice data systems for officers assigned to field activities. The MDC system will increase the efficiency and effectiveness of patrol officers, as well as providing heightened safety to officers by allowing them instant access to systems with wanted vehicle and person information. Guidelines for CLEEP funds require a public hearing before expenditures are made. The Department believes the CLEEP funds should be applied to the MDC project. The cost of the MDC Program is $372,763.72. By applying the CLEEP funds to the project, the Department will combine an existing federal grant, Citizens Option for Public Safety/ Supplemental Law Enforcement Safety Fund (COPS /SLESF), and asset seizure money to fund the entire MDC project. In preparation for the MDC project, the Department issued a request for proposal (RFP) with ten vendors responding with bids. A Departmental selection committee, which included the City Purchasing Officer, reviewed the proposals and five vendors were selected to conduct product demonstrations. The various vendors were evaluated for their technology applications, performance history, and other factors relevant to this type of LASER project. Of those presentations, two finalists were selected for additional comprehensive study with visits conducted to agencies using their applications. After all evaluation was completed, Executive Information Services was selected as the vendor who most met the needs and specifications of the system required for the Police Department. Although cost was not the primary criteria in selecting a technology vendor, Executive Information Services was in fact the low bidder for the project. DISCUSSION Technology systems are critical to police departments in their continuing efforts to provide the best possible law enforcement service to their communities. In recognition of the importance of such systems, the California Legislature adopted Budget Act Item 9210 -106- 0001, which allowed for a one -time award of no less than $100,000 to every police agency in the State. The population of local communities dictated additional awards that resulted in an allocation to the Arcadia Police Department of $118,667. The Police Department has determined that the implementation of a Mobile Digital Computer System (MDC) is a top priority. Purchase of the system is based upon the identification of a variety of funding sources. Presently, the Department has a federal technology grant of $141,000 with matching support of $60,000 from local asset seizure funds. Additionally, money from the Citizens Option for Public Safety /Supplemental Law Enforcement Safety Fund (COPS /SLESF) is being applied to the project. The application of CLEEP money will allow for full funding of the MDC project without impacting the City's capital or general funds. Mobile Digital Computer systems for patrol units have become the standard for field operations for police agencies across the country. MDC's allow officers to immediately access criminal justice data from computers mounted in the patrol cars. This rapid access of data enhances officer safety, promotes efficiency, and reduces the amount of voice radio traffic thereby keeping radio frequencies clear for urgent or emergency activities. MDC's have a variety of technologies that allow the systems to operate. The dominant media are high frequency radio transmissions and Cellular Digital Packet Data (CDPD), commonly called cell phone technology. Research by the Department included evaluation of both applications as well as review of vendors proposing all possible delivery systems. It was ultimately determined that CDPD technology was the most reliable and had the greatest potential for long -term cost savings. CDPD uses the infrastructure of the existing AT &T wireless network, thereby saving the cost of building a separate radio transmission system. With the AT &T network, the phone company maintains the infrastructure, thus the Department does not have to worry about upgrades and /or replacement. The Department also benefits from technology and system improvements made by the phone company. The proposal from Executive Information Services also includes software replacement for our existing Computer Aided Dispatch (CAD) system, Records Management System (RMS) and a field report- writing module that will allow officers to prepare reports on the laptop **w `No computers in the cars. This aspect of the proposal is critical, as the current software systems do not allow for the data to be integrated. The new software will provide for consolidated data thus increasing the efficiency of the entire system. Vendor Bids For cost comparison, we have listed the bids submitted by the five vendors below: ElectroCom 800 MHz Proposal: *1 * *2 $399,210.00 ElectroCom 500 MHz Proposal: *1 * *2 $533,275.00 Pacific Arepco Wireless LAN and AVL Proposal: *1 * *2 $691,221.08 Visions Software Solutions: * *2 $699,926.59 Executive Information Services $372,763.72 *Note #1: These proposals did not include software applications, which would increase the cost by anywhere from $100,000 to $200,000+ depending upon the software selected. * *Note #2: These proposals required additional hardware, training, and contingency costs of $55,000 each. FISCAL IMPACT Over the past several years the Department has been examining MDC systems and pursuing funding for the application. The Department has received funding from both federal and state grants, as well as including money from its own asset seizure accounts. These sources, including the CLEEP grant, will allow for sufficient funds to purchase the system without impacting capital or operating budgets. RECOMMENDATION It is recommended that the City Council move to authorize the expenditure of $118,667 in California Law Enforcement Equipment Program (CLEEP) funds and to authorize the City Manager to enter into a contract with Executive Information Services forthe purchase of hardware and software to install a mobile digital computer system for the Arcadia Police Department; subject to City Attorney review. Approved: William R. Kelly, City Manager ru / ✓r r1 ! V'' S. 1W N400 PUBLIC WORKS SERVICES D November 7, 2000 TO: Mayor and City Council /` FROM: Pat Malloy, Public Works Services Director! Prepared by: Dave McVey, General Services Superi tendent Chris Ludlum, Management analyst Reviewed by: Tracey Hause, Administrative Services Director) SUBJECT: RECOMMENDATION TO COOPERATIVELY PURCHASE TWO (2) 2000 FORD CROWN VICTORIA BLACK AND WHITE PATROL VEHICLES WITH THE CITY OF PASADENA FROM MIRACLE FORD AT A TOTAL COST OF $47,055.60 SUMMARY Staff is recommending that the City Council award a purchase contract for two (2) 2000 Ford Crown Victoria' black and white police patrol vehicles to Miracle Ford in the amount of $47,055.60. DISCUSSION Two (2) 2000 Ford Crown Victoria Black and White police patrol vehicles will be purchased to replace two (2) 1997 Ford Crown Victoria's (Asset No. 80009 and 80011). These vehicles have 97,514 and 86,599 miles, respectively, and meet the mileage requirement defined in the City's vehicle replacement policy for black and white patrol units. Staff investigated the possibility of a cooperative purchase (commonly know as piggy- backing) with another larger municipality for vehicles with specifications equal to or greater than the City of Arcadia's. The City of Pasadena, in cooperation with "Miracle Ford, has authorized the City to piggy -back on their purchase order. Public agencies often utilize other agencies formal bidding results to effect cooperative purchases when the agreement between the agency and the vendor meets the specifications of the using agency. Staff has determined that Miracle Ford is a qualified company and the vehicles being provided meet City specifications. FISCAL IMPACT The total cost to purchase two (2) Ford Crown Victoria black and white patrol vehicles is $47,055.60. Funds in the amount of $48,000 have been budgeted in the Equipment Replacement Fund in Fiscal Year 2000 -01 for this acquisition. LASER IMAGED Mayor and City Council November 7, 2000 Page 2 RECOMMENDATIONS It is recommended that the City Council: 1. Award a contract for the purchase of two (2) 2000 Ford Crown Victoria black and white patrols vehicles to Miracle Ford in the amount of $47,055.60. 2. Waive the formal bidding process and authorize a cooperative purchase using the City of Pasadena bid. 3. Authorize the City Manager to execute a contract in a form approved by the City Attorney. PM:DM:CL:dw Approved by. , _____—S�" A William R. Kelly, City Manager C Q/7 0 �J ,~o0 40awz99 '` ° °° STAFF REPORT OFFICE OF THE CITY CLERK DATE: NOVEMBER 7, 2000 TO: MAYOR KOVACIC AND MEMBERS OF THE CITY COUNCIL FROM: JUNE D. ALFORD, CITY CLERKC a :� SUBJECT: REPORT AND RECOMMENDATIO -To APPOINT ONE MEMBER TO THE SISTER CITY COMMISSION. DISCUSSION: On September 25th, Sister City Commissioner Jerree Lean advised the Mayor and City Council of her resignation as a member of this City Commission due to health problems. Mrs. Lean's resignation was effective on October 10, 2000 upon receipt of her letter. Commissioner Lean has served on the Sister City Commission for over three years, the term of which expires June 30, 2001. Attached for Council's perusal are the Citizen Service Resumes of those Arcadia residents who have expressed an interest in serving on the Sister City Commission. The appointment should be made to Ell out the unexpired term of Jerree Lean to June 30, 2001. RECOMMENDATION: Make an appointment to the Sister City Commission from the Citizen Service Resumes provided; or 2. Conduct interviews with selected applicants and make an appointment at the conclusion of the interviews or at a subsequent City Council meeting. G -- 30— a°to? LASER IMAGED Office AIEM■O�RA/N}�D�U�My of the Date: November 7, 2000 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: STEPHEN P. DEITSCH, CITY ATTORNEY %IVTi2004 -c7-,-,0 IV SUBJECT: OF ORDINANCE NO. 2138 — AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING ARTICLE VI, CHAPTER 4, PART 2, DIVISION 1 OF THE ARCADIA MUNICIPAL CODE REGARDING THE DISTRIBUTION OF WRITTEN MATERIALS WITHIN THE CITY OF ARCADIA BACKGROUND The City of Arcadia (the "City ") currently regulates the distribution of written materials to residences and businesses. Sections 6421 through 6421.2 of the Arcadia Municipal Code establish a procedure whereby the City Clerk maintains a list of property owners who do not ' wish to receive unsolicited written materials. Persons and entities are not allowed to distribute written materials to such properties. Recently, a marketing company which distributes advertising materials within the City objected to the City's current distribution regulations, claiming that the City's regulations impermissibly distinguish between advertising (i.e., commercial) and non - advertising (i.e., non - commercial) speech. Although the City's current ordinance, by its terms, applies to all written material, it appears to be directed at advertising materials and is arguably an impermissible, content -based regulation. Therefore, in order to remove the arguably content -based nature of the current regulations, the City Attorney has prepared a proposed ordinance which eliminates any reference to a commercial /non - commercial distinction, while narrowly tailoring the effects of the ordinance to serve the City's multiple goals of reducing litter, preventing crime, and assisting in the protection of occupants' privacy. The accompanying ordinance also addresses several issues raised in recent pertinent case -law on the subject of handbill distribution, which subject continues to be part of an ever - changing area of the law. DISCUSSION In 1971, the California Supreme Court issued guidance in the area of handbill regulation by cities in Van Nuys Pub. Co. v. City of Thousand Oaks, (1971) 5 Cal.3d 817. The court there dealt with a city ordinance which required distributors of written material to obtain the consent of property owners before leaving written material at the property. The court held that requiring the distributor to take the first step toward distribution (i.e., asking for permission) was impermissible under the First Amendment. Instead, the Van Nuys court would require that a handbill distribution ordinance place the initial burden of refusing unwanted written material on a homeowner. The court cited the United States Supreme Court case of Rowan v. Post Office Department, (1970) 397 U.S. 728, in which the United States Supreme Court upheld a U.S. postal statute which permitted recipients of mail, which mail the recipient deemed "offensive ", to lodge a complaint with the United States Post Office. The Post Office would then notify the mailer and would prohibit the mailer from sending any similar material to the recipient. The Van Nuys court went on to say: To preserve a homeowner's control over his "castle," a city may certainly prohibit a distributor from delivering matter "in defiance of the previously expressed will of the occupant." The homeowner can, of course, express his objection to distribution in a variety of ways: he might, for example, post a sign on his property or, in the case of "regular" distributors, write or telephone the disseminator to instruct him to discontinue delivery. Alternatively, the city might adopt the Rowan procedure as a model, and establish a municipal office both to channel complaints to offending distributors and to monitor distributors' responses. The choice of method, of course, remains with each municipality. A city cannot, however, preserve "privacy" (or attack "litter ") by prohibiting all distribution without "prior consent," as the City of Thousand Oaks has attempted to do here. (citations omitted.) 2 M M The current City ordinance and the proposed ordinance reflect the permissible Rowan -type model of regulation. In addition, the proposed ordinance includes the following provisions: • Changes the title of Division 1 to remove any reference to advertising material. This addresses the constitutional concern over any content -based discrimination. • Narrows the prohibited activity from "throw[ing], distribut[ing], deposit[ing], plac[ing] or deliver[ing]" written material to "throwing, casting, or scattering" written material (or causing the same to be done). This amendment addresses an issue dealt with in Van Nuys and thereby provides a regulation of only those activities which contribute to litter, rather than activities, such as handing a handbill to a homeowner, which do not necessarily contribute to litter. • Permits an occupant, rather than the title holder of property, to sign up on the refusal register. This addresses a concern raised by the ACLU in a more recent successful challenge to a similar ordinance enacted by the City of Pasadena. The concern was that an owner might interfere with an occupant's right to receive protected speech. As with the statute at issue in Rowan, an adult occupant may, however, sign up a minor in that occupant's care or custody so as to ensure that the minor not receive unsolicited written material. • Provides for a quarterly update of the refusal register based on those who have asked that their name be added to or removed from the list. This addresses a claim made by the distributor who has recently objected to the City's current ordinance and ensures that the regulation is as narrowly tailored as feasible, while continuing to meet the City's overall objectives. • Prohibits the distribution of unsolicited written materials to a location where there is accumulated and unremoved written material from that same distributor. This regulation will directly advance one of the primary goals of the City's ordinance -- the reduction of crime. This is because locations which have an accumulation of written materials tend to attract criminals who might otherwise not suspect the location to be unoccupied. 3 • Requires unsolicited written material to be distributed only on doorsteps or on doorknobs of locations in order to prevent the scattering of written material. • Permits an occupant to specify particular distributors from whom the occupant wishes no longer to receive written materials (or to name all distributors). This addresses an issue raised in a New York federal District Court case, Distribution Systems of America, Inc. v. Village of Old Westbury, (E.D.N.Y. 1994) 862 F.Supp 950. There, the court held a similar Rowan -style ordinance unconstitutional, in part, because the notice provided by the registry was "not specific as to any particular material, as was the case in Rowan." (Id. at 959.) Therefore, this proposed ordinance is more narrowly tailored and thus more akin to the legally defensible statute at issue in Rowan. • Requires a distributor to have either a copy of the refusal register or "the information contained in the most recently updated refusal register." This will ensure that distributors have the requisite information, though in whatever form the distributor wishes to keep such information (e.g. on the distributor's computer), thereby reducing the burden on distributors in distributing protected speech. • Exempts from the provisions of the ordinance both (1) legally required notices, and (2) notices by the City, the State of California and the United States Government. This serves the obvious purpose of preventing an occupant from "protecting" himself from receiving legally required notices, such as a Court issued summons, by simply signing up on the refusal registry. • Defines unsolicited written material distributed in violation of the ordinance as a public nuisance which can be abated by the City as such. • Expressly provides that a violation of the proposed ordinance would be punishable either as a misdemeanor or as an infraction. 4 M FISCAL IMPACT CM Little to none. The City currently provides free copies of the registration list to those who request it. The recommended ordinance would continue this practice. The City Clerk will be required to update the refusal register list at least quarterly throughout the year. The current ordinance does not require this. Therefore, additional hours may be needed throughout the year in order to add and remove names from the refusal registry list. RECOMMENDATION It is recommended that the City Council introduce proposed Ordinance No. 2138 "An Ordinance of the City Council of the City of Arcadia, California, amending Article VI, Chapter 4, Part 2, Division 1 of the Arcadia Municipal Code regarding the distribution of written materials within the City of Arcadia." CONCURRED: t�0 ► William R. Kelly City Manager Attachment — Ordinance No. 213 8 k, r " -2 `ti.r� r✓ y Z'! } MEMORANDUM Office of the City Manager November 7, 2000 TO: Mayor and City Council FROM: William R. Kelly, City Manager By: David Hinig, Chief of Police and Cindy Rowe, Management Services Officer SUBJECT: Report and Recommendation to Utilize Local Law Enforcement Block Grant Funds in the Amount of $39,229 for the Police Department BACKGROUND The City has applied and received approval for the 2000 Local Law Enforcement Block Grant (LLEBG) in the amount of $39,229. This grant is administered by the Bureau of Justice Assistance (BJA), U.S. Department of Justice (DOJ) and is provided to assist local government with programs to reduce crime and improve public safety. DISCUSSION While the grant application has been preliminarily approved, final approval of funds is pending review by the DOJ. As part of the multi - phased grant process, local jurisdictions are required to conduct a public hearing to receive input on the use of the proposed funds and the DOJ recommends proceeding with the public hearing while the review is in process. When funds have been formally approved, staff has recommended that the grant in the amount of $39,229 (plus a required match by the City of $4,359) be used in partnership with the Arcadia Unified School District to continue the position of Youth and Educational Support (Y.E.S.) Officer at Arcadia High School. In the first few months of the current school year, the Y.E.S. Officer has had a positive impact on the high school campus. Primary responsibilities will again be: 1) to serve as a liaison between the high school and the Police Department; 2) to interact with students, teachers and administrators; 3) to promote campus safety; and 4) to administer awareness programs. LA E , r UUD Local Law Enforcement Grant Funds November 7, 2000 Page two DISCUSSION (continued) As required, the November 7 public hearing was duly noticed by the City Clerk in order to receive public input on the recommended use of these grant funds. FISCAL IMPACT It is anticipated that the only impact to the General Fund will be the $4,359 required matching funds. RECOMMENDATION It is recommended that the City Council approve the utilization of the proposed LLEBG funds for the Y.E.S. Officer Program, and the appropriation of $4,359 from the General Fund as required by the DOJ, and authorize the City Manager to execute the appropriate agreements, subject to the form being approved by the City Attorney. U7-yO. v � . kE iSG� i nc/o5eife'S ,t", k, WV c��tOgaS99' . STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT November 7, 2000 TO: Mayor and City Council 1 1: FROM: Pat Malloy, Public Works Services Director Prepared by: Chris Ludlum, Management Analys SUBJECT: RECOMMDENDATION TO AWARD A CONTRACT TO M.W. LOYD, INC. IN THE AMOUNT OF $87,430 FOR CONSTRUCTION OF REFUSE/RECYCLABLE BIN ENCLOSURES AND BRICK DUST BINS AT VARIOUS CITY FACILITIES AND NEGOTIATE A CONTRACT CHANGE ORDER FOR THE CONSTRUCTION. OF. A REFUSE/RECYCLING ENCLOSURE AT THE ARCADIA CHAMBER OF COMMERCE AT A COST NOT TO EXCEED $10,500. SUMMARY: The 2000-01 Capital Improvement Program provides for the construction of refuse/recyclable bin and brick dust enclosures at various parks and facilities throughout.the City. Currently, refuse/recyclable bins and large mounds of infield brick dust are stored in the open. These new enclosures will improve the aesthetics of the parks and help minimize health/safety risks. Staff recommends that the City Council award a contract to M.W. Loyd, Inc. in the amount of $87,430 for constructing refuse/recycling bin and brick dust enclosures at various City parks. DISCUSSION: Currently, 3-yard commercial refuse bins and large mounds of infield"brick dust are stored out in the open at various City parks. The construction of these enclosures will improve the aesthetics of our facilities by shielding the refuse/recyclable bins and brick dust from public view. Additionally, the refuse bin enclosures will minimize health risks, assist in vermin control by providing a restricted area for waste-products, and reduce refuse contaminates in the recyclable bins (i.e., bulky items). Site plans for each of these facilities are attached for the City Council's review. - This project includes constructing gated refuse/recycling bin enclosures and infield brick dust bins at the following locations: . . Location Quantity/Description • Bonita Park 1 Bin for infield brick dust • Eisenhower Park 2 Refuse/Recycling Enclosures 1 Refuse/Recycling Enclosures (optional) 1 Bin for infield brick dust • Newcastle.Park 1 Refuse/Recycling Enclosures • Hugo Reid Park 1 Refuse/Recycling Enclosures • Wilderness Park 1 Refuse/Recycling Enclosures LASER WAGED • Longden Plant 1 Bin for infield brick dust ni• Mayor and City Council November 7, 2000 Page 2 Notices inviting bids were published in the adjudicated paper and bid packages were distributed to area contractors. The following three (3) sealed bids were received on October 26th: BIDDER BID 1. M.W. Loyd, Inc. $87,430, 2. Pacific Construction Co. $95,824 3. E & M Construction Co. $105,725 Staff has reviewed the bid documents for content, and has investigated the contractor's background and recent projects for competency. It is staff's opinion that M.W. Loyd, Inc. can satisfactorily perform the work required. Staff recommends that City Council award a contract in the amount of $ 87,430 to M.W. Loyd, Inc. for the construction of refuse/recycling bin and brick dust enclosures for various City parks. The original bid documents did not include a Refuse/Recycling .Enclosure at the Arcadia Chamber of Commerce. Because the trash bin is located in the,parking lot and visible to the public, staff is requesting that Council authorize the construction of an additional Refuse/Recycling Bin at this location. If approved by Council, staff will negotiate a change in the scope of work not to exceed $10,500. - ENVIRONMENTAL IMPACT: This project is categorically exempt per Section 15302 (c) replacement from the requirements of the California Environmental Quality Act. FISCAL IMPACT: $128,125 is budgeted in the 2000-01 Capital Improvement Program for this project. The cost to construct refuse/recycling enclosures and brick dust bins at various City parks is $87,430 and $10,500 for the Arcadia . Chamber of Commerce refuse/recycling enclosure for a. total expenditure of $97,930 plus $10,000 in project contingencies. The remaining money will be used to cover staff time and permit fees. RECOMMENDATIONS: It is recommended that the City Council: 1. Award a contract to M.W. Loyd, Inc. in the amount of $87,430 for construction of refuse/recyclable bin and brick dust enclosures and; 2. Authorize staff, to negotiate a change order in the contract and construct a refuse/recycling enclosure at the Arcadia Chamber of Commerce at a cost not to exceed $10,500. 3. Waive any informalities in the bidding process. 4. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. PM:CL:dw Attachment: 1. Location Map 2. Site Plans Approved By: P\Orildi William R. Kelly, City Manager ,, CONSTR.. ';TI ON OF REFUSE/ CYCLING BIN AND INFIELD BRICK DUST ENCLOSURE AT VARIOUS CITY PARKS r ,-',, NORTH r GmndNew AVe. / % N, Siena t\Bt O�enge Gmve Av I JI r , 7^ tl Hacienda me FeolhB BL ILA lid 210 Foothl F a,� PROJECT LOCATION Ifirms:_i2 PM LEGEND m 7— ten EL% 1 B NINA PARK. 2 EISENHOWER PARK j,4 / 3 NEWCASTLE PARK - i d nrera�, 4 HUGO REID PARK s 5 WILDERNESS PARK ''/ a' 6 LONGDEN PLANT � Huntington D' o N LL N - 11E_________,..rto Fr Camino Real Ave e) P. ---31 t i r a � 6 L� Longden Ave. - to Las Tunas Dr. LNe Oak Ave_— I:=1".. !—IIP P NROad Conervalbn -ts'A • ¢• Ld ' LOCATION MAP . NOT TO SCALE WILDERNESS PARK REFUSE/RECYCLING BIN ENCLOSURE ,-1,--Ni-- , 131 ,4,,,‘,• -----,.< ----- -'------,--\y4,4,1-- . • • :._,1,__,1:: ,11:It- • . . / . , / / / / /// . k ----,,, , / ,// / / —).—, / / // / CC'' \\,\‘(\:,/ /NN i .;=•.- / , / / .// r cc , • ----, \A/ 1 I. D F nc-/. 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I 1 i L.__ ■ 1 1 PL: 1 li r g..L-D(Li . il , 1 ._............. --i_..... .L - _......._„ — ......._—__. __ COLORADO --: LVD . • . ___. ----_________.—..... - _ ......—....— ---_ ....._ . —..... : . . . , 1 .,• ; ,•' 1 SITE PLAN • NOT TO SCALE . . .. , .. •'; ..-• _. . BONITA PARK I \ FIELD BRICK DUST • ENCLOSURE . • 1 . . ..-- -. .- <71) .,p‘ ...---- / ff: N Its 2,,,, ir . -\\N Itty. INFIELD BRICK DUST / N\NN000,\',\N\ \\ N BIN ENCLOSURE i" •;.•.,•„,,,i,. ,f,0-• ....„, • . 1.\,;) 1 Z N., . 1 r_ ___ __________________________N I/ 11 /4 1 1 1 '-•'. ,--; :':, I ,,, > ,/ 1 . 1„.....,k../ ,(01.\\N N, ,-. / ...... . ..\\, , , ___ ‹.„... , 1 • U ( ) P] / „ • . / y 1 .I's' I i 1 / . I i I 1 I '-0(.. V1 \ IN 1 . i N. i\\ /1 I . I 1 I I I - • 1 . \ 1 I 1 / 1 1 i I I \ I/ II 1-•" >< . • ri CA . 1 ! i NN I I• I 1 0 i : i I I \ I i I 1 i i 1 I 1 1 :,. ; • 1 1'.1 :• 1 . 1 i \\ . I . • 1 1 I I I I i . / ' I 1 ; • 1 N _..... ......,_. .. , I . 1 'I • \ . 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REFRESI-IMFNI>1.< El p„"-i:l, it:2 I 1 i STAblD 1 ', 1 Y`"...t-i- I SITE PLAN NOT TO SCALE • '-IUGO REID PARK ,,, • . ,- • REFUSE/RECYCLING BIN , ENCLOSURE 1 i \ 1 1 m \ r, \ • ,i' ts _............_ 1 ,`•.•--• - ""'•,7•.:1 </ t•-• 11;,W,'i,!i • • 1 (2Q i:';,..• ,,,,,,,,,'"1 I --,...'s w , L , I I; '''''''''' 1" ,,,,, L..,, ,c.0'"'" ,,,,,,,--- i 0 ---Tai • 0 "..-\\-•,,,, ,,,-------;"„ TREFIJSE/RECYCLING I& ‘••-•-•;,,, ,,,,;,:k.-' ri 1 ):1,-L ',,11 ''''•`.:,,, .,::',. ."1 ,./7' l\\,, ,", I 4'''s ''''• '''''''' 11 t /ttc7-7.••\\1' . '" • ....,-,,,,, „P.< ,„ ',i'itl ,--\ 4> --X-----X Y.' „."'t• ,t,--v•,----- 0 r I I 1 'tt's•. '''' ,..,S.c .',i....-_...., i -;;;;," I g "------,„<„, • - ' El i ›..', 1 \\\ ............ . , I T 1 ' 1 1 /11 1 ',77,><1,-is`.•k.-. ,...,4,' -". "...1 I 1 i• 3 H( . i, H -1 1 • --.,....___.....*._../ 7 ;..1-: 1 i 1 .,.// -,----5‹ 1 ..,..‹ li -,..„..., l , ,...- i• 1 , .., -- S ii 11:2 - I g.1,--,,, i';•---„, .,„„,,,,,,, . ,/%< -- ,,..„.,-.., ,...„ ..,,,, r 1 i 1\ . / ! 11 I / 1 ,-,, ......,.. I i W I i 'k',-, '''-'''' 11 1 i I il'''' .. ,,,:q 1 ,,,,,:::•-- -n it izxisriN:;• I A, Cr / li \--) ) \;- \ ,/,/ ,...-- 4 :::=0 1 • c C.) . \ --''' i 11 .""k.'"‘„,,,, 1,:•,.."'''''' ri>f I 1 7,-,,, (-) /' ' ' \ _,,,, ...,/ / I I / 2-1-- am BOX .7 7i- .// 1 i '''''■:-.. r......!...--.7----.........-4 / ,- \ 1 ' ,A le SITE PLAN / . i , ....i: i „,.........._............_„....................„. : NOT TO SCALE I / . . . . • t . 0 EISHENHOWER F ~ ':_RK . REFUSE/REC"YC' �.__,<IG . BIN & . INFIELD BR'., '< DUST ENCLOSURE. ll `� tom-- ---X_ — ___ .— _ __x__-. Xa' 4 X .77-7--X1,-7-•\ . INFIELD BRICK DU T BEFUSE/RECY , G m ENCLOS 1 IN ENCLOSURE C.J0 \ . \ 7,,, ' 7\\-----Em..7.11:0_ I 1 \\\ 1 1. -,( r . \\ t r1 1.—T,1 i !, \ .i 1"�----__ __ 1 to E` j . . \ \ \ \\ \ 1 \\ \ \ \\,\ \ -=1 I S E N H O W I R ()AR Of • •\ \ \ ti 1 . , • \ \ \ . \ \: ' \ \CL - -' L, -\ \\\‘ ,\ •\\ 0\ 1, U i' _-__ - • . \—\ \ \ \ ' . -,,„w , . \ \ \ \ i HAVEN AVE. \\\\\ O ) . gp . to tsar... co.,'1 g I 6 / 1 A \ .-- •- , \ .\ \ \\\\\ \ k.,_,: -.) i \ \ \ ":\ ‘ h _.. . ._NEWMAN AVE. \..; `��,,jj f r .i (''_..)I\ 1 4 . \ tin\\:. - .-.-...-.---.... : -) IN , \. . ( . \ \ \ ....w.... . \\,1 \\ • \ \\X + t {\ \ `� �`� . k. 1 k ' / /7/ Y "1 . REIa/ /RE CLING '� _BN NCL4SURE �k i SITE PLAN,�p \ > I NOT TO SCALE r, ue E"� difmh� e�r//t"1� _ 4 wr Jam\"/9 STAFF ai 1- RE OR PUBLIC WORKS SERVICES DEPARTMENT November 7, 2000 • TO: Mayor and City Council. FROM: Pat Malloy,,Public Works Services Director - , Prepared by: Dave McVey, General Services upe intendent Chris Ludlum, Management Analyst Reviewed by: Tracey Hause, Administrative Services Direct SUBJECT: REPORT AND RECOMMENDATION TO ACCEPT ALL WORK PERFORMED BY SHELDON MECHANICAL CORPORATION FOR THE REPLACEMENT OF A 30-TON CHILLER FOR THE CITY COUNCIL CHAMBERS AS COMPLETE AND AUTHORIZE THE FINAL PAYMENT TO BE MADE IN ACCORDANCE WITH THE CONTRACT DOCUMENTS SUBJECT TO A RETENTION OF $3,166.70 SUMMARY: On June 6, 2000, the City Council awarded a contract to Sheldon Mechanical Corporation in the amount of $30,480 for the replacement of a 30-ton chiller located at the City Council Chamber facility. The terms and conditions of this project have been complied with and the work has been performed to staffs satisfaction for a total project cost of $31,667. Staff recommends that the City Council accept all work performed by Sheldon Mechanical Corporation as complete and authorize the final payment in accordance with the approved contract documents, subject to a retention of$3,166.70. DISCUSSION: The 30-ton chiller at the Council Chamber facility controls the temperature of the City Council Chamber, Conference Room and the Police Department's shooting range. The electrical equipment for this twenty-four (24) year old unit was in need of replacement and the aluminum-cooling coil was structurally fatigued beyond repair. The metal braces supporting the cooling unit were worn beyond the design safety factor, exposing the unit to mechanical failure. This project was originally budgeted to replace the old chiller cooling coil with a more durable and expensive copper manufactured system. However, during structural calculations, it was discovered that the existing roof structure could not support the additional weight of a copper system, so a less expensive aluminum chiller was chosen. At the time of the chiller replacement, it was also determined that the support bearings for the ten.(10) foot shaft that drives the blower.assembly were worn and out of balance, causing excessive vibration that could cause serious damage to the circulating fans. LASER IMGE L`dN. Via _ . Mayor and City Councir November 7, 2000 Page 2 While the unit was down for repairs, Sheldon Mechanical installed new bearings with remote oilers. The cost of this change order is $1,187. The terms and conditions of this project have been complied 'with and the work has been performed to staffs satisfaction for a total project cost of $31,667. Staff recommends that the City Council accept all work performed by Sheldon Mechanical Corporation as complete and authorize the final payment in accordance with the approved contract documents, subject to a retention of$3,166.70. FISCAL IMPACT: Funds in the amount of $60,000 have been appropriated in the 1999-2000 Equipment Acquisition Fund for this project. Since a lighter aluminum system was installed, instead of the more expensive copper system, the contract cost is significantly less than what was budgeted. The final contract cost for the replacement of the 30-ton chiller and bearings is $31,667. RECOMMENDATION: ' It is recommended that the City Council: 1. Accept all work performed 'by Sheldon Mechanical for the replacement of the 30-ton chiller unit in the City Council Chamber facility as complete. 2. Authorize the final payment in accordance with the contract documents subject to a retention of $3,166.70. PM:DM:CL:dw ' Approved by: ,. • William R. Kelly, City Manager • • S6o -60 3—z87/ % axcga;n \°4o �o . RATE9- STAFF REPORT November 7, 2000 DEVELOPMENT SERVICES DEPARTMENT TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Director'' By: Donna L. Butler, Community Development Administrator SUBJECT: Consideration of Final Map No. 52874 for a 16-unit residential condominium project at 401 E. California Street. SUMMARY Tentative maps and final maps are required for all subdivisions that result in five or more parcels or condominiums. The City Council shall approve a final map if it conforms to all the requirements of the subdivision regulations of the Municipal Code and the State Subdivision Map Act. It is recommended that the City Council approve Final Map No. 52874 for a 16-unit residential condominium project at 401 • E. California Street. DISCUSSION Final Map No. 52874 has been reviewed by the Los Angeles County Department of Public Works and the appropriate City Departments. Said map has been found to be in substantial compliance with the tentative map, as approved by the Planning Commission on April 27, 1999, and is in compliance with the subdivision regulations of the Municipal Code and the State Subdivision Map Act. RECOMMENDATION The City Council should move to approve Final Map No. 52874. Attachments: 1. Letter of compliance from Los Angeles County 2. Final Map No. 52874 Approved: William R. Kelly, City Manager • • LASER 1�',M AGED y � . 4c4 of LOS 44,C ° 1 IA11�s COUNTY OF LOS ANGELL-' ^ir® ' •\ _ DEPARTMENT OF PUBLIC WORKS = 900 SOUTH FREMONT AVENUE �aLIFOAN�P ALHAMBRA, CALIFORNIA 91803-1331 Telephone:(626)458-5100 HARRY W.STONE,Director ADDRESS ALL CORRESPONDENCE TO: P.O.BOX 1460 October 10, 2000 ALHAMBRA,CALIFORNIA 91802-1460 IN REPLY PLEASE pp REFER TO FILE: LD-8 Mr. Terry Hagen City Engineer City of Arcadia 240 West Huntington Drive Arcadia, CA 91006-6021 Dear Mr. Hagen: • TRACT NO. 52874 • The enclosed subject tract map has been reviewed by our Department for mathematical accuracy, survey analysis, title information, and for compliance with the State Subdivision Map Act. The map is now ready for your examination and certification as_to compliance with the conditional approval and applicable City Ordinances. The City Council or Advisory Agency should make the findings required by.the California Environmental Quality Act and the State Subdivision Map Act. After your approval and the approval of the City Council or Advisory Agency, the map should be returned to Land Development Division, Subdivision Mapping Section for filing with the County Recorder. If you have any questions, please contact Mr.Armando Aguilar of our Subdivision Mapping Section at (626) 458-4915. Very truly yours, HARRY W. STONE Director of Public Works / PHIL K. DOUDAR Assistant Division Engineer Land Development Division • SRB:ca . P:IMAPPINGITRACT.LTR Enc. I LLI 1 • H A ,57',881 S.F. TRAIT NO. 52874 IN THE CITY OF ARCADIA I COUNTY OF LOS ANGELES, STATE OF CALIFORNIA BEING A SUBDIVISION OF PORTIONS OF BLOCKS 52, 53 AND 57 OF PART'OF SANTA • . ANITA TRACT, AS PER MAP RECORDED IN BOOK 34, PAGES 41 AND 42 OF H MISCELLANEOUS RECORDS, IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY. i FOR CONDOMINIUM PURPOSES OWNER'S STATEMENT: WE HEREBY STATE THAT WE ARE THE OWNER OF OR ARE INTERESTED IN THE SURVEYOR'S STATEMENT: LANDS INCLUDED WITHIN THE SUBDIVISION.SHOWN ON THIS MAP WITHIN THE OISTINCTVE BORDER UNES.AND WE CONSENT TO THE PREPARATION I HEREBY STATE THAT I AM A LICENSED LAND SURVEYOR OF THE STATE OF AND FLUNG OF SAID MAP AND SUBDIVISION. CALIFORNIA THAT THIS FINAL MAP.CONSISTING OF 2 SHEETS, IS A TRUE AND COMPLETE SURVEY AS SHOWN,AND WAS MADE BY ME OR UNDER MY DIRECTION ON OVERLAND INTEGRAL LLC,A CALIFORNIA LIABILITY COMPANY (OWNER) MARCH 1999; THAT THE MONUMENTS OF THE CHARACTER AND LOCATIONS SHOWN 'PO-SNIUAN SU(MANAGING MEMBER) HEREON ARE IN PLACE; THAT SAD MONUMENTS ARE SUFFICIENT TO ENABLE THE SURVEY TO BE RETRACED. //��¶V/ / „ �. / . PEI-�H,UAN Si • A 111 _ STATE OF CNJFORNIA ) ALFRED LWELL LS 6999 Da.1-M-a ) i COUNTY OF LOS ANGELES )SS EXPIRES: 9/30/01 i\,'. W,4`.7 f,:. ?CL'U BEFORE ME.THE UNDERSIGNED. - • .,1 .=i. 1 ON { A NOTARY PUBLIC IN AND FOR SAID STATE.PERSONALLY APPEARED PEI-SHIUAN Si • 1 SATISFACTORY EVIDENCE PERSONALLY KNOWN TO ME OR PROVED TO ME ON THE BASIS OF CITY ENGINEER'S CERTIFICATE: TO BE THE PERSON WHOSE NAME IS SUBSCRIBEDTO THE WITHIN INSTRUMENT AND TO THE j WITHIN INSTRUMENT AND ACKNOWLEDGED TO ME THAT SHE EXECUTED THE SAME IN HER I HEREBY CERTIFY THAT I HAVE EXAMINED THIS MAP; THAT IT CONFORMS AUTHORIZED CAPACITY AND THAT BY HER SIGNATURE ON THE INSTRUMENT,7HE PERSON. SUBSTANTIALLY TO THE TENTATIVE MAP AND ALL APPROVED ALTERATIONS • OR THE ENTITY UPON BEHALF OF WHICH THE PERSON ACTED.EXECUTED THE INSTRUMENT. THEREOF; THAT ALL PROVISIONS OF SUBDIVISION ORDINANCES OF THE CITY i 't1, . OF ARCADIA APPLICABLE AT THE TIME OF APPROVAL OF THE TENTATIVE \�� • MAP HAVE BEEN COMPLIED WITH AND THAT I AM SATISFIED THAT THIS MAP ,�r,(( ,j• �` IS TECHNICALLY CORRECT WITH RESPECT TO CITY RECORDS. I VNIM FEU IQ - 10711F: Comilicn*INTIm NOTARY PL1BUc ^j mow NAME PRINTED \II x''ti 1,1'1iLI 1,0� >,ycan.ewsmv.2Dm MY'COMMISSON EXPIRES MY PRINCIPAL PLACE OF BUSINESS IS IN • LOS ANGELES COUNTY. • DATE CITY ENGINEER-CITY OF ARCADIA ' DAVID HSU,BENEFICIARY UNDER A DEED OF TRUST RECORDED SEPTEMBER 9,1999 AS R.C.E. EXPIRES: INSTRUMENT N0. 99-1711182 OF OFFICIAL RECORDS. • i' _/j CITY TREASURER'S CERTIFICATE: �� L/�L.`.��- I HEREBY CERTIFY THAT ALL SPECIAL ASSESSMENTS LEVIED UNDER THE DAVID HSU JURISDICTION OF THE CITY OF ARCADIA TO WHICH THE LAND INCLUDED IN THE WITHIN SUBDIVISION OR ANY PART THEREOF IS SUBJECT, AND WHICH MAY STATE OFCALIFORNIA ES))SS BE PAD IN FULL, HAVE BEEN PAID IN FULL • ON n' i'7 vT •i- zoo • BEFORE ME,THE UNDERSIGNED, A NOTARY PUBLIC IN AND FOR SAID STATE.PERSONALLY APPEARED OAVID HSU, • DATE CITY TREASURER -CITY OF ARCADIA ' SATISFACTORY EVIDENCE PERSONALLY KNOWN TO ME OR PROVED TO ME ON THE BASIS OF. TO BE THE PERSON WHOSE NAME IS SUBSCRIBEDTO THE WITHIN INSTRUMENT AND TO THE • WITHIN INSTRUMENT AND ACKNOWLEDGED TO ME THAT HE EXECUTED THE SAME IN HIS PLANNING COMMISSION CERTIFICATE: , AUTHORIZED CAPACITY AND THAT BY HIS SIGNATURE ON THE INSTRUMENT,THE PERSON, OR THE ENTITY UPON BEHALF OF WHICH THE PERSON AC EX€CUIEU THE INSTRUMENT. THIS IS TO CERTIFY THAT THE TENTATIVE MAP OF TRACT MAP NO. 52874 \\\� ` \ WAS APPROVED AT A MEETING HELD ON THE 27IH DAY OF APRIL 1999. ^/.nr�• I HEREBY CERTIFY THAT THIS MAP SUBSTANTIALLY COMPUES WITH THE • vw..Fel. PREVIOUSLY APPROVED TENTATIVE MAP. t�°A1;r:PUBUC 1/1;11i.3'. �.11vcyTi 1�a g NAME PRINTED Vn1 An, 1-I hI N . 1''.!�--.fit. �kornccury MY COMMISSION EXPIRES: o-q'-7-+i,ts `-T�I,ycm.n[w1m27•2°= MY PRINCIPAL PLACE Of BUSINESS IS IN LOS ANGELES COUNTY. NOTARY PUBLIC DATE SECRETARY OF THE PLANNING COMMISSION CATHAY BANK,A CALIFORNIA BANKING CORPORATION,BENEFICIARY UNDER A GEED OF TRUST CITY OF ARCADIA• RECORDED SEPTEMBER 9,-1999 AS INSTRUMENT NO.99-1711181 OF OFFICIAL RECORDS. FINANCE DIRECTOR'S CERTIFICATE: ] 9/t �/�✓� kV!- I HEREBY CERTIFY THAT THE FEE REQUIRED BY SECTION 9118.4 OF THE • G `-.V MUNICIPAL CODE HAS BEEN PAID TO THE CITY OF ARCADIA. ff4lSELA u,Nut,vuE ppcslowr STELRA Sint,AMi { SJMIT Via fRFS/DwT • ,STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES )SS CII SE}//EI•18FHR ZpDO _ DATE FINANCE DIRECTOR-CITY OF ARCADIA BEFORE •ME,THE UNDERSIGNED, A NOTARY PUBLIC IN AND FOR SAID STATE.PERSONALLY APPEARED afrOciA K.MO f CTP:AACVN SATISFACTORY EVIDENCE PERSONALLY KNOWN TO ME OR PROVED.TO ME ON THE BASS OF CITY CLERK'S CERTIFICATE: TO BE THE PERSON WHOSE NAME IS SUBSCRIBEDTO THE WITHIN INSTRUMENT AND TO THE • WITHIN INSTRUMENT AND ACKNOWLEDGED TO ME THAT HE'EXECUTED THE SAME IN HIS I HEREBY CERTIFY THAT THE CITY COUNCIL OF THE CITY OF ARCADIA BY AUTHORIZED CAPACITY AND THAT BY HIS SIGNATURE ON THE INSTRUMENT,THE PERSON, MOTION PASSED ON, APPROVED THE ATTACHED MAP. OR THE ENTITY UPON BEHALF OF WHICH THE PERSON ACTED. CURED THE INSTRUMENT. fAaw 0+an1U3u+3 NOTARY PUBLIC • fir;. Camrtna IWu NAME PRINTED SAU Ly/ CHRrSrnJE LEUAIb DATE CITY CLERK-CITY OF ARCADIA \.r,,„., Law��e, MY COMMISSION EXPIRES: °�-1,*-X002 • ,A,c,,,ef,,E.,...,,,,o,,2m2 MY PRINCIPAL PLACE OF BUSINESS IS IN CONDOMINIUM NOTE: LOS ANGELES COUNTY. NOTARY PUBUC ! THIS TRACT IS APPROVED AS A CONDOMINIUM PROJECT,FOR 16 UNITS • SIGNATURE OMISSION NOTES: WHEREBY THE OWNERS OF THE UNITS OF AIR SPACE WALL HOLD AN UNDIVIDED INTEREST IN THE COMMON AREAS WHICH WILL.IN TURN,PROVIDE THE THE SIGNATURE OF SOUTHERN CALIFORNIA EDISON COMPANY, A CORPORATION, . NECESSARY ACCESS AND UTILITY EASEMENTS FOR THE UNITS. . . EASEMENT HOLDER FOR PUBLIC UTUTES PURPOSED AS DISCLOSED BY DEED RECORDED JULY 20, 1960 AS INSTRUMENT NO. 3037, OFFICIAL RECORDS, • RECORDS OF LOS ANCETYR COUNTY,HAS BEEN OMITTED UNDER THE BASIS OF BEARINGS: • • PROVISIONS OF SECTION 86436(a)3A(1-1,111)OF THE SUBDIVISION MAP ACT, THE BEARINGS SHOWN HEREON ARE BASED ON THE BEARING N89°59'31'W THEIR INTEREST IS SUCH THAT IT CANNOT RIPEN INTO A FEE TITLE AND SAID SIGNATURE IS NOT REQUIRED BY THE LOCAL AGENCY. OF THE CENTER NE OF CALIFORNIA STREET, AS SHOWN ON PARCEL MAP • NO.21739 P.M.B. 235-9-10. • THE SIGNATURE OF ARTHUR N.MULlER•EASEMENT HOLDER FOR WATER UNE I HEREBY CERTIFY THAT I HAVE EXAMINED THIS • I AND RELATED PURPOSES AS DISCLOSED BY DEED RECORDED IN BOOK 8616 MAP,THAT.IT COMPUES WITH ALL PROVISIONS PAGE 109 OF OFFICIAL RECORDS, RECORDS OF LOS ANGELES COUNTY,HAS OF STATE LAW APPLICABLE AT THE TIME OF BEEN OMITTED UNDER THE PROVISIONS Of SECTION 68438(a)3A(1-VI9)OF APPROVAL OF THE TENTATIVE MAP; AND THAT I :Iy. THE SUBDIVISION MAP ACT, THEIR INTEREST IS SUCH THAT IT CANNOT RIPEN AM SATISFIED THAT THIS MAP IS TECHNICALLY ' • INTO A FEE TITLE AND SAID SIGNATURE IS NOT REQUIRED BY THE LOCAL CORRECT IN AU.RESPECTS NOT CERTIFIED TO • AGENCY. BY THE CITY ENGINEER. • • COUNTY ENGINEER DATE BY RCE EXP.DATE. SCALE: t"= 40' SHEET. 2 OF 2 SHEETS .3 . ♦ , , r j . T ACT NOe 52874 • • I IN THE CITY OF ARCADIA f COUNTY OF LOS ANGELES, STATE OF CALIFORNIA •i FOR CONDOMINIUM PURPOSES 1 1 /PER au P RCE 14075 RIB 235-9-10 1 • � nj' NELY LINE OF A.T.&S.F.RY R/W �i ///'''(STAB AT NEC ANGLE AND RADIUS TNRU sigi \ryh h o7ejf 9't• i, P,UB.NO.PER 35-9-100.21719, • a . Ce7)�9T CENTEBUNE.CF A.T.&S.F.RY.R/W' . ,7 ` `., 4BZ, ESTAB AT NEC DIST.(50.00')MD ! '.%• CONCENTRIC TO NE'2Y LINE OF SAID I �\ ti°` `\ 9T*• R/W PER P.M.N0.21739, I rp1/ ` PR.B.235-9-10. • I <o "4.T". I o ti� z26 2/` \ F/R � � i - �•/1Y SET 2'I.P.` q . FLUSH LS 6999 Z9099J ``,�\ �/ • I WLY LINE OF BLOC%53, as'/' d ``,/ / •I TRACT.M.R.34-41-42.ESTAB �16,1'94664z¢l� ?ry0/`` `� IOENDCAL BY PROLONGATION OF WIT ACCEPTED AS *.. \ \` P T ' UNE Of BLOC(52 PER SAID M.R. SWAY LINE OF DEED /' a4`42 ` I NEC.IN BOOK 17319 . ` o-` ' I • � NLY UNE OF BLOCK 52 AND 57, - PAGE 246,O.R. - ` 4 PART OF SANTA ANITA SET 2'I.P. o NOT 7TA8gPART • .�./ i TRACT.M.R.34-41-42.ESTAB BY SET 2'I.P. e y USH LS 8999 51 SUI3DINSION IDENTICAL I / NEC,GIST.(370.24')MD ANGLE FLUSH LS 8989 POINT �\ I re/ j PER 19.N0,51311,M.B.1231-I-2� _x891.42' .0 • NB9'S9'�9',W l A 189.70-,�-\ .1 �--- marl 59 0' '8, 80,01' / X5.9' I - 30' FND N&T l5 6924 IDENTICAL ON TCP CF WALL 54992'04'W 0.89' I . PO ^� `I FND•2'IP RCE 19593 PER 1R.N0.52311 I a? I PER PM NO 21739 M.B.1231-1-2 y `` PUB 235-9-10• I a'WOE FIIBIIC uTAITY `� I EASEMENT OF sau1NFRN 30' I CALIFORNIA FDISCH I. i ' tf 7-SOAHY PER OT REC , , ` Imo[/ 7-20-60 AS 91sT NO. 3037.O. d°Di• ELY LINE 1R.NO.52311 5475. \` i M.B.1231-1-2 ESTAB AT `� \\ I N NEC ANGLE THRU FO.MON T" `� j PER SAID'TRACT. q 109, p . ^ P I/ g FD PK NNL p gz `-y' PER TR.N0.• . 8 v4�/ I 1231111-.2.•I / I I I NOT A PART / I z• OF THIS - o/ I > SUBDIVISION « n I ^ 0LT UNE OF P0.2 OF � • R I DEED NEC 09-09-99 . j 57,881 SQ. FT. AS INST NO.99-1711697,0.9. H d• ■ I` . I4- ' CL 3R0 AANUE WI.?UNE OF BLOCK . kg I (STAB.AT NEC..A.1412.0 57.PART OF NOT A PART AS SHOWN 0.4 1R.NO.-".„ SANTA ANITA TRACT, r OF THIS ii • 52311 U.B.1231-1-2 M.R.34-41-42 WlY UNE OF BLOCK SUBDIVISION • S a 'PART ANITA P v H.-.....TRACT,M.9..34-41-42 - (STAB.Al NEC.CAST. C.L 5TH AIENUE g g (STAB AT NEC DIST • z (44s.s. AND 211 g (3.00 THRU FD Mai PER TR.NO.52311 z AS SHOWN ON TR N0. M.B.1231-1-2 h I 52311 MB.1231-1-2 Z I w > . P I a --16 2 o I 30 CC 30' • SET 2.1.P. 1 17 386.53' 59.00' / /30...' 14 FLUSH LS 6999 365.53' I I N8959'31'W 12"'� FD NAT RCE 15906 IN 139.00' " 891.06' - - - c 50003'41'W= LIEU OF LT&T,LS 6924 8 R PER 19.H0.52311 R I o •• '3.00' I 416,51' - -w- MB.1231-1-2 139.00' -,1)--. _o395.51 „0-___/\/___ _ v 237.50' O N895911'11, 951.02' . FD NOTTING,ESTAB FD s.w.&T In FO S&W RCE 22406 PER CITY CENTER UNE -LS n 3173 PER M 100'0/S 0.INT PER 1R. DES PG 158 116.NO.52311 N0.50780 M8.1196-14-15 U.B.1231-1-2 ' . ® WATERLINE EASEMENT OF ' ` s • at ' ARTHUR N.MULTER PER INDICATES THE BOUNDARY OF THE LAND DEED RECORDED IN BOO( BEING SUBDIVIDED BY THIS MAP. 8818 PAGE 109,O.R. • •