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Home My WebLink AboutMay 7, 2002M ROLL CALL: Ah A N N O T A T E D AGENDA Arcadia City Council and Redevelopment Agency Meeting May 7, 2002 5:30 p.m. Council Chambers Conference Room minim City Council/Redevelopment Agency Members Chang, Kovacic, Segal, Wuo, and Marshall All present TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL/REDEVELOPMENT AGENCY (NON- PUBLIC HEARING /FIVE - MINUTE TIME LIMIT PER PERSON) Peter Ulrich Kevin Zimmerman Participation in the 2003 Rose Parade a. Waive the City's purchasing regulations with regard to competitive bidding and authorize the City Manager to execute an agreement with Phoenix Decorating Company to design and build a City of Arcadia float for the 2003 Rose Parade for a total cost not to exceed $100,000 Approved 5 -0 b. Accept a donation of $25,000 from Methodist Hospital and $25,000 from the Los Angeles Turf Club /Oak Tree Racing Association Accepted 5 -0 C. Approve a final design for the float and authorize staff and the Phoenix Decorating Company to move forward with construction Approved 5 -0 d. Determine whether or not the City float will have riders and, if so, how Up to 7 riders these people will be selected Approved 5 -0 e. Provide direction on which ancillary promotional activities staff should pursue with regard to the City's participation in the Rose Parade Submit suggestions to Linda Garcia 7:00 p.m. RECESS 6:25 p.m. to Council Chambers 7:00 p.m. INVOCATION PLEDGE OF ALLEGIANCE Dorothy Denne First Reader, Tom Gordon, 1st Church of Christ, Scientist Gail A. Marshall, Mayor . Dr. Sheng Chang, Mayor Pro tempore . Mickey Segal, John Wuo, Gary A. Kovacic, Council Members William R. Kelly, City Manager June D. Alford, City Clerk ROLL CALL: Council Members Chang, Kovacic, Segal, Wuo and Marshall All present Mayor Marshall announced subject discussed earlier this evening. 2. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING New Fire Chief Lugo AGENDA ITEMS Move Agenda I em 1 In. to end of CM report 3. MOTION: Read all Ordinances and Resolutions by title only and waive reading in full Adopted 5 -0 4. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO Ed Bacon, Stf. Sgt. ADDRESS THE CITY COUNCIL (NON- PUBLIC HEARING /FIVE- Ruth1Lagace MINUTE TIME LIMIT PER PERSON) Bob Hoherd 5. MATTERS FROM ELECTED OFFICIALS City Council Reports /Announcements /Statements/Future Agenda Items See Minutes RECESS CITY COUNCIL 6. MEETING OF THE ARCADIA REDEVELOPMENT AGENCY ROLL CALL: Agency Members: Chang, Kovacic, Segal, Wuo and Marshall All present 7. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE REDEVELOPMENT AGENCY (NON- PUBLIC None HEARING /FIVE- MINUTE TIME LIMIT PER PERSON) 8. CONSENT a. Redevelopment Agency Minutes of April 16, 2002 regular meeting Recommendation: Approve Approved 5 -0 b. Acceptance of letter from Agency Member John Wuo - Disclosure of property interest in the Redevelopment Project Area Recommendation: Approve Approved 5 -0 9. ADJOURN Redevelopment Agency until May 21, 2002 at 5:30 p.m. 10. RECONVENE CITY COUNCIL -2- 11. CONSENT a. City Council Minutes of April 16, 2002 regular meeting Approved 5 -0 Recommendation: Approve b. Final Map for Tract No. 53448 at 45 -51 Bonita Avenue Approved 5 -0 Recommendation: Approve C. Resolution No. 6292 dedicating Lot 9 of Tract 18783 for Adopted 5 -0 street purposes and Resolution No. 6293 dedicating a portion of Lot 3 of Parcel Map No. 25852 for street purposes Recommendation: Approve d. Resolution No. 6295 consenting to the establishment of the portion of Adopted 5 -0 Second Avenue over the Santa Anita Wash as part of the system of highways of the County of Los Angeles Recommendation: Approve e. Resolution No. 6296 approving submittal of the FY01 -02 Transportation Adopted 5 -0 Development Act - Article 4 Claim Form to receive operating funds for Arcadia Transit Recommendation: Approve f. Resolution No. 6297 adopting a Memorandum of Understanding with the Adopted 5 -0 Los Angeles County Metropolitan Transportation Authority accepting Proposition C 40% Discretionary Funds for Municipal Operator Service Improvement Programs Recommendation: Approve g. Resolution No. 6300 designating the Mayor of the City of Arcadia as Adopted 5 -0 Governing Board Member on the San Gabriel Valley Council of Governments and designating the Mayor Pro Tern of the City of Arcadia as Alternate Governing_ Board Member on the San Gabriel Valley Council of Governments Recommendation: Approve h. Renewal of Contract - Crossing Guard Services Recommendation: Authorize the City Manager to enter into a contract with All City Management Services in the amount of $123,857 for crossing guard services Approved -3- CONSENT (Continued) Release of Funds - Juvenile Accountability Incentive Block Grant Recommendation: Approve Approved 5 -0 j. Professional Services Agreement - Police Facility geotechnical services Recommendation: Authorize the City Manager to approve an amendment to the Professional Services Agreement with Hushmand Associates for geotechnical consulting services on the Police facility project utilizing funds from the project contingencies to finance these costs, in an amount not to exceed $15,000 Approved,,5 -0 k. Professional Services Agreement - telecommunications consulting services Recommendation: Authorize the City Manager,to enter into a Professional Services Agreement with L.S. Lichty and Associates in the amount of $24,070, and appropriate $25,000 for these services (including a contingency of $930) from the Capital Outlay Fund Approved 5 -0 Renewal of Community Development Block Grant Agreement for Fiscal Years 2003 -2005 Recommendation: Authorize the Mayor to enter into a three -year contract with the Los Angeles County Community Development Commission to implement CDBG programs through June 2005 Approved 5 -0 m. Acceptance - St. Joseph Booster Pump Station Well Equipping, Buildin and Piping Project Recommendation: Accept all work performed by DenBoer Engineering and Construction, Incorporated as complete and authorize final payment to be made in accordance with the contract documents, subject to a retention of $180,222.74 Accepted 5 -0 n. Award of contract - construction of a Skate Park and tot lot area at Bonita Park Recommendation: Authorize the City Manager to enter into a contract CONTINUED to with D & M Construction, Incorporated in the amount of $479,881 5 -21 -02 Meeting 5 -0 o. Professional Services Agreement - Closed Circuit Television (CCTV) inspection services Recommendation: Authorize the City Manager to enter into a Professional Services Agreement with CH2MHILL in the amount of Approved 5 -0 $24,000 0 CONSENT (Continued) P. Professional Services. Agreement - program management support services for water system projects Recommendation: Authorize the City Manager to enter into a Professional Services Agreement with Buclmam & Associates in the Amount of $19,500 for Program Management Support services for Water System projects outlined in the 2002 -2003 Capital Improvement Program Approved 5 -0 q. Acceptance of letter from Council Member John Wuo - Disclosure of property in the Redevelopment Project Area Recommendation: Accept Accepted 5 70 12. CITY MANAGER a. Santa Anita Avenue Corridor Project Recommendation: Approve project concept, waive bidding requirements and appropriate $57,000 for traffic improvements to Santa Anita Avenue and Santa Clara Avenue Approved 5 -0 b. Professional Services Agreement - renovation study for City Hall Recommendation: Authorize the City Manager to enter into a Professional Services Agreement with Gonzalez Goodale Architects in the amount of $85,100 for a City Hall renovation study; and to appropri ate an additional $14,100 from the Capital Outlay Fund for these services 12c. Construction of Skate Board Park. CONTINUED to May 21, 2002-Council 1 ADJOURN to May 1, 2002 at 5:30 p.m. in memory of James Hayes, Virgina Meeting 5 -0 Simon, Thomas Stephens, Ann Elizabeth Randles Vetti, and Robert Zoller. At 8:40 p.m. the Regular Meeting was ADJOURNED: In memory of James Hayes by Councilmember Kovacic Thomas Scott Stephens by Councilmember Kovacic Ann Elizabeth Randles Vetti by Councilmember Kovacic Robert A. Zoller by Councilmember Segal Virginia Simon by Councilmember Segal, and Dale Connors, City Employee, by City Manager William Kelly -5- 6 TO: FROM: MEMORANDUM Office of the City Atbo� Date: May 7, 2002 HONORABLE MAYOR AND CITY COUNCIL STEPHEN P. DEITSCH, CITY ATTORNEY SUBJECT: RESOLUTION NO. 6300 DESIGNATING THE MAYOR AND MAYOR PRO TEM TO SERVE AS GOVERNING BOARD MEMBER AND ALTERNATE GOVERNING BOARD MEMBER, RESPECTIVELY, ON THE GOVERNING BOARD OF THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS The San Gabriel Valley Council of Governments requires that the selection of a Delegate and Alternate Member to their Governing Board be done by resolution of the City Council. The Council of Governments is made up of elected officials selected by each member city, and the City of Arcadia is a member. Proposed Resolution No. 6300 provides that the City Council appoints the Mayor of the City of Arcadia, whoever shall occupy that office from time to time as the Delegate and the Mayor Pro Tem , whoever shall occupy that office from time to time, as the Alternate Arcadia representative on the San Gabriel Valley Council of Governments, without the need for future City Council approval or action. RECOMMENDATION: It is recommended that the City Council adopt Resolution No. 6300 designating the Mayor and Mayor Pro Tem to serve as Governing Board Member and Alternate Governing Board Member, respectively, on the Governing Board of the San Gabriel Valley Council of Governments. CONCUR: William R. Kelly City Manager LM Attachment —Resolution No. 6300 LASER IMAGED STAFF REPORT OFFICE OF THE CITY MANAGER DATE: May 7, 2002 TO: Mayor and City Council FROM: William R. Kelly, City Manager anA By: Linda Garcia, Communications, Marketing & Special Projects Manager SUBJECT: PARTICIPATION IN THE 2003 ROSE PARADE Recommendation: 1. Waive the City's purchasing regulations with regard to competitive bidding and authorize the City Manager to execute an agreement with Phoenix Decorating Company to design and build a City of Arcadia float for the 2003 Rose Parade for a total cost not to exceed $100,000. 2. Accept a donation of $25,000 from Methodist Hospital and $25,000 from the Los Angeles Turf Club /Oak Tree Racing Association. 3. Approve a final design for the float and authorize staff and the Phoenix Decorating Company to move forward with construction. 4. Determine whether or not the City float will have riders and, if so, how these people will be selected. 5. Provide direction on which ancillary promotional activities staff should pursue with regard to the City's participation in the Rose Parade. SUMMARY On January 15, 2002, the City Council directed staff to submit an application to the Pasadena Tournament of Roses Association to enter a City float in the 2003 Rose Parade. The City subsequently received the attached letter officially inviting us to participate in the Parade. The purpose of this report is to obtain City Council direction on various issues related to the Rose Parade, including selection of a float design and the pursuit of community involvement activities. USER IMAGED n Mayor and City Council — 2003 Rose Parade May 7, 2002 Page 3 M Staff has allocated $50,000 in the preliminary 2002 -2003 operating budget for the cost of building a float for the Rose Parade. Only the amount necessary to reach the total cost of $100,000 will be used. Staff recommends that the City Council accept the referenced donations from Methodist Hospital, the Los Angeles Turf Club and the Oak Tree Racing Association. (These donations were offered verbally only.) FLOAT — DESIGN Phoenix Decorating Company has taken the liberty of providing the City with a float design (to be presented at the meeting on May 7). The design is intended to showcase Arcadia's history, heritage and beauty as well as emphasize the fact that 2003 is our centennial year. The design also highlights the two major financial contributors to the float, Methodist Hospital and Santa Anita. Staff recommends that the City Council approve the float design and authorize Phoenix Decorating Company to move forward with building the float. FLOAT — RIDERS Having people ride on the float is a unique way to involve members of the community in this project. Moreover, selecting certain types of riders can help us pay homage to our corporate sponsors and to the parade's theme of "Children's Dreams, Wishes and Imagination." One suggestion staff would like to offer is to invite Methodist Hospital to select two riders (one to be or portray a doctor and one to be or portray a nurse); Santa Anita to select one rider (either a real jockey or someone depicting a jockey); and to make two or three positions available to local children. The children could possibly be the finalists of the Mayor's Spelling Bee or perhaps we could hold an essay contest for local youngsters. Another idea would be to hold a free drawing for the three seats — parents would be able to enter their children (one entry per person /possibly limited to youngsters 14 or younger) by filling out a form available only at the Historical Museum during a particular period of time. The Museum could (coincidentally) have on display during this time frame photographs and memorabilia of the City's previous float entries. A random drawing to select the winner would take place at either the Holiday Festival or a City Council meeting. In addition to involving the community in the Rose Parade project and Mayor and City Council - 2003 Rose Parade May 7, 2002 Page 5 FISCAL IMPACT cm The fiscal impact to the City will be determined by the City Council's action tonight. All City money expended on this project will come from the General Fund. RECOMMENDATION It is recommended that the City Council: 1. Waive the City's purchasing regulations with regard to competitive bidding and authorize the City Manager to execute an agreement with Phoenix Decorating Company to design and build a City of Arcadia float for the 2003 Rose Parade for a total cost not to exceed $100,000. 2. Accept a donation of $25,000 from Methodist Hospital and $25,000 from the Los Angeles Turf Club /Oak Tree Racing Association. (These donations have been offered verbally only.) 3. Approve a final design for the float and authorize the Phoenix Decorating Company to move forward with construction. 4. Determine whether or not the City will have people ride on the float and, if so, how these people will be selected. 5. Provide direction on which ancillary promotional activities staff should pursue with regard to the City's participation in the Rose Parade. Attachment d "`)yin ':5v 7'y u. -C- SrAFF REPORT Development Savices Department May 7, 2002 TO Mayor and City Council FROM: <fDon Penman, Assistant City Manager /Development Services Director SUBJECT: Professional Services Agreement: Telecommunications consulting services Recommendation: Approve Agreement SUMMARY As part of the new Police facility project, the City will be purchasing and installing a new telephone key system (switching device) and additional instruments for the new facility. In reviewing the options for the type of switching device and service for the new building, staff concluded that there are a number of other related issues and decisions that need to be addressed prior to a final decision on the new Police telecommunications equipment. These decisions have implications on how telecommunications services will be provided by the City to the community. Therefore, staff is recommending that the City Council authorize staff to enter into a Professional Services Agreement (PSA) with L.S. Lichty and Associates to conduct a citywide telecommunications study to assess citywide needs and possible acquisition of equipment in response to those needs. BACKGROUND The construction of the new Police facility will require the purchase and installation of new telephone equipment to insure the seamless transition of communication services from the old facility to the new facility. This was anticipated and incorporated into the planning for the new facility. However, as part of the staff planning for this transition, a number of other issues and opportunities arose that would be prudent to address now before the new facility is completed and operational. For example, City Hall has a separate telephone switching device from the one in the current Police station. The City Hall equipment including telephones operates on an older analog system. The new Police facility equipment will have the new digital technology (as does the current Police facility equipment), making them somewhat incompatible. There may be an opportunity to purchase one new digital switch that can serve the entire Civic Center campus. LASER IMAGED Mayor and City Council *AW May 7, 2002 Page 2 E5 Another opportunity with the construction of the new Police facility is to relocate the Minimum Point of Entry (MPOE), the point of input of the telephone company lines into the Civic Center campus, from City Hall to the new Police facility. This has merit for two reasons. First, the new facility will be the most seismically safe building of all City facilities, so it is logical to locate as much communications equipment there as possible. Second, a study is about to commence of City Hall to determine the cost and feasibility of doing a major renovation of the building or constructing a new City Hall. Under either scenario, disruption of telephone communications is very possible. Therefore, relocation of the MPOE to the new Police facility will avoid any costly changes later that may be necessitated by any construction at City Hall. The City's current voice mail system is an after market product. As such it is not completely compatible with the current telephone switching device and, therefore, does not offer the City all the features that may be needed (such as message alert). A new system will allow for a fully integrated voice mail system. As the City Council knows there are a number'of remote City facilities (away from the Civic Center campus). This includes the Public Works Services yard, which is in the service area of a different telephone company than all other City facilities. The study will provide an opportunity to determine if there is a better method of serving all off -site facilities for both internal use as well as the community. DISCUSSION Acquisition and implementation of proper telecommunications equipment is critical to the efficient operation of the City as a whole. In order to make informed decisions and to ensure that the City is knowledgeable of the various technologies and equipment available, it is staffs recommendation that a consultant be retained to lead the City in this effort. The scope of services will include a needs assessment that will inventory all existing equipment, audit all current City telephone records and billing statements, examine local and long distance usage, establish both immediate and long range needs, identify various technologies, meet with a user committee of staff members from various City departments, outline alternatives that address the City's needs and prepare a report with findings. These findings will include cost saving measures on current telephone system usage as well as recommendations for configuration of new lines and usage policies. The second phase of the study, subject to City authorization to proceed, is development of specifications and the Request for Proposal (RFP). With City approval this phase will involve the acquisition of a new system. This could involve formal bidding, acquisition through the State's Master Award Schedule (CMAS) or some other method. The consultant will review all vendor submittals and assist in the preparation of the final report and recommendations to City Council Mayor and City CounciNw May 7, 2002 Page 3 C" The third and final phase will involve the implementation portion of the project. Specifically, this will include all necessary coordination, installation supervision, inspection, and oversight of training and final testing. This phase is also subject to City authorization to proceed. A staff committee comprised of representatives from the Police, Administrative Services, Public Works Services and Development Services Departments interviewed various consultants who may be qualified to provide the needed services. The Committee is recommending that the firm of L.S. Lichty and Associates be retained to provide the services. Mr. Lichty is an independent consultant who has provided telecommunication services to public agencies for over twenty -five (25) years. He is completely independent and does not represent any vendor or supplier of telecommunications equipment. He comes highly recommended by other public agencies that have used his service. The completion of the study should take 12 to 14 weeks, exclusive of any City time to review documents or provide direction. Timeframe for installation of any new system is dependent on the final decision on the type and configuration of the system. It will be ready, however, for the opening of the new Police facility. BUDGET The total costs of the proposed services are $24,070. These costs would be segregated into three phases as follows: • Needs Assessment $9,135 • Acquisition of Equipment $5,085 • Implementation $9,850 Each phase is independent and work can be halted at any time. Staff is recommending that the funding for this work be budgeted from the Capital Outlay Fund. Staff is also recommending that a contingency totaling $930 be included in the project budget for any unforeseen work, bringing the total requested appropriation to $25,000. RECOMMENDATION That the City Council authorize the City Manager to enter into a Professional Services Agreement with L.S. Lichty and Associates in the amount of $24,070, and appropriate $25,000 for these services (including a contingency of $930) from the Capital Outlay Fund. Approved by: ufmo� William R. Kelly, City Manager STAFF REPORT POLICE DEPARTMENT DATE: May 7, 2002 TO: Mayor and Members of the City Council FROM: David H. Hinig, Chief of Police ID By: Nancy Chik, Management Anal, SUBJECT: Release of Funds — Juvenile Accountability Incentive Block Grant (JAIBG) SUMMARY This report explains the Juvenile Accountability Incentive Block Grant (JAIBG) Program and requests authorization to release the funds to the Los Angeles County District Attorney's Office for juvenile prosecution services. BACKGROUND In 1999, the State of California Office of Criminal Justice Planning (OCJP) began administering funds from the United States Department of Justice for the Juvenile Accountability Incentive Block Grant (JAIBG) Program. The conditions of the grant require that the money be used toward one or more of the following purposes: • construction of juvenile detention /correctional facilities; • hiring judges, prosecutors, probation officers, and /or public defenders; • funding prosecutor -led drug, gang, and violence programs; • providing technology, equipment, and training for prosecutors and /or probation programs; • establishing gun courts and /or drug courts; • information sharing systems for juvenile justice purposes; • law enforcement referrals to protect students and school personnel from drug, gang, and youth violence; • controlled substance testing and intervention for juveniles. The JAIBG program distributes funds to local cities on a per capita basis, and our allocation is usually between $11,000 and $13,000. The amount will not go very far toward fulfilling or establishing any one of the referenced purposes. Consequently, staff recommended partnering with the Los Angeles District Attorney's Office and contributing our share toward a multi - jurisdictional project that will benefit the juvenile justice system in our area. �' USER IMAGED %W We elected to participate in the "Abolish Chronic Truancy" (A.C.T.) Program, a community prosecution program implemented by the Los Angeles County District Attorney's Office. The goal of the program is to keep children in school, off the streets, and out of court. To accomplish this goal, deputy district attorneys lead a parental accountability program designed to prevent excessively absent elementary school children from becoming chronic truants and, ultimately, delinquents. A team of professionals provides counseling, health services, tutoring, home visits, and other activities to meet the needs of children and their families. DISCUSSION JAIBG funds released to the District Attorney's Office provided additional staffing to their various juvenile intervention programs. These prosecutors began their assignment in September 1999, and they have received positive feedback from many cities as to their dedication and usefulness in juvenile investigations and prosecutions. This year the City of Arcadia is eligible for JAIBG funds in the amount of $11,717, and again staff recommends contributing our share toward the A.C.T. Program. FISCAL IMPACT None. RECOMMENDATION That the City Council authorize the City of Arcadia to release funds, in the amount of $11,717, from the Juvenile Accountability Incentive Block Grant (JAIBG) Program to be expended by the Los Angeles County District Attorney for juvenile prosecution services. Approved: William R. Kelly, City Manager 6-7 3,o—A7 /OnoYa7Q4 51i; l.• "'.;°' STAFF REPORT Development Services Department May 7, 2002 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Director Prepared By: Brian Saeki, Redevelopment Project Analyst '0. SUBJECT: Professional Services Agreement — facilities renovation services for City Hall SUMMARY A Civic Center Needs Assessment was approved as part of the FY 2001-02 Capital Improvement Program (CIP). This study was intended to analyze the overall site circulation (vehicular and pedestrian) of the Civic Center property, building/architectural assessment of City Hall/Council Chambers and landscape architectural.assessment. This will be a phased project beginning with the preparation of a study to analyze the Cost of renovating both the interior and exterior of City Hall. Subsequent phases will be based upon the findings and recommendations from this report. • Staff prepared a Request for Proposals (RFP) for facilities renovation services for City Hall addressing both the interior and exterior issues. Of the seven (7) architectural design firms that received the RFP, three (3) submitted a response. Staff from Public Works Services and Development Services Departments is recommending Gonzalez Goodale Architects, due to their previous relevant experience and project approach. Staff is recommending that Gonzalez Goodale, located in Pasadena, be retained to provide facilities renovation services for City Hall. BACKGROUND City. Hall_ consists of two buildings, upper and lower City Hall. Upper City Hall was constructed in 1948 and is approximately 10,800 square feet. Lower City Hall was constructed in 1956 to accommodate staff growth and is approximately 6,000 square feet. These two buildings are joined by a breezeway. . Upper City Hall houses the Development Services_ Department (Planning,, Building, Engineering, Code Services., Business Licensing, and Economic Development), City Attorneys Office, City Clerks Office, cashier, and a portion of Administrative Services. Lower City Hall houses the Administrative Services Department (Finance and Human Resources), City Managers Office and the employee_break room. There is also a basement area located beneath upper City Hall: _ . LASER IrtilAGED --- • � . � z b.. May 7, 2002 City Hall Renovation Page 2 of 5 Over the years, numerous internal renovations have taken place to both upper and lower City Hall. Upper City Hall is currently in the process of another internal renovation to provide additional space for the Community Development and Engineering Divisions. Though these renovations have been numerous over the years, they have been completed in a rather uncoordinated manner. The modifications have also significantly altered the spaces within the building from its original "post modern" design. The exterior of the buildings have also seen numerous renovations. An exterior textured skim coat was placed on the buildings years ago and is now peeling off exposing the original concrete walls. A vertical band, not compatible with the original architectural style, was placed below the roofline of the buildings to shield the offices with east. and west facing windows from the direct sunlight. The top 2-3 feet of the windows were painted brown to disguise the area created by the drop ceilings and is now beginning to peel off. These renovations alone have significantly altered the original "streamlined" architectural style. DlSCUSSYON Gonzalez Goodale Architects, formerly CHCG Architects, has over 23 years experience in the municipal arena including city halls, libraries and public safety facilities. They have designed an award-winning concept for the city hall of Culver.City as well as city halls and other municipal buildings for the cities of Simi Valley, Westlake Village, Calabasas and Diamond Bar. Utilizing this experience, Gonzalez Goodale will analyze both upper and lower City Hall and prepare a study which will provide recommendations and alternatives for the renovation of the interior and exterior of the buildings based upon the following criteria. Interior Improvements Gonzalez Goodale will analyze all potential interior improvements of both upper and lower City Hall to comply with current code requirements and to provide more efficient space utilization. This will include the removal of asbestos in upper and lower City Hall as found in the Asbestos Survey Reports prepared by ATC in May 1995, installation of a fire sprinkler system in both buildings, analyze the efficiency of the existing electrical and mechanical systems including the HVAC, and study energy efficiency issues, particularly existing windows. They will also explore the costs to restore the building to its. original design, including restoring the ceilings of both buildings to their original heights. The existing ceilings are approximately 2-3 feet lower than what was built originally. This 2-3 foot space has now been converted into a functional area for HVAC ductwork, computer cabling, electrical wiring, etc. May 7, 2002 City Hall Renovation Page3of5 Gonzalez Goodale will recommend alternatives for the redonfiguration of interior spaces of upper and lower City Hall to more efficiently serve the public (i.e. centralized public counters, waiting areas, etc.) They will also retain the services of a certified structural engineer to prepare a complete_ structural assessment of upper and lower City Hall. It will provide the costs associated with retrofitting the buildings to the current seismic standards. Exterior Improvements Gonzalez Goodale will analyze the costs to restore the exterior of both upper and lower City Hall to their original streamlined architecture. This will include addressing the flaking exterior skim coating and the peeling brown paint on the upper portions of the windows exposing the 2-3 foot area between the ceilings from the outside. The renovated design will be architecturally compatible with the new Police Facility. Also, historical photographs have indicated that the exterior skim coating has covered mosaic tiling in the breezeway and possibly other areas of the City. Gonzalez Goodale will explore and provide the costs of restoring these areas to their original state. Optional Services Gonzalez Goodale has proposed to provide five optional services at additional costs. The five services include: 1) preparation of CAD based as-built record floor plans; 2) exterior renovation design concepts for the City Council- Chambers; 3) renovation studies for Upper City Hall basement; 4) computer generated exterior rendering of the proposed renovation of City Hall; 5) design concept reconfiguring the basement beneath the City Council Chambers. Also as part of this study, staff recommends that this firm provide optional service five (5), the design concept reconfiguring the basement.beneath the City Council Chambers. Staff is recommending that the reconfiguration of this area be addressed now because once the new Police Facility is completed, the shooting range will be relocated to the new building leaving the 5,300 square foot basement area beneath the City Council Chambers vacant with the exception of the area designated for City Hall storage. If this area is converted into usable office space, staff from other departments (i.e. Information Services) can utilize this area to potentially alleviate additional office space requirements in both upper and lower City Hall. As part of the scope of services, the study will provide a cost estimate of a new similarly sized City Hall facility. This study will ultimately provide a comparison of costs to renovate both upper and lower City Hall and reconfigure the basement beneath the City May 7, 2002 City Hall Renovation Page 4 of 5 • Council Chambers to the construction of a new facility. It will also include the costs associated with relocating staff into modular facilities while the buildings are being either renovated or demolished for a new facility. Staff also recommends that a lead based paint survey be prepared. This survey will provide the location of all lead based paint both internally and externally for upper and lower City Hall. It will provide a cost to remediate the affected areas. Staff prepared a separate bid package for this service and ATC Associates of Arcadia responded with the lowest bid. The cost to prepare this report is approximately $4,000 and is included in the additional $14,100 appropriation. FISCAL IMPACT The total amount of the contract with Gonzalez Goodale will be for a not to exceed - amount of$85,100 as illustrated below: Initial cost for all interior and exterior $60,000 improvements as stated above Optional service (design concept reconfiguring $18,000 the basement beneath the City Council Chambers) Reimbursable expenses (costs for $3,000 reproduction and blueprinting of documents, artist's renderings and models and fees paid for plan check,permits, etc.) Sub total $81,000 5% contingency $4,100 Total- Gonzalez Goodale $85,100 Additional lead based paint survey to be $4,000 performed by ATC Associates Grand Total $89,100 The approved FY 2001-02 Capital Improvement Program (CIP) allocated $75,000 for the study to be prepared by Gonzalez Goodale. The overall cost will exceed this amount by $14,100 which includes $4,000 for the lead based paint survey. Therefore an additional appropriation for$14,100 will be required. i May 7, 2002 City Hall Renovation Page 5 of 5 RECOMMENDATION That. the City Council authorize the City Manager to enter into a Professional Services Agreement with Gonzalez Goodale Architects in a not to exceed amount of $85,100 for facilities renovation services and appropriate an additional $14,100 from the Capital Outlay Fund for these services and the lead based paint survey ($4,000), for a total project cost of$89,100. Approved By: 11 William R. Kelly, City Manager ■ . ' . • - -,, ' ' . -.. .-..,',%,,‘..-, .-,i.,-,,i ,r .r. • '''.-11 '',1,'3.%.-:;sii'F';'-',,'''''.."'-,,:';'„v;-.•''''''7--,,,', - ' - ,i'-`--•i4'...,,,,c.".;;4,,, .,--,r-- --,.--, ' '- .-- -' - 1 • , .. , . -- -4 ,. - . , . . .• - - .4I■4. . . I.. r, ) ' '. • .e. ...-, ...., _ -. 1, • 1 ' . 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''-=,4.';,i,--.e1-'-.4,,7,,r1:'1,.',,',,,t,',',;','',,':.,'',',.,--1.-:- ,.i'.,•k...'--Nt r-_ee.k.,::.t,1 1,1,i0,t k,,.'1 i'',i.' f 1_.,,:'—1 S*.ii•\.‘I.-,''...4 i ,-1 -'tk-.: #, ‘ "11 .k.t,4%.' 't'- ,,-'l-''''','1'A•'-'t'' --a.t- -';',M-.-:-I lis • * -- , v .l, .A.,..I- r 0 73 a-3 rTh /a-y^G U d u 11'4 n rl/ g �4. MEMORANDUM Development Services Department DATE: May 7, 2002 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Director Martha Eros, Transportation Services Officer SUBJECT: Resolution No. 6296 approving submittal of the FY01-02 Transportation Development Act-Article 4 Claim Form to receive operating funds for Arcadia Transit. Recommendation: Approve SUMMARY Attached for the City Council's review and approval is Resolution No. 6296 authorizing the City Manager to submit Arcadia Transit's. Transportation Development Act (TDA) claim form for FY 2001-02. The claim form was prepared by staff and will be submitted to the Los Angeles County Metropolitan Transportation Authority (MTA) and the Southern California Association of Governments (SCAG).- The City will receive $357,923 in TDA funding for FY 2001-02 to operate Arcadia Transit. DISCUSSION S The Transportation Development Act is a State program that provides transportation funds to local agencies. One portion of the funding, the Local Transportation Fund (LTF), is derived from '/ cent of the-8.25% retail sales tax collected statewide. The State Board of Equalization returns the ' cent to each County according to taxes collected within that County. In Los Angeles County, the. MTA distributes the funds to each of the participating municipal operators. The City will receive $317,559 in LTF monies in FY 2001-02. The second fund.source under the TDA program is the State Transit Assistance Fund (STAF). The STAF monies are derived from the statewide sales tax on gasoline and diesel fuels. The funds are appropriated to the State Controller for allocation by formula to County Transportation Commissions. The allocation.formula is based on the following methodology, 50% according to population and 50% according to operator revenues for the prior fiscal year. The City will receive $40,364 in STAF monies in FY 2001-02. From the two programs, Arcadia Transit will receive $357,923 in FY 2001-02. Li k,..; J 4'i di Jai f-- C:TY02 TDA Claim_Staff Report_5-07-02 Page J FISCAL IMPACT The City of Arcadia will receive $357,923 from the MTA in State funds to operate Arcadia Transit. This amount represents approximately 21% of Arcadia Transit's FY 2001-02 Operating Budget. RECOMMENDATION THAT THE CITY COUNCIL ADOPT RESOLUTION NO. 6296 AUTHORIZING THE CITY MANAGER TO SUBMIT THE TRANSPORTATION DEVELOPMENT ACT ARTICLE 4 CLAIM FORM TO THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY IN THE AMOUNT OF $357,923 TO RECEIVE FUNDS FOR THE OPERATION OF ARCADIA TRANSIT FOR FY 2001-02. Approved: `"'"� 4 William R. Kelly, City Manager Attachment(s) 1. Resolution No. 6295, TDA-Article 4 2. FY01-02 Transportation Development Act, LTF-Article 4 Claim Form 3. FY01-02 State Transit Assistance Fund Claim Form • • • C:\PY"02 TDA Claim_Staff Report_5-07-02 Page 2 Arc- s STAFF REPORT Development Services Department DATE: May 7, 2002 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Director k f Martha Eros, Transportation Services Officer SUBJECT: Resolution No. 6297 adopting Memorandum of Understanding with the Los Angeles County Metropolitan Transportation Authority accepting Proposition C 40% Discretionary Funds for the Municipal Operator Service Improvement Program. Recommendation: Approve SUMMARY: Attached for. City Council review and consideration is Resolution No. 6297 authorizing the City Council to adopt a Memorandum of Understanding (MOU) with the Los Angeles County Metropolitan Transportation Authority (MTA) to accept terms and conditions for Municipal Operator Service Improvement Program (MOSIP) funds. Furthermore, Resolution No. 6297 will authorize the City Manager to submit annual claims for Arcadia Transit operating and capital funds. The MOU will be valid for a period of five (5) fiscal years (FY 2002-2006), with the City receiving $70,184 in MOSIP funds in FY 2001-02. DISCUSSION: • The 1990 Proposition C Ordinance is a countywide 1/2 cent sales tax dedicated for transportation services. Forty percent of the Proposition C revenues are reserved by the MTA for discretionary uses such as bus and rail improvement programs. On April 26, 2001, The MTA Board of Directors approved fund allocation policies and administrative procedures for Municipal Operator Service Improvement Programs (MOSIP) to benefit transit users countywide. S The funding for fiscal years 2002-06 was approved by the MTA Board to establish the program. The Board approved $15 million in Proposition C 40% Discretionary Funds for FY02, and $15' million for'each of the next four years plus a cumulative 3% annual increase. The City of Arcadia will receive a cumulative amount of $372,616 over the five-year period. The funding allocation shares of the operators are subject to annual L r13t 't oiei J Pagel C:\MTA\MOSIP RESO-MOU STAFF REPORT 5-07-02 0/V 7/ /) approval by the MTA Board. Continuation of funding for fiscal years after 2006 will require further MTA Board action. The program is flexible to allow each operator to determine how best to accomplish needed improvements. The objectives of the program area: a) To improve service to transit users countywide b) To assist the MTA in reducing its operating and capital costs through collaboration with the municipal operators and the MTA c) To identify overlapping services and develop strategies to operate those services at a reduced cost d) To work with the MTA on new countywide service expansion plans to reduce overcrowding and expand new services to the transit dependent e) To provide input into MTA's vehicle purchase plan to reduce costs; and f) To continue work with,MTA on countywide fare media options and the Universal Fare System to achieve a seamless ride for the transit patrons in Los Angeles County. FISCAL IMPACT: In FY2001-02, the City of Arcadia will receive $70,184 in Proposition C 40% Discretionary MOSIP funds to operate Arcadia Transit, with a cumulative 3% annual increase each following year. This amount represents approximately 6% of the Arcadia Transit operating budget. The City of Arcadia will receive a cumulative amount of $372,616 over the five-year period. RECOMMENDATION: • THAT THE CITY COUNCIL ADOPT RESOLUTION NO. 6297, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF'ARCADIA APPROVING A MEMORANDUM OF UNDERSTANDING WITH THE LOS ANGELES COUNTY METROPOLITAN AUTHORITY TO ACCEPT PROPOSITION C 40% DISCRETIONARY - MUNICIPAL OPERATOR SERVICE IMPROVEMENT PROGRAM (MOSIP) FUNDS, AND AUTHORIZE THE CITY MANAGER TO SUBMIT ANNUAL CLAIMS AND NECESSARY DOCUMENTS TO RECEIVE OPERATING AND CAPITAL FUNDS FOR ARCADIA TRANSIT. Approved By: kbilk William R. Kelly, City Manager Attachment: 1. Resolution No. 6297, Prop C-MOSIP 2. Memorandum of Understanding #MOU.PCO2ARC6 a As defined.in MTA#MOU.PCO2ARC6, page 1. Page 2 C:\MTA\MOSIP RESO-MOU STAFF REPORT 5-07-02 rC 1 04- 30 —Z-2e) a ile04 111 141,-1: l*\s 4b STAFF ;REPORT ADMINISTRATIVE SERVICES DEP' 'TMENT DATE: May 7, 2002 TO: Mayor and City Council FROM: Tracey Hause, Administrative Services Direct. By: Michael A. Casalou,,Management Analyst '' 1 SUBJECT: Renewal of Community Development Block Grant Agreement for Fiscal Years 2003-2005 SUMMARY The Community Development Block Grant program (CDBG) was initiated by Congrge,ss in 1974 as part of the Housing and Community Development Act. Administered under the auspices of the Los Angeles County Community Development Commission (CD ), this program provides funding for a wide range of services, activities and programs to improve the quality of life for people of low and moderate income in unincorpora ed - areas and participating cities in Los Angeles County. The CDC requires all cities that intend to be part of the three-year Urban County CDBG Program to execute a 2003-2005 Cooperation Agreement with the County. he deadline for submitting an agreement is May 20, 2002. Staff is recommending the ;he Council approve a three-year contract with the Los Angeles County Community Development Commission and continue to provide CDBG funded programs through June 2005. DISCUSSION The CDBG program is funded directly by the federal government's Department of Housing and Urban Development (HUD). The CDC administers this funding on behalf of the Los Angeles County Board of Supervisors, which oversees the CDC. Curd-nt programs funded in Arcadia using CDBG funds include: • Meals on Wheels (Administered by the American Red Cross) • Youth Services Program • Congregate Meals Program • Information/Referral Program • Residential Housing Rehabilitation LPkSER Iv AGED c a 4/. /4.e, Mayor and City Council May 7, 2002 FISCAL IMPACT There is no financial impact to any City funds to implement CDBG programs. However, staff does include CDBG program appropriations in the operating budget and is required to seek City Council approval prior to expenditure of funds. RECOMMENDATION That the City Council authorize the Mayor to approve a three-year contract with the Los Angeles County Community Development Commission to implement CDBG programs through June 2005. Approved: utn0 William R. Kelly, City Manager • 2 'i ; ` - w�( 4 v -e 4COQPoee�eE9''��A STAFF I ORT Development Services D- o . • ent May 7, 2002 . TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Director.. Prepared by: Philip A. Wray, City Engineer Pi SUBJECT: RESOLUTION NO. 6295 CONSENTING TO THE ESTABLISHMENT OF THE PORTION OF SECOND AVENUE OVER THE SANTA ANITA WASH AS PART OF THE SYSTEM OF HIGHWAYS OF THE COUNTY OF LOS ANGELES SUMMARY . The County of Los Angeles has inspected all non-State highway bridges in the County and has developed a program to structurally retrofit those bridges that have seismic structural deficiencies. The Second Avenue Bridge over the Santa Anita Wash has been identified as having a deficiency that must be retrofit to conform to specific structural standards. The County has been authorized by the State to, be the head agency for this work and requests the City's cooperation to designate the Second Avenue Bridge over the Santa Anita Wash as part of the County System of Highways. Resolution 6295 grants to the County of Los Angeles, Second Avenue over the Santa Anita Wash to be part of the County System of Highways and finds that the project is categorically exempt under the guidelines of the California Environmental-Quality Act. BACKGROUND • Following the Loma Prieta earthquake in the San Francisco Bay Area in October '989, emergency State legislation known as Senate Bill 36X was enacted which require that all existing publicly owner bridges in the State be inspected and those found to have seismic structural deficiencies be upgraded and retrofitted to conform with sp cific structural standards. The Bill further provided for the County of Los Angeles to be the lead agency for inspecting and retrofitting all non-State highway bridges within Los Angeles County. The Second Avenue Bridge has been inspected and found to be in need of seismic structural retrofit. DISCUSSION In order for the County to administer the project to retrofit the Second Avenue Bridge, the bridge must be part of the County System of Highways. Section 1700-1704 the the California Streets and Highways Code provides that the Board of Supervisors ay by resolution declare any highway in the county lying whole or in part within a city to be part of a county highway. The governing body of the affected city may consent to the LASE IMAGED . c*./s/- C1 . Mayor and City Council May 7, 2002 Page 2 establishment of such portion as part of the county highway system. The project may then be funded by county funds. On April 3, 2001, the Los Angeles County Board of Supervisors adopted a resolution declaring the portion of Second Avenue over the Santa Anita Wash, within the City of Arcadia, to be part of the County System of Highways. The County Department of Public Works forwarded this information to the City with a request for the City to adopt a resolution of consent to include the bridge in the County Highway System. The project is anticipated to be advertised for construction bids in June, pending the Arcadia City Council approval. Construction is planned for.the late summer and early fall of 2002. When the project is completed and accepted by the County, the jurisdiction will be relinquished back to the City of Arcadia. ENVIRONMENTAL IMPACT - The California Environmental Quality Act (CEQA) requires public agency decision- makers to document and consider the environmental implications of their actions. The County finds the project categorically exempt pursuant to the County's Revised Environmental Reporting Procedures and Guidelines and Section 15301, Class 1(c), of the CEQA Guidelines. The County requests that the City make.the finding of categorical exemption. The finding is included in the resolution of consent. FISCAL IMPACT There is no fiscal impact to the City of Arcadia. The entire project will be funded by the County. RECOMMENDATION That the City Council adopt Resolution No. 6295, a Resolution of the City Council of the City of Arcadia, California, consenting to the establishment of the portion of Second Avenue over the Santa Anita Wash within said City as part of the System of Highways of the County of Los Angeles. • Approved By: V WILLIAM R. KELLY City Manager DP:PW:pa • tow QPourt� STAFF REPORT May 7, 2002 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. 53448 for a 5-unit residential condominium project at 45-51 Bonita Avenue. 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. 53448 for a 5-unit residential condominium project at 45-51 Bonita Avenue. - DISCUSSION Final Map No. 53448 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 May 8, 2001, and is in compliance with the subdivision regulations of the Municipal Code and the State Subdivision Map Act. - RECOMMENDATION The Development Services Department recommends approval of Final Map No. 53448. Attachments: 1. Land use map . 2. Letter of compliance from Los Angeles County : • 3. Final Map No. 53448 Approved: William.R. Kelly, City Manager LASER IMAGED c_eA/ / / a�V OF LOS 4,i, ° 1 ‘� CO1 .QTY OF LOS ANGELES � X11 .If/I_t ..�t/'ice� • . lid/II �. DEPARTMENT OF PUBLIC WORKS .1q1 ` ' 900 SOUTH FREMONT AVENUE cAL7FOP0' ALHAMBRA, CALIFORNIA 91803-1331 Telephone:(626)458-5100 JAMES A.NOYES,Director www.ladpw.org ADDRESS ALL CORRESPONDENCE TO: P.O.BOX 1460 ALHAMBRA,CALIFORNIA 91802-1460 March 28, 2002 IN REPLY PLEASE REFER TO FILE: LD-2 Mr. Phillip Wray City Engineer City of Arcadia 240 West Huntington Drive Arcadia, CA 91006-6021 Dear Mr. Wray: TRACT NO. 53448 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, JAMES A. NOYES Director of Public Works DENNIS HUNTER Assistant Division Engineer Land Development Division LR:jmw P:IMAPPINGITRACT.LTR: Enc. 1 LOT _T 1 OF 2 SHEETS 16,Q17 SCA T. TRACT NO. 53448 IN THE CITY OF ARCADIA COUNTY OF LOS ANGELES, STATE OF CALIFORNIA BEING A SUBDIVISION OF LOTS 12 AND 13, IN BLOCK 71, A PART OF ARCADIA SANTA ANITA TRACT AS PER MAP RECORDED IN BOOK 15, PAGES 89 AND 90 OF MISCELLANEOUS RECORDS, IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY. FOR CONDOMINIUM PURPOSES OWNER'S STATEMENT: SURVEYOR'S STATEMENT: E MEOW RATE THAT 3411 ME 7111 WNW 6 a ME NTESSIFD N 1311E 11a MAP Rk1 REAMED Er ME OR WW1 IK 011:7101 AIM IS MfD IY+QI LAIN IMLMO NN 11E®Mm 4 OMEN ON 71W YAP WW1 11E A P AIM L N AT M 1W R1II11!ll153 a EE Rm1Rfl01 OAP MT AIM LIYIAI OaG11C1 AT ENE R FNA E MAP Y.LEE OI WM MAP A0 00 E CEMENT m 7111 REPARATION MO FEND FEMME OMO TO 7H I COOM 34611E 7NAr M PHIL YAP M;MAT DoF153a m TIE Yaa710WLY Ai41lOiD TE7rrA711E YAP•.THAT CIE EVE7L AJO NP A EALI 5A c iiOLA71W PCRCO THAT n 11 pMMICENT 70 MARE MBE(RE 1170 5N�� 111•�'r;, Ent •: ITALY 0'CPLFOINA l 0ER11!I/'.MIMI °1I 4 ®GRK OF LW MELEE RN 11.. CA BERM YE TIE INENIO E,A NOTARY REND N rim AIM FOR Mm RATE,PFJmWLY APPE/J D 1.1. PEONLINAILY MOW TO iE RUINED 10 E ON 11E EASE OF SMISFA I53Y MENGE 70 IE 71E P NSO N CITY ENGINEER'S CERTIFICATE: ma MIEN.453 RE®®m ME WWI MONIRIIT MD ACCM34m®m IE THAT 1IEY F7®CED TIE!ME N MEN WNW= 1 IEIEBY CERTFY MAT I HAM ENURED TM 1/M1 THAT IT COEmm( PI REM NM MAT BY TIER=WOES EN THE I(IRIENT 11E ■ICfAIRALLY m THE 7EIYTA1E YAP AIM ALL APPEIFE:111.11301100 P .a TIE EMILY IF01 BEHALF CF MOH 714 PONDER ACM. TNEWOR TENT ALL ReI000 0'SWN(O=MI NM=CP TIE CITY MOM'RE DOTRUIENT. _ Q ADCMIA APPLJGRE AT 7W TIE OF APPAOIM.OF 7LE 711011IIE YAP HAVE BEM COOLED ON AMC THAT I AM OWNED THAT 1HI YAP •1EHICMI.Y O53ECT 341H IIMECT TO CRY RECOMi. 500IY RMm RIE WNW Of IaRNIN WNW FUME RAE LF®l�E 11 LW 1R1D NA11NM.EIALN.A-MA1I Oa M.BOOM.4 ATIOL.ICMVICAIY own M� Lis °73Q6 ERA 12/91/N04. 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