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June 1, 2004
A G E N D A Arcadia City Council and • ~ ~ Redevelopment Agency "°°$r°$.T,p-°°' Meeting June 1, 2004 6c00,p.m. Council Chambers Conference Room ROLL CALL: City CounciUAgency Members: Chandler, Marshall, Segal, Wuo and Kovacic 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) 1: STUDY SESSION a. Discussion and direction concerning the Fiscal Yeaz 2004-2006 Operating • Budget, 2004-2009 Capital Improvement Plan, and water, sewer and refuse rates 7:00 p.m. Council Chambers INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL: Council Members/Agency Members: Chandler, Marshall, Segal, Wuo and Kovacic 2. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS MOTION: Read a110rdinances and Resolutions by title only and waive reading in full 3. PRESENTATION of a Proclamation to the California Retired Teachers' Association • .Gary A. Kovacic, Mayor .John Wuo, Mayor Pro tempore .Roger Chandler, Gail A. Marshall, Mickey Segal, Council Members William R Kelly, Ciry Manager JiuiBarrnws,~tryClerk LASER IMAGED ~~ ~~^ ,.. ~...o~ • WELCOME TO YOUR CITY COUNCIL MEETING Thank you for attending an Arcadia City Council meeting. The following information is provided to make the meeting a more meaningful and understandable event. The City of Arcadia is governed by afive-member City Council, which also serves as the Redevelopment Agency. Every even-numbered year, either two or three Council Members are elected at lazge to serve four-yeaz terms. The City. Council elects, from its membership, a Mayor to serve as the presiding officer for aone-year period. The City Manager is employed by the City Council to carry out its policies and to serve as the Chief Executive Officer of the City and the Executive Director of the Redevelopment Agency. REGULAR CITY COUNCIL MEETINGS are held on the first and third Tuesdays of the month at 7:00 p.m. in the Council Chambers located at 240 W. Huntington Drive. Meetings are broadcast live on cable channe120 and replayed at various times in the following weeks. From time to time, special meetings are scheduled for specific purposes. The City Council follows a regular order of business, as provided in the agenda for each meeting. The agenda is prepazed and made available to the public 72 hours in advance of the meeting. Full agenda, packages are available for review prior to the meeting in the City Clerk's Office at City Hall and at the Arcadia Public Library. CITIZEN PARTICIPATION is invited at all City Council meetings. At each regulaz meeting, time is reserve for those in the audience who wish to address the City Council on any matter. There is afive-minute time limit per person. Please be awaze that, pursuant to the provisions of the Brown Act, the City Council is prohibited from taking action on any issue not listed on the agenda, unless an emergency exists requiring City Council action or an urgent need for action arises after the agenda is published. Time is also reserved for individuals wishing to address the City Council about a scheduled "Public Hearing" item. With respect to Public Hearings, persons addressing the City Council should limit their remazks to the matter under consideration. CONSENT CALENDAR items are considered to be routine in nature and may be enacted by one motion: There is no sepaza[e discussion on these items unless a Council Member so requests.. An ORDINANCE is a Ci[y law which can only be amended or repealed by adoption of another Ordinance. A proposed Ordinance requires two readings-an introduction and an adoption-at sepazate City Council meetings. Ordinances become effective 30 days after adoption. A RESOLUTION is an official statement of City Council policy; directs certain administrative or legal action, or embodies a public City Council statement. A Resolution is adopted the same night it is proposed. Once adopted, it remains City Council policy unless changed by a subsequent Resolution. In compliance with the AMERICANS WITH DISABILITIES ACT, if you need special assistance participate in a City Council meeting, please contact the City Manager's Office at (626) 574-5401 at least thre~ (3) working days before the meeting or time when special services are needed. This notification will help City staff in making reasonable arrangements to provide you with access to the meeting. ~.S 4et i~~i; f:,..f ltll 4.. PUBLIC HEARING • ~Al] interested persons are inviud to appear at the Public Hearing and to provide evidence or ustimony concerning the proposed items o£ consideration. Yau are hereby advised that should you desire to legally. challenge any action taken by the City Council with respect " to the proposed Items 4 e and6, you may be limiud to raising only those issuesand objections which you or someone else raised at or prior to the time of the Public Hearing. a. Recommendation: Approve b. Text Amendment 2004-001, text amendment addine loading reauirernents in the Commercial and Industrial Zones Introduce Ordinance No. 2192 amending the Municipal Code relatins to - loatiin~requirements in the Commercial and Industrial Zones. - Recommendation: Approve Text Amendment 2004-001 and Introduce Ordinance No. 2192 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) • 5. MATTERS FROM ELECTED OFFICIALS City Council Reports/Announcements/Statements/Future Agenda Items 6. CONSENT -REDEVELOPMENT AGENCY a. .Minutes of the May 18. 2004'reQUlar meeting Recommendation: Approve b. ruopl CONSENT -CITY COUNCIL . . c. Minutes of the May 18, 2004 regular meefinQ Recommendation: Approve CJ 2 d. e. Construction services maintenance contract Recommendation: Award a one (1) year contract extension in the amount of $74,890.00 to Vargas Olson Enterprises for construction services maintenance at various City facilities f. 2003-2004 Annual Sluny Seal Proiect Recommendation: Authorize the City Manager to enter into a contract with Pavement Coatings Company in the amount of $245,283.80 g. Purchase of tires and associated accessories Recommendation: Award a one (1) year contract extension in the amount of $36,000.00 to Daniels Tire Service for the purchase of tires and associated accessories for City vehicles • h. Federal funds reouiring City match funds Recommendation:" Authorize the City Manager to execute an application for receipt of Federal funds requiring City match funds for water system improvements • i. Painfing and wood refinishing services Recommendation: Award a one (1) yeaz contract extension in the amount of $43,500.00 to B&P Painting forpainting and wood refinishing services at various City facilities j. CCTV sewer inspection Recommendation: Award a one (1) yeaz contract extension in the amount of $72,000.00 to National Plant Services; Incorporated forclosed circuit television inspection program k. HVAC preventive maintenance and service contract Recommendation: Award a on8 (1) year contract extension in the amount of $105,490.00 to Sheldon. Mechanical Corporation for HVAC preventive maintenance and service at various City facilities 1. Notice of Completion for Arcadia Police Facility - Phase II Landscaping and Site Work Recommendation: "Authorize filing of Notice of Completion Recommendation: Adopt m. Automotive renairnarts Recommendation: Award a one (1) yeaz contract extension in the amount • ~ of $55,000.00 to Ernie's Auto Parts for the purchase of automotive repair parts for City vehicles 7. CITY MANAGER a. Presentation of State budget impacts on the City of Arcadia b. Ordinance No. 2193 amendin¢ Section 4123.1 ofthe Arcadia Municipal Code permitting dogs fo run at-large in desienated azeas of City-owned Parks Recommendation: Introduce Recommendation: Authorize the development of the facility per current plans and direct staff to monitor facility usage to determine over time .if altering the layout is appropriate or necessary ADJOURN the City CounciURedevelopment Agency to June 15, 2004 at 6:00 p.m., Council Chambers Conference Room in memory of Helen Sansui • 1 :: • t 4 .,, _ ANNOTATED COUNCIL AGENDA -CITY OF ARCADIA TUESDAY, TUNE 1, 2004 ITEM NO. DES RIPTION ACTION 4. a. PUBLIC HEARING: Aooeal of the Planning Commission's approval of Modification Aoolication No. MC Approved subject to 03-046 for a circular driveway conditions of approval Recommendation: Approve subject to conditions of approval 4-1 Kovacic °no" 4. b. PUBLIC HEARING: Text Amendment 2004-001 relating to Loadino Requirements in the Commercial Adopted and Industrial Zones. 5-0 Recommendation: Adopt Ordinance No. 2192 of the City Council of Arcadia, adding Sections 9260:2.10, 9260.2.11, 9262,12, 9262,13, 9263.6.9, 9263.6.10, 9264.3.13, 9264.3.14, 9265.6.5, 9265'.6.6, 9266.4.16, 9266.4.17, 9267.2.5; and 9267.2.6 to the Arcadia Municipal Code relating to loading requirements in the Commercial and Industrial Zones CONSENT: ASR Request for approval of the minutes of the May 18, 2004 Regular Meetirig. Approved 6. a. 5-0 Recommendation: Approve ` 6. b. A RESOLUTION OF THE ARCADIA REDEVELOPMENT AGENCY TO APPROVE THE TRANSFER OF THE MANAGING GENERAL PARTNER AND THE DEVELOPER Adopted GENERAL PARTNER, AND TO REPLACE THE PROPERTY MANAGEMENT 5-0 COMPANY OF THE ARCADIA HERITAGE PARK SENIOR HOUSING PROJECT, WITH CERTAIN NEW ENTITIES PURSUANT TO THE OWNER PARTICIPATION AGREEMENT .DATED JANUARY 21, 2003, AS AMENDED, BETWEEN THE AGENCY AND ARCADIA HERITAGE PARK, L.P. Recommendation: Adopt Resolution ARA-208 CONSENT: Request for approval of the minutes of the May 18, 2004 Regular Meetings.. COUNCIL ~ Approved 6. c. Recommendation: Approve 5-0 6. d. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY. OF ARCADIA, CALIFORNIA, AMENDING SECTION 9264.3.4 OF THE ARCADIA MUNICIPAL Adopted CODE, DELETING TABLE 9264.3.4 AND REVISING IN ITS ENTIRETY DIVISION 5-0 . 9 OF ARTICLE IX, CHAPTER 2, PART 6 OF THE ARCADIA MUNICIPAL CODE REGARDING PARKING REGULATIONS. Recommendation: Adopt Ordinance No. 2189 Pagel°f3 LASER IMAGED,, 3~ :~ 6. e. y AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $74,890.00 TO VARGAS OLSON FOR THE CONSTRUCTION SERVICES Adopted MAINTENANCE CONTRACT FOR VARIOUS C1TY FACILITIES AND AUTHORIZE 5-0 THE CITY MANAGER AND CITY CLERK TO EXECUTE A CONTRACT EXTENSION IN A FORM APROVED BY THE CITY ATTORNEY. Recommendation: Adopt 6. f. AWARD A CONTRACT TO PAVEMENT COATINGS CO. IN THE AMOUNT OF $245,283.80 FOR THE 2003-2004 ANNUAL SLURRY SEAL PROJECT'; WAIVE Adopted ANY INFORMALITIES IN THE BID OR BIDDING PROCESS; AND AUTHORIZE S-0 THE CITY MANAGER AND CITY CLERK TO EXECUTE A CONTRACT IN A FORM APPROVED BY THE CITY ATTORNEY. Recommendation: Adopt 6. g. AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $36,000.00 TO DANIELS TIRE SERVICE FOR THE PURCHASE OF TIRES AND Adopted ASSOCIATED ACCESSORIES FOR C1TY VEHICLES AND AUTHORIZE THE CITY S-0 MANAGER AND CITY CLERK TO EXECUTE A CONTRACT EXTENSION IN A FORM APPROVEb BY THE C1TY ATTORNEY. Rewmmendation: Adopt 6. h. AUTHORIZE THE CITY MANAGER TO EXECUTE PREPARATION AND SUBMITTAL OF THE APPLICATION FOR FEDERAL ASSISTANCE COMMITTING Approved THE CITY TO ITS PARTICIPATION OF THE REQUIRED MATCHING FUNDS 5-0 ($650,905) IN ORDER TO RELEASE THE FEDERAL GRANT FUNDS FOR WATER SYSTEM IMPROVEMENTS. Rewmmendation: Approve 6. i. AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $43,500.00 TO B&P PAINTING FOR THE PAINTING AND WOOD REFINISHING Approved SERVICES'AT VARIOUS CITY FACILITIES AND AUTHORIZE THE CITY 5-0 MANAGER AND CITY CLERK TO EXECUTE A CONTRACT EXTENSION IN A FORM APPROVED BY THE CITY ATTORNEY. Recommendation: Approve 6. j. AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $72,000 - TO'NATIONAL PLANT SERVICES, INC. FOR CLOSED-CIRCUIT TELEVISION Approved INSPECTION SERVICES OF THE SANITARY SEWER SYSTEM FOR FISCAL YEAR. 8-0 2004-2005. Recommendation: Approve 6. k. AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $105,490.00 TO SHELDON MECHANICAL CORPORATION FOR THE HVAC Approved PREVENTATIVE MAINTENANCE AND SERVICE CONTRACT FOR VARIOUS CITY 5-0 FACILITIES AND AUTHORIZE THE CITY MANAGER AND CITY CLERK TO EXECUTE A CONTRACT EXTENSION IN A FORM APPROVED BY THE CITY ATTORNEY. Recommendation: Approve Page2of3 .., ii. 1. RECOMMENDATION FOR THE CITY COUNCIL TO AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION FOR THE PHASE II LANDSCAPING AND SITE Approved ' WORK IMPROVEMENTS TO THE ARCADIA POLICE FACILITY. 5-0 Recommendation: Approve 6. m. AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $55,000.00 TO ERNIE'S AUTO PARTS FOR THE PURCHASE OF AUTOMOTNE Approved REPAIR PARTS FOR CITY VEHICLES AND AUTHORIZE THE CITY MANAGER 5-0 AND CITY CLERK TO EXECUTE A CONTRACT EXTENSION IN A FORM APPROVED BY THE CITY ATTORNEY. Recommendation: Approve 7. b. Ordinance No. 2193 amending Section 4123.1 of the Arcadia Municipal Code permitting doss to run at large in designated areas of City-owned Parks. Approved Ordinance; and directed Recommendation: Introduce Ordinance No. 2193 Recreation and Parks Commission to begin Proposed Amended Motion: Develo i~no the dog Dark site as one sinole area looking for another or creating two separate spaces. one for large dogs and one for small does dog park site; and directed staff to Recommendation: Authorize the development of the facility per current plans open existing park to and direct staff to monitor facility usage to determine over time if altering the small dogs on even layout is appropriate or necessary. days and large dogs on odd days; and directed staff to conduct maintenance alternating between odd and even days for equity 5-0 T S BE PLACED ON FUTURE AGEN AS: Page3of3 CITY COUNCIL OF THE CITY OF ARCADIA and the ARCADIA REDEVELOPMENT AGENCY REGULAR MEETING TUESDAY, JUNE 1, 2004 MINUTES Audio and video tape copies of the City Council/Redevelopment Agency proceedings are on file in the office of the City Clerk 46:0081 The City Council and Arcadia Redevelopment Agency met in a Regular Meeting on Tuesday, June 1, 2004, 6:00 p.m. in the City Council Chamber Conference Room pursuant to the previously adjourned Regular Meeting. ROLL CALL PRESENT: Council/Agency Members Chandler, Marshall, Segal, Wuo and Kovacic ABSENT: AUDIENCE TIME RESERVED FOR AUDIENCE PARTICIPATION PARTICIPATION Gino Roncelli, distributed pictures of the intersection of Santa Anita and the 210 Freeway. , He would like Council to consider appropriating money to take care of the maintenance of this area. STUDY SESSION a REPORT- Bill Kelly, City Manager, conducted a study session with the City Council to discuss the 0405OPERATING, Fiscal Year 2004-2006 Operating Budget, 2004-2009 Capital Improvement Plan, and 0~-09CIP, water, sewer, and refuse rates; he began by noting the Council's significant BWATFR,SEWER, accomplishments during the past fiscal year including the completion of the Centennial A.NDREFUSERATES Celebration, opening the new Police Station, commencing the Westfield Mall expansion, building and opening a new state park, and various street, water, and sewer improvements; Mr. Kelly noted that the top six revenue generating sources experienced growth; expenditures are up primarily due to the increasing costs of retirement; there are no new positions, services or programs within the proposed budget; the six (6) million dollars in reserves will keep the budget balanced; by Fiscal Year 07-08 the City will need to keep revenues and expenditures matching to avoid an unbalanced budget; the impact of the State budget on the City's budget is still unknown, however, staff will continue monitoring any changes. Mr. Kelly continued by providing an update on the City's proposed Capital Improvement Program and Equipment Fund; he summarized that the overall budget is balanced, as required by the City Charter, by partial use of the $6 million in reserve; he is suggesting only one modification to the proposed budget which would entail keeping the Emergency Reserve Fund at approximately 16.6°/a rather than 20°/a; this is still within City policy parameters, yet he would prefer not moving money among the various unrestricted reserves. In response to a question from Council Member Chandler, Mr. Kelly noted that it would cost the City over $1 million to renovate the Santa Anita and Baldwin off and on ramps and between $50,000 and $100,000 to maintain them, as opposed to having CalTrans send out their weekend workers. In response to a question from Council Member Marshall, Mr. Kelly noted that the City would have to shut down the on and off ramps to conduct the maintenance work and that there is a significant liability for the City in conducting freeway work. LASER IMAGED 6.1.04 t~~ 46:0082 Mayor Kovacic is in favor of the feasibility of regular maintenance of the. freeway on and off ramps; he requested that the City continue to aggressively pursue meeting with CalTrans regarding maintenance issues; he would like a meeting set up with our representative from CalTrans, the City Manager and two Council Members. In response to a question from Council Member Segal, Mr. Kelly responded that the Emergency Reserve Fund was initially created to provide funds in the event of a natural disaster; to his knowledge this fund has only.been used once to any significant amount $600,000, after the 1999/2000 fires. Council Member Wuo noted that if we do not plan for the future the City's budget will be unbalanced and we should adequately plan for the future. In response to questions from Mayor Kovacic and Council Member Segal regarding a possible ten percent (10%) budget reduction, Mr. Kelly responded that the Council would have tc look at all unrestricted fund balances; Council could also consider selling City-owned property; if Council is looking for permanent, long-term reductions they may have to consider reducing the employee work force. In response to a question from Mayor Kovacic, Mr. Kelly noted that the cost for a renovated City Hall would be about $4.5 million and the costs for building a new City Hall would be around $6 to $6.5 million; the $125,000 discussed at mid-year would be required for conceptual planning purposes for the new City Hall and new Multi-purpose facility however this actidn would not commit either project. In response to a question from Council Member Marshall, Mr. Kelly noted that revenues are only projected to go up less than $1 million since there is continuous variability in the auto.industry market and mall expansion project; There is a passibility that the revenues could be higher since the state legislature is still undecided as to their needs for revenue. Mayor Kovacic noted that the public can comment and Council can review the budget at the June 15, 2004 Council meeting when a public hearing will be conducted. Council Member Segal noted that eighty (80%) percent of our ongoing City budget costs are people costs; decreasing people through staff reductions will result in a decrease in services to the community. Mr. Kelly reported that there are no proposed increases in water rates for the next fiscal year; staff is proposing conducting public hearings on June 15, 2004 to review a proposed increase in the sewer rate (1.75% as per CPI) and a proposed increase in solid waste/refuse as is outlined in the operating agreement between the City and Waste Management; Mr. Kelly concluded by thanking the Department Directors and most notably, Tracey House, Administrative Services Director and her staff members, Jerry Parker and Chris Ludlum for their hard work on this year's proposed budget. RECONVENE The Regular Meeting of the City Council and Arcadia Redevelopment Agency was reconvened in the City Council Chamber a£7:00 p.m. INVOCAl1ON Reverend Robert Crowell, Village Presbyterian Church of Arcadia gave the invocation. PLEDGE OF Rowena Weiler led the pledge of allegiance. ALLEGIANCE ROLL CALL PRESENT: Council/Agency Members Chandler, Marshall, Segal, Wuo and Kovacic ABSENT: None. 6/1 /04 46:0083 2. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS Steve Deitch, City Attorney, reported that the City staff and the City Council conducted a study session with the City Council to discuss the Fiscal Year 2004-2006 Operating Budget, 2004-2009 Capital Improvement Plan, and water, sewer, and refuse rates; a public hearing will be conducted on these items at the June 15, 2004 City Council meeting. MOTION -ORD. & It was moved by Council/Agency Member Chandler and seconded by Council/Agency RES. READ BY Member Marshall, then carried without objection that Ordinances and Resolutions be TITLE ONLY read by title only and that the readirig in full be waived. 3. PRESENTATION of a Proclamation to the California Retired Teachers' Association PROCLAMATION Mayor Kovacic presented a proclamation to Rebecca Chavez, Mickey Ball, and Rowena (California Retired Weiler, representatives of the California Retired Teachers' Association, honoring all Teachers' Assn.) teachers. 4. PUBLIC HEARING a. PUBLIC HEARING Don Penman, Assistant City Manager/Development Services Director provided an initial - STAFF REPORT overview of the appeal. (Appeal of Planning Comm.'s approval of Ms. Butler, Community Development Administrator, presented the facts regarding the MC 2003-046) appeal of the Planning Commission's approval of Modification Application No. MC-046 for a circular driveway. In summary, an application was submitted by Keith Wilson requesting a modification (reduce setback and exceed maximum hardscape) so that he could install a circular driveway on his property; at the time the applicant obtained the encroachment permit new procedures adopted by the Council regarding circular driveway specifications were not in place within the Engineering Services Division; the applicant proceeded to install the circular driveway; in response to a complaint from the community, the City issued a Notice of Violation to the applicant on July 1, 2003; staff noted that the applicant had not received the appropriate circular driveway standards, yet, the regulations he did receive noted that hardscape could not occupy more than forty percent (4D%) of the required front yard, which the applicant exceeded when he installed the circular driveway on his property; staff noted that Planning Services approval for this project was not required prior to issuance of a permit and that driveways are not subject to homeowner association (HOA) approval because concrete work less than two feet in height (flatwork) does not require a building permit or HOA approval; in response to the Notice of Violation, Mr. Wilson applied for a modification requesting to keep the driveway as constructed; the Santa Anita Village Association Architectural Review Board (ARB) opposed the circular driveway citing that it would detract from the presence of the relatively large front yard area that is a distinctive feature of this neighborhood; the project was then referred by the ARB to the Planning Commission for review. Ms. Butler further noted that the applicant did explore several changes to the driveway design, yet noted that all would have required significant modifications to the design and ultimately decided to submit the driveway modifications as an "as built" plan; the Planning Commission voted 3 - 2 at its April 27, 2004 meeting to approve the modification under specific conditions. Ms. Butler noted that staff analyzed Mr. Wilson's modification requests (14'0 and 16'0 setbacks and a 49% hardscape ratio) in relation to the property and neighborhood, as a whole, and noted that by conforming to specific conditions of approval the application could be approved by the Council iRone (1) of the following findings were made: 1) that the modification secure an apprgpriate improvement of a lot; 2) that the modification prevents an unreasonable hardship (non-economic), or; 3) that the modification 611104 46:0084 promote uniformity of development; she noted that Mayor Kovacic appealed the Planning Commission's approval of the modification permit to the City Council; Ms. Butler requested that the City Council initiate discussion on the matter and vote whether to deny or uphold.the appeal: In response to a question from Council Member Wuo, Ms. Butler noted that staff now has revised procedures in place to ensure that all applicants for circular driveways are informed of the new regulations. Mayor Kovacic stated that he appealed the Planning Commission's approval of the modification, because he felt that Council went through a detailed process to adopt the new driveway regulations. The City Attorney noted that it is the responsibility of each property owner to be aware of the current codes and that code enforcement is a tool that the City uses to ensure conformity to the City's policies. APPLICANT Mayor Kovacic opened the public hearing and invited the applicant to come forward to TESTIMONY provide testimony. Keith Wilson, 1104 Hugo Reid Drive, as the applicant offered thanks to all for the opportunity to address the City Council; he stated he was not aware of the change in procedures; he hired a contractor to perform-the work and that his choice was to be consistent with the beauty of the street; his opinion was that the appeal of the finished product is its non-uniformity; he does not feel he is creating a precedent since there are procedures now in place to preclude this from happening again; he concluded by asking the City Council to uphold the Planning Commission's 'approval of his modification application. PUBLIC Jim Kelly. 946 Coronado,. spoke on behalf of the Santa Anita Village Homeowners COMMENT Association Architectural Review Board (ARB); he stated that the applicant has only met one (1) of the three (3) criteria for approval; applicants have the responsibility of knowing the regulations; the driveway violates the current letter and spirit of the code; upholding the Planning Commission's approval would set a precedent for other violations of this type. Mr. Kelly further noted that the ARB strives to apply their stewardship role in a nondiscriminatory fashion and requested that the City Council deny the Planning Commission's approval of the modification. In response to questions from Council Member Chandler, Mr. Kelly responded that the HOA is not opposed philosophically to circular driveways and that with some modifications the applicant could be in substantial compliance with at least two (2) of the three (3) criteria. In response to a comment made by Mr. Kelly, Council Member Marshall noted that it was not fair to compare athirty-five (35) foot building with a driveway. She also noted that any modification would require a partial removal of the driveway and that she does not think that anybody is going to notice the difference. In response to questlons from Mayor Kovacic, Mr. Kelly stated because of the frontage requirements there would only be a small number of homes that would meet all three of the criteria required for circular driveways and that the average lot width in the Village is below 75 feet. Terry Morrow. Pacific Paving Stone, who completed the installation on behalf of the applicant stated that he tried to come up with modifications; their lowest hardscape ratio was 44% however, when they tried to drive a car through-the proposed increased landscape elements, a car could not feasibly pass through. 6/1 /04 46:0085 In his concluding remarks, Mr. Wilson, took a moment to sincerely thank the Council and acknowledge that he has heard the ARB's opposition; at minimum, given that all sides of the arguments were heard, he appreciates that the matter has been given due diligence. MOTION TO A motion was made without objection by Council Member Marshall and seconded by CLOSE PUBLIC Council Member Segal to close the public hearing. HEARING COUNCIL In response to a question from Maycr Kovacic, the City Attorney noted that the Council DELIBERATION should treat this matter as orie of "first impression." He states that the City does not have a serious exposure to liability in the fact that the City was not negligent; there was no permit required for this project in its initial stage. Council Member Segal stated that he is disappointed that this item has appeared in front of Council; He does not feel that under any circumstance would anyone who viewed the property come to the conclusion that it violates a code or that it did not fit the neighborhood's aesthetic profile; he does not feel that the driveway is architecturally incompatible with the neighborhood; he will move to uphold the Planning Commission's approval of the permit. Council Member Wuo noted that there was a procedural error by staff and questioned why a property owner does not require a permit when flat concrete work is installed; he also noted that there does not appear to be a violation on the property. Council Member Chandler thinks the ARB has made its point and does not think that people are going to be going out of their way to violate the City code; he will move to uphold the Planning Commission's decision as long as the owner works with a professional landscape architect. Council Member Kovacic stated that the conversation regarding this matter was productive; that the City Attorney opined that this should be considered a matter of "first impression"; that he will view the matter as a "new" application rather than an already completed installation that would not be approved based on its violation of the code. MOTION It was moved by Council Member Chandler and seconded by Council Member Marshall then carried on roll call vote as follows to uphold the Planning Commission's approval of MC 03-046, subject to conditions of approval. ROLL CALL AYES: Council Members Chandler, Marshall, Segal, Wuo NOES: Kovacic b. PUBLIC Ms. Butler, Community Development Administrator, presented the facts of the Text HEARING - Amendment No. TA 2004-001 relating to Loading Requirements in the Commercial and STAFF REPORT Industrial Zones; the current City code does not address the location and standards for (Text Amendment loading areas with the exception of a loading area size; incorporating loading area 2004-001, regulations in the code provides developers with specific guidelines when designing a Ordinance No. project; new regulations will establish standards that will help avoid potential traffic and 2192) noise issues associated with loading and unloading of merchandise and materials, especially in residentially adjacent commercial areas; In summary, the changes include specific requirements for loading doors and screening, restrictions prohibiting loading spaces and backup areas within certaih proximity to rights-of-way, and limitations on the hours of loading and unloading; the Planning Commission voted on April 27, 2004 to approve and forward the amendment to the City Council. In response to a question from Mayor Kovacic, Ms. Butler responded that none of the new regulations would apply to existing loading docks, unless there are changes to a site by the developerlowner. 6!1(04 46:0086 Council Member Marshall expressed that this text amendment is a priority since there are many areas in the City which could be affected by loading and unloading practices. PUBLIC None. COMMENT MOTION TO A motion was made without objection by Council Member Marshall and seconded by CLOSE PUBLIC Council Member Segal to close the public hearing. HEARING COUNCIL None. DELIBERATION MOTION It was moved by Council Member Marshall and seconded by Council Member Segal then carried on roll call vote as follows to adopt Ordinance No. 2192 of the City Council of Arcadia, adding Sections 9260.2.10, 9260.2.11, 9262,12, 9262,13, 9263.6.9, 9263.6.10, 9264.3.13, 9264.3.14, 9265.6.5, 9265.6.6, 9266.4.16, 9266.4.17, 9267.2.5, and 9267.2.6 to the Arcadia Municipal Code relating to Loading Requirements in the Commercial and Industrial Zones. ROLL CALL AYES: Council Members Chandler, Marshall, Segal, Wuo and Kovacic NOES None AUDIENCE TIME RESERVED FOR AUDIENCE PARTICIPATION PARTICIPATION Ken Sarnumen, an Arcadia resident asked the Council if they would consider speaking to the Police Department about upgrading their technology in order to more progressively track and capture car thieves. In response tq a question from Mayor Kovacic, Mr. Kelly noted that he will work with the Police Chief to examine crime patterns and examine what further could be done in the area of crime fighting technology. James Pontello. 1538 Hiohland Oaks Drive, expressed his support for separating the new dog park into small and large dog areas. Pat Lachelt. 2125 Louise Avenue, expressed support for separating the dog park into small and large dog areas; supported more publicity and fundraising efforts to facilitate separation; noted that she had visited the Palm Springs dog park. Lowell Lachelt, 2125 Louise Avenue, recently visited the 1.5 acre dog park in Palm Springs and noted that the fundraisers were used to raise money for separating the park far large and small dogs; he noted that the park has double doors, a fire hydrant, the small dog park is 50'x150' and the large dog park is one (1) acre. 5. MATTERS FROM ELECTED OFFICIALS COUNCIL MEMBER Council Member Marshall extended her condolences to Council Member Wuo on the MARSHALL passing of his father; she cited the need to look at Ordinances regarding horses on City streets and exempting the Police Department from requiring a permit; she announced that Saturday, June 5, 10:00 a.m. - 3:00 p.m. the City of Hope and Arcadia Firefighters will host the Hot Rods and Classic Car Show at the Arboretum; the Republican Federated Group will host a Bingo fundraiser on Friday, June 25'h, 6:30p.m., food will be provided by Outback, call 447-3534 for reservations; Summer Concerts on the City Hall Lawn will begin on July 1s'; She congratulated teachers who keep Arcadia schools superb; finished with her thought for today, "Drive carefully, it's not only cars that can be recalled by their makers" 6/1/04 46:0087 COUNCIL MEMBER Council Member Segal encouraged interested Arcadia residents to apply for positions SEGAL on the various Boards and Commissions, the deadline is June 7, 2004; he expressed his condolences to Council Member John Wuo on the passing of his father; and expressed condolences to Bill Lofthouse whose wife Gretchen passed a week ago. COUNCIL MEMBER Council Member Chandler expressed his condolences to Council Member Wuo; noted CHANDLER that the public must remain vigilant on the West Nile Virus and encouraged members of the public to contact 814-9466 to report any signs of the virus. COUNCIL MEMBER Council Member Wuo noted his gratitude to those who expressed their condolences in WUO regard to the passing of his father; thanked the Historical Society for the Hugo Reid statue dedication -especially Carol Libby for fundraising; on Saturday, May 30th, Supervisor Antonovich held his annual Salute to Veterans and it was a very moving event; thanked the soldiers fighting for our freedom; On Saturday, June 5, 2004, the Arcadia Chinese Association will hold their annual installation party, contact 826-7089 for ticket information. MAYOR Mayor Kovacic expressed his condolences to Council Member Wuo; sent get well KOVACIC wishes to Steve Phillipi who recently suffered a bone fracture while on an 100 mile bike ride fundraiser; noted the moving Salute to Veterans event. CITY CLERK None. 6. CONSENT AGENDA -REDEVELOPMENT AGENCY The Consent Agenda items were read as follows by the Executive Director: a. MINUTES Request for approval of the minutes of the May 18, 2004 Regular Meeting. (Redev. Agency) b. RESOLUTION A RESOLUTION OF THE ARCADIA REDEVELOPMENT AGENCY TO APPROVE ARA NO. 208 THE TRANSFER OF THE MANAGING GENERAL PARTNER AND THE DEVELOPER (Arcadia Heritage GENERAL PARTNER, AND TO REPLACE THE PROPERTY MANAGEMENT Park Senior Housing COMPANY OF THE ARCADIA HERITAGE PARK SENIOR HOUSING PROJECT, Project) WITH CERTAIN NEW ENTITIES PURSUANT TO THE OWNER PARTICIPATION AGREEMENT DATED JANUARY 21, 2003, AS AMENDED, BETWEEN THE AGENCY AND ARCADIA HERITAGE PARK, L.P. CONSENT AGENDA- CITY COUNCIL The Consent Agenda items were read as follows by the City Manager: c. MINUTES Request for approval of the minutes of the May 18, 2004 Regular Meetings. (City Council) d. ORDINANCE AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, NO. 2189 (Parking AMENDING SECTION 9264.3.4 OF THE ARCADIA MUNICIPAL CODE, DELETING Regulations Amend.) TABLE 9264.3.4 AND REVISING IN ITS ENTIRETY DIVISION 9 OF ARTICLE IX, CHAPTER 2, PART 6 OF THE ARCADIA MUNICIPAL CODE REGARDING PARKING REGULATIONS. e. CONTRACT AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $74,890.00 (Construction Svs.) TO VARGAS OLSON FOR THE CONSTRUCTION SERVICES MAINTENANCE CONTRACT FOR VARIOUS CITY FACILITIES AND AUTHORIZE THE CITY MANAGER AND CITY CLERK TO EXECUTE A CONTRACT EXTENSION IN A FORM APPROVED BY THE CITY ATTORNEY. 6/1 /04 46:0088 f. AWARD A CONTRACT TO PAVEMENT COATINGS CO. IN THE AMOUNT OF CONTRACT $245,283.80 FOR THE 2003-2004 ANNUAL SLURRY SEAL PROJECT; WAIVE ANY (Slurry Seal) INFORMALITIES IN THE BID OR BIDDING PROCESS; AND AUTHORIZE THE CITY MANAGER AND CITY CLERK TO EXECUTE A CONTRACT IN A FORM APPROVED BY THE CITY ATTORNEY. g. CONTRACT AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $36,000.00 (Purchase of Tires) TO DANIEL'S TIRE SERVICE FOR THE PURCHASE OF TIRES AND ASSOCIATED ACCESSORIES FOR CITY VEHICLES AND AUTHORIZE THE CITY MANAGER AND CITY CLERK TO EXECUTE A CONTRACT EXTENSION IN A FORM APPROVED BY THE CITY ATTORNEY. h. APPLICATION AUTHORIZE THE CITY MANAGER TO EXECUTE PREPARATION AND SUBMITTAL FOR FEDERAL OF THE APPLICATION FOR FEDERAL ASSISTANCE COMMITTING THE CITY TO FUNDS (Water ITS PARTICIPATION OF THE REQUIRED MATCHING FUNDS ($650,905) IN ORDER System) TO RELEASE THE FEDERAL GRANT FUNDS FOR WATER SYSTEM IMPROVEMENTS. i. CONTRACT AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $43,500.00 (Painting & Wood TO B&P PAINTING FOR THE PAINTING AND WOOD REFINISHING SERVICES AT Refinishing) VARIOUS CITY FACILITIES _AND AUTHORIZE THE CITY MANAGER AND CITY CLERK TO EXECUTE A CONTRACT EXTENSION IN A FORM APPROVED BY THE CITY ATTORNEY. j. CONTRACT AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $72,000 (CCTV) TO NATIONAL PLANT SERVICES, INC. FOR CLOSED-CIRCUIT TELEVISION INSPECTION SERVICES OF THE SANITARY SEWER'SYSTEM FOR FISCAL YEAR 2004-2005. k. CONTRACT AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF (HVAC maintenance) $105,490.00 TO SHELDON MECHANICAL CORPORATION FOR THE HVAC PREVENTATIVE MAINTENANCE AND SERVICE CONTRACT FOR VARIOUS CITY FACILITIES AND AUTHORIZE THE CITY MANAGER AND CITY CLERK TO EXECUTE A CONTRACT EXTENSION IN A FORM APPROVED BY THE CITY ATTORNEY. I. NOTICE OF RECOMMENDATION FOR THE CITY COUNCIL TO AUTHORIZE THE FILING OF COMPLETION THE NOTICE OF COMPLETION FOR THE PHASE II LANDSCAPING AND SITE (Police Facility) WORK IMPROVEMENTS TO THE ARCADIA POLICE FACILITY. m. CONTRACT AWARD A ONE (1) YEAR CONTRACT EXTENSION IN THE AMOUNT OF $55,000.00 (Auto Repair Parts) TO ERNIE'S AUTO PARTS FOR THE PURCHASE OF AUTOMOTIVE REPAIR PARTS FOR CITY VEHICLES AND AUTHORIZE THE CITY MANAGER AND CITY CLERK TO EXECUTE A CONTRACT EXTENSION IN A FORM APPROVED BY THE CITY ATTORNEY. MOTION - It was moved by Council /Agency Member Segal and seconded by Council/Agency CONSENT AGENDA Member Marshall, then carried on rcll call vote to approve items 6.a. through 6.m. on the Arcadia Redevelopment Agency and City Council consent calendars. ROLL CALL AYES: Council/Agency Members Chandler, Marshall, Segal, Wuo and Kovacic NOES: None 6/1 /04 46:0089 CITY MANAGER a. REPORT- Impact The City Manager made a presentation regarding the impact of the State of California's of State Budget budget on the City of Arcadia; as part of the May "Revise" the Governor suggested that cities, counties, and special districts help to fund a two (2) year bailout of the State's deficit with the commitment from the State legislature that VLF funds would be returned by the third year and local agency funds would not be raided again; The Governor will be asking for a ballot initiative in November; the City of Arcadia's public hearing to discuss the proposed budget is on June.l5th, and will include a report on the Governor's budget proposal. In response to a question from Mayor Kovacic, Mr. Kelly responded that the League of California Cities may pull their initiative off of the November ballot if the Governor's proposal is approved by the California Legislature and the initiative qualifies; he will keep the Council posted on any changes in the initiative process. Mr. Kelly reported that the Council authorized by a 3-0 vote at their May 18, 2004 b. ORDINANCE - meeting, the further discussion of the dog park issue as it related to separating the No. 2193 (Dog Park) facility into large and small dog park areas; also, the eminent opening of the dog park required the introduction of Ordinance No. 2193 amending Section 4123 of the Arcadia Municipal Code permitting dogs to run at large in designated areas of City-owned parks; Mr. Kelly noted that the Council needed to provide policy direction as to whether to separate the facility into large and small dog areas; the cost for separation at the existing facility will be approximately $8,000; Mayor Kovacic noted that there were no members of the public that chose to speak regarding this item. Council Member Marshall noted several findings from research she had conducted on this matter; she reported that ninety (90) percent of the dog parks she researched had separate facilities for small and large dogs; she felt that the Council and the Recreation and Parks Commission made the decision for a joint facility based on inaccurate information; cities with dog parks reported that their facilities were the most utilized parks in their jurisdictions; adequate parking was a necessity; she reported that grants are available for.separation of dog park facilities; she noted that the designated area at Eisenhower Park is still too small for a dog park facility; she requested that the City find a suitable area for separate dog park facilities; she also reported that she would support any fundraising efforts designed to raise funding for the costs associated with separate dog park facilities. In response to deliberation from several of the Council Members, Mr. Kelly suggested that the Eisenhower Dog Park open on even days for small dogs and odd days for large dogs, with the regular maintenance scheduled on alternating even and odd days. MOTION - It was moved by Council Member Marshall and seconded by Council Member INTRODUCE Chandler, then carried on roll call vote to introduce Ordinance No. 2193 of the City ORDINANCE Council of the City of Arcadia, California permitting dogs to run at large in designated areas of the City; to open the existing Eisenhower Memorial Dog Park on even days for small dogs and odd days for large dogs; to direct staff to conduct maintenance at the dog park on alternating even and odd days; and to direct the Recreation and Parks Commission to begin researching alternative sites so that there are separate facilities for small and large dogs. ROLL CALL AYES: Council/Agency Members Chandler, Marshall, Segal, Wuo and Kovacic NOES: None 6/1/04 46:0090 ADJOURNMENT Noting no additional business, at 9:30p.m. the City Council adjourned its Regular (to June 15, 2004, Meeting in memory of Helen Sansui, Gretchen Lofthouse, and Ji-Shan W uo to June 15, 6:00 p.m.) 2004 at 6:00 p.m. in the Council Chamber Conference Room for a Regular Meeting to conduct the business of the City Council and Arcadia Redevelopment Agency and any Closed Session necessary to discuss personnel, litigation matters or evaluation of properties. James Barrows, City Clerk by: ~/r~a,~•Z~.~. Vida Tolman/Chief Deputy City Clerk 6/1 /04 tom, •~ STAFF REPORT Public Works Services Department June 1, 2004 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Dire o Prepared By: Tom Tait, Field Services Ma ager Martin Ray, Utilities Superintendent SUBJECT: REPORT AND RECOMMENDATION REGARDING WATER RATES .SUMMARY Based upon: the Public Works Services Department's proposed. Operating. Budget for fiscal year's 2004-05, the Water Master Plan and.an analysis. of a ten-year projection of the water fund balance, staff is not recommending a rate adjustment for the next fiscal •' year:, BACKGROUND It has been City Council's policy to have staff project future infrastructure and financial needs to operate and maintain a reliable water system:. This. policy allows the City to generate.. necessary funding.through smaller rate adjustments on an annual basis as opposed to larger adjustments at less frequent intervals. The City's water system was last re-evaluated during an update of the Water Master Plan that was approved by the City Council in 2001. The Water Master Plan update incorporates the results from the U.S. Army Corps of Engineers study, in .addition to making recommendations for other required improvements to the water system. The results of these improvements will ensure proper service during._normal operation and adequate :protection following a significant earthquake or other natural. .disasters. Exhibit A is a graph showing Fund balance with no rate increase for the next ten (10}years. DISCUSSION The proposed expenditures for the Water Operating Budget for 2004-05 are $8,353,185. Ih preparation of this budget, staff has evaluated each account, and where possible, reduced operation and maintenance expenditures while maintaining the reliability of the water system, complying with water quality standards and. retaining the existing level of service. The Operating Budget for 2004-05 is $311,915. (3.9%} more than the current ,year's projected expenditures Exhibit B is a graph showing annual expenditures and revenues for the next ten (10) years. ~~ LASER IMAGED ~~ Mayor grid City Council ,June 1, 2004 Page 2 The primary reasons for the increase in the operating budget are due to increased assessments on pumping rights in the Main San Gabriel and Raymond Ground Water Basins ahd for the purchase of imported water to supplement our existing underground water supply. Next year's budget also anticipates rising costs ih fuel and oiL The Water Master Plan, which was presented to the City Council in 2001, outlines a Capital Improvement Program (CIP) over a ten (10} year planning horizon.. Annual capital expenditures for these projects will maintain the neater system at the "Class 1" rating and continue to improve seismic reliability in the event of an earthquake, as well as provide system improvements recommended in the Water Master Plan Update. Staffs recommendation to maintain existing rates for the next year are based on the following assumptions: Annual expenditures for major capital improvement projects should be reduced from $5 milliori per year to $1 million per year by 2007. • The water fund balance is projected to be approximately $15 million by 2007. • Assuming no significant changes in the economy or major failures in the water system, staff projects a $20 million fund balance by 2014 with periodic rate adjustments over the next teri (10) years: The value of the City's water system is estimated at $200 million. and industry standards recommend a ten (10) percent reserve to offset costs in the event of a natural disaster. Cost of living adjustments will be considered annually to ensure aWater-Fund balance of approximately $20 million is reached.. Staff conducted a survey of the water .rates of ten (10)' neighboring water agencies. This survey is a comparison, based upon 28.5-units of water (1 unit = 100 cubic feet); which is approximately the average- monthly consumption of a resideritial customer in Arcadia (Exhibit C). ENVIRONMENTAL IMPACT The water rate is exempt from the requirements of the California Environmental Quality Act as specified in Title 14, Section. T5273 of the Califomia Administrative Code. FISCAL IMPACT There is.no fiscal impact to the City. RECOMMENDATION No action is required.. Approved by: William R. Kelly, City Manager • • PM:TT:ST:dw Attachments,, -,.,y/~S ~FJi~a"11Tdi li..} lr'i~ r,e: ~~ ~~ • a s ~~' 0 N M r O N f7 r O N N r O N N O N O N O ~- ~ ~ N N ~ O O O N N 0 0 N ~ ,.,. O O N O O N r O O N r O O N O O N O O O N O O N S N O N O O O O O O ~ O O O O' O O O O O O O' O O O O O O O O Y7 O ~ O ~f1 ~ ~ ~ fA 69 ~ ~~ .^~^, ~f .~. X W 0 N M N r O N. N r r O N r O O N O O O N c31 ~''- O N Q r g N r Q O O O N 0 Q O O O N O N O ~J ,, 1l u ' O' O O O~ O O O' O O O O O O O O O O O O. O O .- O O O O ~ O u'7 O ~[1 M N N ~ ~ • • i • r L d !3 ~ ~' Q O m y C N V R ~ r+ ~ ~ N _T ~ L ~ ~ ~ ~ O ~ ~ CC G ~ W ~ OI L R m L M ; a ~ y d ~L a E 0 U N .~ C O d U a m c ~ 5 E 8 N 0 'QEvE,`30 U d m c ~i m m 'S c 0 U r o c 3 ~ ~ ~ A 'o 0 A c aci 'g ~ E a w ~ m c~4S o'c~aS 1l.~ NN N_ {.J 4 r ~ O C7 0 U .~ ~ ~r ~m N m R ~ t N N a o g.. U `v r o E E ~ ~_ O O O O o O O cOp t~A ~~} M N ~ ~ ({} Efl fA 69 64 ER r . -_ .1. <: n U ~' `"°°~°~=m~~~°°° STAFF REPORT Public Works Services Department June 1,.2004 ~~a, TO: Mayorand.CityCouncil FROM: Pat Malloy, Public Works Services Direc Prepared by: Tom Tait, Field. Services Man ge . Susannah Turney, .Environmental Services Ofticer SUBJECT: REPORT AND RECOMMENDATION REGARDING A PROPOSED SEWER RATE ADJUSTMENT ' SUMMARY Based upon the proposed 2004-05 Operating Budget, Capital Improvement Program and the Sewer Master Plan, it is recommended that the City. Council consider a 1.75% •' cost of living ,adjustment (COLA) in the sewer rate from $2.65 to $2.70 a month for residential property and ,from $7.94 to $8.08 a month for .each connection on commercial property. This proposed -rate adjustment is based on the March 2003 to March 2004 Consumer Price Index (CPI). At the direction of the. City Council, the proposed rate. adjustment will be,formally presented at a public hearing on June 15, 2004. Following the public hearing; the required resolution will be presented to the. City Council for approval. BACKGROUND In February 1998, the Sewer: Master Plan, a comprehensive. report outlining a long- range program of capital improvements and preventative maintenance measures to upgrade and maintain the City's sewer system, was presented to the City Council. The Sewer Master Plan was formally approved by the City Council on May 5, 1998. At that time, Ordinance No. 2086 was adopted amending various sections of Chapter 6, Article II, of the Arcadia Municipal Code relating to the sewer service charge. The sewer rate structure, approved as part of the Sewer Master Plari, provides for annual review and cost of living rate ;adjustments if necessary. •., LASER IMAGED ~~ Mayor and City Council June 1, 2004 Page 2 DISCUSSION • Sewer rates were last increased July 1,2003. The proposed expenditures for the Sewer Operating Budget and Capital lmprovemeht Budget for 2004-05 are $1,254,590. In preparation of this budget; staff evaluated each account and where possible, reduced operation and maintenance expenditures while maintaining the reliability of the sewer system. Exhibit A is a graph showing annual expenditures and revenues with a 1.75% COLA for 2004-05 and 2% rate increase for the following four (4) fiscal years. In order to fund the annual Sewer Operating Budget, the Capital Improvement Program and future projects as outlined in the Sewer Master Plan, staff is recommending that the City Council approve a 1.75 % cost of living adjustment (COLA) in sewer rates based upon the March 2003 to March 2004: Consumer Price Index (CPI): This would increase sewer rates from the existing $2.65 to $2.70 a month for residential property and from $7.94 to $8.08'a month for each commercial connection. The- long-range Sewer Master. Plah proposes over $3.8 million (in ,1997 dollars) for future capital improvement projects: The Sewer Master Plan has outlined a Capital Improvement Program that establishes a Fund Balance of $5 million, predicated on annual cost of living adjustments {COLA) to sewer. rates based on the March-to-March Consumer Price Index (CPI); and no changes to the. CIP plan over a 20-year ,period or to the Annual Operating Budget. The Fund Balance of $5 million equates to 5 percent of the City's .$100. million sewer system for future operations and replacemeht costs. • The proposed Capital Improvement Program will result in capital expenditures of $'1,254,822 in 2004-05 :and $96,000 in .2005-06, leaving a hind balance of approximately $500;000 at the end of FY 2005-0ti. Staff projects the need. for cost of living adjustments yin Sewer Rates for the next five fiscal years, based on the Consumer Price Index- (CPI) to complete all programmed capital improvement projects and add to the existing-fund reserve with the goal of attaining a five (5) million fund reserve by 2017. Exhibit B shows that, even with a 1.75 percent cost of living adjustment for fiscal year 2004-05, and subsequent projected Cost of Living Adjustments of 2% each year for the following four (4) fiscal years, the sewer fund balance will only reach a $1.1 million level. Staff conducted a survey of sewer rates for ten neighboring cities (Exhibit C). The survey shows- that even. considering the proposed sewer rate adjustments, Arcadia's sewer rates are' among the lowest'in Los Angeles County. Staff recommends that the City Council review and discuss the proposed rate adjustments for both residential and commercial rates. At the direction ofi the City Council, the proposed rate adjustments will be formally presented at a public hearing on June 15, 2004. Following the public hearing, the required resolution will be presented`to the City Council for approval. ~~ u xw ,.,. 8i 1.. i:.31/:~ Mayor and City Council June 1; 2004 . Page 3 •' ENVIRONMENTAL IMPACT Sewer rates are exempt from the requirements 'of the California Environmental Quality Act as specified in Title 14, Section 15273 of the California Administrative Code. FISCAL IMPACT. If the proposed sewer rate'were approved, the City would be able to maintain the goal of $5 million in the Sewer fund at the end of the five (5) year period. If the sewer rate were not approved, completion of propo§ed capital projects would have be re- evaluated, or re-programmed to a latter date. RECOMMENDATION. Direct the Public Works Services Department to conduct a public hearing at the June 15, 2004 City` Council meeting- and prepare a Resolution authorizing the proposed sewer rate adjustment for fiscal year 2004-08 for presentation to the City Council. • i Approved: „'"„~ ' _'~ WilliamR. Kelly, City Manager PM:TT;ST:dw Attachments ~' r~ ~~ N., d N R V C V .4+ Q' ~ ~ ~_ , ~ 7 ~ C Q /~ ~ L ~ W 3 0 w V1 ~ ' ~ ' C R r w O O O N ~ . 0 0 N ~. O O N O O" N n O O N O N O N 0 0 N Y~ O O N O O O N V O O N u • O O ~ O O O O O~ O ~', O. O pO O N 69 EA ffl 63 0 0 N O O N • • ~ 49 W Q o ~ +~" N ~ ~' l0 C ~y is O. ~ y W ~ ~ m C ~.,~ y.d 10 ~. 07 .Q ~ C C r. _ ~ '~i ~ ~ ~ O W oC ~ u- O w ~ V ~ ~~w ~o~o 7 ti N c. ~ a a` w ~3 W O O N 0 N °o O N 0 N S N O O N O N O O O O O O O O O O O O O O O O ~ O ~ O N N N ~ ~- .7 U ~. r. W N4 .~q of ~s ~ ~~ J9~ yjb, m~A oe~J ., ~~~iO~+~JAA`O~~b ~, ao,, ao~G d~~, o~ A~,~ ~~~ b. dry ~` as ~~ a a,, Any ~N 9 /,Iy, '~S ~` E r~s SSG '~O. '~J Gds- ~/ r~~,OG ~`~oJ ~ J~ia `~S' ~/ ~a Ns~G 67J°'di °J ~~O ~~A ~o .oG a~J ~. f"°°RA°$ATn°~~'°' STAFF REPORT Public Works Services Department June 1, 2004 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Dire or Prepared by: Maria P. Aquino, Management Analyst ~,q, SUBJECT: RECOMMENDATION REGARDING .ADJUSTMENTS TO SERVICE RATES FOR COLLECTION OF RESIDENTIAL REFUSE AND RECYCLABLES SUMMARY • In accordance with the Residential Refuse and Recycling Agreement Between the City ~ of Arcadia and Waste Management Collection and Recycling, lnc., Waste Management has requested that the City Council adjust .the service `rates fore residential refuse/recycling collection to reflect the change in the Consumer Price Index (CPI) for the period of March 2003 to March 2004; and landfill. disposal facility rates increase based on the previous year's percenf change. The impact of this proposed adjustment on a typical single-family household with a standard 90-gallon collection service will be a CPI adjustment of 1.37 percent, or .1.8 cents, bringing the standard monthly service rate to $14.16, up from the previous amount of $13.98. There will be no landfill disposal facility rate increase for single- family residents due to their recent landfill disposal rate increase that was implemented last December. Standard bin service base rates (3-yard bin picked up once per week) for multi-family residences will also be adjusted by 2.64 percent (combined 1.37 percent CPI and 1.27 percent disposal facility rate) or $2.15 a month, bringing the standard monthly collection service rate to $83.70, up from the previous amounYof $81.55. Staff is recommending that the City Council review and discuss the proposed rate schedule (Exhibit "A"). At the direction of the City Council, the proposed.. rate adjustment will be formally presented at a public hearing on June 15, 2004,. to receive • public comments. Following the public hearing, the required resolution will. be ' presented to the City Couhcil for approval LASER IMAGED. ~ P Mayor and City Council June 1, 2004 . Page 2 BACKGROUND • On August 17; 1999, the City Couhcil approved the transfer of the City of Arcadia's Residential Refuse/Recycling Service Agreement with NEWCO Waste Systems, Inc., to Waste Management Collection and Recycling, Inca The Agreement contains specific provisions that entitle Waste Management to receive annual rate adjustments, subject to staff review and the City Council's approval. The adjustments are calculated using two (2} categories -changes in the Consumer Price Index (CPI) and changes in landfill disposal costs. The contract provides specific formulas to calculate annual .rate adjustments including a weighting factor to determine the impact of each category - a 78 percent weighing factor for CPI and a 22 percent weighting factor in the Disposal Facility Index. During the past year, Waste Management has performed the services set forth in the terms of the Residential Refuse and Recycling Agreement. Along with standard residential refuse collection, they also provide a full range of residential recycling activities. These activities include:' • Commingled curbside recycling • Greenwaste recycling • Free Backyard Service for Residents with a Physical Hardship • Holiday tree recycling • .Sharpsvraste:recycling • Waste To Energy Program (multi-family units only). Duririg 2002, the City's refuse and recycling programs resulted in the.diversion.of 72% of the Cities refuse from landfill. facilities, well above the AB 939 mandated 50% diversion requirement:. DISCUSSION Waste. Managemeht's request for this year's refuse service.. rate adjustment was received by the City Manager's Office. on May 13, 2004, per the terms of the Agreement. Rate increases are based on changes in the CPI and disposal fees. The actual' March-to-March change in the CPI. is 1.75. percent. However,., Waste Mariagement's request-was calculated per the formula provided in the Agreement (see Table 1). The CPI changes were measured from March 2003 to March 2004 and are. specific to the Los Angeles-Riverside-Orange County statistical area in accordance with the Agreement. The Disposal Facility rate adjustment for-the Commerce Refuse-to Energy: Facility is also based on the previous year's use. This year's rate adjustments for material disposal applies. only to multi family refuse collection. At least 50% of the waste • stream from the City's multi-family units are diverted and transformed as part of a waste to energy program for multi-family units in Arcadia only.. ~.t t't i'1~. 1 t .av~'t Mayor and City Council June 1, 2004 Page 3 • Category Table I Rate Adjustment Formula Consumer Price. Index * Landfill Disposal Costs TOTAL Change Weight Final Factor Total 1.75% 78% 1.37% 5.79% 22% 1.27% 2.64% (*applies to multi-family rate schedule only) ~~ Single-Family Refuse Rate (CRI Increase Only November 2003. The impact of this proposed adjustment on a typical single-family household with a standard 90-gallon collection service will be a CPl adjustmeht of 1.37 percent or .18 cents, bringing the standard monthly service rate to $14.16, up from the previous amount of $13.98 No disposal facility rate increase will be applied to single-family residents since the Council recently approved a $0.40 cent disposal cost increase last December due to the Los Angeles County Sanitation District's Puente Hills Landfill rate increase effective Multi-Family Refuse Rate. (CPI and Disposal Facility Rates Increase Standard bin service rates (3-yard bin picked-up once per week) for multi-family residences will be adjusted by 2.64 percent (combined 1.37 percent CPI and 1.27 percent disposal facility rates increase), or $2.15 a month, bringing the standard monthly collection service rate to $83.70, up from. the previous amount of $81.55.. Historically, traditional 'recycling programs in multi-family units have proven to be unsuccessful, primarily due to limited space for recycling containers and the limited accessibility of owner/manager to ensure that the program is being followed. AB 939, which requires; each City to annually. divert 50% of its refuse stream from the landfill, allows each jurisdiction to "transform (burn or incinerate solid waste, transforming it to electricity) up to 10% of its total refuse generation and allocate the tonnage as diverted refuse. Thus, at least 50% of the waste stream from the City's multi-family ,units are diverted and transformed at the Commerce Refuse-to Energy Facility (CREF), also called Waste, To Energy Program. This Program significantly contributed to the City's 2002 Annual AB 939 diversion rate of 72%. •~ Mayor and City Council June 1, 2004 Page 4 • In April 2004,. the Los Angeles County Sanitation District (LACSD) announced a rate increase of $1.00 per ton at the CREF, bringing the current rate from $37.00 to $38.00 per ton. Athens Transfer Facility also increased their landfill disposal-rate $1.29 per ton, from $36.25 to $37.54; in January 2004: The loss of capacity and limited availability of landfill space, combined with. early daily closure at the Puente` Hills Landfill, has forced Waste Management` Inc: to utilie other local transfer facjlities-with a much higher disposal cost to dispose multi family refuse:' Refuse Rates Increase Determination Staff has worked with Waste Management representatives and has thoroughly reviewed and verified all rate adjustment data. Based on the contractors' service record and continuing satisfactory performance, staff .is in concurrehce with Waste Management's request for rate adjustments as provided for in the Agreement. Waste Mahagement has been able to. provide refuse collection and recyclirig services to its residents. while keeping rates among the lowest in Los Ahgeles County: In May 2004, a rate survey (Exhibit "B") was conducted, indicating the City. of Arcadia's refuse rates are among the lowest in Los Angeles County eveh with the proposed rate. adjustments: Based on the change in_ the CPl and the recent increase in landfill disposal facilities • (multi family units only) and the formula provided in the Agreement, the total adjustment that is being requested by Waste .Management is 1.37 percent CPI for stahdard single- family collection services and 2.64 percent for multi-family collection services (combirietl CPI and landfill disposal rates). Staff recommends that the City Council review and discuss the proposed rate schedules (Exhibit "A"}. At the direction of the City Council, the proposed rate adjustment will be formally presented at a`public hearing on June 15, 2004. Following the public hearing; the required resolution wil! be presented to the City Council for approval. ENVIRONMENTAL IMPACT Refuse rates are exempt from the requirements of the California Environmental Quality Act as specified in Title 14, Section 15273 of the California Administrative Code: FISCAL IMPACT Residential refuse and recycling collection service rates are afee-for-service that is-paid directly to the contractor by the residential customer. The' proposed rates will'not impact the City's budget. Mayor and City Council June 1, 2004 • ~ . Page 5 RECOMMENDATION Direct the Public` Works Services Department to conduct a public hearing at the June 15, 2004 meeting and prepare a Resolution authorizing the proposed refuse rate schedule for fiscal year 2004-2005 for presentation to th~e/]~C'~ity~C~ouncil. Approved: " l~1 William R. Kelly, City Manager PM:MA:dw Attachments • .a Effective July 1, 2004 Exhibit "A" City of Arcadia Realdantlal Refuse and Recycling Collection Service Single Family Rate Schedule STANDARD SERVICE RATES . Servlce Category 2003. Base ~ Rate # GW carts Green Waste Recyding Rate Charge Total AB 939 Monthly Fea Fea Single Family $9.43 1 Et.48 $0.78 $0.30 $11.87 Dwelllnp, (i) $9.43 2 $2.09 $0.78 $0.30 $12.60 60 Gallon Can $9.43 3 $2.82 $0.78 $0.30 $13.33 $9.43 4 $3.55 $0.78 $0.30 $14.08 $9.43 5 $4.29 $0.78 $0.30 $14.80 Single Family $17.62 1 $1.48 $0.78 ,$0.30 $14.18 Dwelling, (11 $17.62 2 $2.09 $0.78 50.30 $14.79 90 Gallon Can $11.62 3 $2.82 $0.78 $0.30 $15.52 $11.62 4 $3.55 $0.78 $0.30 $18.25 $11.62 5 $4.29 $0.78 $0.30 $16.99 Single Family ~ 60g $7.39 $0.00 $0.00 $7.39 Dwelling, (1) 90g $7.51 $0.00 $0.00 $7.57 Tirre Per Can Unscheduledpickup Monthly Per BOg -$5,20 Additional Can ~ 90g $8.42 BlY Automatetl 531.68 Collection Sec B/V Collec8on $71.40 t Time P1U - Par Can BN Additional $17.29 Container $0.00 $0.00 $5.20- $0.00 $0.00 $8.42 $5.33 $0.30 $37.31 $0.00 $0.00 $11.40 $0.00 $0.00 $17.29 'Bulky Item PlU $23.93 $0.00 $0.00 $23.93 Sharps Program $28.5051ze-One Ouart $37.28 Size-One Galon Additional Sizes Available Service Single Family Dwelling, (1) 60 Gallon Can Single Family Dwelling, (i) 90 Gallon Can Single Family 60g Dwelling, (1J 90g Time Per Can Unscheduled Pickup Monthly Per 60g Additlonat Can 90g B!Y Automated Collection Ser. B!Y Collec0on i Time P1U Additional Item P1U s Program SENIOR CITIZENSERVICE RATES 2003 # Green Total Base GW Waste Racycling A8939 Monthly $8.49 1 $1.31 $0.78 $0.30 $10.88 $8.49 2 $1.88 $0.78 $0.30 $11.45 $8.49 3 $2.54 $D.7B $0.30 $12.11 $8.49 4 $3.20 $0.78 $0.30 $12.77 $8.49 5 $3.88 $0.78 $0.30 $13.43 $10.48 1 $1.31 $0.78 $0.30 $12.85 $10.46 2 $1.88 $0.78 $0.30 $13.41 $10.46 3 52.54 $0.78 $0.30 $14,07 $10.46 4 $3.79 $0.78 $0.30 $14.73 $70.46 6 $3.88 $0.78 $0.30 $15.39 $6.65 $O.OD $0.00 $6.65 $6.78 $0.00 $0.00 $6.76 $4.68 ~ $0.00 $0.00 - $4.68 $5.78 $0.00 $O.OD $5.78 $28.51. _ $5.33 $0.30 $34.14 $1028 ~ $0.00 $0.00 $10.26 $15.58 . $0.00 $0.00 $15.56 $21.54 $0.00 $0.00 $21.54 E28.50 Size- One Quart $37.28-Size- One Gallon Addigonal Sizes Available Temporary 3 • Yard Bin Servlce - Tempoary Roll-Off Bln Serivice Three Day Rental 579.94 Seven Days 14 Tons E287.94 Seven Day Rental $95.85 ,Additional Rate Per Day $11.85 Additional Rate Per Day $4.51 Additional Rate Per Ton $20.70 'This pddng applies only to residents that exceed the 4 free Bulky Item colledlons r, LJ • • r Effective July 1, 2004 Exhibit "A" City of Arcadia,: Refuse and Recycling Collection Service Singie-family Base Rate Schedule Single Family Greenwas4e'Bin Service: Includes one (1) greenwaste bin, one (1) refuse and one (1) recycling container serviced once weekly 'Curbside Bin Service: Resident rolls bin and containers to their curb and the trash truck drives directly to the container then empties the bin and containers. ~i `Backyard Bin Service Waste Managemententers residehts backyard, rolls out their greenwaste bin and refuse/recycling containers td the curb, empties them, then return them to their original location on the same day. 'Please add the following fees to the rates listed above: Recycling Fee (Reso # 6269): 2-6 units = $1.00 per unit 7 or more units = $1.50 per unit AB 939 Fee = $0.30 per unit . ~ Effective July 1, 2004 Number of 81ns i - ra ram 2 - 1.5 yard 3-7.5 yard 4.1.5 yaM 5.1.5 yard 1 -3yard 2 - 3 yartl 3 - 3yard 4.3 yard 5 - 3yard 1 - 6 yard F~chlblt "A"` City of Arcadia Refuse and Recycling Collectioh Service Multi-family Base Rat73 Schedule • 'STAB RATE • Trash truck drives dlrecfly tc the wnfatner then empt7es the bin. NUMBER OP PICK4JPS PER-WEEK ' ~4 ~ s. $108.41 $762.61 $216.83 $271.03 $71.04 $126.83 $182.67 $238,47 $29429 $133.12 $325.24 $433.68 $542.07 $131.90 $263.84 $395:75 $527.65 $659.58 $266:28 $32523 $433.62 $542.04 $650.45 $487.65 - $650.47 $813.08 $975.71 $850.48 , $887.31 $1,084.15 $1,300.97 $813.tt $1,084,16 $1,355.19 $1,828.23 $213.11 - $284.14 $355.19 $426.22 $380.50 $507.32 $634.15 $780.98 -; $547.97' $730.63 $913.29 $1,095.95 ' .$715.39. $953.85 $1,192.32 $1,430.78 $882185 .,'.$1,177.12 $1,471.41 $1,765.67 $399:38 t. - $532.51 $665.64 $798.77 'DISMOUNT RATE -Driver exits the Vuek, places thebid In an areawhere It can be emptied Number of Bins and returns the whtalner to Its original location.. and Slze NUMBEROF PICK-UPS P . ER WEEK 1 2 3 4 5 8 1 -1.5 yard ~ $67.22 $134.46 - ~ $201.68 ~ $268:91. $336.13 $403.36 2.1.5,yard $12223 $244.47 - $386.70 .~: $488:94 $611.16 $733.40 3 -1.5 yard $183.34 $366.68 $550.02 ,. $733.36 $916.70 $1,100.02 4.1.5 yaM $244,46 $488.92 $733.37 $977.82 $1,222.28 $1,466.74 5-1.5 yard ~ $305.58 $611.14 .. $916.72 ..$1,222.29 $1,527.86 $1,833.44 1 -3 yaN. ~ $77.37 $145:88 „ $232.17... - $309.41 $386.85 $464.21 2-3yard $140.80 $291.71 . _.- $422.38'. '$563.19 $703.98- $844.76 3-3yard $20427- $437.30 " $61263- ~ $818.84 $7,027.05 $1,22528 4-3yaN $267.82 $583:.47 ' $802.88 $1,070.50 $1,338.14 -$1,605.75 5.3 yaM $331.06 ~ $729.35 $993.15 $1,324.22 $1,655.27 $1,968.32 1 -6 yard . $145.73 $291.49 ~ $437.20 $582.93 $728.68 $874.40 . 'STAGE RATE - A smaller truck Q.e. Scouti enters an area where the regular trash truck - cannot flt and moves the container to a desl9nated staging area for the trash truck to empty It. Number of Bins - The swot then returns the cohfalner to I ts previous location. and Size NUMBER OF PICK-UPS P ER WEEK 1 2 3 4 5 8 i -1.5 yard - $73.55 $147.12 $220:68 $294.23 $367.79 $441.35 2 -1.5 yartl $133.76 $287.52 - $401.28 $535.04 - $668.80 $802.58 3 -1.5 yam $200.65 $40129 - - $601.94 $802.58 ' $1,003.23 $1,203.87 4.7.5 yard $267.53 $535.06 $602.59 $1,070.12 $1,337.67 $1,805.20 5.7.5 yard $334.41 $668.81 51,003.22 $1,337.63 $1,672.04 $2,006.45 1 - 3yard $83.70 ~ $158.54 $251.14 $334.85 $418.57 $502.28 2.3 yard $154.74 $317.11 $464.21 $618.95 $773.69 $926.43 3-3yard 5225.78 $475.65 $677.33 $903.11 $7,128.88 $1,354.65 4-3yard $296.82 $634.21 $890,47 ~ - $1,167.30 $1,484.17 $1,780.95 5.3 yard $367,84 $792.76. $7,103.52 $1,471.34 $1,839.19 $2,207.03 1 •8 yaM $158.2T $318.47 $474.63 $832.84 ' $791.04 $949.26 'Please adtl the following fees to fhe ra tes listed above: Recycling Fee (Reno # 6269):. - 2-6 units = $1.00 per unit . 7 or more units = $1.50 per unit' AB 939 Fee = $0.30 per unit • LJ ~ ~ , •' c N m O N .~ J+ (C W ' A ''~^^ vJ .~ N (0 . oJG ~/7 ,O~ O~ a~ a ~ a~ ~~ a,~~ '~G aa'~~°''aa'~'~JJ ~a soo, `O!o ~°G ~~~ ~~J ~~b ~~~ ~A J `~°aa '~~ ~~b a f°~9~sd a'~G a~~b o , a~G~<~ a,~ ova a~~ 9a r ~~ T ~ a~a J~ ~~ ~~oJ JJas ~~~G~l .O ~~aGo /~~ 0~ ~~i s~~ ai~'Q ~G°~ G`Os ,rpo~ p, a,, Gap a~J ° o ° ° ° ° o ° ~s o o o o o o G • ~ M M N N ~ ~ ff3 o~ E!1 y~ 0 (~) b4 fA 64 Ffl 6F3 S 0 0 N m L u d a N d ,. ,. ; _ _~ -; . ~~ C~ -_ - • •i •~ 4.~. ~~ STAFF REPORT Development Services Department June 1, 2004 TO: Mayor and City Council FROM: ' Don Pehman, Assistant City Manager/Development. Services Director Donna L: Butler, Community Development Administrator SUBJECT: Consideration of an Appeal of the Plannino Commission's approval of Mod cation Application No MC 03-046 for a circular driveway Redommendation: Approve SUMMARY This application was submitted-.by Keith Wilson requesting amodification to reduce the minimum circular driveway setback as measured from the front property line and to exceed .the maximum hardscape area allowed within the required front yard area at 1104 Hugo Reid Drive. The Plarning Commission at its April 27, 2004 meeting voted 3-2 to approve the modification as requested. Mayor Kovacic appealed the Planning Commission's action for consideration by the City Council. The Development Services Department is recommending- approval of the applicant's requests, subject to the conditiohs of approval listed in this report. BACKGROUND On February 18, 2003, the City Council adopted Ordinance No. 2173 to include new standards in the R-O and R-1 zones for new circular driveways. Ordinance 2173 only permits acircular-driveway on a lot with street frontage of 75'-0" or greater, prohibits more than one (1) such driveway on a lot, restricts the CC - MC 03-046 June 1, 2004 LASER 11VIAGED Page 1 ~/ I maximum circular driveway .width to 15'-0';; and requires that the circular driveway be setback a minimum of 25'-0" as measured -perpendicularly from the. front property line to the furthest distance of the inside edge. of the circular • driveway.. The new standards weht into effect in May 2003. Prior to the adoption of Ordinance 2173, the maximum amount of hardscape (paved surfaces) allowed within the required- front yard -area was: 40%; consistent with the current regulations. Originally the property had a single 14'-0"-wide driveway located on the east side of the lot leading to the detached garage located at the rear of the property, and a 4'-0" wide walkway in front of the residence. The remaining front yard area wasiandscaped: Unfortunately at the time the applicant. obtained the encroachment permit for the second driveway approach from the Erigineering Services Division ih June 2003, procedures were not in place requiring planning .review and :approval of lot coverage and setbacks. However, compliance with the front yard landscape regulations, i.e.; maximum 40% hardscape was a requirement. On July 1, 2003, iri response to a complaint, a Notice of Violation was issued to the applicant advising tFiat the new circular driveway was not in•compliance with the new circular driveway regulations and the maximum. hardscape ratio allowed within the required front yard. The. applicant asserted that he was not aware of the new circular driveway • standards because he had obtained a copy of`the R-1, regulations in April (one month before the new standards went.ihtd affect):and at that time.there were no specific regulations regarding circular driveways.; However, the requirement that pedestrian walkways and driveways may not occupy -more, than 40% of the required front yard was in the regulations that the applicant obtained from the City. As noted above, Planning Services approval was not required prior to issuance of a permit. In addition, driveways are',not subject to homeowner association approval, because concrete work less than two feet in height (flatworkl does not According to the applicant, they were under the impression. that the: riew circular driveway was ih compliance. On July 23, 2003, in response to the Notice of Violation, the owner Mr. Wilson applied for a modification requesting to keep the driveway as constructed. The Modification Committee on August 26, 2003, reviewed this application .requesting a modification fora 14'-0" to 16'-0" circular, driveway setback from the front • CC - MC 03-046 ,~€-; r: E, e m, (~-gn ~q June 1, 2004 l.sr,~lY:~'i1 13..i~tt~ ~ Paget property line in lieu of a minimum setback of 25'-0" required, and a 49+% hardscape ratio in lieu of 40%, allowed within the required front yard area. Although the proposed project is not subject to the Homeowners Association approval, the Santa Anita Village Association Architectural Review Board was opposed to the circular driveway because they felt it would detract from the' presehce of the relatively large front yard area that is a distinctive feature of this .neighborhood. After discussion, the Committee; at the suggestion of Commissioner Lucas, referred this project to the Planning Commission because it was felt the project warranted input from-the Planning Commission. Prior to the Planning Commission hearing, the applicant explored several changes to the design, however, all would have required significant modifications to the design and as a result, the requested modifications considered by the Planning Commission were .based on the "as built" plan. The Planning Commission at is April 27 meeting voted 3-2 to approve the requested modifications with specific conditions: DISCUSSION The Modification regyest as submitted is essentially an "as built" plan. The driveway width is approximately 13'-4" and incorporates interlocking stone pavers. The driveway approach conforms to the standards of the Engineering Services Division: The modifications requested are: • 1. A setback varying between 14'-0" and 16'-0" as measured from the front property line to'the furthest distance of the inside edge of the circular driveway in lieu of 25'-0" required (Sec. 9252.2.6.1). 2. A 49+% hardscape ratio in lieu of 40% allowed within the required front yard area (Sec. 9252.2.6.1). The subject property is an irregular pie shaped lot with a lot vvidth of 85'-6" measured at the front property line and a lot width of 35'-0" measured at the rear property line. -The lot depth ranges from 168' to 214'. While the property has the minimum street frontage required to qualify fora circular driveway (75 feet), it is difficult to meet the minimum front yard landscape requirements and minimum setback required for a circular driveway, because the house is set back only 33' from the front property line. As a result, the footprint of the house limits the placement of the circular driveway. The requested modifications could be justified in part because of the irregular lot configuration and the location of the existing structures, although with these constraints it .could be argued a modification for a circular driveway isn't justified. • CC - MC 03-046 June t, 2004 Page 3 There is a :12'-0".parkway width alorig Hugo Reid Drive. A sidewalk is located 'adjacent to the curb and the interior 6'-6" of the parkway area is landscaped' and • transitions into. the front yard landscaping of the site, ,creating the appearance of a larger-front yard. It is very likely that-the applicant was not aware of the 25'-0" setback for the circular driveway when the plah was designed since the new standards-did not go into effect until May of 200$ and Planning Services approval was not required at that time, fpr a second driveway approach. However, the 40% maximum hardscape was-.in the code prior to May 2003. However, asnoted earlier, monitoring the rriaximum• hardscape requirement is difficult .since front yard hardscape less than two feet in height .does. not require a building permit (excluding the driveway apron). The stone pavers are an attractive material and are often ehcouraged or required by staff within driveway areas as part of new developments. The frorit yard as proposed features approximately 9+% more hardscape within the front yard area than allowed by code. It is staffs opinion, requiring the applicant to reduce the hardscape area by 8.8% would not result in a significant, noticeable change to the front yard. Also, moving the driveway closer to the.house would result in a narrower, less practical driveway width, and the removal of an existing planter area: One method to reduce the visible pavement area from the street and to help • mitigate the modification request would be to require a landscape berm within the front yard `area. Staff is proposing a condition of approval requiring the applicant to submit a landscaping plan for. the eritire front yard, prepared by a landscape architect to be .submitted for approval by the Community Development Administrator. This would ensure that the front yard landscaping accomplishes to goal of softening the overall- appearance of the. hardscape area. With-this condition, it,is staffs opinioh that the driveway and proposed landscaping will be visually harmonious with the sun-ounding properties. In order:to approve a modification, one. of the following findings must be made that the modification: 1.-Secure an appropriate improvement of a lot; or 2. Prevent an unreasonable hardship (non -economic); or 3. Promote uniformity of development.. _ If approved, the Development Services Department believes that the proposed circular driveway will secure an appropriate improvement to the site, wauld not n fu GC - MC 03-046 June 1, 2004 Page 4 detract from property values and would not set a precedent for other circular driveways in the Village area. •~ Planning Commission Action The Plahning Commission at its April 27, 2004 meeting. voted 3 to 2 to approve the requested rnod'rfication. The Commissioners voting in favor of the requested modification commented: Approving this modification would not set a precedent for similar requests; • That there were- property constraints in terms of the existing house setback and unusual-lot configuration; • That the use of pavers for the drivevvay is very attractive and not just plain concrete;, and • That the excess hardscape can be mitigated with landscaping designed by a licensed landscape architect as per the condition of approval The Commissioners voting in opposition questioned if there were other options and felt there was no excuse for not complying with the code. ENVIRONMENTAL REVIEW This project is categorically exempt. from the requirement of the California • ~ Environmental Quality: Act per Section 1.5305. RECOMMENDATION The Development Services Department recommends approval of MC 03-046, subject to the following conditions of approval: 1. The proposed project and the site shall be developed and maintained in a manner that is consistent with the plaris submitted and approved for Modification Application No. MC 03-046. 2. The applicant shall submit a landscaping plan prepared by a landscape architect to be submitted for approval by the. Community Development Administrator to ensure that appropriate landscaping is installed within the front yard area. The landscape plan shall include. elements such as a berm to reduce the amount of paved area visible from the street. The approved landscaping shall be installed within sixty (60) days of the effective date of this application. 3. That MC 03-046 shat{ not take effect until the owner and applicant have executed an Acceptance Form, available at the Development Services •~ CC - MC 03-046 June 1, 2004 Page 5 Department, indicating awareness and acceptance of the conditions of approval • 4. The applicant shall defend, indemnify, and hold harmless. the City of Arcadia and its officers,, employees, and agents from and against any claim, action, or proceeding against the City of Arcadia, its officers, employees or agents to attack, set aside,. void, or annul any approval or• condition of approval of the City of Arcadia concerning this project and/or -land use decision, including but not limited to any approval or condition of approval of -the City Council, Planning Commission, ,or City Staff, which action is brought within: the 'time. period .provided for in GovemmenfCode Sectioh 66499:37 ;orotherprovision of law applicable to this project or decision. The City-shall promptly-notify the applicant of any claim, actioh, or proceeding cohderning the project and/or land use decision and the City shall cooperate fully ih the defense of the matter. The City reserves the right, at its own option, to choose its own attorney to represenf the:City, its officets, employees; and agehts in the defense of the matter... CITY COUNCIL ACTION Approval: The City Council should move to approve MC D3-046; `subject to the conditions set forth above (or as modified by the Council) and make a • motion based on one or more of the following findings: • Find that the request would secure an appropriate improvement.. • Prevent an unreasonable hardship; or • Promote uniformity of development. Denial: If the City Council, intends to take action to deny. this project, the Commission should make specific findings, based on the evidence presented, and move to deny the project. The Planning Commission may wish to consider the following motions and findings,, whicfi must be expanded upon with specific reasons for denial: D1. Than the Modification requests would hot secure an"appropriate improvement. D2. That the Modification requests would not prevent an unreasonable (non- economic) hardship. i CC - MC 03-046 June 1, 2004 Page 6 D3. That the Modification requests would not promote uniformity of development. •~ •~ Approved by: William R. Kelly, City Manager Attachments: Vicinity and Aerial Maps Planning Commission April 27, 2004 minutes Modification Committee Findings of August 26, 2003 Photos of,Project Site Preliminary Exemption Assessment CC - MC 03-046 June 1, 2004 Page 7 (+~ / \ µ17e) (n23) µnel µ,i3) µ1w) µ1w1 1~4 H 100 0 100 200 Fees („~, RD µ13o1 ~ _ - ~ (301 ~ (34 a1 11,761 µ12o) µ„4 µw1 („071 µ,3e, µ,Q1 (1,d, (~ µ,l4 (tt!3) t1,a1 E~~ ~R ,,,~, („~, ,,,,,, (,,,,, („wl („6;; H~~O R (;awl (1,3,i . („u, REID ~,R, („~; („~, (,s, (,faB7 ,,,~, n+34 R„1 ~G R1r! .. (723) ~Q '33) (1,7e1 p,23) fn,>) 1,,,11 (1107) µ1a,1 l~l - µ29l -RAKE RD (~, 3!1 (11721 (1116) (1110) (1fw) ~) (11301. (lf0) (~ (Iafl µw1 (116) (!if) O (3131 ~A (127) µ19l µ1e) al !~1 µf21 ~ µ2a1 µt61 ~ µt31 Q O {323) ~/1/~. (<12) µ3I1 - ` ~~ :: ~S 1904 Hugo Reid Drive -~ Development Services Department u' ~C .2003 046 Engineering Division -Repered 6y: R.SGonzekz; SepieMrer2003 +NCOBPOaat$°~~~~~ ..Z S ~- 1.,104 Hugo 14eid Drive- `,veiopment Services Deparfinenf ~ 1~C 2003-046 Engineering Division o* Reperetlby R.S.G°nzelez, March 2003• ~QORronaxIDO''a . hey have not verified these figures but based on measurements by the' Architectural Review Board it ~ . Nas foprid that There was 52% hazdscape in the front yard. VIr.+ Kelly noted that the Village is a unique area with its relatively Iarge front yazds and expansive andscaping and„limited and tasteful liardscape. Circular driveways are. not a design norm-in the area ._1 ..._.___t oC aL]_ ~GJ_C..a... ~:_....:1A a.:i~....a {.'..«. '....:{.}..,«..:4.. ..R ad..uU...r.un? Thnro :e urnnrhnr CITClltar nrlueway In rne.lmmeal8LeazeS, aT II1C pIOpGly.[1GaL 4UV4 W UIG JLLU~GIiL y1L0. IIV WGVGi, uua:wa, installed a long time ago; before current regulations came into effect. This driveway is installed on a unique corner lot but it also fi;atures almost 80% front:yard landscaping ratio. Therefore, it would not be comparable with this property. s.7 Mr. Kelly went.on to say that the. Village Architectural Review Board believed that this would detract ` from the appearance of the Village;: He also- noted that the appIcatt ties offered no evidence to support the, claim that-approval.-:will enhance the property value, one that the Architectural Review Board disagrees. The Architectural Review Board realizes that there aze small lots in the Village which at times could make it difficult for homeowners to move around their cazs in order to avoid street parking but this is hardly a hardship and' a reason to approve this request. Many homeowners in the Village face the same problem-but they manage to deal with it, especially when-the inconveniences are offset by the welcoming beauty of open, green front yards. He asked that the Planning Commission keep in mind that the driveway was installed when the existing codes were in effect. He said that if the Planning Commission approves this, it will seta precedem and will result in the loss of significant and important characteristics,,which are part of the architectural vernaculaz.of the Village. • nr~ cny rm>mma co~~on z arnia 'He said that he can only imagine how many homeowners would come to the Architectural Review Board and claim unawareness of the codes and request for approval after the fact. •' ' He went on to say that the Architectural Review Board is very careful to apply practiced arid consistent and non-discriminatory judgment about requests for approval which fall under their purview. They spend many hours seeking out the opinions of experts so they can-carry out their duties. Because of this, they need the support of the City,. the elected and appointed officials: He asked that they deny. this request and require that the homeowner make the necessary changes to comply. The Architectural Review Board is ready and willing to work with the applicant to develop a plan to bring the property into compliance. No one else spoke in favor of or in opposition to this item. MOTION: It was moved by Commissioner Lucas, seconded by Commissioner Hsu to close the public hearing. The motion passed by voice vote with no one dissenting. ROLL CALL: AYES: Commissioners Hsu, Lucas, Olson, Wen, Baderian NOES: None Chairman Baderian indicated that Commissioner Lucas was the Planning Commission member in attendance at the Modification Committee meeting. ~' Commissioner Lucas said that there were a combination of factors that brought this into being are based on the staff report and Mr. Kelly's testimony there was no excuse for non-compliance. Commissioner Olson felt that the Planning Commission should view this as if it does not exist and then determine whether it would.be appropriate for this property or not. Does it satisfy the requvements for granting a modification? Would it be appropriate? He remarked that the financial hardship should not be a part of the consideration and would it secure an appropriate developmem regardless of the fact that it is akeady existing. He was not swayed one way or another from the circular driveway next door or by setting a precedent. He wondered what would be the alternatives and how would those look. The fact that it is already there is irrelevant. Commissioner Wen agreed and wondered about other options. Chairman Baderian said that they need to look at what has been proposed and not ahernatives. Staff has done a thorough report based on what was presented. Commissioner Olson thought that staff prepared a great report. He was not swayed by the fact of setting a precedent. He noted that this is a property with design restrictions. In this case the City has control over landscaping. The material of the driveway is very attractive and not just plain concrete. Given the size of the lot and the width in the front yard, he did not have any problems with the request. The large tree helps the design.' He was in support of staff's recommendation, felt that the excess haidscape can be Arcadia Ctiy Planning Commission 3 ~ 412714 "mitigated with landscaping and, it is a nice improvement and does secure an appropriate improvement for the neighborhood. ,. • MOTION: It was moved by Commissioner Olson, seconded by Commissioner Hsu to approve MC 2003-, y 046: subject to the conditions listed in the'staff i-epory adding a condition thaf a landscape plan be -. provided #o the Development Services Department. ROLL CALI:: AYES: Commissioners Hsu, Olson, Baderian NOES: .Commissioner Lucas, Wen Chairman Baderian noted that there is a five working day appeal period. Appeals are to be Filed by May 5. • • Arcadia city Piamins commission ` 4 . ... ~ 4/27/4 '~ , FINDINGS ' tCADIA CITY MODIFICATION. COMMITTEE T45 a.m., Tuestlay, August 26, 2003 ,~~.r-ni u~i~n [_NAMBERS CONFERENCE ROOM ~' 1 Applicant::+ Keith Wilson (~ Request: The follovring i A. A 22'=2" cr a required B. 52% front (9252.2.6,' FINDINGS 'of the PUBLIC' ntwreirvu This application is to legalize an existing circular driveway for a sirigle-family residence located in the Santa Anita Vllage Homeowners Association. The applicant and members of the homeowners association were at the hearing. The applicant stated that they had complied with the minimum lot width requirements of 75'-0" ,needed for a circular driveway and were given permission from the city to;.build the driveway. The `applicant was not informed about the current. regulations for a maximum:of 40% for fiardscape foont yard coverage 'and a driveway setback of 25'-0" minimum from the front property line.' .Opposition came from members of the Santa Anita ~Ilage Homeowners Association, who argued that applicant. should follow current code and that approval of this; modificatior would degrade the aesthetic value of the neighborfi'ood. The Committee felt that forcing the applicant to pull out the existing. circular driveway would be a.financiahburden to the applicant 'and city staff may have misinformed the. aonlicaht, Understanding the delicacy of the situation the Committee made the 'motion. to refer the case to ACTIONS REFERRED TO TI the Planning IONEt'. PRESENT:: ~S PRESENT:`': 3 REPRESENTATIVE: Don: Craig; Lucas C~ • • • ~ • Subject Lot ~' 1 4. Staff Determination The City's Staff, having undertaken and completed a preliminary review of this project in accordance with the City's "Local Guidelines for Implementing the California Environmental Quality Act (CEQA}" has concluded that this project does not require further environmental assessment because: a. The proposed action does not constitute a project under CEQA. b. The project is a Ministerial Project. c. The project is an Emergency Project. d. The project constitutes a feasibility or planning study. e. x The project is categorically exempt. Applicable Exemption Class: 15305 f. The project is statutorily exempt. Applicable Exemption: g. The project is otherwise exempt on the following basis: h. The project involves another public agency which constitutes the Lead Agency: Name of Lead Agency Date: March 1.2004 Joe Lambert Staff • U noz . ~ ~ , ~ o~ ~~~ ~ ~ ~ ~o~ t ~ ~~~ ~ F ~~o €~` u ~ ~~< . J iii`ax~ ~g $r ~~ ~ ~s ~~4~~i6 om®o©®o sfi FFvan Xis 116~ 1-C~ F3~ aao V ~ 4 ~; ~~ ~ N~ O Y~YU J H r ~_° 3 J Y , ,~-< N 9 9~~ A3~FAF~ ' C8 A~ ~j sE 3 -. ~:Y~iY ~~i@&;P O®94~44 Yfi awn ~~n tea n~~ ~~~ 733 t S NOTICE OF PUBLIC HEARING - BEFORE THE ARCADIA CITY COUNCIL ~ m•~ NOTICE IS HEREBY GIVEN that a PUBLIC HEARING will be held by and before the ARCADIA CITY COUNCIL to determine whether or not the following request should be approved, conditionally approved or denied. APPLICATION: Modification Application No. MC 2003-046 LOCATION: 1104 Hugo Reid Avenue APPLICANT: Keith Wilson REQUEST: An appeal of the Planning Commission's approval of the following modifications to legalize anon-permitted circular driveway: 1. A 14'-0" to 16'-0" distance from the front property line to the furthest distance of the inside edge of the circular driveway in lieu of 25'-0" required (Sec. 9252.2.6.1). 2. A 49+% hardscape area in lieu of 40% required in the front yard area (Sec. 9252.2.6.1). ENVIRONMENTAL This project is categorically exempt. from the requirements of the Califomia DOCUMENT: Environmental Quality Act pursuant to Section 15305. DATE AND HOUR Tuesday, June 1, 2004 at 7:00 p.m. OF HEARING: PLACE OF HEARING: Arcadia City Hall Council Chambers 240 West Huntington Drive, Arcadia, California The application file and plans of the proposed project are available for review at the Planning Services office. All interested persons are invited to appear at the Public Hearing and to provide evidence or testimony concerning the proposed Text Amendment. You are hereby advised that should you desire to legally challenge any action taken by the City Council with respect to the Text Amendment, you may be limited to raising only those issues and objections which you or someone else raised at or prior to the time of the Public Hearing. Persons wishing to comment on the proposed application may do so at the Public Hearing or by writing to Planning Services prior to the June 1, 2004 Public Hearing. For further information regarding this matter, or to submit comments, please contact Joe Lambert, Associate Planner, at Planning Services: 240 West Huntington Drive, Arcadia, CA 91007, (626) 574-5444, a-mail: jlambertCo ci.arcadia.ca.us. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in the Public Hearing, please contact the City Clerk's Office at,(626) 574-5455 at least three (3) working days before the meeting or time when such special services are needed. This notification will help city staff in making reasonable arrangements to provide you with access to the Public Hearing. Arcadia City Hall is open Monday through Thursday, from 7:30 a.m. 7:30 a.m. to 4:30 p. m. City Hall will be closed on Friday, May Monday May 31st. Vida Tolman Chief Deputy City Clerk/Records Manager to 5:30 p.m., and on alternate Fridays from 28th and in observance of Memorial Day, Date Mailed: May 17; 2004 . ~ ~. ,. AR /. DECLARATION I, EzLSEM YAMAMOTO ,hereby declare that I am over 18 years of age and not a party to the within matter; that my business address is 240 West Huntington Drive, Arcadia, California; that I am employed in Los Angeles County, California; that I placed public hearing notice for MC 2003-046' in (application number) envelopes addressed to property owners whose names appear on the attached list supplied by the applicant, which envelopes were then sealed and postage fully paid thereon and on MAY 17, 2004 ,deposited in the U.S. mail at Arcadia, California. I hereby declare, under penalty of perjury, that the foregoing is true and correct. Date: MAY 17, 2004 clarant Smooth Feed SheetsT"" Bohomus Gary and Sharyl S. Trust Boho 1100 Hugo Reid Dr. Arcadia, CA 91007 Dailey Dougles A.-and Ann R. 211 S. Altura Rd. Arcadia, CA 91007 Wu Kun Lin and Li Chu H. 1012 Holly Ave. Arcadia, CA 91007 Fisher Robert and Dorothy Trust 406 Drake Rd. Arcadia, CA 91007 Warren Pamela 400 Drake Rd. Arcadia, CA 91007 Burch Jean P TR Jean P Burch Trust 1101 Drake Rd. Arcadia, CA 91007 Comcicnni Anthony and Jean Trust Comai 1107 Drake Rd. Arcadia, CA 91007 Parker Gregory Kothorine W. 1108 Hugo Reid Dr. Arcadia, CA 91007 Sindair Gilbert E Gilbert E 5inc 1116 Hugo Reid Dr. Arcadia, CA 91007 Zhao Hiagand and Gu Rongging 1115 Hugo Reid Dr. Arcadia, CA 91007 n~ AVERY® Address Labels Use template for 5361® ,1 Niswander Clark and Barbara Trust 1109 Hugo Reid Dr. Arcadia, CA 91007 Djic, Hody K and Selvia T. 1101 Hugo Reid Dr. Arcadia, CA 91007 Laurie Thompson 229 Altura Rd. Arcadia, CA 91007 Keith Wilson 1104 Hugo Reid Dr. Arcadia, CA 91007 Laser 5161® City of Arcadia Garv A. Kovacic nlttyoY ~~~~~'~ ~. May 2, 2004 ~~:~`~ ~ t~~',r c ~Et~'~ BY TELECOPIER AND FIRST CLASS MAIL James Barrows, City Clerk City of Arcadia 240 West Huntington Drive Arcadia, California 91006 Re: City Council Review of Planning Commission Decision or Determination 1104 Hugo Reid Drive MC 03-046 Dear Jim: Pursuant to Article IX, Chapter 6, § 9600 of the Arcadia Municipal Code, I hereby call up for review the Planning Commission's approval of MC 03-046 (by a 3-2 vote) at its meeting on April 27, 2004. This matter concerns modifications for a new circular driveway at 1104 Hugo Reid Drive. I have not had an opportunity to review the facts of this case in detail and will reserve judgment on the merits until the public hearing on the appeal. However, because the decision involves application of the city's new standards for circular driveways, I am initiating this appeal. Please let me know if you have any questions or comments. Very truly yours, ~~~~~~ ~Li~'U~CJ ry A. Kovacic Mayor 240 West Hun[ington Drive Post Office Box 60021 Arcadia, CA 91066-6021 (626)574-5403 (626) 446-5729 Fax cc: William R. Kelly, City Manager `-c . ~ . STAFF REPORT Development Services Department June 1; 2004 TO: Arcadia City Council FROM: Don Penman, Assistant City Mariager/Development Services Director By: Donha L. Butler, Community Development Administrator`~~ SUBJECT: Consideration of Text Amenoment. iva ~r+ ~~~~+-~~ ~ ,~,Q„,~ - Re uirements ih he Commercial and Industrial Zones Recommendation: Introduce Ordinance No. 2192 adding loading requirements in the commercial and industrial zones ~ SUMMARY Text Amendment T.A. 2004-001 was initiated by the Development Services Department to add loading requirements to Commercial and Industrial Zones (Article IX, Chapter 2, Part 6, Divisions 0 through 8). The Planning Commission at its April 27 meeting voted 5 to 0 to approve the text amendment. The Development Services Department is recommending approval of this text. " amendment as set forth in the, staff report and introduction of Ordinance No. 2192 adding sections 9260.2.10, 9260.2.11; 9262.6.12, 9262.6.13, 9263.6.9, 9263.6.10, .9264.3.13, 9264.3.14, 9265.6:5, 9265.6.6, 9266.4.16', 9266.4.17, 9267.2.5, and 9267.2.6 to the Arcadia Municipal Code relating to loading requirements in the commercial and industrial zones. ANALYSIS Currently, the Arcadia Municipal Code does hot address the location and standards for loading areas with the exception of a loading area size. Generally, these issues are analyzed as part of the Architectural Design Review process. Incorporating "loading ~l . LASER IMAGED ?~' area" regulations in the code will provide developers with specific guidelines when designing a project and will be used in the design review process by; the City when analyzing., a project. In addition the new regulations help to establish standards that staff believes wil( help to avoid potential traffic and noise issues associated with the loading and unloading of merchandise and materials, especially when buildings are located in' close proximity to residential neighborhoods. The specific standards set forth in Exhibit A will be incorporated into the commercial and industrial zoning regulations. These standards complement the new parking regulations currently being considered by the City. As a summary, the changes include: • Specific requirements for loading doors and screening requirements for projects adjacent to residentially zoned properties and public rights-of-way. • Restrictions prohibiting loading spaces and related backup areas within the first twenty (20) feet from the street right-of-way or within a parking lot entrance or exit. It requires thaf loading areas be` designed- and "maintained so .the maneuvering; loading and uhloading of vehicles do not interfere with vehicular and pedestrian traffic. • A limitation on the hours of loading and uhloading of merchandise or materials to 7 a.m. to 9 p.m. daily, when the .loading area is within 150 feet of residehtially zoned property. • The restriction of hours and location of loading doors addresses potential concerns from residents regarding trucks impeding traffic` and making hoise during late night or early morning. The Planning Commission at its .April 27, 2004 meeting- concurred with staffs recommendation.and voted 5 to 0 to forward this text amendment to the City Council. The Development Services Department recommends approval of Text Amendmeht 04- 01 adding specific loading requirements to the commercial and industrial zone relating: ENVIRONMENTAL ANALYSIS The proposed text amendment is exempt from the requirements of the California Environmental Quality Act (CEQA). There is no possibility that the text amendment, by itself; will have. a significant effect on the .environment under Section 15061(b)(3) of the CEQA Guidelines, and this text amendment does not constitute' a "project" under Section 15378(b)(2) of the CEQA Guidelines. CC -TA 2004-001 4,~^°`'~ ~~"'~ ~ June 1, 2004 Page 2 • • ~' ~~ RECOMMENDATION Approve Text Amendment T:A. 04-D1 'and introduce Ordinance No. adding sections 9260.2.10, 9260.2.91, 9262.6.12,9262.6.13, 9263.6.9, 9263.6.10, 9264.3.13, 9264:3:14, 9265.6.5, 9265.6:6, 9266.:4'.16, 9266.4.17, 9267:2.5, and 9267:2.6. to the Arcadia Municipal Code relating to loading requirements in the commercial and industrial zones. Approved by: -=~ --=' William R. Kelly, City Manager Attachments: Exhibit A -Proposed-Loading Requirements Ordinance 2192 Categorical Exemption CC -TA 2004-001 June 1, 2004 Page 3 M-1 Sample: 9266.4.16 LOADING REQUIREMENTS. A. Loading bays, "doors and/or docks on commercial or industrial buildings shall be located a minimum of ten (10) feet from an alley. B. Loading spaces, bays, doors ahdlor docks shall not be located within one-hundred (100) feet of residentially zoned property, nor within any required setbacks. C. For all loading areas facing residentially zoned property or facing public rights-of-way, or other traffic areas on-site, there shall be a 10'-0" high solid architecturally treated decorative masonry wall, approved by the Development Services Director or designee, to properly screen the loading area(s) from view from the public rights of way or residentially zoned property. All wall treatments shall have such architectural treatment on both-sides of the screening.., . D. Loading bays, doors and/or -docks shall generally be:Jocated on the rear of the structure.: Bays and doors may be Idcated.on the-side of a building away from a street frontage where it can be demonstrated that the bays, doors and related trucks will be adequately screened from public view from any street or public right-of-way. E. Loading areas shall be striped indicating the loading spaces and identifying the space(s) for "loading only". The striping shall be permanently. maintained in a clear and visible manner at all times. F. No loading space backup area shall be located in the first 20 feet from the street right-of-way or within a parking lot entrance or exit. Exhibit A ~J n U Page 1 of 2 G. All loading spaces shall • ~ r ess; have adequate ingress-and eg and shall be designed and maintained so that the maneuvering; loading or unloading of vehicles does., not interfere with vehicular and pedestrian traffic. 9266.4.17 LOADING HOURS Loading and unloading of merchandise or materials within orie- hundred-fifty (150) feet of residentially zoned property shall be • ~ t o 9- limited to the hours. of 7 a.m. p.m., daily. •~ Exhibit A Page 2 of 2 NOTICE OF PUBLIC HEARING BEFORE THE ARCADIA CITY COUNCIL NOTICE IS HEREBY GIVEN that a PUBLIC HEARING will be held by and before the ARCADIA CITY COUNCIL to determine whether or not the following request should be approved, conditionally approved or denied. APPLICATION: Text Amendment No. 2004-001 REQUEST: A Text Amendment adding loading requirements in the Commercial and Industrial zones. APPLICANT: City of Arcadia ENVIRONMENTAL Staff has reviewed the application and the project is exempt from environmental DOCUMENT: review pursuant to State CEQA Guidelines Section 15305. DATE AND HOUR Tuesday, June 1, 2004 at 7:00 p.m. OF HEARING: PLACE OF HEARING: Arcadia City Hall Council Chambers 240 West Huntington Drive, Arcadia, California The application file is available for review at the Planning Services offices. i ~II interested persons are invited to appear at the Public Hearing and to provide evidence or testimony concerning the proposed Text Amendment. You are hereby advised that should you desire to legally challenge any action taken by the City Council with respect to the Text Amendment, you may be limited to raising only those issues and objections which you or someone else raised at or prior to the time of the Public Hearing. Persons wishing to comment on the proposed application may do so at the Public Hearing or by writing to Planning Services prior to the June 1, 2004 Public Hearing. For further information regarding this matter, or to submit comments, please contact Thomas Lee, Joe Lambert, Assistant Planner, at Planning Services: 240 West Huntington Drive, Arcadia, CA 91007, (626) 574-5447, e-mail: tli anci.arcadia.ca.us. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in the Public Hearing, please contact the City Clerk's Office at (626) 574-5455 at least three (3) working days before the meeting or time when such special services are needed. This notification will help city staff in making reasonable arrangements to provide you with access to the Public Hearing. Arcadia City Hall is open Monday through Thursday, from 7:30 a.m. to 5:30 p.m., and on alternate Fridays from 7:30 a.m. to 4:30 p.m. City Hall will be closed on Friday, May 28th and in observance of Memorial Day, Monday May 31st. Vida Tolman Chief Deputy City ClerklRecords Manager .Date Published: May 16, 2004 • ARCADIA TRIBUNE affiliated with SGV Newspaper Group 1210 N. Azusa Canyon Road West Covina, CA 91790 MAY 21 2004 clrY of nacrwln CITY CLERK PROOF OF PUBLICATION 12015.5 C.C.P.) STATE OF CALIFORNIA County of Los Angeles I am a citizen of the United States, and a resident of the county aforesaid; I am over the age of eighteen years, and not a party to or interested in the above-entitled matter. I am the principal clerk of the printer of ARCADIA TRIBUNE, a newspaper of general circulation which has been adjudicated as a newspaper of general circulation by the Superior Court of the County of Los Angeles, State of California, on the date of May 11, 1931, Case Number 320077. The notice, of which the annexed is a true printed copy, has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, to wit: 5/16/04 I declare under penalty of perjury that the foregoing is true and correct. Executed at West Covina, LA Co. California this ~ 16 day of MAY 20 44__ ~~~J2~21 ~~~'''---_.. ~ signature ~apacn uniow iur usn ui ~,uumy ~,mrK unryl ~ 5 ~~ ~1 ~ (off RECEIVED ,. . • ~ .. V v STAFF REPORT Arcadia Redevelopment Agency June 1, 2004 TO: FROM: SUBJECT: SUMMARY Adopt Resolution ARA-208" Arcadia Heritage Park, L.P. with whom the Arcadia Redevelopment.Agency ("Agency") has an Owner Participation Agreement to design, construct and operate a 54-unit affordable senior housing project at 150 W. Las Tunas Drive, is proposing to transfer the interest of the Managing General Partner from Heritage Community Housing, Inc. to Riverside Charitable Corporation, the interest of the Developer General Partner. from ASL Arcadia, Inc. to USA Arcadia HP, Inc., and the Property Management Company from American Senior Care, Inc. to USA Multifamily Management, Inc. Such a transfe[ requires Agency approval. Staff supports the transfer and recommends the Agency adopt Resolution ARA-208. DISCUSSION On January 21, 2003 the Agency adopted an Owner Participation Agreement with Arcadia Heritage Park, L.P. ("Developer") for the design, construction and operation of a 54-unit affordable senior housing project at 150 W. Las Tunas Drive. The Agency is contributing a $1.8 million, 4.5% residual receipts loan to the Developer: The 3-story 55,000 sq. ft. project is scheduled for completion in June 2004. Arcadia Redevelopment Agency Don Penman, Deputy Executive Director `,B'y: Pete Kinnahan, Economic Development Administrator LASS? Ii~AGED to Arcadia Redevelopment Agency June 1, 2004 Page 2 Shown below are the. existing and. proposed new companies comprising, the partnership • (see letter from SunAmerica Housing Fund dated"March 5, 2004 -Attachment 1). Existin Pro osed Owner Arcadia Herita a Park, L. P. Arcadia Herita a Park, L.P. Mana iri General Partner Herita a Communi Housin ,Inc. Riverside Charitable Cor . Develo er GeneraLPartner ASLArcadia, Inc. USA Arcadia HP.; Inc. Property Management Com an American Senior Care, L.P. USA Multifamily Mana ement, Inc. Staff has researched the companies making up the new entities and has found them to be well capitalized, of good standing and .reputation, with significant experience in the affordable senior housing field. Staff has visited two of USA Properties Fund affordable.senior projects -.Vintage Grove at 3625 Williams Avenue; La,Verrie; and Vintage Gardens of-1950 E: Badillo Street, West Covina. Both are also; managed by USA Multifamily Management, Inc. Both facilities are very attractive 2-story garden apartments clustered. around the community center/office/pool.. The grounds are, beautifully landscaped and the -buildings well maintained. The lottery drawing involving 705 applicants was, held on March 25, 2004. Three • members of the Arcadia Senior Commission and a representative of the Los Angeles Housing ,Rights Center participated in the drawing process. Of the first 53 names drawn, 30 are Arcadia residents. The. Agency Attorney has prepared .Resolution ARA-208 approving the sale of he project to the entities listed. above (Attachment 2).. Representatives of USA Properties, Riverside, and $unAmerica will be at the Agency meeting to respond to questions; ENVIRONMENTAL IMPACT. The project is categorically exempt since it is below 100 units on less than 5 acres. The Agency adopted a Notice of Exemption on January 21, 2003. FISCAL IMPACT 6 The Agency has made the first progress payment of the $1.8 million loan to Arcadia Heritage Park, L.P. ($540,000) following the completion of the rough grading.. The last two progress payments ($900,000) - at issuance of Certificate of,Occupancy; $360,000. at 80% of lease-up) are expected to be made in late summer 2004, and will be made to Arcadia Heritage Park, L.P., c/o USA Properties Fund, Inc., Asset Manager. • ~~, ~,,,. ~!4Y Li ' Arcadia Redevelopment Agency June 1, 2004 Page 3 •' RECOMMENDATION It is recommended that -the Agency adopt .Resolution ARA-208, A .Resolution of the Arcadia Redevelopment Agency approving the transfer of the Arcadia Heritage Park senior housing project to USA Arcadia HP, Inc. pursuant to the Owner Participation Agreement dated January 21, 2003, as amended, between the Arcadia Redevelopment Agency and Arcadia Heritage Park, L.P. Approved: ""'-----J William R. Kelly, Executive Director •~ M~l~ ~ 4 1.~~k SunAmerica Housing Fund 1140, A Nevada Limited Partnerstti~i • c/o AIG Retirement Services, Inc. 1 SunAmerica Center 1999 Avenue of the Stars Los Angeles, California 90067 March 5, 2004 VIA OVERNIGHT DELIVERY The Arcadia Redevelopment Agency 240 West Huntington Drive Arcadia, California 91007 Attention: William Kelly Re: Arcadia Heritage Park, L.P., a California limited partnership Ladies and Gentlemen; Arcadia Heritage Park, L.f?., a California limited partnership (the "Partnership"), is the owner of Heritage Park at Arcadia, located in Arcadia, California (the "Apartment Complex"). The Partnership's managing general partner is Heritage Community Housing Inc., a California non- profit public benefit. corporation (the "Heritaoe GP") and the Partnership's developer general • partner is.ASL Arcadia, Inc., a Californla corporation {the "ASL GP"). The Partnership's limited partners are SunAmerica Housing Fund 1140; A Nevada Limited Partnership ("SHF"), an „ affiliate of AIG Retirement Services, Inc. ('SunAmerica) and SLP HOUSING II LLC, a Nevada limited liability company, an affiliate of SunAmerica. The Partnership is governed by that certain Second Amended and Restated Agreement of Limited Partnership dated as of July 1, 2003, as amended (the "Partnership Aoreement"). Heritage GP is considering withdrawing from the Partnership pursuant to the terms and conditions of the Partnership Agreement. In anticipation of withdrawal, SHF is requesting your consent. to the replacement of the Heritage, GP with an entity controlled by and affiliated with USA Properties Fund, Inc., a Califomia corporation ("USA Properties") and Riverside Charitable Corporation, a California nonprofit public benefit corporatioh ("Riverside") (the "New Manaping GP"). The New Managing GP is unaffiliated with the ASL GP, Heritage GP or SunAmerica and is a Section 501(c)(3) organization exempt from taxation. In addition, ASL GP is considering withdrawing from the Partnership pursuant to the terms and conditions of the Partnership Agreement. In anticipation of withdrawal, SHF is requesting your consent to the replacement of the ASL GP with an entity controlled by and affiliated with USA Properties and Riverside (the "New Develdoer GP"). The New Developer GP is unaffiliated with the ASL GP, Heritage GP or SunAmerica and is a special purpose entity. Finally, to the extent such consent is required under the loan documents, SHF is asking your consent to the replacement of American Senior Care, Inc., as the property manager, with USA Multifamily Management, Inc., an affiliate of the New Developer- GP, as the new property manager. 3a9w ossaaozzz. i .. tr The Arcadia Redevelopment Agency March 5, 2004 Page 2 • In summary, SHF is requesting your consent to (a) the substitution of an entity controlled by and affiliated with USA Properties and Riverside as the New Managing GP of the Partnership in place of the Heritage GP; (b) the substitution" of an entity controlled by and affiliated with USA Properties and Riverside as New Developer GP of the Partnership in place of the ASL GP and (c) the engagement of USA Multifamily Management, Inc. as a new property manager. For your convenience we have attached a farm consent letter as Exhibit A hereto. Please indicate your consent to the abdve described by having the appropriate authorized person sign the attached letter, return a copy 4d the undersighed by facsimile at (310) 772-6794 and the original by mail to the address listed above. , SHF desires to accomplish the foregoing as soon as possib{e and appreciate your assistance. Please contact Jill Brooks-Garnett at (310) 772-6032 if you have any questions- or require additional information. Thank you for your consideration. Sincerely, SunAmerica Housing Fund 1140, A Nevada Limited Partnership By: AIG Retirement Services, Inc., a Delaware cofporatlon, {eergeral Partner ~' By: ~ ~ ~ ~ ~~ .~.-.. Michael L'. er, V1ce President , cc: Greg McIntosh (SunAmerica Affordable Housing Partners, Inc.) Kaye Mondeli (SunAmerica Affordable Housing Partners, Inc.) Wayne H. Hykan, Esq. (Brownstein Hyatt & Farber, P.C.) Jill Brooks-Garnett (SunAmerica Affordable Housing Partners, Inc.) Pete Kinnahan-Economic Development Administrator The Arcadia Redevelopment Agency 240 West Huntington Drive Arcadia, California 91007 • .3496\1035\840222.1 SunAmerica Housing Fuhd-1140, A Nevada Limited Partnership c!o AIG Retirement Services, Inc, 1 SunAmerica Ceriter 1999 Avenue of the Stars Los Angeles, California -90067 Re: That certairi loan in the original principal amount of $1,800,000.00 (the "Loan") made by The Arcadia Redevelopment Agency (the "Lender"') to Arcadia Heritage Park, L. P., a California limited partnership (the "Borrower") Ladies and Gentlemen: We are in receipt of written notice and request for consent of the Lender under the Loan to (a) the substitution of the managing general partner of the Partnership, (b) the substitution of the developer general partner of the Partnership and (c) the replacement of the property manager for the Apartment Complex. The undersigned, on behalf of the Lender, hereby acknowledges and consents to the following: 1. substitution of an entity controlled by and affiliated with USA Properties Fund, Inc., a California corporation and Riverside Charitable Corporation, a California nonprdfifpublicbenefit corporation, as the New Managing GP of the Partnership in place of Heritage Cqmmunity Housing Inc., a California non-profit public benefit corporation; 2. substitution of an entity controlled by and affiliated with USA Properties Fund, Inc., a California corporation and Riverside Charitable Corporation, a Califomia nonprofit public benefit corporation, as the New Developer GP of the Partnership in place of ASL Arcadia, Inc.; and 3. the engagement of USA Multifamily Management, Inc. pursuant to a~ new property management agreement for the Apartment Complex; and 4. agrees. that no transfer, processing, paid in connection with any of the foregoing: assumption or other fee is required or will be Sincerely, THE ARCADIA REDEVELOPMENT AGENCY By: _ Name: Title: • • 349611036\840222.1 RESOLUTION NO. ARA-208 A RESOLUTION OF THE ARCADIA REDEVELOPMENT AGENCY TO APPROVE THE TRANSFER OF THE MANAGING GENERAL PARTNER AND THE bEVELOPER GENERAL PARTNER, AND TO REPLACE THE PROPERTY MANAGEMENT COMFANY OF THE ARCADIA HERITAGE PARK SENIOR HOUSING PROJECT, WITH CERTAIN NEW ENTITIES PURSUANT TO THE OWNER PARTICIPATION AGREEMENT DATED JANUARY 21, 2003, AS AMENDED, BETWEEN THE AGENCY AND ARCADIA HERITAGE PARK, L.P. WHEREAS, the Arcadia Redevelopment Agency ("Agency") and Arcadia Heritage Park, L.P. ("Developer") previously entered into that certain "Heritage Park Owner Participation Agreement/Loan Agreement" ("OPA") reference dated as of January 21, 2003, as amended by that certain "First Amendment to Heritage Park Owner Participation Agreement/Loan Agreement" reference dated as of July 1, 2003; and WHEREAS, the OPA provided for the development and operation of that certain senior low and moderate income residential rental housing project commonly known as Arcadia Heritage Park ("Project"); and WHEREAS, the Project is currently under construction, not yet completed; and WHEREAS, the Developer has notified the Agency that ASL Arcadia, Inc., the Developer General Partner, and Heritage Community Housing Inc., the Managing General Partner, each desire to transfer and assign the entirety of their rights and obligations under the Developer's OPA to USA Arcadia HP, Inc., as Developer General Partner, and Riverside Charitable Corporation as Managing General Partner (collectively, the "Transferees"); and WHEREAS, Section 4.12 of the OPA, as amended, requires the Developer to obtain the Agency's consent to the Developer's assignment to the Transferees as described in the preceding Recital; and WHEREAS, the Agency has examined (1) the financial ability of the proposed Transferees to meet the Developer's obligations under the OPA, (2) and the fitness and the experience of the proposed Transferees fo manage, develop and operate the Project and has detemuned that the Transferees are qualified in both regazds; and WHEREAS, in connection with the proposed assignment of Developer's rights and obligations under the OPA and in the Project to the Transferees, the Transferees propose to replace the Project's existing property manager with USA Multifamily Management, Inc.; and WHEREAS, pursuant to Section 2.15.1 of that certain "Regulatory Agreement and Declaration of Restrictive Covenants" ("Regulatory Agreement") between the Agency and LASES f,~fia~~D 3P the Developer, the Developer may not terminate its self.-management of the Project without the Agency's prior written approval; and WHEREAS, the Agency has investigated the qualifications of USA Multifamily Management, Inc. and has determined that USA Multifamily Management, Inc. is qualified to act as the Project's property manager. NOW, THEREFORE, THE ARCADIA REDEVELOPMENT AGENCY DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. The Agency hereby consents to the transfer of: (1) the entirety of ASL Arcadia, Inc.'s interest in the Developer to USA Arcadia HP, Inc. and, (2) the entirety of Heritage Community Housing Inc.'s interest in the Developer to Riverside Charitable Corporation. SECTION 2. The Agency hereby consents to the appointment of USA Multifamily Management, Inc. as the Project's property manager in accordance with the terms of the Regulatory Agreement. SECTION 3. The Agency's Executive Director is hereby authorized and directed to execute such documents and take such actions as may be reasonable or convenient to the implementation of the actions authorized by this resolution. SECTION 4. This Resolution shall become effective immediately upon its adoption. Passed, approved and adopted this Ist day of .Tune , 2004. /s/ GARY A. KOVACIC .Chairperson Arcadia Redevelopment Agency ATTEST: 1St JA1~ v ERR Secretary Arcadia Redevelopment Agency APPROVED AS TO FORM: lad Step en P. Deitsch Agency Counsel STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS: CITY OF ARCADIA ) I,,JAMES H. BARROWS, Secretary of the Arcadia Redevelopment Agency of the City of Arcadia, hereby certifies that the foregoing Resolution No. ARA-208 was passed and adopted by the Arcadia Redevelopment Agency of the City of Arcadia, signed by the Chairperson and attested to by the Secretary at a regular meeting of said Agency held on the 1sT day of June, 2004 and that said Agency Resolution was adopted by the following vote, to wit: AYES: Agency Members Chandler, Marshall, Segal, Wuo and Kovacic NOES: None ABSENT: None ~/ J . SA® Secretary of the Arcadia Redevelopment Agency _~' b~~, '~~~R~R.z,9-~•°° STAFF REPORT Development Services Department June 1, 2004 TO: Mayor and City Council FROM: Don Penm n, Assistant City ManagerlDevelopment Services Director By: Donna Butler, Community Development Administrato SUBJECT: Ordinance No 2189 An Ordinance of the Citv Council of the Ci ncA o A f 41, ~rrarlia Code reaardina aarkina reaulations Recommendation: Adopt Ordinance No. 2189 •! BACKGROUND The City Council at its May 18, 2004 meeting voted 5-0 to introduce Ordinance No. 2189 amending the Arcadia Municipal Code pertaining to parking regulations. Attached is City Council Ordinance No. 2189: An Ordinance of the City Council of the City of Arcadia, California amending Section 9264.3.4 of the Arcadia Municipal Code, deleting Table 9264.3.4 and revising in its entirety Division 9 of Article IX, Chapter 2, Part 6 of the Arcadia Municipal Code regarding parking regulations RECOMMENDATION That the City Council adopt Ordinance No. 2189. APPROVED BY: =='""'~ William R. Kelly, City Manager • Attachment: Ordinance No. 2189 LASER IM~GEQ ORDINANCE N0.2189 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING SECTION 9264.3.4 OF THE ARCADIA MUNICIPAL CODE, DELETING TABLE 9264.3.4 AND REVISING IN ITS ENTIItETY DIVISION 9 OF ARTICLE IX, CHAPTER 2, PART 6 OF THE ARCADIA MUNICIPAL CODE REGARDING PARKING REGULATIONS THE CITY COUNCIL FOR THE CITY OF ARCADIA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: SECTION 1. Division 9 of Article IX, Chapter 2, Part 6 of the Arcadia Municipal Code is hereby deleted in its entirety and a new Division 9 is hereby substituted therefor. to read as follows: DIVISION 9 GENERAL PARHING REGULATIONS 9269.1. GENERAL. The regulations set forth in this Division shall apply in all commercial and industrial zones unless otherwise specified in this Chapter. 9269.2. ADDITIONS. Structures that aze enlazged in area shall provide pazking facilities in accordance with the standards set forth herein. 9269.3. CHANGES IN USE: Whenever the existing use of a structure or lot is changed to another use requiring a larger number of parking spaces than required for an existing use, parking facilities shall be provided in accordance with the standazds set forth in Part 6, Division 9 and Part 8, Division 4 of this Chapter. (Amended by Ord. 1709 adopted 9-2-80) 9269.4. MIXED USES. In the event that two (2) or more uses occupy the same building, lot or parcel of land, the total requirements for off-street pazking shall be the sum of the requirements of the various uses computed separately. 9269.5. OFF-STREET PARKING REQUIREMENTS. No less than the following number of off-street pazking spaces shall be provided and maintained for each of the following uses, except those temporary reductions permitted by the Business Permit and License Review Board for parking lot sales and for promotional entertainment events. When the number of required pazking spaces results in a fraction of 0.50 or higher; the requirements shall be rounded up to the riext whole space. LASER i~M'AGED 21g9 ilP PARHING SPACES USE REOUII2ED PARHING SPACES USE REQUIRED Architects/ 4 spaces per 1,000 sq. Engineers ft. of gross floor azea Offices, General 4 spaces per 1,000 sq, ft. of gross floor area Day Care and/or 1 space per staff+ 1 pre- school facilities per five (5) children Offices, Medicall 6 spaces per 1,000 sq. or one (1) per 10 Dental ft. of gross floor area children if adequate drop off area provided Optometrists and 5 spaces per 1,000 sq. Opticians ft. of gross floor azea Fast Food without 15 spaces per 1,000 drive through sq. ft. of gross Pulilic/Private 1 space per 5 floor area Assembly buildings permanent fixed seats; churches, recreation 1 space per 35 sq, ft. community buildings, of azea w/non-fixed Fast Food with drive 10 spaces per 1,001 private clubs seating; 1 space par 28 through sq. ft. of gross floor linear feet of bench area area Financial Institutions 4 spaces per 1,000 sq. Psychologists, 4 spaces per 1,000 sq. Including but not ft. of gross floor area Psychiatrist and ft. of gross floor area limited to banks, Counseling offices savings and loans, credit unions Restaurants/Bazs 10 spaces per 1,000 sq. ft. of gross floor area for Health Clubs, 1 space per 35 sq. ft. restaurants/ bars Fitness Centers of gross floor azea containing less than 5,001 in all workout azeas sq. ft. of floor area 15 spaces per 1,000 sq. 8. Hotels/Motels 1 space per room plus the of gross floor area for number of spaces required restaurants/ bazs for ancillazy uses such as containing 5,001 sq. ft. of restaurants, large meeting floor area or greater rooms, etc. Restaurants 20 spaces per 1,000 Industrial, 3 spaces per 1,000 sq, with bars sq. ft. of gross floor Manufacturing ft. of gross floor area for and/or cocktail area projects less than 10,001 lounges occupying sq. ft. in area. more than 30% of the 2 spaces per 1,000 sq. ft. total dining/baz area of gross floor azea for projects 10,001 sq. ft. in Regional Shopping 4.75 spaces per 1,000 azea or greater Centers sq. ft. of modified floor azea Martial Art Studios 1 space per 100 sq. ft. of instrucfional floor azea 2 2189 PARKING SPACES USE REQUIRED Senior Citizen 1 space per unit affordable apartment housing Senior Citizen 1.5 spaces per unit assisted living facility Senior Citizen 2 spaces per unit Mazket rate housing units Movie theater, 1 space per 3 fixed performing arts seats center Tutorial schools; Facilities for Teaming centers; children under Trade schools, high school age: Private schools, 1 space per employee plus 1 space for every 5 students. PARKING. SPACES USE REQUIRED Warehouses Other Permitted Uses, including but not limited to retail, service uses, nail and beauty salons, spas, adult entertainment Trade Schools/ Private schools, Leaming centers for students of high school age or older: 1 space per employee plus 1 space for every 3 students. 2 spaces per 1,000 sq. ft. of gross floor area 5 spaces per 1,000 sq. ft. of gross floor area Land uses notspecifically listed in the above chart shall provide parking as noted in "Other Permitted Uses" unless otherwise set forth in other sections of the Arcadia Municipal Code. 9269.6. LOCATION. Required parking spaces shall be located either (a) on the.same lot or site, or (b) on a lot or site contiguous thereto or within 100' of the building or land use the pazking spaces will serve, or (c) with respect to an adult business subject to Section 9279 et seq. of the Arcadia Municipal Code within 495' of the building that the pazking spaces will serve. When required off-street pazking spaces are provided on a separate lot from the building or land use, there shall be recorded in the office of the County Recorder against the lot on which such pazking spaces are provided, a covenant in the form approved by the City Attorney that the owner of such lot will continue to maintain such parking spaces as long as the use in the building or the land use requiring such parking is maintained. 9269.7. PARKING STALL AND AISLE DIMENSIONS. 9269.7.1. SAME. COMMERCIAL ZONES. All parking areas in any commercial zone with the exception of regional shopping centers, shall be developed in accordance with Table 9269.7.1. 2189 Table 9269.7.1 CONIMERCIAL PARKING TABLE Stall Stall Perpendicular Aisle Total An le Width* Len Width Width Width S acia Direction A B C D E F G ~r: f (' 4 k t II " ~~yry 4 ! ~ ~r«~~a !"~ t I f i~i1V~P A 4.. 8 ~ ~ ,.vYl~i~'~ l.~ 'f; J 4i . .~ ~_#ilft ~~4 _ ~. r ~r'~',sa~~~ P. ~ ~ . ~ TAN fly i,6 ' ~ sV . ~ Y~ YiYs~. x~ .d ~6~'t1;1~ ~ ~ ~ 1 la "" ~ M i t n' - s f' tai "~ y4 '"kL?3 ~h ~~.s;r .+~..' `k'vr ?i:. ~P?,s3 r ' :+2 " ~~ ":l €rx ~ ~' ,.:: ~ 3t~~ ~3'~ 7 u~x ~ :e1a'~.' ~&~7A. ~~~ ~.."~,~,°~' t.r.~' ~' ,``t~., E'.-.~~~ '~f".~ ~4~~1~~r F~~'~~~; ~~ g ~, t ~ !~. ~~ *A parking stall shall be no less than 11'-6" in width when said pazking stall is adjacent to columns on both sides which aze within 4'-0" of the open end of the stall or when said pazking stall is adjacent to a wall, a fence or a ro line. 9269.7.2. SAME. INDUSTRIAL ZONES. All parking areas in any industrial zone shall be developed in accordance with Table 9269.7.2. Table 9269.7.2 INDUSTRIAL PARKING TABLE Stall Stall Perpendicular Aisle Total An ]e Width* Len h Width Width Width S acin Direction A B C D E F G P i.l P'4 10, ry ~ P• rj~# ec 5~yy} x v vr ~H'A9 #i ~ ~ ~ ~.f P e ... ~~o ~ i ~ i .~'s~'~ '. ~Px 1~ ~ ~ ~ •~~~'~ R J' n ef~~ k g gg~ yy 77~~ ~' ~~g p ~ ~.' ~ . rpk~ I? . ~f, of i 3a1 °ue'~~ ~ ~~ ~ ~Sa'sre'~~,rt~i~l. ~ ' ~ 9~ di?'~~a Via.: _4~ ~>w.;! ~7i ~~+:a~. d+h~ 7 ~ ~1 ~ ~~ ~,y . M > {y ~.»//.~~.0}}4'j'I~ t f ,44t4"I~r y}}ye` g@"y~µ.~`~..!^~ l~~~~~t y~'gy~ ~ ~~ppgg~~'' ... ~ R tl~ .. ~1Tx,~'~ + ~~~~l1~1 1~1[[~((~~14~A41`{.'~f {p~{~~9 y~pp ~ { •~ ./EI npn i"rv l~i~'!'31~.v„vP ~~~s(~ Pd 14110. X M 11~j~,o..,i'.u"~i~Y.. Y}p'x'' P ID~+~A~ ~4~~N ,3 - nAf~SSSi.~nY pXw -i ~ Y. ~, - ~ ~ ~a . t ,. yy5y~~, ' " ' w,. ~... ,.. ~ rr ,~rvr ~,R~i .!lw' + 7-~ ~ +~` ~w' , eu eh.'ki~i '' ,{~6;, ~31t~2.._e ~ryJ~y' ~j yr ~ ~ e /~p IS~ ~k5~ Y ~. ~ frs8~~~Y.~CL I~ !`d-~?Y~~ ul~~~ .. ~'~iu~S'SFC~~ ~E:~ ! ~'A ~ il'~~ v iplfp . t ~ M ' A ., ' 'S~w~ .... #1 $lw;~ ~~,fl` ~.~h~R~~ Y~~~{i~`a~ ,n~r0, ~~'~~fi~,~" "2 ..~9"~,~.~tL!Qr~~~~~!~~--. ~1.P;' iP~ *A parking stall shall be no less than 1 I'-6" in width when said pazking stall is adjacent to columns on both sides which are within 4'-ll" of the open end of the stall or when said pazking stall is adjacent to a wall, a fence or a roe line. 4 2189 9269.7.3. SAME. REGIONAL SHOPPING CENTERS. All parking areas for a regional shopping center shall be developed in accordance with 9269.7.3. Table 9269.7.3 REGIONAL SHOPPING CENTER PARHING TABLE Stall Stall Perpendicular Aisle Total An le . Width* Len th Width Width Width S acin .Direction G F r . i .K.p P w 'u ~' ~ , +y~'"ry ,. ~ + , E 91T~1i, i ~ .~ ' ...', . _ . ~~ 4f IP~ F s Y e a. ~i~~~..: p, 1:"..~ ~S~ ~w . as"df~r ~ a; 'i i ~;~ '• Y ~q'".:~ ~t~~= ~ . ~ y~F ~ gg y °~.t~ . ~Y7~ NS ~,„ ~~~~ b"w.Mkl~ gkAv r -Y~~ ,y ,, ~ ~~, { ~ '~ fy ~ 31.. S:Pe . ~~.7~ ~k ~. 2' ~r'. ~: ''~iil "'... ~ .. ~ V Ct ~".3EH82~ n~l„ ,~ -~ t9~ .~? ~F"J~ ri ^ a'j;~',~ r p}~~~ t~' a "'Yi 'a - v~ 3~ (~p~ :r~ ~.w:,S!uVYh` REC;s-.~:dr. 'u..'F# ' a.. ';+:ktiyt.. G. ' ~ 1~i R-. ~ x.. ~ 9 .I ^~1 f ~ ^t~~4 J~ ^ I ~ ' y y y, ,p~ ~x' ~~~<awk` rlr tt'~_~ ~a,~f~ta'tw ~ c~u ~` ''T~, .~ ~i,. ; lh'1' ~ sw~ kw~ ~ . .. > . - . r st i.. x$es7i~ ~ .~..,v,~`~ g y , ^ .9 .. LO!,~ L! , j$ 's8 'r~ts: '~'e~~.^~ ^ . ~t z y' ~, ~~~1< 'g' d. P) ~ FAN. r +~ .~ ty 7 :t a + 4f~.~ 3A2~G~i:l l ~~+'.F ! of ~ ne„ ~~9., ~1"~rS *A parki ng stall sha ll be no le ss than 11'-6" in width when said parklIIg stall is adjacent to columns on both side s which ar e within 4' -0" of the open end of the staff or when said parking stall is adjacent to a wall, a f ence or a r o line . 9269.7.3. SAME. DIAGRAM FOR PARKING TABLES. See Table 9269.7.4. ~~ ip ~~ di ii Ali Property Line, Fence or Wall ih i~ $ rp ~i ii ili ~i ili il~ ii d~_ g* C B A D 111 I / G 2189 9269.8. MARKING OF SPACES. 9269.8.1. SAME. COMMERCIAL ZONES. Each pazking space shall be identified by 4-inch wide stripes of paint, or other durable striping material approved by the Development Services Director or designee. All parking stalls shall be cleazly outlined with double stripes so as to provide a pazking area of seven (~ feet in width in between two marked islands two (2) feet in width. •- 9' -~ 4" stripe \. 7 20'-0" Double Striping Layout for Qpen Parking Ana 9269.8.2. SAME. INDUSTRIAL ZONES. Each pazking space shall be clearly delineated with paint or other easily distinguishable material so as to provide a parking area of seven (7) feet in width in between two marked islands one foot six inches (1'-6") in width. •_ 8.6.. • 1 4 stnpe y, 20'-0" 1 Double Strip Layout for Open Parking Area 9269.9. WHEEL STOPS. Wheel stops or a planter curb shall be provided for each parking space adjacent to and facing a wall, building, walkway, utility cabinet or structure. Said wheel stop or planter curb shall be set a minimum of thirty-six (36) inches from the forward end of the pazking stall. Said wheel stops or planter curbs shall be six inches (6") high and made of concrete or other durable material subject to the approval of the Development Services Director. If a planter curb is used in lieu of a wheel stop, the planted area contained in the required parking space shall not be considered as part of any required dimensions of landscape buffers and shall not be included in the percentage of the parking area required to be landscaped. 2189 9269.10. LOADING REQUIl2EMENTS. On the same land therewith, every building,- structure oc part thereof, erected or occupied for a pemutted use involving the receipt or distribution by vehicles of materials or merchandise incidental to carrying on such activity, shall be provided with a minimum off- street or off-alley loading area of one (1) loading space for each 10,000 sq. ft. of gross floor azea. When the number of required loading spaces results in a fraction of 0.50 or higher, the requirements shall be rounded up to the next whole number. Each such loading space shall not be less than ten (10) feet wide by twenty-five (25) feet long with adequate provision for egress and ingress. Loading bays, doors and/or docks on commercial or industrial buildings shall be located a minimum often (10) feet from an alley. Loading spaces, bays, doors and/or docks on commercial or indusMal buildings shall not be located within one-hundred (100) feet of residentially zoned property. For all loading areas facing residentially zoned property or facing public rights-of- way, or other traffic areas on-site, there shall be a minimum ten (10) foot high solid architecturally treated decorative masonry wall, approved by the Development Services Director or designee, to properly screen the loading azea(s) from view from the public right- of-way or residentially zoned property. All wall treatments shall have such architectural treatment on both sides of the screening. Loading bays, doors and/or docks shall generally be located on the. reaz of the structure. Bays and doors may be located on the side of a building away from a street frontage where it can be demonstrated that the bays, doors and related trucks will be adequately screened from public view from any street or public right-of--way. Loading areas shall be striped indicating the loading spaces and identifying the space(s) for "loading only". The striping shall be permanently maintained in a cleaz and visible manner at all times. 9169.12. CIRCULATION. No parking space shall be arranged as to require the moving of any vehicle on the premises in order to enter or leave any other parking space. This provision shall not apply at such times as attendant parking is provided. When detemuned necessary by the Development Services Director, painted directional signs shall be provided in each aisle or driveway. No pazking space backup area shall occur in the first 20 feet from the street right-of- way and a pazking lot entrance or exit. 9169.12: DRIVEWAYS. All driveways shall be paved and shall have a minimum vertical cleazance of fourteen feet, five inches (14'-5"). A driveway for one-way circulation shall be a minimum of 12'-6" in width. A driveway for two-way circulation shall be a minimum of 20'-0" in width. No driveway shall be situated so as to create a blind intersection that would hinder public safety. 7 2189 9169.13. PARKING AREA LANDSCAPING AND WALLS. A. Commercial Zones. A minimum often percent (10%) of a parking azea shall be landscaped and maintained in accordance with the landscape regulations set forth in Sections 9263.5 - 9263.5.2. A minimum of one (1) tree shall be provided and maintained in a parking area for every five (5) parking spaces or any fraction thereof, with some appropriate clustering of trees permitted. Said trees shall be a minimum of twenty-four inch (24") box with a minimum of five percent (5%) of the trees as specimen trees of thirty-six inch (36") box or greater, subject to the review and approval of the Development Services Director or his/her designee. All unused space of reasonable size that results from the design of the parking area shall be landscaped. Where the front end of a parking stall abuts a landscaped area, the landscaped azea shall be extended into the parking stall such that the curb bordering the landscaped azea will also serve as the wheel stop for the parking stall. A landscape buffer not less than five (5) feet in width and three (3} feet in total height (measured at the top of the landscape materials) shall be provided between parking aeeas and property lines which aze located between said parking areas and public streets (including alleys). Where parking areas are within twenty (20) feet of residentially zoned property, there shall be a landscaped buffer not less than five (5) feet in width adjacent to said parking azea and a solid decorative masonry wall, six (6) feat in height, erected between the landscaped buffer and the residentially zoned property. Said wall shall be reduced to three (3) feet in height within any front yard setback. B. Industrial Zones. A minimum of five (5) percent of a pazking area shall be landscaped and maintained in accordance with the landscape regulations set forth in Sections 9263.5.1 - 9263.5.1. A minimum of one (1) tree shall be provided and maintained in a parking azea for every five (5) parking spaces or any fraction thereof. Said trees shall be a minimum of twenty-four inch (24'~ box with a minimum of five percent (5%) of the trees as specimen trees of.thirty-six inch (36") box or greater subject to the review and approval of the Development Services Director or his/her designee. All unused space of reasonable size that results from the design of the parking area shall be landscaped. Where the front end of a parking stall abuts a landscaped area, the landscaped area shall be extended into the parking stall such that the curb bordering the landscaped area will also serve as the wheel stop for the parking stall. A landscape buffer not less than five (5) feet in width and three (3) feet in total height (measured at the top of the landscape materials) shall be provided between parking areas and property lines which aze located between said pazking areas and public streets (including alleys). Where parking areas aze within twenty (20) feet of residentially zoned property, there shall be a landscaped buffer not less than five (5) feet in width adjacent to said pazking area and a solid decorative masonry wall, six (6) feet in height, erected between the landscaped buffer and the 8 2189 residentially zoned property. Said wall shall be reduced to three (3) feet in height within any front yazd setback. 9269.14. PAVING. All parking and driveway areas shall be paved with a concrete or asphalt surface or other material such as brick, block, etc. subject to the approval of the Development Services Department. Paving materials, methods, soils compaction, base materials shall be shown. on building plans prepazed by a State licensed architect, civil engineer or structural engineer. All driveways and drive approaches within the public right-of--way shall be constructed of standard Portland cement concrete, six (6) inches thick. No variations in material within the public right-of--way shall be allowed. All required parking facilities shall be permanently maintained; free of litter and debris, potholes, obstructions and stored material. 9269.T5. DRAINAGE. Drainage of a parking area shall meet the approval of the Public Works Services Department. Drainage into a street shall be by means of a conduit beneath the parkway. Prior to the initiation of any land clearing, grading or construction activities for pazking areas in excess of 5,000 square feet, an Urban Stormwater Mitigation Plan must be prepazed, submitted to and approved by the Public Works Services Department. Treatment control and infiltration Best Management Practices must be installed as per the most recent Los Angeles Countywide Municipal, NPDES Stormwater Permit and California BMP Handbooks. 9269.16. LIGHTING. ' Lighting shall be hooded and arranged to reflect away from adjoining properties and streets. Light standards shall be a maximum of twenty (20) feet in height. The height of the light standazd shall be measured from the elevation of the adjacent pavement of the parking lot. Exception: When the subject property abuts residentially zoned property or is within one-hundred (100) feet of residentially zoned property, light standards within one-hundred (100) feet of said property shall not exceed fifteen (15) feet in height. 9269.17. BICYCLE PARKING. A. Bicycle parking shall be provided at a ratio of 5% of the requirement for automobile pazking spaces. B. Bicycle parking for commercial recreation and entertainment uses shall be as specified by conditional use permit. C. Design Requirements. For each bicycle pazking space required, a stationary object shall be provided to which a user can secure both wheels and the frame of a bicycle with a user-provided 6-foot cable and lock. The stationary object maybe either a freestanding rack or awall-mounted bracket. 2189 SECTION 3. The Arcadia Municipal -Code is amended by deleting Table 9264.3.4 "Alternative Shared-Use Parking Standards". SECTION 4. Section 9264.3.4 of the Arcadia Municipal Code is amended to read: "9264.3.4. PARKING. Unless otherwise indicated in this Division, pazking facilities shall be provided as set forth in Section 9269, `GENERAL PARKING REGULATIONS' of this Code." SECTION 5.. The City Clerk shall certify the adoption of this Ordinance and shall cause a copy or summary of the same to be published in the official newspaper of said City within fifteen (15) days of its adoption. This ordinance shall take effect thirty-one (31) days after its adoption. Passed, approved and adopted this ist day of .Tune , 2004. /s/ GARY A, KOVACIC Mayor of the City of Arcadia ATTEST: City Clerk APPROVED AS TO FORM: ~ p ~~~ Stephe P. Deitsch, City Attorney 10 2189 STATE OF CALIFORNIA } COUNTY OF LOS ANGELES) SS: CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Ordinance No. 2189 was passed and adopted by the City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 1st day of June, 2004 and that said Ordinance was adopted by the following vote, to wit: AYES: Councilmember Chandler, Marshall, Segal, Wuo and Kovacic NOES: None ABSENT: None rS/JADES 6 S City Clerk of the City of Arcadia 11 6.~ ~' f"°~Rp~R•T-9~~°~` STAFF REPORT Public Works Services Department June 1; 2004 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Direct rd Prepared by: Gary F. Lewis, General Services Manager Dave McVey, General Services Superintendent SUBJECT: Construction Services Maintenance Contract Recommendation: Award a one (1) year contract extension in the amount of $74,890.00 to Vargas Olson Enterprises for construction services contract at various City facilities. SUMMARY •i On September 16, 2003, the City Council approved a one (1) year Agreement with optional cont~actextensions to Vargas Olson Enterprises Inc. for a constr"uction service maintenance contract at various=City facilities: Vargas Olson is reaching the end of their first year of the contract agreement and has submitted a written offer to extend the existing contract for an additional one (1) year in accordance with the existing agreement: The contractor's offer of extension does' not reflect a change in price and all other conditions of the Agreement are to remain in effect. Based on the excellent service provided by Vargas Olson Enterprises during the last fiscal year, staff recommends that-the City Council award a one (1) year contract extension in the amount of $74,890.00 to Vargas Olson for a Construction Services Maintenance Contract of various City facilities. DISCUSSION The Public Works Services Department is responsible for the maintenance of all City facilities. .Preventative maintenance programs have been implemented at all parks and building facilities. New construction, remodels and custom design projects are funded in the 2004-05 Capital Improvement Program and Operating Budgets. ~~ LASER {MAGED Mayor and City Council June 1, 2004 Page 2 During the last year eight (8) construction projects were completed. Staff anticipates a similar level of construction services for the next; fiscal year. The contract also provides for the extraordinary services that pertain to emergency response required for any after- hour water/sewer damage to public and private structures. The contract outlines the costs associated with emergency restoration, repair, and new construction of damaged areas. Vargas Olson Enterprises has submitted a written offer to renew this contract in accordance with the existing Agreement without a cost increase. All other conditions of: the Agreement are to remain the same. Staff recommends that the City Council award a one (1) year contract extension in the amount.of $74,890.00 for construction services contract for all Cityfacilities. FISCAL IMPACT Sufficient funds have been budgeted in the 2004-05 C,I.P. and Operating Budget for this contract. The total amount of this service contract is $74,890.00. RECOMMENDATION • 1-. Award a one (1) year contract extension in the amount of $74,890.00 to Vargas Olson for the Construction Services_Maintenance Contract for various City facilities. 2. Authorize the City Manager and City. Clerk to execute a contract extension in a form approved by the City Attorney. PM:GFL:DM:dw Approved: ~ l William R. Kelly, City Manager STAFF REPORT Public Works Services Department June 1, 2004 ~ .~. TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director Prepared by: Gary F. Lewis, General Services Man ger Mark Rynkiewicz, Associate Civil Engineer SUBJECT: Award of Contract - 2003-2004 Annual Slurry Seal Proiect Recommendation: Authorize ,the City Manager to enter into a contract with Pavement Coatings Co. in the amount of $245,283.80 for the 2003-2004 Annual Slurry Seal Project SUMMARY As part of the City's Street Mainteriance Program, the Public Works Services Department is preparing to slurry seal various residential streets throughout fte City. The street locatidns-are • j shown oh the attached location map, Exhibit "A." Staff recommends that the City Council award a contract in the amount of $245,283.80 to Pavement Coatings Co., for the 2003-2004 Annual Slurry Seal Project. DISCUSSION The Public Works Services Department is responsible for the maintenance and repair of approximately 147 miles of pavement within the community. In 1999, as part of the Pavement Management Program, staff prioritized the condition of all City streets and updated the eight (8) year slurry seal program to efficiently prolong the life of streets that are in good condition. The 2003/04 Capital Improvement includes the Annual Asphalt and Concrete Program for this work. The Department is scheduled to slurry seat approximately 18 miles of residential streets located within the City. An asphalt slurry seal is a mixture of well-graded fine aggregate, emulsified asphalt and water applied to the street pavement as a surface treatment. It is designed for both preventive and corrective maintenance to older pavement surfaces, where surface cracks and loss of surface material are evident. This process makes the pavement impermeable to air and water and improves skid resistance. To reduce the need for more costly maintenance or construction work in the future, this application is repeated once every eight (8) years. ~~7 LASER INiAG3=D S~ Mayor and City Council June 1, 2004 Page 2 Notices inviting bids were published in the adjudicated paper and bid packages were distributed to area contractors. The following four (4) bids were received on April 27, 2004: Bidder l.ocatlon Bid Amount Pavement Coatings Co: Cypress, CA $245,283 Roy Allen Slurry Seal Santa Fe Springs, CA $246,773. American Asphalt South, Inc. Fontana, CA $267,990 Doug Martin Contracting La Habra, CA $289,454 Staff has reviewed the. bid documents. for content and has investigated the contractor's background and their recent projects for competency. _ It is the staff's opinion that Pavement Coatings Co. can satisfactorily pertorm the work required and recommends that the City Council award a contract in the amount of $245,283.80 to Pavement Coatings Co. for the 2003-2004 Annual Slurry Seai Project. ENVIRONMENTAL ANALYSIS This project is categoFically exempt-per Section 15302 (c) replacement from the requirements of the California Environmental Quality Act. FISCAL IMPACT As part of the 2003-2004 Annual Asphalt and Concrete Program, $416,000 is budgeted for slurry seal and concrete repair work. Previously, the Council awarded a contract for concrete repairs in the amount of $151,975 for concrete repairs leaving a balance of.$264,025for this • portion of the project. RECOMMENDATIONS 1. Award a contract to Pavement Coatings Co. in the amount of $245,283.80 for the 2003-2004 Annual Slurry Seai Project. 2: Waive any informalities 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: ~--~~-..!'" William R. Kelly, City Manager PM:KH;dw Attachment -Exhibit "A" ` • ~•.,. r, ~, 9..-7d r+.... .. to ~P ...'. Sv I~Y: br91 f ~-4 ll~lr ~_. 2003/2004 ANNUAL SLURRY SEAL PROJECT • L m+' ~~ <': NORTH ~ `;. - ~ CITY OF ARCADIA ~~ :a' a , AI[ ,f O ~' WLORADO ST ~ 4 ? J 1 B y O~ J I~MY 114 y 6 :°~:~ AA11f ""' PROJECT - ~ ' , LOCATION s V,A ` ~ ti o?,o :r q• .,4 .0. a xeASIA x • ) R REAL CA L I / LONGDE O LOCATION MAP N CITY OF ARCADIA 2003/2004 ANNUAL SLURRY SEAL PROJECT PROJECT NO.: 5533013 TO BE PUBLISHED: 04104104, 04/11/04 & 04/18/04 *' TITLE PAGE IS NOT FOR PUBLICATION ** RVPUB\ORD\5]p042 CITY OF ARCADIA NOTICE INVITING BIDS The City of Arcadia ("Owner") will receive sealed bids for the 2003/2004 Annual Slurry Seal Project. The Project, which involves removal of weeds, crack seal, and slurry seal of various streets, must be completed within Forty Five (45) calendar days, as provided in the Bid and Contract Documents. Bidders are strongly encouraged to review the Bid Documents (including the more detailed Notice Inviting Bids included therein) for more complete information regarding the Project and submission of bids. Bids must be submitted to the Owner on the Owner's Contract Bid Forms. Prospective Bidders may obtain Bid Documents only from the Public Works Services Department at the following address: 11800 Goldring Road, Arcadia, CA 91006, (626) 256-6554. Please contact the Public Works Services Department for more information, including availability of Bid Documents and mailing costs. One or more Pre-Bid Conference and Site Walks will be held on April 20, 2004 at 11:00 a.m. at the City of Arcadia Public Works Services Department,11800 Goldring Road, Arcadia, CA. Bidder Should attend. All Bids must be addressed, sealed in an envelope and received by the office of the Office of the City Clerk no later than 11:00 a.m. on April 27, 2004. All Bids will be publicly opened, examined and read aloud at the Office of the City Clerk at that time. Bids shall be valid for at least sixty (60) days after the bid opening date. Bids must be accompanied by cash, a certified or cashier's check, or a Bid Bond in favorof the Owner in an amount not less than ten percent (10%) of the submitted Total Bid Price. Prior to award of the Contract, the successful bidder will be required to furnish a Performance Bond and a Payment Bond, each in the amount of one hundred percent (100%) of the Total Bid Price, on the forms provided and in the manner described in the Bid Documents. Contractor shall comply with PCC' 4108 with respect to subcontractor bond requirements. Pursuant to B&P Code ' 7028.15 and PCC ' 3300, Contractors shall possess the following California Contractor's license(s) in order to perform the Work: CLASS A or C72 or C32. Subcontractors must possess the appropriate licenses for each specialty subcontracted. Bidders are advised that this Contract is a public work for purposes of the California Labor Code, which requires payment of prevailing wages. Owner has obtained from the Director of the Department of Industrial Relations the general prevailing rates, and will place them on file at the Owner s office and make them available to any interested party upon request. Pursuant to PCC ~ 22300, the successful Contractor maysubstitute securities equivalent to monies withheld by the Owner. Owner reserves the right to reject any or all Bids, to waive any informality or irregularity in any Bid received, and to be the sole judge of the merits of the respective Bids received. CITY OF ARCADIA RVPUB\ORD\5]0042 PUBLISHED NIB - 1 GB-STATE & LOCAL (N/A) 1]/24/00) I V 1 • ~~, `~OOA~'OAATID9'~~o6 STAFF REPORT Public Works Services"Depaitment June 1, 2004 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director I Prepared by: Gary F. Lewis, General Services Manager Dave McVey, General Services Superintendent SUBJECT: Purchase of tires and associated accessories Recommendation: Award a one {1) year contract extension in the amount of $36,000.00 to Daniels Tire Service for the purchase of tires and associated accessories for City vehicles. • 1 SUMMARY On July 11, 2002 the City awarded a one (1) year Agreement with optional extensions to Daniels Tire Service for the. purchase of tires and associated accessories for City vehicles. Daniels Tire Service is reaching the end of their first contract extension and has submitted a written offer to extend-the existing contract for an additional one (1) year in accordance with the existing agreement. Daniels Tire Service has agreed to hold firm this prices during the next fiscal year, 2004-05 Based on the excellent service provided by Daniels Tire Service during the last year, staff recommends that the City Council award a one (1) year contract extension. in the amount of $36,000.00 to Daniels Tire Service for the purchase of tires and associated accessories for City vehicles, DISCUSSION Fleet Services is responsible for purchasing and maintaining tires and accessories for all City fleet vehicles. It is critical that we maintain the proper on-hand inventory levels to prevent an interruption to these vital services. Most items used in conjunction with tire maintenance are considered a revolving inventory item and must be replenished to continue smooth day-to-day operation of the various vehicles in the City fleet. •~ iAS~R ~,~aG~~ Mayor and City Council • June 1, 2004 Page 2 On July 11, 2002, the City issued a one (1) year Agreement with optional contract extensions to Daniels Tire Service for the purchase of tires and associated accessories for City vehicles. Daniels Tire Service is currently approaching the end of their first extension and has submitted a written offer to extend the term of this contract for an additional one (1) year. Daniels Tire Service has agreed to hold firm the current prices during fiscal year 2004-05. Staff therefore recommends that the City Council award a one (1) year contract extension in the amount of $36,000.00 to Daniels Tire Service for the purchase of tires and associated accessories for City vehicles. FISCAL IMPACT Sufficient funding is available in the 2004-05 operating budget to cover the cost of this acquisition: RECOMMENDATION 1. Award a one (1) year contract extension in the amount of $36,000.00 • to Daniels TPre Service for the Purchase of tires and associated accessories for City vehicles. 2. Authorize the City .Manager and City Clerk to execute a contract extension in a form approved by the City Attorney. Approved:- --~!!.~Y William R. Kelly, City Manager PM:GFL:DM:dw • ~,~.~ ., ~ ~nA•~+ r s~., . ,. ~i ~,_ ,._;~. ;~ ~.h, ~` '"°°$A~R.z~~~~°°' STAFF REPORT Public Works Services Department June 1, 2004 T0: Mayor and City Council FROM: Pat Malloy, Public Works Setvices Dire or SUBJECT: Application for Receipt of Federal Funds Requiring Cit~ Recommendation: Authorize the. City Manager to execute and sign on behalf of the City of Arcadia an application for receipt of federal funds requiring City match funds for water system improvements SUMMARY The City of Arcadia has jointly pursued federal grant funds with the City of Sierra Madre • over the past nine (9) years.. The cities have been successful in receiving federal grant funds for planning, design grid construction of water system, improvements to upgrade the cities' water systems to reduce detrimerita(impacts due`to major seismic events. This year the City. of Arcadia has again received a federal grant in the amount of $795,550 through the U.S. Environmental Protection Agency (EPA). As a condition of the grant, EPA requires that. the City. provide matching funds in the amount of $650,905. The City is required to complete an Application for Federal Assistance to release the grant funds. The' submittal of this application and subsequent award of funds by EPA, commits the City of Arcadia to provide the required matching funds. It . is .requested that ..the City Council authorize the City Manager to execute the Application for Federal Assistance committing the City to its participation of the required matching funds{$650,905} irrorder to release the federal grant funds. DISCUSSION Recently, EPA, notified the City of Arcadia that FY 2004 federal grant funds are to be awarded to both cities from EPA's State and Tribal Assistance Grant (STAG) program for water system improvements in both our cities. The total amount of federal funds available to the cities under this program is $1,591,100 to be shared equally; a total of • i $795,550 in federal grant funds is available to the City of Arcadia. These federal funds fiaye become available through the assistance and cooperation of key members of the California Congressional delegation in concert with City staff, the Ferguson Group (City's legislative advocates), and Bucknam & Associates (Grant Manager). LASER IMAGED Mayor and City Council June 1, 2004 Page 2 As part of the grant agreement terms, the City of Arcadia must provide local matching funds of $650,905. The tots( amounf (federal ± City match) for expenditure by the City of Arcadia under this"grant program is $1,446,455. These funds will enable the City of Arcadia to continue its water infrastructure improvement program including the following important projects: 1. Replacement of Orange Grove Booster Pump Station (Design and Construction) 2. Rehabilitation of Baldwin Reservoir, 3. East Raymond Basin Study (Study Report and Design), and 4. Zone III Well (Design and Construction). As a part of the EPA process to release"the grant funds, the City is required to complete an Application for Federal Assistance; including project budget data, description of projects; program plan and description of program tasks, program plan schedule, and assurance certifications. The submittal of this application and .subsequent award of funds by the EPA; commits the' City of Arcadia fo providing the required matching funds in accordance with the terms and conditions' of the grant. As indicated above, the City's matching funds are $650,905 over the course of the grant period. The application will request that the grant period be extended approximately`2'/i more years with an end date of October,2008. During this time, the City of Arcadia will.. complete as many of-the projects identified above as funding allows. To fully complete all projects identified above; additional local funds and/or additional federal grant funds with local matching funds may still be required.. Total funds available (federal + City match) are $1,446,455 for the 2004 grant. These funds, added to the previous years grant ($650,500 federal + $532,228 City match = $1,182,728} yields a total of $2,629,182 for the two.grants. In the last five (5) years, the cities have received a combined total of over $9`.4 million in federal funds for design and construction of water system. improvements, resulting in over $5.9 million for the City of Arcadia. FISCAL IMPACT Sufficient funds are in the Water Facilities Replacement- Fund for the required grant matching funds. RECOMMENDATION Authorize the City Manager to execute preparation and submittal of the Application for Federal Assistance committing the City to its participation of the. required `matching funds ($650,905) in order to release the federal grant funds. " ---~'~'-'may :. Approved: " William R. Kelly, City Manager PM:dw 4q Q~~l:~s~4~i ~#~t;f'~,i • ~.J • 1 r--- • ""°°~°R-TH9-~°°" STAFF REPORT Public Works Services Department June 1, 2004 " TO; Mayor and City Council ~ FROM: Pat Malloy, Public Works Services Director 1!~ Prepared by: Gary F. Lewis, Geheral Services Mahager Dave McVey; General Services Superihtendent SUBJECT: Painting and Wood Refinishing Services Recommendation: Award a one (1) year contract extension in the amount of.$43,500:00 to B&P Painting. for the painting and wood refinishirig services at various City facilities. SUMMARY • i On October 1, 2002, the City Council approved a ohe (1) year contract Agreement with optional contract extensions to B&P Painting Inc. for painting and wood refinishing services at various City facilities. B&P is reaching the end of their contracts second year agreement and has submitted a writteh offer to extend the contract for an additional one (1) year in accordance with the existing agreement. The contractor's offer of extension does not reflect a change in price and all other conditions of the Agreement are to remain in effect. Based on the excellent service provided by B&P Painting during the last two (2) years, staff recommends that the City Council award a one (1) year contract extension in the amount of $43,500.00 to B&P Painting for painting and extraordinary maintenance of various City facilities. DISCUSSION The Public Works Sen+ices Department is responsible for the maintenance of all City facilities. Monthly painting and preventative maintenance programs have been implemented at the Library, City Hall Community Center, Fire Stations and Service Center. New construction, remodels and custom design projects are funded through the 2004-05 Capital Improvement Project and Operating Budgets. During the last year, 22 painting projects were completed. Staff anticipates a similar level of painting services for the next fiscal year. The contract also provides for the extraordinary maintenance on a time and material basis whenever paihting services are required. Services may include refinishing of wood floors, cabinets, molding and exterior power washing of facilities. LASER IMAGED Mayor and City Councii June 1, 2004 Page 2, B&P Painting has submitted a written offer to renew this .contract in accordance with the existing Agreement without a cost increase. All other conditions of the Agreement are to remain the same. Staff recommends #hat the City Council award a one (1) year contract extension in the amount of $43,500.00 to B&P Painting for painting and extraordinary maintenance of various City facilities. FISCAL IMPACT Sufficient funds have been budgeted in the 2004-05 C.I.P. and- Operating Budgets for this contract. The total amounf of the service contract with B&P Painting is $43,500.00. RECOMMENDATION 1. Award a one (1) .year contract extension in the amount of $43,500.00 to B&P Painting for the Painting and Wood Refinishing Services, at various City Facilities. C~ J 2. Authorize the City Manager and- City Clerk to execute a contract extension in a form approved by the City Attorney. • Approved: .William R. Kelly, City,Manager PM:GFL:DM:dw • ~ ; • ~ -~ ~;~ it ~ .... _, ~~i 'i..k i,~'~~ ~,3 ~' `"°°~oR•TSO-~•°° STAFF. REPORT Public Works Services Department June 1, 2004 TO: Mayor and City Council FROM: Pat Malloy, Publie Works Services Direc or Prepared by: Gary F. Lewis, General Services M Hager Rafael Fajardo, Assistant Engineer SUBJECT: Annual CCTV Sewer Inspection. Recommendation: Authorize- the City. Manager to enter into a contract extension with National Plant Services Inca in the amount of $72,000.00 for the Annual Sewer Closed Circuit Television Inspection Program SUMMARY • i On January 7, 2003, the City Council approved an annual Agreement with National Plant Services, Inc. to perform Closed-Circuit Television (CCTV) inspection services of the sanitary sewer system. The Agreement provides for one (1) year contract extensions, contingent upon acceptance by the City Council. National Plant Services Inc. submitted a written offer to extend the contract in accordance with Section 2 of the existing .Agreement. This is the first requested extension. The contractor's offer indicates no changes in the contract cost, or in the conditions of the Agreement. The service contract provides accurate and reliable information regardng.the condition of the City's sanitary sewer collection system fo assist staff in identifying and correcting problem maintenance areas. Staff therefore recommends. that the City Council. award a one (1) year contract extensioh in the amount of $ 72,000.00 to National Plant Services Inc. for the Annual City-wide Sewer CCTV Inspections. DISCUSSION The City owns and maintains over 148 miles of sanitary sewer collection lines that have been in service for fifty years or longer. The Sewer Master Plan identified Closed. Circuit Television (CCTV) inspection of the entire sewer system as one of the more important projects to be completed. Since the introduction of the program, the City has inspected approximately 85 miles of the system. The data gathered from these inspections will be very valuable as part of the City's program to meet a new Federal •; Mandate under the proposed Capacity Management Operations and Maintenance regulations (CMOM). This new program will require all sewer collection systems to be inspected and maintained at a level that will allow for zero system overflows. LASER IIViAGED Mayor and City Council June 1, 2004 Page 2 The annual CCN sewer inspection program is designed to locate root intrusions, • grease accumulation; broken lines, cracks and potential restrictions from poorly installed laterals.- Following completion of sewer line cleaning and CCN inspection of each segment, staff, with the assistance of an Engineering consultahf, will analyze the data identifying -sewer lihe sections with significant damage ahdlor sections that will need increased maintenance due to tree root intrusion, grease .build up, etc. Capital Improvement project recommendations will be .submitted as part of the Capital improvement Budget and maintenance schedules will be adjusted to prevent sewer system overFlows. The current contractor has demonstrated excellent service during the term of the Agreement. The work assigned to National Plant Services Inc. is performed in a timely and efficient manner. National Plant Services, Inc. has submitted a written offer to renew its contract in accordance with Section 2 of the existing Agreement. The offer indicates no changes in compensation or the conditions of the existing Agreement: Staff concludes that a one (1) year contract extension with National Plarit Services Inc. will ensure that their excellent quality of service will continue throughout the fiscal year 2004-05. FISCAL IMPACT Funds in the amount of $72,000.00 are budgeted in the-2004-2005 Capital Improvement • for Annual-City-wide Sewer CCN Inspections'ahd engineering analysis from the Sewer Fund. RECOMMENDATION Award a one (1) year contract extension in the amount of $72,000 to National Plant Services, Inc. for closed-circuit .television inspection services of the sanitary sewer system for fiscal year 20D4-2005. 2. Authorize the City`'Manag'er and City Clerk to execute an Agreement in a form approved by the City Attorney. Approved by: - ~~~ William R. Kelly, City Manager PM:GFL:CL:dw • 6 }Z , ~; • ~ STAFF REPORT Public Works Services Department June 1, 2004` TO: Mayor and City Councii FROM: Pat Malloy, Public Works Services. Director. f Prepared by: Gary F. Lewis, General Services Man ger Dave McVey, General Services Superintendent SUBJECT: Recommendation: Award a one (1).year contract extension in the amount of $105,490.00 to Sheldon.. Mechanical Corporation for the HVAC preventative mairitenance and service contract for various City facilities. SUMMARY On August 19, 2003, the City Council approved a one (1) year Agreement with optional contract extensions to Sheldon Mechanical Corporation for the HVAC Preventative Maintenance and Service Contract for various City facilities. Sheldon Mechanical is reaching the end of their first year of the contract agreement and has submitted a written offer to extend the existing contract for an additional one (1) year in accordance with the existing agreement. The contractor's offer of extension does not reflect a change in price and all other conditions of the Agreement are to remain in effect Based on the excellent service provided by Sheldon Mechanical during the last year, staff recommends that the City Council award a one (1) year contract extension in the amount of $105,490 to Sheldon Mechanical .Corporation for the HVAC preventative maintenance and service contract at various City facilities. DISCUSSION •~ The Public Works Services Department is responsible for the maintenance of all City facilities. The day-to-day operation, monthly scheduled maintenance and extraordinary equipment repairs of ail HVAC equipment. Preventative maintenance programs have been implemented on HVAC equipment at all parks building facilities. The contract provides for systematic scheduling of preventative maintenance tasks for multiple buildings and facilities. This preveritative maintenance schedule is intended to minimize the occurrence of unscheduled maintenance repair services. LASER. IMAGED Mayor and City Council June 1, 2004 Page 2 On August 19, 2003, the City Council awarded .the HVAC Preventative Maintenance: Service Contracf for Various City Facilities with optional annual extensions to. Sheldon Mechanical Cooperation. Sheldon Mechanical has submitted a written offer to extend the contract for an aiiditional one' (1j year in accordance with the existing Agreement without a co§t increase. All other conditions of the Agreement are to remain the same. Staff recommends that the City Council award a one (1) year contract extension in the amount of $105,490.00 to Sheldon Mechanical Corporation for the HVAC preventative maintenance and service contract for various City facilities. FISCAL IMPACT Sufficient funds have -been budgeted in the 2004-05, C.LP. and Operating budget for this contract. The total. amount of the service contract is $105,490.00. RECOMMENDATIONS 1. Award a one (1) year contract extension in the amount of $105,490.00 to Sheldon Mechanical Corporation -for the HVAC Preventative Maintenance and Service Contract for various City Facilities. 2. Authorize the City Manager and City Clerk to execute a contract extension in a form approved by the City Attorney. • APproJed: -~sd William R. Kelly', City Manager PM:GFL`DM:dw • 4..i k..t Pnd t..t! ~.d 1.".r~i._i ~.~, ~ ~ - RT °$PO8AT~9~ J"° ~•~ STAFF REPS Development Services Department June 1, 2004 TO: Mayor and City Council FROM: Don Penman, Assistant. City Manager/Development Services Director`" Prepared by: Brian Saeki, Management Ahalyst SUBJECT: Notice of Completion: Arcadia Police Facility -Phase II Landscaaing and Site Work Recommendation: Authorize Filing of Notice of Completion SUMMARY. • , The Phase II construction of the Arcadia Police facility commenced on October 15, 2003. The contractor for the project, Mariposa Horticultural Enterprises Inc., had 120- calendar days to complete construction of the project. With the exception of a few remaining punch list items, the project has now reached a point where the Notice of Completion can be filed with the County Recorder's Office and staff is recommending that the City Council authorize that this document be filed. BACKGROUND Mariposa Horticultural Enterprises Inc. was awarded the construction contract for Phase II improvements to the Arcadia Police facility on September 16, 2003. Mariposa submitted the lowest bid of the five submitted, at $411,656, which included one bid alternate item. Construction commenced on October 15, 2003 and progressed on schedule with the majority. of the project being completed within the 120-day contract period.. DISCUSSION When a project is completed, a Notice of Completion is filed with the County Recorder's Office. Once the document is filed, the retention to the contractor can be released subject to any claims or subcontractor stop. notices against Mariposa related to this project. The City retains 10% of all payments to the contractor during the course of .' construction and releases the retention after the Notice of Completion has been filed, IASERIMAGED again subject to any claims or disputes: If claims have been filed, certain elernehts of the job have not been completed; or there are disputes between the contractor and'the • City over portions of the work, the City can withhold portions of the final payment to the contractor from the retention. 'As a matter of information, the retention amounffor this project is approximately $41,000. BUDGET Funds have been budgeted and are available for all costs associated with the Mariposa contract and other project related expenses. RECOMMENDATION It is recommended that the City Council authorize the filing of the Notice of Completion for the Phase II Landscaping and Site Work Improvements to the Arcadia Police facility. r Approved: ~_ ~~_;-, William R. Kelly, City Manager n lJ ,,, . ~' ~'`' a I 6.m. ~'~ `"°°xP08sT®~~~~° STAFF REPORT. Public Works Services Department. June 1, 2004 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director Prepared by: Gary F. Lewis, General Services Manager Dave McVey, General Services Superintendent SUBJECT: Automotive Reaair Parts Recommendation: Award a one (1) year contract extension in the amount of $55,000.00 to Ernie's Auto Parts for the purchase of automotive repair parts for City vehicles • ~ SUMMARY On September 18, 2003, the- City Council' approved a one (1) year Agreement with optional contract extensions to Emie`s Auto Parts for the purchase of automotive parts for City vehicles. Ernie's Auto Parts is reaching the end of their first year of the contract agreement and has submitted a written offer to extend the existing contract for an additional one (1) year in accordance with the existing agreement. The contractor's offer of extension does not reflect a change in price and all other conditions of the Agreement are to remain in effect. Based on the excellent service provided by Emie's Auto Parts during the last year, staff recommends that the City Council award a one (1) year contract extension in the amount of $55,000.00 to Ernie's Auto Parts for the purchase and delivery of auto parts for City equipment. DISCUSSION The Public Works Services Fleet Section is responsible for the maintenance of all City vehicles and purchase of parts and accessories. As part of City's ongoing vehicle maintenance program, the Public Works Services Department purchases automotive parts, accessories, and emergency lighting and brake services for all safety and non- safety equipment. To minimize unnecessary vehicle down time it is necessary to order items from a local part supplier who is able to provide needed parts in a very short time ~' frame. LASER IMAGED Mayor and City Council June 1, 2004 Page 2 • On September 16, 2003, the City Council awarded, an automotive repair parts contract with optional annual extensions to Erriie's Auto Parts. The costs include purchases of filters' and brake services. The contractor has submitted a written offer to extend the contract for an additional one (1) year in accordance with the existing Agreement without an increase in prices. All other conditions of the Agreement are to remain. the same. Staff therefore recommends extending, this contract for the purchase of automotive repair parts for all safety and non-safety vehicles. FISCAL IMPACT Sufficient funds Have been budgeted in the 2004-05 Operating Budget for this contract. The total amount of the service contract with Ernie's Auto Parts is $55,000.00. RECOMMENDATION 1. Award a one (1) year contract extension in the amount of $55,000.00 to Ernle's Auto Parts for the purchase of automotive repair parts for City vehicles. 2. Authorize the City Manager and City Clerk to execute a contract • extension in a form approved by the City Attorney. Approved: ~--Y . William R. Kelly, City Manager, PM:GFL:DM:dw ~. ~ , ~~ 'y°''~°~~,9-~°°' STAFF REPORT Office of the City Manager DATE: June 1, 2004 TO: Mayor and City Council FROM: William R. Kelly, City Manager~Q,~,~ SUBJECT: State Budget Impacts on the City of Arcadia. SUMMARY In May 2004, Governor Schwarzenegger proposed an alternative-funding scenario for local governments as part of a state-local budget agreement. The local government proposal would make far-reaching chariges to state-local finance and is anticipated to greatly increase the stability of local finance. • ' BACKGROUND Governor $chwarzenegger proposes that the Legislature place before the statewide voters in November a constitutional amendment to enact changes to state-local finance and intergovernmental relations. Over time, the proposed constitutional provisions, would significantly influence state decision-making regarding cities, counties, special districts; and redevelopment agencies. In general, the measure restricts state authority to reduce non-education local government taxes, except fora $1.3 billion shift from these agencies in 2004-05 and 2005-06. The measure also includes a complex swap of vehicle license fee (VLF) "backfill" revenues for funding for schools for those same fiscal years. While the administration is still developing the constitutional language, the Legislature will need to begin its review shortly given the measure's link to the 2004-05 state budget ahd upcoming deadlines for placing a measure on the November ballot. DISCUSSION The proposed shift of the $1.3 billion would be allocated accordingly: Cities - $350 Million, Counties - $ 350 Million, Independent Special Districts - $350 Million, and Redevelopment Agencies - $250 Million. The Governor's administration indicates the •` methodologies for allocations have been developed in conjunction with local government statewide associations including the League of California Cities, the LASER I~i;~-GFD Mayor and City Council -State Budget Impacts June 1, 2004 • Page 2 California State Association of Counties, the California Special Districts' Association-and the Calffomia Redevelopment Association. General Fund Revenues -One-third of the $350 million reflects each city's proportionate share of statewide city vehicle license fee (VLF) revenues. Another one-third reflects each city's share of property taxes: The final one-third reflects each city's share of sales taxes. In addition, each city's reduction must be at least 2 percent and not more than 4 percent of the city's general-purpose revenues. This translates into an annual reduction in revenues from the state of $636,000 for the next two years, for a total loss to the City of Arcadia of $1,272,000. Redevelopmenf Agency Revenues -Half of the $250 million is allocated -among redevelopment agencies based on their relative share of gross tax increment revenues. The other half is allocated based on tax increment net of revenues "passed-through" to. other agencies. This formula is similar to the ERAF methodology in current law. Loss to the Agency is expected to be $165,000 in 2004-05 and $175,000 in 2005-06. If an agency fails to make its payment to ERAF, the city or county sponsoring agency makes • the payment. One of the significant provisions of the measure discussed is that it would:limit state authority beginning in the 2006-07 fiscal year to do exactly what they are proposing to do over the next two years to balance. their own budget. It would not allow for the State to reduce, delay, or reallocate any non-education local government's share of revenues from the VLF, sales tax or property tax to balance the ..State's budget.. Finally, the measure would ensure certain existing financial provisions and requirements including that the state pay back the $1.2 billion in 2006-07 for the VLF. "gap loan" that was "borrowed" from cities in 2003-04 FY. This amount represents aone-time payback of almost $1,000,000 to the City of Arcadia. CONCLUSION While the Governor's administration is still developing the constitutional language and related statutory changes for this proposal, this is the most current information staff has. to date. Updates will be provided if significant changes occur to this proposal. RECOMMENDATION Informational only. No action is required. • _ _ .. t_.._ r~ rq ~.h ~~ "°~AA~A.T~°~'•~ STAFF REPORT Recreation and Community Services Department DATE: June 1, 2004 TO: Mayor and City Council. FROM: David A. Lewis, Duector of Recreation and Community Services SUBJECT: _ .'Dog Park Facility Issues 1. Ordinance No. 2193 amendine Section 4123 1 of the Arcadia Municinal Code permitting does to run at lazee in desienated azeas of City-ownednazks Recommendation: Introduce 2. Develonine the site as one single area or creating two seoazate spaces one for.lazee does and one for small does • '. Recommendation: That the City Council authorize the development of the facility per current construction plans as a single area for all dogs; and that staff be directed to monitor and document facility usage to determine over time if altering the layout to include a sepazate azea for small dogs is appropriate and/or necessary SUMMARY The City of Arcadia Municipal Code currently requires that all dogs be on a leash throughout the City. Concurrent with the development of the City's off-leash dog facility the code needs to ~be amended to be consistent with this use. Ordinance No. 2193 accomplishes this. The City Council has asked that the matter of developing the dog pazk facility as a single azea for all dogs vs. two separate areas for large and small dogs be presented to the Council for review and consideration. BACKGROUND The City Council at its regulaz meeting of February 3, 2004, approved the construction of a dog pazk at Eisenhower Memorial Pazk based on a recommendation from the Recreation and Parks Commission which included a site plan of the azea layout. Based on this approval staff • ~ has proceeded with the development of the facility. Other matters such as the parks rules and reviewing potential names of the site were delegated to the Commission. Staff was subsequently asked to collect reseazch data regarding aggressive dog behavior as it relates to size so as to better determine if in fact a separation of dogs by size is warranted in the LASER IMAGED facility. This information was reviewed by the Commission at their regulaz meeting of Maich - 10, 2004. It was the unanimous view of the Commission that the facility should be constructed per the approved plan as one area for all dogs. A copy of the research material is attached to this report. • DISCUSSION The rules that aze to be. posted at the site state that aggressive dogs are not to enter the facility. This judgement ultimately rests with the dog owner. If a dog has been raised with an emphasis towazds protecting people or property, or has been mistreated or influenced by any of the factors- outlined in the research material the owner should be awaze of this and not allow the dog to enter the site, no matter its size or. breed. If such a dog were to enter a dog pazk, whether for large dogs or small, problems will arise. With his in mind the Commission felt that the facility should be able to accommodate all dogs, with the idea that the behavior and interaction between the dogs and people is the responsibility of the dog owners. ENVIRONMENTAL ANALYSIS Both of the issues discussed in this report aze exempt from the California Environmental Quality Act. FISCAL IMPACT The adoption of Ordinance No. 2193 will result in only a minor cost to the City, that being the cost to update the City Municipal Code with its inclusion. Constructing the dog park as approved will allow the project to be accomplished within the • $10,000 budget approved by the City Council.: The Public Works Services Department estimates that amending the project to include a sepazate-area for small dogs would add as much as another $8,000 to the project. The extra cost would result from the added fence run, additional ADA access entry requirements, extra dog waste disposal unit, extra maintenance gate, and rmming a water line to the second azea. RECOMMENDATIONS 1. That the City Council introduce Ordinance No. 2193: An Ordinance of the City Council of the City of Arcadia, California, permitting dogs to run at large in designated areas of City-owned parks.- 2. ,That the City Councii authorize the development of the facility per- current construction plans as a single area for all dogs; and that staff be directed to monitor and document facility usage to determine over time if altering the layout to include a separate area for small dogs is appropriate and/or necessary. Approved by: ~"""'..7 William R. Kelly • City Manager Attachments: Ordinance No. 2193 Dog behavior material . f. -. .E ,..~...