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HomeMy WebLinkAboutSeptember 18, 2001A N N O T A T E D A G E N D A Arcadia City Council and Redevelopment Agency Meeting -J AMENDED September 1 S, 2001 Council Chambers 7:00 p.m. INVOCATION Rev. Gerry Wilson, Arcadia Friends ACTION Community Church PLEDGE OF ALLEGIANCE Boy Scout Christopher Noyes, Troup 104 ROLL CALL: Council Members Chandler, Chang, Kovacic, Marshall and Segal A11 present 1. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING . AGENDA ITEMS Remove Agenda Item 9b MOTION: Read all Ordinances and Resolutions by title only and waive reading in full AaoprPd s -n 2. PRESENTATION to Doris and Jerry Selmer, Citizens of the Month Mayor Sega 3. PRESENTATION of proclamation to the Boy Scouts of America, Lucky Baldwin District Mayor Segal 4. PUBLIC HEARING All interested persona are invited to appear at the Public Hearing and to provide evidence or testimony concerning the proposed is of consideration. You are hereby advised that should you desire to legally challenge any action taken by the City Council with rest to the proposed Item 3a. you may be limited to raising only those issues and objections which you or someone else raised at or pric the time of the public hearing. a. Recommendation to introduce Ordinance No. 2150, an ordinance of the City Council of the City of Arcadia, California, granting to Southern California Water Company, Its Successors and Assignrnen a franchise to lay and "use pipes, conduits and appurtenances for any and all purposes, in, along, across, upon and under the public streets, ways, alleys and places within the southeastern and eastern portions of the City of Arcadia pub. Hrg_ciosed Intro. Ord. '2150 5 -0 Gary A. Kovacic, Mayor • Mickey Segal, Mayor Protempore • Roger Chandler, Dr. Shang Chang, Gail A. Marshall, Council Members William R. Kelly, City Manager June D. Alford, City Clerk t COUNCIL MEETING Continued 0- ACTION 5. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL (NON- PUBLIC HEARING /FIVE MINUTE TIME LIMIT PER PERSON) Elizabeth Renfrew Dr. z 6. MATTERS FROM ELECTED OFFICIALS City Council Reports /Announcements /Statements/Future Agenda Items See Minutes RECESS THE CITY COUNCIL 7. MEETING OF THE ARCADIA REDEVELOPMENT AGENCY ROLL CALL: Agency Members Chandler, Chang, Kovacic, Marshall, and Segal All present * Minutes of the September 4, 2001 regular meeting Approved 4 -0 w/1 abstention 8. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE REDEVELOPMENT AGENCY (NON- PUBLIC HEARING /FIVE MINUTE TIME LIMIT PER PERSON) No one spoke a. Recommendation to appropriate $49,000 from the Unprogrammed Reserves for Professional Consultant Services and to authorize the retention of Mason & Mason for appraisal services relative to potential development in the area of Huntington Drive and Morlan Place AaR oved 5 -0 ADJOURN the Redevelopment Agency to October 2, 2001 at 6:00 p.m. RECONVENE THE CITY COUNCIL 9. CONSENT a. Minutes of the September 4, 2001 regular meeting b. Recommendation to utilize Local Law Enforcement Block Grant Funds in the amount of $38,980.00 for the Police Department Approved 4 -0 w/1 abstention Removed c. Recommendation to authorize the purchase of Adult and Children's Library materials up to the amount of $115,000 from Baker & Taylor Approved 5 -0 . 2 CONSENT Continued ACTION d. Recommendation to adopt Resolution No. 6260, a Resolution of the City Council of the City of Arcadia, California approving a lease with Municipal Capital Markets Group, Inc. for the lease /purchase of an OCE TDS 400 Digital Printing system Adopted 5 -0 e. Recommendation to accept a $66,427 grant from the California State Library for adult literacy services, to be administered by Spanos- Hawkey, LLC Approved 5 -0 f. Recommendation to award a contract in the amount of $111,456 to Signal Maintenance Inc for Traffic Signal Maintenance services for Fiscal Year 2001 -2002 and authorize an additional appropriation of $37,500 to cover the increase in contract costs Approved 5 -0 10. CITY ATTORNEY a. Recommendation to adopt Ordinance No. 2148, an ordinance of the City Council of the City of Arcadia, California, amending the contract between the City Council of the City of Arcadia, California, and the Board of Administration of the California Public Employees' Retirement System Adopted 5 -0 ADJOURN the City Council to October 2, 2001 at 6:00 p.m. ADJOURNED at 8:06 p.m. In Memory of Graham Berry 3 � �..-J' `/O STAFF REPORT ADMINISTRATIVE SERVICES DEPARTMENT September 18, 2001 TO: MAYOR AND CITY COUNCIL FROM: TRACEY HAUSE, ADMINSITRATIVE SERVICES DIRECTCIo PREPARED BY: DAVID T. BELL, ASSISTANT HUMAN RESOURCES AND RISK MANAGER SUBJECT: RECOMMENDATION TO ADOPT ORDINANCE NO. 2148, AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA AMENDING THE CONTRACT BETWEEN THE CITY COUNCIL OF THE CITY OF ARCADIA AND THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYSTEM. SUMMARY On August 21, 2001, Ordinance No. 2148 was introduced to the City Council. This Ordinance allows the City Council to amend the contract between the City and the Board of Administration of the California Public Employees' Retirement System. DISCUSSION On July 3, 2001 and July 17, 2001, Resolutions Nos. 6242 and 6247 were passed which established compensation and related benefits for employees represented by the Arcadia Fire Fighters Association and the Arcadia Police Officers Association. These resolutions provided retirement at 3% @ 50 for both associations and permits the Arcadia Fire Fighters Association members to purchase service credit for military service. The adoption of Ordinance 2148 is required by the Board of Administration of the California Public Employees' Retirement System to amend the contract to provide 3% @ 50 for both associations and permit the Arcadia Fire Fighters Association members to purchase service credit for military service. FISCAL IMPACT There is no fiscal impact associated with the adoption of Ordinance No. 2148. LASER RAGED September 18, 2001 Recommendation to adopt Ordinance No. 2148 Page 2 M RECOMMENDATION It is recommended that the City Council adopt Ordinance No. 2148, an ordinance of the City Council of the City of Arcadia, California amending the contract between the City Council of the City of Arcadia and the Board of Administration of the California Public Employees' Retirement System. APPROVED: --Ung William R. Kelly, City Manager n -r :� O %4W °"'n•T = '' STAFF REPORT CITY LIBRARY September 18, 2001 TO: Mayor and City Council FROM: Janet Sporleder, City Librarian Reviewed by: Tracey Hause, Administrative Services Directoia SUBJECT: REPORT AND RECOMMENDATION TO AUTHORIZE THE PURCHASE OF ADULT AND CHILDREN'S LIBRARY MATERIALS UP TO THE AMOUNT OF $115,000 FROM BAKER & TAYLOR. SUMMARY: Staff is recommending the City Council authorize the purchase of books, videos and music products up to $115,000 ($75,000 for adult materials; $40,000 for children's materials) utilizing the services of Baker & Taylor, a supplier of library materials. Sufficient funds are available in the 2001 -2002 FY budget DISCUSSION: In order to facilitate and expedite the acquisition of new library materials, the Library utilizes the services of Baker & Taylor, a supplier of book, video and music products to libraries. Baker & Taylor's two- million record database of book and audiovisual titles is maintained continuously, with more than one million updates each year from 65,000 publishers and the Library of Congress. Ordering through the Baker & Taylor electronic web site improves efficiency and expedites delivery in a timely fashion. As a member of the Metropolitan Cooperative Library System, the Library is eligible for discounts averaging about 40% per title Baker & Taylor services include: receipt of materials in stock within two working days; MARC (a library standard for bibliographic records in machine readable form to input into our automation system,) downloads into our library automation system for free; collection development tools for new start-up collections; automatic services for best sellers and new editions of reference works; free shipping from their primary service center. In 1998, the Library conducted an informal bid process that included three book vendors: Baker & Taylor, Brodart and Ingram. It was determined that certain services of interest to the Library were only available through Baker & Taylor at that time, including electronic ordering services and downloadable, Marc - formatted bibliographic records. They also offered faster delivery of new items. Upon opting to continue with Baker & Taylor LASER IMAGED GED which has satisfactorily provided service to the Library for over 20 years, the Library had approximately twelve staff members undergo extensive training in the use of the electronic services which include acquisitions and collection development options for reviewing and selecting new materials on different subjects. New books and other library materials are purchased directly from the publisher when they are not available through Baker & Taylor or if additional discounts are available by ordering direct. But using a distributor to coordinate and expedite the acquisition process is the most efficient procedure and staff will utilize Baker &Taylor's services whenever possible. FISCAL IMPACT: A total of $218,000 has been budgeted in the 2001 -2002 Operating Budget for the purchase of new library materials for adults and for children, providing adequate funds for the proposed purchases through the services of Baker & Taylor. RECOMMENDATION: It is recommended that the City Council the authorize the purchase of books, videos and music products up to $115,000 utilizing the services of Baker & Taylor, a supplier of library materials. Approved by: WIA R. Kelly, City Manager roswrs STAFF REPORT oO�o� CITY LIBRARY September 18, 2001 TO: Mayor and City Council FROM: Janet Sporleder, City Librarian SUBJECT: REPORT AND RECOMMENDATION TO ACCEPT A $66,427 GRANT FROM THE CALIFORNIA STATE LIBRARY FOR ADULT LITERACY SERVICES TO BE ADMINISTERED BY SPANOS- HAWKEY, LLC SUMMARY: The Arcadia Public Library has been granted financial assistance for participation in the 2001 /02 fiscal year California Library Literacy Service program in the amount of $66,427. This fourth year of a five -year grant will be administered by Spanos- Hawkey, LLC with which the City has a contract for providing adult literacy services extending through June 2002. DISCUSSION: The Library applied for a five -year grant from the State Library to fund an adult literacy program beginning in fiscal year 1998/99. This year, the fourth year of the grant, the Library will receive 75% ($66,427) of the original funding for the program ($88,569). This will adequately cover the cost of programming for the year. Funds for equipment and supplies for the year have been supplied by SPARC (Successful Partners Adult Reading Centers), a non - profit organization that raises funds for the literacy program, and the Arcadia Public Library Foundation. Next year, the fifth year, the funding will be further reduced to 50% of the total grant. The State grant funding will cease after that, though there are provisions to match funds raised locally in subsequent years. The Library anticipates utilizing funds from SPARC, the Foundation and other donations together with funds from the Public Library Funds (currently provided annually by the State Library) to continue the program in future years. In three years of operation, the adult literacy program has provided free one -on -one and small group instruction to 133 adult learners who need to improve their reading and writing skills to fulfill their roles as family members, citizens and workers. A few of the reasons adult learners participate in our literacy program is to read to their children and help them with homework, qualify for better jobs or secure employment, improve their self - concept, and communicate clearly thereby improving the quality of life. Our b`o'y- 'i -0- . volunteer literacy tutors have provided 3700 instructional hours over the &ree year period. Dena Spanos- Hawkey assisted in developing the grant application and has been administering the grant funds for the Library's literacy programs since 1998 when the first grant was awarded. When Spanos- Hawkey, LLC was created in 2000, the Library agreed to a contract that would have the company provide literacy services through June 30, 2002 utilizing grant funds from the State Library. Mrs. Spanos- Hawkey has created an exciting and dynamic program for the Library that is of great benefit to the community. FISCAL IMPACT: The City will receive $66,047 for an adult literacy program from the California State Library. RECOMMENDATION: It is recommended that the City Council accept $66,047 in grant funds from the California Library Services Board for literacy services in Arcadia for fiscal year 2001/02 to be administered by Spanos- Hawkey, LLC. Approved by:A William R. Kelly, City Manager tJ1 c i 4a i j1r ., 76 ,ACORr°BATS ° STAFF RE OU Devr1opinenit Services Deparin = September 18, 2001 TO: Mayor and City Council FROM: QI?Don Penman, Assistant City Manager /Development Services Director ()k/By: Dan A. Lazo, Associate Civil Engineer SUBJECT: REPORT AND RECOMMENDATION TO ADOPT RESOLUTION 6260, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA APPROVING A. LEASE WITH MUNICIPAL CAPITAL MARKETS GROUPS, INC. FOR THE LEASE /PURCHASE OF A DIGITAL PRINTING SYSTEM (OCE TDS400) SUMMARY The lease for a large format copier has recently expired and it's essential to renew the lease. Since the existing copier is outdated and inefficient, staff recommends leasing a new upgraded large format copier. It is recommended to adopt the attached resolution approving a lease with Municipal Capital Markets Groups, Inc. for the lease /purchase of a digital printing system (Oce TDS400). BACKGROUND In July 1998, the City entered a three -year lease agreement with Stevens Enterprises, Inc. for a large format copier that basically makes copies of the plans one copy at a time. Since then, faster, more efficient copiers are being manufactured that make the existing copier outdated. Prior to the expiration of the existing lease, staff requested proposals from qualified suppliers of new large format copiers that meet the needs and requirements of the City. After reviewing the proposals, Stevens Enterprises, Inc. submitted the lowest lease amount. The proposed large format copier Oce TDS 400 digital printing system will allow the staff to scan old drawings and store them on disk, rapidly print multiple drawings, and incorporate scanned drawings into new AutoCAD drawings for future projects. It will also help staff to be more productive and efficient and provide for a better records management system. The new copier will be leased for three years with the option of $1 buyout, including the comprehensive maintenance. The lease payment will be charged to Development Services Department (DSD) divisions (e.g. Community Development, Engineering, and Economic Development) and City departments based on their anticipated use and share of the cost. r °y`-` LA.�ER IMAGED FISCAL IMPACT Funds have been budgeted in the office equipment accounts to cover the lease payment and supplies for the copier. The annual lease amount is $11,187.48. The shares of the costs are: 65% for the DSD /Engineering Division, 15% for Public Works Services Department, 15% for the DSD /Community Development Division, and 5% for DSD /Economic Development. RECOMMENDATION It is recommended that the City Council: 1. Adopt Resolution No. 6260, a resolution of the City Council of the City of Arcadia, California approving a lease with Municipal Capital Markets Group, Inc. for the lease /purchase of a digital printing system (Oce TDS 400). 2. Authorize the City Manager to execute a lease agreement in a form approved by the City Attorney. Approved By: William R. Kelly, City Manager DP:DL:dl Attachment September 18, 2001 TO: FROM: CM Mayor and City Council PUBLIC WORKS SERVICES Pat Malloy, Public Works Services Dir Prepared By: Rita A. Kurth, Water Set SUBJECT: PUBLIC HEARING - RECOMMENDATION TO INTRODUCE ORDINANCE NO. 2150 GRANTING TO SOUTHERN CALIFORNIA WATER COMPANY, ITS SUCCESSORS AND ASSIGNS, A FRANCHISE TO, LAY AND USE, PIPES, CONDUITS AND APPURTENANCES FOR TRANSMITTING AND DISTRIBUTING WATER FOR ANY AND ALL PURPOSES IN, ALONG, ACROSS, UPON AND UNDER THE PUBLIC STREETS, WAYS, ALLEYS AND PLACES WITHIN THE SOUTHEASTERN AND EASTERN PORTIONS OF THE CITY OF ARCADIA SUMMARY: At the August 21, 2001 meeting, the City Council adopted Resolution No. 6257 declaring the City's intention to grant a franchise to Southern California Water Company. Pursuant to City Charter Section 1303, the City Council shall conduct a public hearing to receive any comments or objections to the granting of such franchise and then consider Ordinance No. 2150 granting a franchise to Southern California Water Company to lay and use pipes, conduits and appurtenances for transmitting and distributing water for any and all purposes in, along, across, upon and under the public streets, way, alleys, and places within the southeastern and eastern portions of the City of Arcadia. A map of the areas in Arcadia served by Southern California Water Company is attached. DISCUSSION: The City's franchise agreement with Southern California Water Company expires on November 23, 2001 after a five -year term approved by the City Council in 1996. The Water Company would like to renew the franchise agreement and has requested a twenty - five year term (see attached letter and application for franchise). At the August 21, 2001 meeting, the City Council adopted Resolution No. 6257 and conceptually approved a ten - yearterm. Mayor and City Council *aW September 18, 2001 Page 2 n Currently, Southern California Water serves 207 customers in the southeastern and eastern portions of Arcadia. For this franchise right, they pay the City of Arcadia a 2% fee annually. The consequence of not granting the franchise agreement with Southern California Water Company would be for the City Council to initiate a formal condemnation process and pay for the infrastructure already in place. Considering the small number of services, the legal costs of the condemnation process and payment for the existing infrastructure, staff does not consider this a fiscally prudent option. FISCAL IMPACT: Based on historical revenues, staff anticipates the franchise will generate approximately $1,300 annually in revenues, or $1,300 X ten years = $13,000. The State of California Public Utilities Code Section 6231(c) adopted a franchise fee of up to 2 %, but not less than 1 %, of a utility's gross annual revenue to be paid to municipalities where those utilities use or lay pipes, conduits and appurtenances in the public right -of -way. As a general rule, most public agencies have set 2% as the standard for privately operated water companies serving municipalities. RECOMMENDATION: It is recommended that the City Council: After holding a public hearing, introduce Ordinance No. 2150 granting to Southern California Water Company, Its Successors and Assigns, a Franchise to Lay and Use, Pipes, Conduits and Appurtenances for Transmitting and Distributing Water for Any and all Purposes, In, Along, Across, Upon and Under the Public Streets, Ways, Alleys and Places within the Southeastern and Eastern Portions of the City of Arcadia. PM:RK:dw Attachments Approved by:_ �Wk� William R. Kelly, City Manager . • ('' Yq�s�i 5 C5 pp pi poi Memorandum iliaarcadia redevelopment agency September 18, 2001 TO: Chairperson and Board Members FROM: on Penman, Deputy Executive Director /By: Pete Kinnahan, Economic Development Administrator SUBJECT: RECOMMENDATION TO APPROPRIATE $49,000 FROM THE UNPROGRAMMED RESERVES FOR PROFESSIONAL CONSULTANT SERVICES AND TO AUTHORIZE THE RETENTION OF MASON & MASON FOR APPRAISAL SERVICES RELATIVE TO POTENTIAL DEVELOPMENT IN THE AREA OF HUNTINGTON DRIVE AND MORLAN PLACE SUMMARY • The Agency is considering the possibility of commercial developments on approximately four (4) acres of land abutting Huntington Drive and Morlan Place (see site map, Attachment 1). There are five (5) owners_ and approximately eight (8) businesses on these sites. In order to assess the cost of acquiring the properties, the value of the fixtures and equipment, relocating the tenants, clearing the site, obtaining title services and assessing the possible presence of hazardous/toxic waste on the properties, staff has requested and received proposals from several firms with experience in the above special fields. One of the professional services requested, appraisal of land and improvements, will exceed the $15,000 approval authority of the Executive Director. (The other services fall within the authority of the Executive Director.) Staff recommends, that (1) the Agency Board appropriate $49,000 from the. Agency's Unprogrammed Reserves, and (2) that the Executive Director be authorized to enter into a professional service contract for $19,000 with Mason & Mason for appraisal services. . LASE' ' AGE n/e19 1>a-- G r • Arcadia Redevelopment',-,yancy September 18, 2001 Page 2 DISCUSSION In order to accomplish the tasks identified in the Summary section of this report, staff forwarded Requests for Proposals (RFPs) to at least three (3) firms for the following services: appraisal of land and improvements; furniture, fixtures and equipment (FFE); • relocation; goodwill; title; and environmental (toxic) assessment.. The services requested will establish preliminary budget estimates in all these areas, including the cost of relocating tenants, paying possible claims for loss of goodwill, and assessing the environmental risks of the project. As part of the services, staff has also requested the costs of preparing both appraisal updates and court-ready appraisal reports, as well as the cost for full goodwill appraisals and updates, relocation implementation, and hazardous waste/asbestos sampling and testing. At this time, staff is requesting the appropriation of funds for the first phase, i.e., initial appraisals and preliminary budget estimates. If the Agency subsequently elects to - proceed, staff will request authority to proceed with work on implementation of the project, and to obtain additional environmental (CEQA) and economic analysis services. Costs for the appraisals of land/improvements will exceed the $15,000 Executive Director limit. Mason & Mason, an experienced appraisal firm, is recommended for this service, and Agency Board authorization to enter into a contract totaling $19,000 is requested. ENVIRONMENTAL ASSESSMENT This will be determined in the future. FISCAL IMPACT Staff recommends an appropriation of$49,000 from Unprogrammed Reserves for the cost of this work. This includes a 10% contingency. RECOMMENDATION It is recommended that the Agency (1) appropriate $49,000 from Unprogrammed Reserves, and (2) authorize the Executive Director to enter into a contract with Mason & Mason for appraisal services in a form approved by Agency Counsel. Approved: _ - William R. Kelly, Executive Director DP/PK:kb t Attachment..._ _ •t4 APN:5775-025-0'25 Q ' -...;c:,' ..;J TTSAfA 0 "` •CL 5A r"uT. 'k �� `Yl • 28 N: Santa Clara St. i tL.t t P ,i_ Y n i -Z 1} ✓ 1 17F.- 9 Owner:Ellsworth Dahlgren,6,100 S.F. ('-'1,- i,1 -t° •ii4 ,• .' °� - I-._ rti ,a i �.. _&j :, ` $, ,. ".--A . - X 11 - ti _ 0r_L�"� .. ..—_. © APN:6775-025-026 .r. - __ 21 Morten Pl. ti - Owner:Church in Arcadia,1 Acre °` r 5-7.7 APN:5775-025-031 j� ,u 41 W.Huntington Dr.(Rods Grill) �'` o s„J t,� , t;. J Owner Robert Johannsen,13,940 S.F. m _1 ,4 re- ._1 je.APN:5775-025-030 r .- t ,.i f t , .�1.3',,l'' 4 35 W.Huntington Dr.(Arcadia Self Storage) ` . t = tJ tp 1ypi Owner.35 W.Huntington Dr.Partners,20,040 S.F. - -� :',r ;t,..: ;.�i �, ) ; i; ,”. ,i , �. - ° i z� °, KIT, ln -- - t. © APN:5776-025-029- - ' ' r ' -,i' ' + r -_ _, 27 W.Huntington Dr.(BPOE) _ (?;:i...; f , l ,_;:;',..=-. f t s "J Owner Tempelkadian,Inc.,1.1 Acres a { 0 :. {'r ?i5-_1 '` " �,, d, I' s',, - e / - ., . ?' „ice Oa. I. u, .. ` . - f f, �'�,-- -NE 4, J r^ la WHEELER H • IN,. ±.. it. r,fl' `d. ~, e.'� �rr't m` iiilsss�. E ' / �• W.- 5-1 .. I ,�a� ` Ala i I.,'7. 5-i A'+ ►OJ .� u, 4 .. .�.:il X12'` / , . 3 E 4 t 4 0�. �g ', - Q �:>, `-, -7.' I. 7 ,,,_ f 't .per Ttt i • .r 4 [1 E'i , -- ,•ti /_f 5-r .„ y i {'ti�.e w, -l_ i (� 1 CLF Y } �. r/JJ®� i r i 1.z i 2- i a (5-'I s 5-h` of J ` grit' i i,u 5.: j'�k' f 9�' 41.1. ° 4 �3`� - 'f �, EEE , , �...+t-� --- — 13,...\\\c,_-; '5-y f s _ -,ya .,„�;`}¢,�0 ` �.T.� ;r,t _^"if4la- -1,. - , •Q'et T" ,•. _Ai '_,'x ., err: ,e,1,--- _ )_ .J; u'<.. _„_.".a r Yea .� Y. r-•- % ;—[ --, s gA I.1 1.��o,a.,HUNTING? r /`�- HUNTINGTON DR - : ' r �� �� t vc di 1 S. s d}�n ` .... _5-Y " F1�3 • , .msµ _. -- -�tt. aix.. ^�y= _j �_;�1 ' " • .,�1..,. . ir,g .: :�*-. .1®; EiR1 `"l. Aerial Photo of • i:L.,.;�j Development Services Department ! k IL!L r Engineering Division t Its r� • Prepared by.R.S.Gonzalez September 11,2001 Huntington Dr., Santa Clara St. and.Santa Anita Ave. 4rserns9 • •