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HomeMy WebLinkAboutOctober 1, 2002ROLL CALL: A G E N D A Arcadia City Council and Redevelopment Agency Meeting October 1, 2002 5:30 p.m. Council Chambers Conference Room Council Members: Chang, Kovacic, Segal, Wuo and Marshall TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL (NON- PUBLIC HEARINGIFIVE MINUTE TIME LIMIT PER PERSON) 1. CLOSED SESSION a. Pursuant to Government Code Section 54956.9(a) to confer with legal counsel regarding the case of Thomas Cullen, Jr. v. Brian Stanford, et al.— Los Angeles Superior Court Case No. GCO28023 2. STUDY SESSION a. City Council Protocol and Procedures Recommendation: Provide direction b. Presentation - Fire Department/Alcohol Tobacco and Firearms Demonstration No action necessary c. Possible establishment of new sister city relationships Recommendation: Provide direction 7:00 p.m. Council Chambers INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL: Council Members: Chang, Kovacic, Segal, Wuo and Marshall 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 3. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDAITEMS MOTION: Read all Ordinances and Resolutions by title only and waive reading in M1 4. PRESENTATION of a Proclamation to Arcadia Lion's Club for White Cane Days 5. PRESENTATION of a Proclamation to David Lee for Arcadia Festival of Bands Month 6. PRESENTATION of a Proclamation for Fire Prevention Month TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL (NON- PUBLIC HEARING /FIVE- MINUTE TIME LIMIT PER PERSON) MATTERS FROM ELECTED OFFICIALS City Council Reports /Announcements /Statements /Future Agenda Items RECESS CITY COUNCIL 8. MEETING OF THE ARCADIA REDEVELOPMENT AGENCY ROLL CALL: Agency Members: Chang, Kovacic, Segal, Wuo and Marshall TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE REDEVELOPMENT AGENCY (NON- PUBLIC HEARING/ FIVE MINUTE TIME LIMIT PER PERSON) 9. CONSENT a. Minutes of the September 17, 2002 regular meeting Recommendation: Approve ADJOURN the Redevelopment Agency to October 15, 2002 at 5:30 p.m., Development Services Department Conference Room, City Hall RECONVENE CITY COUNCIL -2- 10. CONSENT a. Minutes of the September 17, 2002 regular meeting Recommendation: Approve b. Street closures for the Arcadia Festival of Bands Recommendation: Approve C. Resolution No. 6325 — Upholding the Planning Commission's approval of Conditional Use Permit No. 2002 -012 to operate an academic prep school and teaming center at 41 West Santa Clara Street Recommendation: Adopt d. Award of Contract — painting and wood refinishing services Recommendation: Authorize the City Manager to enter into a contract with B &P Painting, Incorporated in the amount of $43,500 for painting and wood refinishing services at various City facilities e. Acceptance — drilling of the Chapman No. 7 Water Well Recommendation: Accept all work performed by Beylik Drilling, Incorporated as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $55,301 f. Professional Services Agreement — engineering services for the design of the Santa Anita Reservoir No. 4 Recommendation: Authorize the City Manager to enter into a Professional Services Agreement in the amount of $326,850 with RBF Consulting for the design of the Santa Anita Reservoir No. 4 g. Agreement — Raymond Basin Conjunctive Use Program Recommendation: Authorize the City Manager to enter into an Agreement designating the Metropolitan Water District of Southern California as the lead agency to conduct an environmental study for the Raymond Basin Conjunctive Use Program h. Professional Services Agreement — Pavement Management Program Recommendation: Authorize the City Manager to enter into a Professional Services Agreement with Harding ESE, Incorporated in the amount of $31,500 for the update of the Pavement Management Program -3- 11. CITY MANAGER a. Skate park and park rehabilitation at Bonita Park Recommendation: Provide direction b. Adoption of Interim Urgency Ordinance No. 2169 — Relating to all R -2 and R -3 zoned properties in the City of Arcadia Recommendation: Adopt Interim Urgency Ordinance No. 2169 ADJOURN to October 15, 2002 at 5:30 p.m., Development Services Department Conference Room, City Hall M2 A N N O T A T E D - A G E N D A Arcadia City Council and Redevelopment Agency Meeting October 1, 2002 5:30 p.m. Council Chambers Conference Room ROLL CALL: Council Members: Chang, Kovacic, Segal, Wuo and Marshall All present TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL (NON - PUBLIC HEARING /FIVE MINUTE TIME LIMIT PER PERSON) No one spoke 1. CLOSED SESSION Closed Session, - .,5::30'to..5:.55_ P.M. a. Pursuant to Government Code Section 54956.9(a) to confer with legal counsel regarding the case of Thomas Cullen, Jr. v. Brian Stanford, et al.— Los Angeles Superior Court Case No. GCO28023 2. STUDY SESSION a. City Council Protocol and Procedures Recommendation: Provide direction b. Presentation - Fire Department/Alcohol Tobacco and Firearms Demonstration No action necessary c. Possible establishment of new sister city relationships Recommendation: Provide direction 7:00 P.M. 10 minute recess to Council Chambers 7:10 p.m. INVOCATION Reverend Thomas Shriver, Emmanuel Assembly of God PLEDGE OF ALLEGIANCE David Lee ROLL CALL: Ratified -the' existing policy Cpt. David Hutcheson -.Fire Dpt. Conduct informal poll at.City. picnic.re. inter- est in sister city relationship Council Members: Chang, Kovacic, Segal, Wuo and Marshall All present Gail A. Marshall, Mayor Dr. Sheng Chang, Mayor Pro tempore . Mickey Segal, John Woo, Gary A. Kovacic, Council Members - William R. Kelly, City Manager .Tune D. Alford, City Clerk - 3. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS None MOTION: Read all Ordinances and Resolutions by title only and waive reading in Adopted 5 -0 full 4. PRESENTATION of a Proclamation to Arcadia Lion's Club for White Cane Days 5. PRESENTATION of a Proclamation to David Lee for Arcadia Festival of Bands Month ** Presentation to June &fNorm Shafer, Blue Star Family, sons in the military 6. PRESENTATION of a Proclamation for Fire Prevention Month TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO See minutes ADDRESS THE CITY COUNCIL (NON- PUBLIC HEARING /FIVE- MINUTE TIME LIMIT PER PERSON) 7. MATTERS FROM ELECTED OFFICIALS City Council Reports / Announcements /Statements/Future Agenda Items See minutes RECESS CITY COUNCIL 8. MEETING OF THE ARCADIA REDEVELOPMENT AGENCY ROLL CALL: Agency Members: Chang, Kovacic, Segal, Wuo and Marshall 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) No one spoke 9. CONSENT a. Minutes of the September 17, 2002 regular meeting Recommendation: Approve Approved 5 -0 ADJOURN the Redevelopment Agency to October 15, 2002 at 5:30 p.m., Development Services Department Conference Room, City Hall RECONVENE CITY COUNCIL -2- 10. CONSENT a. Minutes of the September 17, 2002 regular meeting Recommendation: Approve Approved 5 -0 Street closures for the Arcadia Festival of Bands Recommendation: Approve Approved 5 -0 C. Resolution No. 6325 - Upholding the Planning Commission's approval of Conditional Use Permit No. 2002 -012 to operate an academic prep school and learning center at 41 West Santa Clara Street Recommendation: Adopt Adopted 5 -0 d. Award of Contract - painting and wood refinishing services Recommendation: Authorize the City Manager to enter into a contract with B &P Painting, Incorporated in the amount of $43,500 for painting and wood refinishing services at various City facilities Approved 5 -0 e. Acceptance - drilling of the Chapman No. 7 Water Well Recommendation: Accept all work performed by Beylik Drilling, Incorporated as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $55,301 Approved 5 -0 f Professional Services Agreement - eneineerine services for the design of the Santa Anita Reservoir No. 4 Recommendation: Authorize the City Manager to enter into a Professional Services Agreement in the amount of $326,850 with RBF Consulting for the design of the Santa Anita Reservoir No. 4 Approved 5 -0 g. Agreement - Raymond Basin Conjunctive Use Program Recommendation: Authorize the City Manager to enter into an Agreement designating the Metropolitan Water District of Southern California as the lead agency to conduct an environmental study for the Raymond Basin Conjunctive Use Program Approved 5 -0 h. Professional Services Agreement - Pavement Management Program Recommendation: Authorize the City Manager to enter into a Professional Services Agreement with Harding ESE, Incorporated in the amount of $31,500 for the update of the Pavement Management Program Approved 5 -0 -3- 0 0 11. CITY MANAGER a. Skate nark and park rehabilitation at Bonita Park Rebid skate park - w /alternatives 2 & 3M Recommendation: Provide direction & 6 month window to begin construction, 90 to- complete once b. Adoption of Interim Urgency Ordinance No. 2169 -Relating to AM construction and R -3 zoned properties in the City of Arcadia begins, 5 -0 Recommendation: Adopt Interim Urgency Ordinance No. 2169 Adopted 5 -0 ADJOURN to October 15, 2002 at 5:30 p.m., Development Services Department Conference Room, City Hall.Mayor Marshall closed the meeting in memory of Anita J. Santo at 9:35 p.m. 10 7J rrc-, AW STAFF REPORT OFFICE OF THE CITY MANAGER DATE: October 1, 2002 TO: Mayor and City Council FROM: William R. Kelly, City Manager" SUBJECT: STATEMENT OF POLICY - CITY COUNCIL PROTOCOL AND PROCEDURES On May 21, 2002 the City Council adopted the attached Statement of Policy concerning City Council Protocol and Procedures. Since that time, several members of the Council have requested clarification on certain subjects covered in the" Policy. It is recommended that the City Council review the Statement of Policy and either endorse it as is or modify it as you deem appropriate. Also attached for your review is a draft form staff proposes be used when requesting a certificate or proclamation. The Council may wish to incorporate the use of this form into the Statement of Policy. Attachments LASER IMAGED M IFWRX� CITY OF ARCADIA STATEMENT OF POLICY CITY COUNCIL PROTOCOL AND PROCEDURES Adopted May 21, 2002 CONTACT WITH CITY STAFF E5 On matters relating to certificates, proclamations, information about community events, mail, Council meeting adjournments and other things of this nature, please contact Lynda Cudlip. For all other matters, please contact Bill Kelly, Linda Garcia or the appropriate department head. There will be instances when it is necessary for you to work with a particular member of the City Manager's office besides Bill or Linda (e.g. a special event, quote for a press release, etc.). For purposes of efficiency, direct contact with this person is expected and encouraged. However, we would appreciate if you would refrain from giving staff direction outside of the issue at hand The following is a brief outline of areas of responsibility for City Manager Department staff: Cindy Flores tracks legislation, assists departments with grant requests and assists the Asst. City Manager with capital projects. Linda Garcia manages the City's communications and marketing activities, City Manager Department operations and special projects that do not easily fall under the responsibility of another department. Lynda Cudlip provides support to the City Council and City Manager and prepares the City Council agenda packages. Shama Jayasinghe provides clerical assistance to office staff. Jason Corona and Kristen Olafson work on communications and marketing projects. w City Council Protocol and Procedures Adopted May 21, 2002 Page 2 CORRESPONDENCE City Council mail is opened by the City Manager's staff daily and delivered to Council Members on a weekly basis (usually Thursday evening). If letters arrive more than two days prior to the Thursday mail delivery, they will be faxed to the City Council with a note from the City Manager advising whether or not a response will be prepared by staff (for the Mayor's signature). Time sensitive mail will be faxed upon receipt. Unless there is a request for a personal opinion or personal action, or the subject matter is such that there is a difference of opinion among Council Members, letters addressed to the "City Council" (or the same letter is sent to the entire City Council) will be responded to by a letter from the sitting Mayor, on behalf of the City Council. City staff will prepare a response for the Mayor's signature. Upon completion, a copy of the incoming letter and response will be distributed to all Council Members. Letters addressed to individual Council Members will be given to the Member only and responded to by said Member. If asked, staff will prepare a response for the Council Member's review. Details about events to which the City Council is invited will be placed on the calendar included in the Weekly Report (assuming the invitation is mailed to City Hall). In addition, staff will note on the invitation the names of the Council Members to whom it was mailed. If a certificate or proclamation is requested, or appropriate from past practice, staff will prepare such and provide it to the Council Member that is going to attend the event. Not all events require a certificate. In most cases, when a certificate or proclamation is not asked for it is because the event organizers do not want one nor do they want to add time for a City presentation to their program. City staff may provide administrative and clerical support to Council Members with regard to correspondence as long as the issue at hand is directly related to City business. Should a Council Member respond to or initiate a letter on their own, he /she is to use City stationery that contains their name only. If the subject matter is one of opinion rather than policy, it should be made clear that the Council Member is speaking as an individual and not on behalf of the City or his /her colleagues on the Council. All letters (except for personal letters of recommendation) sent on City stationery, and all a -mails regarding City business, are to be copied to the City Manager so that staff can accurately respond to a resident's inquiry about the status of their request and /or answer follow -up questions. The City, or individual Council Members, will not issue letters of invitation to foreign countries, agencies or businesses. 05 City Council Protocol and Procedures Adopted May 21, 2002 Page 3 LEGISLATIVE CORRESPONDENCE E5 When legislation is proposed that will affect the City of Arcadia, the City Manager will prepare letters for the Mayor's signature to the appropriate officials, be they Federal, State or County legislators, informing them of the City's support or opposition. These letters may specifically request that the legislator vote in a particular manner. In determining the City's position on a piece of legislation, the City Manager shall review the League of California Cities and California Redevelopment Association positions and the recommendation of our lobbyist. The Manager will consult with the City Attorney as necessary. CITY STATIONERY The use of City stationery should be kept to matters directly relating to City of Arcadia business. All letters (except for personal letters of recommendation) on any type of City stationery are to be copied to the City Manager. ATTENDANCE AT COMMUNITY EVENTS Unless a certain Council Member is requested, when staff receives a request for the City Council to attend a community event Council Members will be contacted in the following order: Mayor, Mayor Pro Tem, Council Members. CERTIFICATES In general, certificates of achievement, commendation and /or service are to be signed by the sitting Mayor. These certificates may be given to residents and businesses that have achieved something significant or have given exceptional service to the community. The Mayor will handle all presentations made at City Council meetings. Certificates given at a community event may be presented by the Mayor or another Council Member if the Mayor is not in attendance. Certificates may be given to Arcadia residents, Arcadia businesses, or to an individual, business or organization that has provided service directly to the City of Arcadia. The City Manager is to review and approve all requests for certificates. On unique occasions, Council Members may request a certificate be prepared for their signature rather than the Mayor's. Said certificate will be titled a "Certificate of Commendation" rather than a "Mayor's Certificate of Commendation." Blank certificates will not be given to Council Members. Staff needs advance notice from Council Members requesting a certificate. sw� 140 City Council Protocol and Procedures Adopted May 21, 2002 Page 4 PROCLAMATIONS A Proclamation may be prepared for a special occasion or commemorative event and may be presented at a City Council meeting or a specific event. Reasons for issuing a proclamation are wide ranging; however, they should always have some connection to the City of Arcadia. Proclamations are always signed by the sitting Mayor. The City Council does not issue proclamations for non -City activities, for mass "national week/month" campaigns or for legislative matters. The City Manager is to review and approve all requests for proclamations. Staff needs advance notice from Council Members requesting a proclamation. CITY PINS City pins may be obtained from the City Manager's office. They are free to the City Council provided they are used for purposes directly related to the City. PROMOTION OF INDIVIDUAL COUNCIL MEMBERS When "promoting or advertising" a City service, program or event, it is the City's policy to promote the activity as a whole and the City as a whole. From time to time we will include a quote from an elected official in a press release and the quote is usually from the Mayor, who speaks on behalf of the City /City Council. The City is not legally able to promote individual Council Members. In fact, there are restrictions on how we may use the name and /or likeness of elected officials in City publications. To avoid problems, Arcadia takes a conservative approach to this issue and focuses on the City and activity rather than a particular person. v � CITY OOCIL IA CITE REQUEST FOR CERTIFICATE /PROCLAMATION Council Member: Name of Recipient: Organization Name: Date of Event: Suggested Wording (Certificate of Congratulations, Commendation, etc.) Connection/relationship to City of Arcadia (Benefit, Grand Opening, Eagle Scout, Service Organization, Cultural or Educational connection, etc.) Date Required: PLEASE INCLUDE A COPY OF THE INVITATION Please fax to Lynda Cudliu at 446 -5729. Approved: Date W. R. Kelly, City Manager -{ SO- October 1, 2002 TO: Mayor and City Council STAFF REPORT Public Works Services Department FROM: Pat Malloy, Public Works Services Dire C ic S or' Prepared by: Dave McVey, General Se erintendent Chris Ludlum, Management A alys SUBJECT: Award of Contract - Painting and Wood Refinishing Services Recommendation: Authorize the City Manager to enter into a contract with B &P Painting Inc. in the amount of $43,500 for painting and wood refinishing services at various City facilities SUMMARY As part of ongoing facility maintenance, the Public Works Services Department has scheduled various painting improvements for City facilities, through the Capital Improvement Program and operating budgets for fiscal year 2002 -03. To ensure these projects are completed in a timely manner, staff conducted a competitive bidding process for painting and wood refinishing services. The City Clerk opened sealed bids on September 12, 2002. Staff has evaluated all of the bid documents and found the most responsive /responsible bidder to be B &P Painting Inc. Staff recommends that the City Council award a contract to B &P Painting Inc. in the amount of $43,500 for painting and wood refinishing services at various City facilities. DISCUSSION During the 2001/02 fiscal year $29,500 was spent on fourteen (14) painting projects ranging in costs from $350 to $5,300. This level of small, miscellaneous painting projects will be required during the year, along with a $10,000 CIP interior painting project for the Library. The Public Works Services Department determined it would be advantageous to award a contract (with annual extensions, pending the City Council's approval) for all facility painting and wood refinishing work to one qualified contractor to eliminate unnecessary down time and ensure projects are started /completed in a timely manner. LASER IMAGED Mayor and City Council October 1, 2002 Page 2 City staff conducted a competitive bidding process for facility painting services. Notices inviting bids were published in an adjudicated paper and bid packages were distributed to four (4) area contractors. Sealed bids were opened on September 12, 2002 with the following results: Bidder Location Amount B &P Painting Inc. 31 E. Santa Clara St. Arcadia $ 43,500.00 Whitehouse Brothers Inc. P.O. Box 2061 Yorba Linda $125,200.00 Staff has reviewed the bid documents for content and investigated the bidders' background and recent projects for competency. Staff has also contacted both contractors regarding the accuracy of their bid and has been assured that the bid amounts are complete and accurate. The large difference in bid amounts were evaluated and it was determined that since B &P Painting is a small local contractor with a small overhead. Their costs of mobilization on small projects are minimal and Whitehouse Brothers, as a large company, has a higher cost of mobilization. On larger projects Whitehouse is much more competitive because of their ability to spread those costs over the entire project. During the past several years B &P Painting has been awarded and successfully completed numerous projects for the City. It is staff's opinion that B &P Painting Inc. can satisfactorily perform the work required. Therefore, staff recommends that the City Council award a contract to B &P Painting Inc. in the amount of $43,500 for painting and wood refinishing services at various City facilities. ENVIRONMENTAL ANALYSIS The project is categorically exempt per Section 15302 (c) replacement from the requirements of the California Environmental Quality Act (CEQA). FISCAL IMPACT Sufficient funds are budgeted in the 2002 -03 Facilities Maintenance Operating budgets of Fire, Police, Library, Recreation and Community Service and Public Works Services Departments for this contract and in the Capital Improvement Program (CIP) for interior painting at the Library and miscellaneous painting at various parks. Mayor and City Council October 1, 2002 Page 3 RECOMMENDATION It is recommended that the City Council: 1. Award a contract to B &P Painting Inc. in the amount of $43,500 for painting and wood refinishing services at various City facilities. 2. Waive any informality in the bid or bidding process. 3. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: g William R. Kelly, City Manager PM:DM:CL:dw 1TY o _8ddl►1�5c ARCADIA JiPoRATDO STAFF REPORT Public Works Services Department October 1, 2002 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director BY: Gary F. Lewis, General Services Manager Ken Herman, Associate Civil Engineer SUBJECT: DIRECTION REGARDING THE CONSTRUCTION OF A SKATE PARK AND PARK REHABILITATION AT BONITA PARK RECOMMENDATION: ALTERNATIVE DIRECTION FOR REBID SUMMARY On May 21, 2002, the City Council rejected all bids for the construction of the skate park and rehabilitation of the tot lot facilities at Bonita Park, and directed staff to pursue a redesign of the skate park and re-bid both the revised design and original design during a more favorable business climate in an attempt to reduce the overall cost of the project. Staff negotiated a $5,500 contract amendment with the Landscape Architectural firm of Purkiss Rose RSI to review the original design's construct-ability and to re-design the project while maintaining most of the uniqueness of the original design. After several meetings with Purkiss Rose and a construction firm, four (4) construction alternatives were developed, including two (2) new design concepts that would maintain much of the original design concept while lowering the overall cost. It is recommended that the City Council direct staff to bid the skate park in October, with two (2) (Alternatives 2 & 3M) of the four (4) alternatives presented in this report, with a six (6) month window to begin construction, and with a 90-day completion schedule once construction begins. BACKGROUND • The feasibility and design of the skate park began in December of 2000 with the award of a Professional Service Contract to Purkiss Rose RSI. Community workshops were held to collect and analyze data, develop conceptual alternatives, and to prepare final construction and bid documents for a skate park in the City of Arcadia. LASER IMAGED Mayor and City Council October 1, 2002 Page 2 Staff accepted bids for this project in March of 2002, and again in April of 2002. The City Council rejected the single bid of $566,308 received from 4-Con-Engineering. Inc. in March, and rejected all bids in May, with the lowest qualified bid coming from Pacific Sundance Construction, Inc. for $611,112. At the City Council meeting of May 21, 2002 the City Council directed staff to redesign the park with the goal of reducing the overall cost of the project. This was to be accomplished by considering reducing the depth of the skate bowl, reducing the overall square footage of the park, and/or eliminating other special features. DISCUSSION Staff, working with Purkiss Rose and a construction firm experienced in skate park construction, developed several design modifications to improve the ability to construct special features of the skate park at a reasonable cost. Consideration was also given to providing a value assessment of the combination and importance of the various features of the park. Purkiss Rose identified certain features of the original design, which distinguish the Arcadia skate park from other parks. Three (3) of these features have been chosen to be included as bid alternates so that the cost of the specific special features can be identified, and the City Council can determine their value or net worth to the project once the bid results are available for review. In addition, the construction of the restroom and the relocation of the tot lot equipment were decided to be included as bid alternates for City Council's consideration once bids are secured. Based on these meetings, the following project alternatives have been developed for the City Council's consideration: 1. Original Design Design of Skate Park as presented to the City Council on May 21, 2002 2. Original Design with Ability to Construct Modifications at a Reasonable Cost Design modifications were made to require less labor and materials to accomplish similar results without any physical changes to the feature. These changes reduced the amount of concrete required to construct the foundations for the benches and ledges, and provided details that would allow the contractor to construct these features with less forming and fewer individual concrete placements. Mayor and City Council October 1, 2002 Page 3 3. Value Engineered Design A. Design modifications were made to require less labor and materials to accomplish similar results. These changes reduced the amount of concrete required to construct the foundations for the benches and ledges, and provided details that would allow the contractor to construct these features with less forming and fewer individual concrete placements. B. The overall depth has been reduced from eight (8) feet to six and one half feet (6.5) for a total reduction of one and one half feet (1.5). C. Two major features, three steps and a quarter pyramid, have been removed. D. Two major features have been replaced by less expensive features. Reducing the length of a bench and replacing a series of steps with ramps accomplished this modification. 4. Reduced Design A. Design modifications were made to require less labor and materials to accomplish similar results. These changes reduced the amount of concrete required to construct the foundations for the benches and ledges, and provided details that would allow the contractor to construct these features with less forming and fewer individual concrete placements. B. The overall depth has been reduced from eight (8) feet to six and one half feet (6.5) for a total reduction of one and one half feet (1.5) C. Two major features have been removed. D. Four major features have been replaced by less expensive features. E. The relocation of the tot lot equipment has been deferred to a similar playground equipment project budgeted for 02/03 F. Construction of the restroom has been eliminated A cost breakdown of the various proposed options is described in the attached Exhibit A, as well as a comparison of the proposed options to the Engineer's Estimate and the Original Design. Purkiss -Rose has surveyed the current market for skate park construction, and has found that all of the major qualified contractors are extremely busy,, and that cities soliciting bids are having difficulty getting bidders to show up for job walks. This results in higher prices and fewer comparable bids being submitted for skate park projects. Therefore, staff recommends that in the next solicitation of bids the Contractors be allowed flexibility in the scheduling of the start date for the project with a fixed completion date once the work has actually started. This will allow Contractors to bid the project regardless of their current workload, and to fit this project into a timeframe that accommodates their schedule. The duration of construction will still be determined by the completion schedule of the contract. • 110 „ Mayor and City Council October 1, 2002 Page 4 Staff presented the four (4) alternatives to the Recreation and Parks Commission on September 11, 2002. Following discussion, the Commission moved to recommend the bidding of alternative 2 and 3 (modified to include lighting 3M) and the conceptual six month schedule forwarded to the City Council for final approval. RECOMMENDATION It is recommended that the City Council: Direct Staff to bid the skate park in October, with alternatives 2 and 3M with a six (6) month window to begin construction, and a 90-day completion schedule once construction begins. • Approved: William R. Kelly, City Manager PM:dw Attachments . EXHIBIT A COST BREAKDOWN #1 #2 #3 #3M ** #4 Architect's Original Original with Value Modified Reduced Estimate Design Ability to Engineered Design Design Construct Design Modifications Skate Park 364,000 349,972 319,531 247,285 247,285 217,575 Tot Lot 85,869 89,920 70,247 70,247 70,247 *40,511 Restroom 65,000 41,078 41,078 41,078 41,078 Site Prep, Landscaping, Irrigation 62,720 130,242 128,896 88,177 128,896 83,000 and Electrical Subtotal $577,589 $611,212 $559,752 $446,787 $487,506 $341,086 Inspection and Construction Mgt. 50,000 50,000 50,000 50,000 50,000 35,000 Contingencies @10% #'s 2,3, &4 70,000 75,000 55,975 44,679 48,751 34,10' Total $697,589 $736,212 $665,727 $541,466 $586,257 $410,195 Savings/Difference from Alt#1 $70,485 $194,746 $149,955 $326,017 * Represents concrete flat work and Site prep for future equipment installation ** Recommended by the Recreation and Parks Commission • / / 1. . .• , . / 4._ '. .. ... ,. N. . 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' . /, / N, .4.', \ 4,X.ti■k, '", -,.// .., IN)) / N N / '-‘,„, / ,, ,(...6-A, ,‘ . /„;-,, LW 1. 0„/ </7 ----------,s----:-----, ' - '1IN N----- ) (---- --K 'Ff /:7-....N</c, Z II-2 N. - \ -------7 -=_:----- -------- ! - ,,,,,, ,,, , / . i i 1■S' _...._ 0 Modify specifications to reduce labor& materials A: Bench foundations minimized requiring less concrete B: Ledges detailed to monolithic requiring less forming . 8 0 Reposition restroom for economy 0 Eliminate two steps • -,,- • 0 Eliminate quarter pyramid ta hilt:a .g- , 0 Eliminate one step EXHIBIT B - #3 . 0 Replace steps with ramps 0 Shorten concrete ledge VALUE ENGINE77ZED DESIGN ( • NOT TO: _:.,LE _____ _______ :_____ 7 • Is8r / /7 ... 22 - r... .- . .. —7-71i , t 7 l'' '' . 0 — '- :\A i, :LI ..,,-, 4 :Cr ''*' . fr. $ .-/) , , ! r‘ i / \.,, r/ L?.._:__..i ,..,_ 4 .. i ..‘r ' 3\--z- •,-, \--...„.,' • / ris ;.., / . V, / / / 1 .10 / „ ( A -i! / \s, 1 N . - N 4•N ' 0 , 7 1 i R ix I 4 NN 0 • ''''' NN z ----- _______ : '8 ,.■-__ _____------_,-_____ _______. • i I / i 1 --_ ....1 / O Modify specifications to reduce labor& materials A: Bench foundations minimized requiring less concrete , B: Ledges detailed to monolithic requiring less forming 1 % 0 Eliminate restroom for economy E 0 Eliminate two steps P. i ® Eliminate quarter pyramid © Eliminate one step I © Replace steps with ramps 0 Shorten concrete ledge ® Replace steps with ramps EXHIBIT B - #4 0 -Eliminate ch -ben , steps-and ramps (Mr O Narrow concrete bench REDUCED DESIGN NOT TO SCALE ?g, 0 Eliminate installation of playground equipment v :.) - ' ( T_fi , ' _ O� 2s z /2-�, iior' Ont�r l �� V _ al ARCADIA ..,,,.,. . „faro, . 1:01114411....7/�p STAFF REPORT RI'ORATEfl� . Development Services Department October 1, 2002 TO Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Director Stephen P. Deitsch, City Attorney By: Donna Butler, Community Development Administrator. SUBJECT: Adoption of Interim Urgency Ordinance No. 2169 relating to all R-2 and R-3 zoned properties in the City of Arcadia. Recommendation: Adopt Interim Urgency Ordinance No. 2169 SUMMARY Urgency Ordinance No. 2169 is before the City Council for consideration to temporarily prohibit the processing of multiple-family projects located on R-2 and R-3 zoned properties, with the exception of plans that have been accepted for formal plan check. The Urgency Ordinance would remain in effect until such time as new R-2 and R-3 zoning regulations have been adopted by the City Council and become law. The Development Services.Department is recommending that the City Council adopt Urgency Ordinance 2169 and direct staff to schedule a public hearing for November 5 for consideration of continuation of the Interim Ordinance for up to ten (10) months and 15 days as allowed pursuant to Government Code Section 65858(a). During this period of time, processing of the zoning text amendment will continue. BACKGROUND The Development Services Department is in the process of drafting new R-2 and R-3 zoning regulations for adoption by the City Council that would address the changing needs in the multiple-family zones as they relate to parking, open space, setbacks and other regulations.. The City Council conducted a study LASER IMAGED Page 1 C /Y1. /44-, session on the multiple-family regulations on July 16 and directed staff to proceed with the preparation of new regulations. All R-2 and R-3 projects must go through the design review process. As a result of the Council's study session direction, there has been a "significant" increase in the number of plans for multiple-family projects submitted for architectural design review and code modifications in order to obtain approval of the projects prior to the implementation of new regulations. None of these plans submitted would comply with the proposed new zoning regulations. DISCUSSION Due to the number of recently filed R-2 and R-3 projects (at this time approximately 84 units), staff is concerned about the impact that these projects will have on the neighborhoods where they are proposed, especially with regards to parking. Additionally, since the text amendment is well underway (the Planning Commission public hearing was held on September 24 and the City Council hearing is scheduled for November 5), it will be difficult to review these projects during this transition period as staff may be working with different standards. Therefore, the Development Services Department is recommending that an urgency interim ordinance imposing a moratorium on R-2 and R-3 projects not currently in plan check, be adopted for a forty-five (45) day period. The moratorium would preclude the processing of all architectural design review applications and prohibit the filing of any multiple-family plans for design review or plan check. Staff is suggesting that projects already in the building plan check process not be subject to this moratorium, but that all other projects be subject to the moratorium. The following are options that the City Council may consider in regards to what projects, if any, would be exempt from the moratorium: 1. Projects that have already received design review approval by the Planning Commission or Development Services Department staff, but have not been submitted for plan check; 2. Projects that are scheduled for public hearing before the Planning Commission for modifications and design review approval; 3. Projects that have been submitted for Architectural design review to the Development Services Department, but have not been approved. Page 2 r � ; The City Council could, however, impose this moratorium on any R-2 and R-3 development that has not secured building permits or commenced construction. Government Code Section 65858(a) allows the City Council "to adopt as an urgency measure an interim ordinance prohibiting any uses which may be in conflict with a contemplated general plan, specific plan, or zoning proposal which the legislative body, planning commission or the planning department is considering or studying or intends to study within a reasonable time." This 45-day period would allow the City time to provide the appropriate public hearing notice pursuant to Section 65090 to extend the interim ordinance for up to ten (10) months and 15 days. During this moratorium the Development Services Department would be able to schedule the appropriate public hearings and to present the proposed regulations to the Planning Commission and the City Council for their consideration. Both the urgency ordinance and extension of the interim ordinance requires a "four-fifths" vote of the legislative body for adoption. • FISCAL IMPACT None ENVIRONMENTAL ANALYSIS The proposed text amendment will not have a potential for causing a significant effect on the environment and is, therefore, categorically exempt from CEQA per Sections 15061(b)(3). RECOMMENDATION Adopt Urgency Interim Ordinance 2169 temporarily prohibiting the processing of any multiple-family projects to be located on R-2 and R-3 zoned properties, with the exception of plans that have been accepted for formal plan check. Attachments: Urgency Interim Ordinance 2169 Approved by: William R. Kelly, City Manager Page 3