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HomeMy WebLinkAboutNovember 16, 2004Form -�-„„ Arcadia City Council • and Redevelopment Agency Meeting November 16, 2004 6:00 p.m. Council Chambers Conference Room ROLL CALL: City Council/Agency 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. CLOSED SESSION a. Conference with Real Property Negotiators (Government Code Section 54956.8) Property Property Owner 55 West Huntington Drive 21 Morlan Place 28 West Santa Clara 41 West Huntington Drive 35 West Huntington Drive 27 West Huntington Drive 130 West Huntington Drive Paul Rusnak Hann Ling Shaw (Church in Arcadia) Don and Ray Dahlgren Mr. and Mrs. Manny Romero Gary and Dan Braun (35 West Huntington Partners) Richard Fisher (Tempelkadian) Arcadia Land Corporation, Alhambra, Linda Chang Negotiating Parties — Agency Deputy Executive Director and Economic Development Administrator Under Negotiation — Price and terms of payment 2. STUDY SESSION a. Gold Line Phase II Environmental Impact Study/Report Update LASER IMAGED Gary A. Kovacic, Mayor . John Wuo, Mayor Pro tempore . Roger Chandler, Gail A. Marshall, Mickey Segal, Council Members William R. Kelly, City Manager Jim Barrows, City Clerk 7:00 p.m. Council Chambers INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL: Council Members /Agency Members: Chandler, Marshall, Segal, Wuo and Kovacic 3. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDAITEMS MOTION: Read all Ordinances and Resolutions by title only and waive reading in full 4. PRESENTATION to City of Arcadia by Arcadia High School 5. PRESENTATION of Citizen of the Month Award to the Arcadia Library English as a Second Language Tutoring Program 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) 6. MATTERS FROM ELECTED OFFICIALS City Council Reports / Announcements /Statements/Future Agenda Items 7. CONSENT — REDEVELOPMENT AGENCY a. Minutes of the November 2, 2004 regular meeting Recommendation: Approve EXECUTIVE DIRECTOR — REDEVELOPMENT AGENCY b. Design Review —161 West Colorado Place (Elite Westerner Inn) Recommendation: Approve CONSENT — CITY COUNCIL C. Minutes of the November 2. 2004 regular meeting Recommendation: Approve 2 d. Resolution No. 6451 approving an amendment to the Independent Cities Risk Management Authority Joint Exercise of Powers Agreement Recommendation: Adopt e. 2004 /2005 Annual Concrete Repair Project Recommendation: Authorize the City Manager to enter into a contract with CJ Construction, Incorporated in the amount of $185,780.25 for the 2004 /2005 Annual Concrete Repair Project f. Records Management Program Recommendation: Authorize the City Manager to enter into a Professional Services Agreement with Gladwell Governmental Services, Incorporated in an amount not to exceed $20,000.00 to update the City's Records Management Program and appropriate $20,000.00 from the General Fund Reserve g. Purchase of communications equipment Recommendation: Authorize a purchase in an amount not to exceed $141,000.00 from Motorola for the replacement and upgrade of Fire Department communications equipment h. Gold Line Phase II technical documents review Recommendation: Appropriate $30,000.00 in Proposition C funds for the review of various technical documents pertaining to the Gold Line Phase 11 i. FY 2005 -2010 Short Ranee Transit Plan Recommendation: Approve the five (5) year Arcadia Transit Short Range Transportation Plan j. Agreement with Upper San Gabriel Valley Municipal Water District concerning a Recycled Water Feasibility Study Recommendation: Authorize the City Manager to enter into an agreement with the Upper San Gabriel Valley Municipal Water District for partial funding of a Recycling Water Feasibility Study 8. CITY MANAGER a. Gold Line Phase II Station Design and Art Review Committee Recommendation: Each Arcadia City Council Member to appoint one (1) Arcadia community member to serve as the City's representatives on the Station Design and Art Review Committee ANNOTATED COUNCIL AGENDA — CITY OF ARCADIA TUESDAY, NOVEMBER 16, 2004 ITEM NO. DESCRIPTION ACTION MOTION — ORDINANCES AND RESOLUTIONS TO BE READ BY TITLE ONLY Approve that Ordinances and Resolutions be read by title only and that the Approved reading in full be waived. 5 -0 7.a. CONSENT AGENDA ( ARCADIA REDEVELOPMENT AGENCY): Approved 5 -0 Request for approval of the minutes of the November 2, 2004 Regular Meeting. 7.b EXECUTIVE DIRECTOR REPORT — REDEVELOPMENT AGENCY Approved 5 -0 Approve the design review for 161 Colorado Place subject to the conditions of approval. 7.c. CONSENT AGENDA (COUNCIL): Approved 5 -0 Request for approval of the minutes of the November 2, 2004 Regular Meeting. 7. d. Adopt a Resolution of the City Council of the City of Arcadia, California, Approved approving the fifth amendment to the Joint Exercise of Powers Agreement for 5 -0 Insurance and Risk Management. 7.e. Award a contract to CJ Construction, Inc. in the amount of $185,780.25 for Approved the 2004/2005 Annual Concrete Repair Project; waive any informalities in the 5 -0 bid or bidding process; and authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. 7. f. Authorize the City Manager to enter into a Professional Services Agreement with Gladwell Governmental Services, Incorporated in an amount not to Approved exceed $20,000 to update the City's Records Management Program and 5 -0 appropriate $20,000 from the Fiscal Year 2004 -2005 General Fund balance. 7. g. Authorize the City Manager to award the contract for communications Approved equipment to Motorola in the amount not to exceed $141,000. 5 -0 7. h. Appropriate $30,000 from the available Proposition C balance for the review of Approved various technical documents pertaining to the Gold Line Phase II. 5 -0 7.1. Approve the five (5) year Arcadia Transit Short Range Transportation Plan. Approved 5 -0 7.j. Authorize the City Manager to enter into an agreement between the City of Approved Arcadia and the Upper San Gabriel Municipal Valley Water District for partial 5 -0 funding of the Recycled Water Feasibility Study. 8.a. Approve George Fasching, Tom Beck, Duane Oiler, Bob Harbicht, Jackie Approved Raymond, and Carolyn Bell as Arcadia's representatives to the Station Design 5 -0 and Art Review Committee. Page 1 of 1 LASER IMAGED 5r'. CITY COUNCIL OF THE CITY OF ARCADIA and the ARCADIA REDEVELOPMENT AGENCY REGULAR MEETING TUESDAY, NOVEMBER 16, 2004 MINUTES Audio and video tape copies of the City Council /Redevelopment Agency proceedings are on file in the office of the City Clerk ROLL CALL PUBLICCOMMENT 1. a. 2. 46:0166 The City Council and Arcadia Redevelopment Agency met in a Regular Meeting on Tuesday, November 16, 2004, 6:00 p.m. in the Council Chamber Conference Room pursuant to the previously adjourned Regular Meeting. PRESENT: Council /Agency Members Chandler, Marshall, Segal, Wuo and Kovacic ABSENT: None. TIME RESERVED FOR AUDIENCE PARTICIPATION CLOSED SESSION Conference with Real Property Negotiators (Government Code Section 54945.8) Property 55 West Huntington Drive 21 Morlan Place 28 West Santa Clara 41 West Huntington Drive 35 West Huntington Drive 27 West Huntington Drive 130 West Huntington Drive Negotiating Parties - Agency Property Owner Paul Rusnak Hann Ling Shaw (Church in Arcadia) Don and Ray Dahlgren Mr. and Mrs. Manny Romero Gary and Dan Braun (35 W. Huntington Partners) Richard Fischer (Tempelkadian) Arcadia Land Corporation, Alhambra, Linda Chang Deputy Executive Director and Economic Development Administrator Under Negotiation — Price and terms of payment STUDY SESSION a. A study session was conducted with the City Council regarding the Gold Line Phase II Environmental Impact Study /Report. Don Penman discussed the major milestones of the project and options for grade separations at various points in the City. The impacts of the grade separations on local businesses, as well as the financial impacts of various options was also discussed. Staff reviewed various funding options including a city-wide property tax, Propositions A and C funds, and certificates of participation. Staff was directed to further analyze the grade separation issue and return an update to the Council in the upcoming months.. REO7NVENE The Regular Meeting of the City Council and Arcadia Redevelopment Agency was REGULAR MEErING reconvened in the City Council Chamber at 7:00 p.m. LASER IMAGED 11/16/04 INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL 3. Rabbi Micah Caplan, Congregation Shaarei Torah Martin Plourde, Principal of Arcadia High School PRESENT: Council /Agency Members Chandler, Marshall, Segal, Wuo and Kovacic ABSENT: None. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS None. 46:0167 MOTION - ORD. & It was moved by Council Member Chandler and seconded by Council Member Marshall RES. READ BY TITLE then carried without objection that Ordinances and Resolutions be read by title only ONLY and that the reading,in full be waived. REPORT FROM CITY ATTORNEY Steve Deitsch, City Attorney, reported that the Redevelopment Agency met in Closed Session and that there was no reportable action. 4. PRESENTATION to City of Arcadia by Arcadia High School Martin Plaude, Principal of Arcadia High School, student athletes and scholars presented the City Council with a variety of mementos to commemorate their support of Arcadia High School, most notably their financial support of the football stadium and track renovation. 5. PRESENTATION of Citizen of the Month Award to the Arcadia Library English as a Second Language Tutoring Program. TIME RESERVED FOR AUDIENCE PARTICIPATION There were no members of the public who addressed the City Council. 6. MATTERS FROM ELECTED OFFICIALS COUNCIL MEMBER Council Member Chandler thanked the Arcadia High School representatives for CHANDLER attending tonight's meeting and inquired whether a photograph of the Arcadia High School track and field could be broadcast at a future meeting. COUNCIL MEMBER Council Member Wuo thanked the Arcadia High School students for attending tonight's WUO meeting; he noted Saturday, November 20th is the Festival of Bands parade; he wished all residents a Happy Thanksgiving; he noted the change of location for the Holiday Snow Festival on December 11, 2004, this year it will be held on First Avenue in Downtown Arcadia. COUNCIL MEMBER Council Member Marshall noted that the Arcadia Festival of Bands will feature our local MARSHALL military personnel and will begin at 8:20 a.m.; she thanked the students from Arcadia High School for their gifts to the Council and noted that the track and field benefits the entire community; she thanked John Fung for all of his efforts regarding the English as a Second Language Tutoring Program; her food for thought quote was from George Elliot who wrote, "We long for an affection altogether ignorant of our faults. Heaven 11/16/04 _M011 fa has accorded this to us in the uncritical canine attachment." COUNCIL MEMBER Council Member Segal thanked the representatives of the English as a Second SEGAL Language Tutoring Program for attending tonight's meeting and especially his mother who volunteers in the program; he noted that tonight is Mayor Kovacic's birthday and wished him well; he wished everybody a Happy Thanksgiving. CITY CLERK City Clerk Jim Barrows noted that the upcoming Snow Festival will be a great event and BARROWS encouraged all residents to attend; thanked those who are volunteering their efforts as judges for the upcoming Festival of Bands; he thanked the City of Arcadia for their generous support of the Festival of Bands event. MAYOR KOVACIC Mayor Kovacic noted that one thing that makes Arcadia unique is how well the Council gets along with each other and how well they get along with the Board of Education; he thanked the various faith communities for their joint efforts and noted a special Thanksgiving event to be held November 22, at Holy Angels Church, by the Arcadia Interfaith Action Group. 7. 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 November 2, 2004 Regular Meeting. (Redev. Agency) MOTION - CONSENT It was moved by Agency Member Segal and seconded by Agency Member Chandler, AGENDA then carried on roll call vote to approve item 7.a. on the Arcadia Redevelopment. Agency consent calendar. ROLL CALL AYES: Agency Members Chandler, Marshall, Segal, Wuo and Kovacic NOES: None b. EXECUTIVE DIRECTOR REPORT — REDEVELOPMENT AGENCY Don Penman, Assistant City Manager /Development Services Director presented the report regarding design review at 161 W. Colorado Place; the applicant is proposing to construct a 78 -unit market rate senior condominium project located at 161 W. Colorado Place; the Planning Commission at their November 9, 2004 meeting approved Conditional Use Permit 04 -014 and Architectural Design Review 03 -040 for this facility; staff is recommending approval of this design review, subject to the conditions of approval; the Agency Board must review the design of any project within a Redevelopment Project area. Agency Member Wuo noted that this is a market rate project that does not help low or middle income residents. Chairperson Kovacic inquired whether one (1) owner and one (1) occupant have to be 62 years of age and whether there is any danger that this project will become a regular "condominium" facility. Staff noted that the units do not accommodate large family living, staff also eliminated 3 bedroom units from the design. MOTION - CONSENT It was moved by Agency Member Marshall and seconded by Agency Member Segal, AGENDA then carried on roll call vote to approve the design review for 161 W. Colorado Place subject to the conditions of approval. 11/16/04 46:0169 ROLL CALL AYES: Agency Members Chandler, Marshall, Segal, Wuo and Kovacic NOES: None CONSENT AGENDA — CITY COUNCIL The Consent Agenda items were read as follows by the City Manager: C. Request for approval of the minutes of the November 2, 2004 Regular Meeting. d. Adopt a Resolution of the City Council of the City of Arcadia, California, approving the fifth amendment to the Joint Exercise of Powers Agreement for Insurance and Risk Management. e. Award a contract to GI Construction, Inc. in the amount of $185,780.25 for the 2004/2005 Annual Concrete Repair Project; waive any 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. Authorize the City Manager to enter into a Professional Services Agreement with Gladwell Governmental Services, Incorporated in an amount not to exceed $20,000 to update the City's Records Management Program and appropriate $20,000 from the Fiscal Year 2004 -2005 General Fund balance. g. Authorize the City Manager to award the contract for communications equipment to Motorola in the amount not to exceed $141,000. h. Appropriate $30,000 from the available Proposition C balance for the review of various technical documents pertaining to the Gold Line Phase II. L Approve the five (5) year Arcadia Transit Short Range Transportation Plan. j. Authorize the City Manager to enter into an agreement between the City of Arcadia and the Upper San Gabriel Valley Municipal Water District for partial funding of the Recycled Water Feasibility Study. MOTION - It was moved by Council Member Segal and seconded by Council Member Chandler, CONSENT AGENDA then carried on roll call vote to approve items 7.c through 7.j. on the City Council consent calendar. ROLL CALL AYES: Council Members Chandler, Marshall, Segal, Wuo and Kovacic NOES: None. S. CITY MANAGER a. Mr. Kelly presented the staff report. At the November 2, 2004 meeting, the City Council voted to nominate one (1) community member each to serve on the Gold Line Phase II Station Design and Art Review Committee; staff is recommending that the Council announce their nominees at tonight's meeting and approve their membership to the Committee. Council Member Marshall nominated George Fasching; Council Member Segal nominated Tom Beck; Council Member Wuo nominated Dwayne Oyler; Council Member Chandler nominated Bob Harbicht and Carolyn Bell; Mayor Kovacic nominated Jackie Raymond. 11/16/04 46:0170 MOTION A motion was made by Council Member Marshall and seconded by Council Member Segal to approve George Fasching, Tom Beck, Dwayne Oyler, Bob Harbicht, and Carolyn Bell as Arcadia's representatives to the Station Design and Art Review Committee. ROLL CALL AYES: Council Members Chandler, Marshall, Segal, Wuo and Kovacic NOES: None. ADJOURNMENT Noting no additional business, at 8:00 p.m. the City Council /Redevelopment Agency (to November 17, adjourned its Regular Meeting to November 17, 2004 at 6:00 p.m. in the Council 2004, Chamber for a special meeting with the City of Sierra Madre City Council. 6:00 p.m.) by: James Barrows, City Clerk VL& -F41 . Vida Tolman, Chief Deputy City Clerk 11/16/04 • 0 0 DATE: November 16, 2004 STAFF REPORT Arcadia Redevelopment Agency TO: Ay: Chairperson and Agency Board FROM: on Penman, Deputy Executive Director Peter P. Kinnahan, Economic Development Administrator Prepared by: Brian Saeki, Management Analyst )d SUBJECT: Design Review — 161 Colorado Place Recommendation: Approve SUMMARY The Applicant is proposing to construct a 78 -unit market rate senior condominium project located at 161 Colorado Place. The existing 60 -room Elite Westerner Inn will be demolished as part of this project. The Planning Commission, at their November 9, 2004 meeting, approved Conditional Use Permit (CUP) 04 -014 and Architectural Design Review (ADR) 03 -040 for this facility. Staff is recommending approval .of this design review, subject to the conditions outlined in this staff report. 7T�:(rT:T•IiI:T�: WORK 4. PROPOSED: Construction of a 78 -unit market rate senior condominium project at 161 Colorado Place APPLICANT: LOCATION EXISTING LAND USE GENERALPLAN DESIGNATION: Michael Sun (project architect) 161 Colorado Place (Location Map, Attachment No. 1) The site is currently developed with a 60 -room hotel (the Elite Westerner Inn) which was built in 1946. This building will be removed as part of the project. Commercial LASER IMAGED -1+ 6�, Design Review Page 2 November 16, 2004 • ZONING: C- 2/General Commercial, and the subject property is in the Central Redevelopment Project Area (Redevelopment Land Use — Commercial) SURROUNDING LAND USES AND ZONING: North: Single- Family & Multiple- Family residences — zoned 'R -1 & R -3, respectively South: Santa Anita Racetrack —zoned S -1 East: Office Building - zoned C -2' West: Restaurant — zoned C -2 PURPOSE OF USE AND DESIGN REVIEW The purpose of the Agency's Design Review is to ensure that proposed projects meet. adopted City and Agency standards and design guidelines based upon the following criteria: • 1. The general use and design considerations; including the character, - scale, 'and quality of design are consistent with the Redevelopment Plan; the Zoning Ordinance, and adopted use and design guidelines; 2. The use and architectural design of structures and their materials and colors are visually compatible with surrounding development and improvements on the site, and design elements (i.e., screening of equipment, exterior lighting, signs, awnings, etc.) have been incorporated to further ensure the compatibility of the structures with the character and uses of adjacent development; 3. The location and configuration of structures are compatible with their site and with surrounding sites and structures, and, do not dominate their surroundings to an extent inappropriate to their use; and 4. The use, design and layout of the proposed project will not unreasonably interfere with the use and enjoyment of neighboring existing or future development, and will not result in vehicular and/or pedestrian hazards. ANALYSIS A. DESIGN FEATURES The proposed development consists of seven, three -story buildings totaling 86,200 square feet'I(We,r lfattac1 ed� building elevations and floor plans) and is designed to • t1.'L',�1AV4 J�.i 1. resemble an Italian village. the buildings are 40 feet in height (48 feet at the towers to accommodate elevators) and are organized around open courtyards that could serve as gathering places or garden areas. The buildings feature multi - colored stucco exterior Design Review Page 3 November 16, 2004 • wall treatments with ledgestone "accents; wood shutters and trellises, tower elements, and varying rooflines: A:stone veneer base material is featured on all elevations to visually anchor the buildings. These design elements (i.e., stone veneer, wood shutters; tower elements, "etc.) help to provide necessary architectural relief:' Additionally, the applicant worked closely with staff and the City's architectural consultant to achieve the design as proposed. All 78 units are proposed to include•two- bedrooms and two- bathrooms. The unit sizes vary between 1,000 s.f. (62) and 1,400 s.f. (16). A covenant as required in the CUP, will be recorded on the property to ensure that the condominiums are owned and occupied by at least one senior citizen per household. This covenant will require that at least one occupant in each unit be no less than 62 years of age and that the City be notified with the sale of each unit. The ooVenant also gives the City the power to enforce the regulations set forth in the document. A draft of the covenant.is currently under review by the City Attorney and must be approved by the City prior to issuance of building permits` for the proposed project. •The project is bordered by Colorado Place and an office building to the south, a restaurant (pepper's) to the north, single family residential` to the east and the Santa Anita Race Track to the west. The project incorporates landscaping buffers along all adjacencies as well as a meandering path between the single- family residential to the east and the office building to the south. A conceptual landscape plan was submitted to the City and has been reviewed by the City's landscape consultant. Building permits will not be issued until the Development Services Department approves the final landscape plan. Parking Typically,' market rate residential oondominium projects are located within the R -3 (Multiple - Family Residential) zone and therefore, are subject to the provisions of the R -3 zone. The proposed project is located within the C -2 zone, which does not specify development standards for residential projects. However, in evaluating this project, staff applied the R -3 Regulations as a guide. According to the R -3 Regulations, this project is required to provide 234 total parking spaces. The applicant is proposing to provide two- levels of underground parking totaling 166 spaces (this includes 8 tandem spaces). Planning staff conducted a survey of several surrounding communities regarding parking requirements for senior housing. The jurisdictions surveyed required between 1 and 1.5 parking spaces per unit for senior housing: The proposed project will have slightly more than 2 parking spaces per unit, significantly more than required by most • jurisdictions. Additionally, a similar senior market rate development along Duarte Road parked at 2 spaces per unit, was approved by the Planning Commission. (The affordable Heritage Park senior housing project on Las Tunas is parked at 1.1 spaces Design Review Page 4 November 16, 2004 n U per unit)' Based upon these previously approved projects and the parking study, staff is. confident that this project's proposal of 2 spaces per unit is adequate. The. entrance to the underground parking. is off San Juan and, Js incorporated into the,. overall design of the project. The first level of underground parking has 81 parking spaces (this includes 3 handicap spaces) of which 26 are allotted for guest parking with the remaining for tenants. The guest parking spaces are separated from the tenant spaces by metal sliding gates that can be opened and closed by the tenants: The remaining 85 spaces are incorporated into the second level. B. STAFF CONDITIONS OF APPROVAL • The building colors and materials shall. be consistent with the plans dated September 2, 2004 (Attachment 2)., • The Applicant shall comply with ARA Reso. 126, which approves this design review for a period of one year. • The Applicant shall comply with all conditions set forth by the Development Services • Department: ENVIRONMENTAL FINDINGS This project, is .. categorically exempt, from the requirement of the California Environmental Quality Act per Section 15303(c). RECOMMENDATION THAT THE ARCADIA REDEVELOPMENT AGENCY APPROVE THE DESIGN REVIEW FOR 161 COLORADO PLACE SUBJECT TO THE CONDITIONS ABOVE. Attachments: 1. Location Map 2. Plans for 161 Colorado Place, dated 09/02/04 • ment Services Department inginsermg..Droslon by; �- • IIr Department Administrative Services DATE: November 16, 2004 TO: Mayor and City Council FROM: Tracey L. Hause, Administrative Services Direct02 By: Michael A. Casalou, Senior Management Analyst YhLc_ SUBJECT: Resolution No. 6451 approving an amendment to the Independent Cities Risk Management Authority (ICRMA) Joint Exercise of Powers Agreement Recommendation: Adopt SUMMARY • This City has been a member of the Independent Cities Risk Management Authority ( "ICRMA "), which is a Joint Powers Authority, since June 1, 1986. The ICRMA provides separate Risk Management Programs for liability, workers' compensation, property and earthquake, health, and other coverages for the 29 Member Cities, some of which Arcadia participates in. Staff is recommending the City Council approve the amended JPA by adopting Resolution No. 6451, which accompanies this staff report. • 13ip DISCUSSION The Joint. Exercise of Powers Agreement for Insurance and Risk Management Purposes ( "JPA ") was last amended in 1998. Since then, the Certificates of Participation ( "COP ") have been retired and, due to the creation of JPA Bylaws, other changes are necessary to reflect the manner in which the ICRMA conducts its business. The ICRMA Governing Board, at its meeting on October 13, 2004, approved a Fifth Amended JPA which deletes references to the COP and makes other changes as shown on the "Comparison of 1998 Joint Powers Agreement and October 2004 Amended Joint Powers Agreement," which accompanies this report. The Fifth Amended JPA will become effective after it is approved by two- thirds of the ICRMA members. The ICRMA Governing Board is requesting,that this City Council approve. the amended JPA by adopting Resolution No. 6451. LASER IMAGED - -I , 4, Mayor and City Council November 16, 2004 Page 2 • FISCAL IMPACT The adoption of Resolution No. 6451 will not have a financial impact on the City's budget. RECOMMENDATION That the City Council adopt Resolution No. 6451, a resolution of the City Council of the City of Arcadia, California, approving an amendment to the Independent Cities Risk Management Authority (ICRMA) Joint Exercise of Powers Agreement. Approved: William R. Kelly, City Manager C� • • ICRMA - Proposed Changes to Joint Powers Agreement "X �. i rg( -- )?ictetinp4Jofnts �erfnerin .Fiuleting Jo)�t�Po�vera (>�7derm6 Ian PropoFed Amgn�,dm�n��o� Intl ti0 Article o7�+ � Po ers ��.,rb� , Agre¢ e # ''� gJ'12l}�9$) 1 PoN r� gr�em�ent(pralf r� 9l1'I k s 'A Z?�a �� oil �a h g3o ,kJ,' r �-, ,iA �ui� r wP v li Lalve+�r sl greement Opening States agreement is executed by States agreement is executed by public paragraph Municipal Corporations, referred entities, referred to as "Member or to as "Member Cities" Members" Recital A. .r Reference to Member or Members being organized and existing under laws of State of California incorporated into opening paragraph instead of under "Recitals" heading. Recital B.1 -6 Recitals 1 through 6. Same as prior State Laws Agreement except substitutes "Member" for " Cities." Paragraphs in Proposed Amendment are numbered differently. "Member Cities" replaced In Proposed Amendment by "Member or Members" Article I Includes provisions that: Article I.I. Same as Article I, except Creation of (1) Member City may separately these provisions were omitted from ICRMA contract for or assume proposed amendment. responsibility for specific debts, liabilities, or obligations of Authority. (2) Pursuant to Govt code 6509 Authority shall be restricted in exercise of powers in same manner as City of Manhattan Beach is restricted; or if Manhattan Beach ceases to be Member City, then Authority shall be restricted in exercise of power in same manner as City of San Fernando; if City of San Fernando ceases to be a Member City, Governing Board shall designate appropriate Member City. • 109402.1 000602.9000 09Q012004 - 527 pm n I� ICRMA - Proposed Changes to Joint Powers Agreement o Y 1 ,11 u 'EIpting7alnAtw Terms In Existing *Joint Powers Terms In Proposed Amendment to`°Jolnt 1 r�rticlof Agreement tuatetl 8/1211998) i PnWlers el.greonient {Draft oP9la712004} ¢„ AVr�khoi�ty` By k a Article II. Article 2.1.1 through 2.1.3. Same as Purpose prior Agreement A. -C Article IL Article 2.1.4. Same as prior Agreement, Purpose except adds authorization to "Jointly D purchase insurance... and/or develop alternative financial arrangements for the purpose of transferring risk of loss..." Article II. Provides for Member Cities to Article 2.1.5. Omits language regarding Purpose secure long -term financial base Certificates of Participation. States E. from issuance of Certificates of instead, "Assist Members to the Participation, revenues from maximum extent authorized by law to which will be used for secure long term solutions enabling the establishing financial reserves to Authority to provide adequate protection enable Authority to provide to Members" against catastrophic claims protection to Member Cities and to attract major reinsurers for against catastrophic claims and to purpose of transferring risk. attract major reinsurers for purpose of transferring risk. Article II. Article 2.1.6. Same as prior Agreement Purpose except adds "Jointly secure F. administrative and other services including... general administration, underwriting, risk management...." Article I11. Agreement Articles 3.1.1 - 3.1.5. Same as prior Definitions Board or Governing Board Agreement. A. - C. By -Laws Article III. Claim(s) Article 3.1.4. Adds: "' Claim(s)' shall Definitions mean demands comnlvingwith the D. requirements of California Government Code Section and made against the Member arising out of occurrences..." • 149402.1 000602 -9000 09/1012004 . 517 pm ICRMA - Proposed Changes to Joint Powers Agreement a S��Isttng �olht a u Tr i+ i/ +1'�rm9 Jn�$xfating�Joi> P.c�Y,bre K in Propoee�d Amendmen�} o Jo1ntrti,e o� y: sBea , r '.g� + *eement�(DafedHB /12/1998)z, q �1'�eme +r Powers Agreement (Dr,�ft of 9/17120Dq) ', ,A °q'thoNty By 2`. + Article III. Fiscal Year Article 3.1.5. Same as prior Agreement. Definitions E. Article III. Provides: "'ICRMA "' shall mean "ICRMA" is defined in Article 1.1. Definition F. the Independent Cities Risk Management Authority created by this Agreement" "Governing Documents" not Article 3.1.6. Provides: "'Governing defined in proposed Agreement. Documents' shall mean this Agreement, the By -Laws of the Authority and each Risk Management Program, the Memorandum of Coverage and any other document stipulated as a Government Document in the By -Laws or by action of the Governing Board." Article III. Insurance Article 3.1.7. Same as III.G. except Definition G. adds that "'Insurance' shall mean insurance or reinsurance purchased by Authority...' Article III. Defines "Member City" as any Article 3.1.8. Defines "Member" as any Definition H. Municipal Corporation or any. Municipal Corporation or public entity Joint Powers Authority whose authorized to be a member of a Joint Powers Authority, which is a party to membership consists only of Municipal Corporations, which is this Agreement a party to this Agreement Article 111. Memorandum of Coverage Articles 3.1.9 - 3.1.11. Same as prior Definition Agreement. 1. Article III. Program Year Article 3.1A0. Omitted "usually twelve Definition months" in definition of program year. J. - • - 149402.1 000603.9000 09=12004. 5:27 pm 3 a 1CRMA - Proposed Changes to Joint Powers Agreement 'yXisting 101 ij i �TerAs in PropOSMAM P Wers !Agr6emifit (Pdted1271?,98), Authority ni V 'A Z Article III. Participation Article 3.1.11. Same as prior Definition Agreement. K. Article III. Risk Management Article 3.1.12. Same as prior Definition agreement, except adds that Risk Management includes "but is not limited to" various methods of funding claims payments, etc. Article III. Risk Management Program Article 3.1.13. Same as prior Definition Agreement. M. Article IV. Article 4.1. Same as prior agreement, Parties to except adds at end of paragraph, Agreement "...rights, obligations, liabilities or duties under this Agreement or the individual Risk Management Programs in which the Member participates." Article 4.2 added. "Each Member agrees to be bound by and to comply with all of the terms and conditions of the Governing Documents and any Resolution or other action adopted by the Governing Board as they now exist or may hereinafter be adopted or amended. Each Member assumes the obligations and responsibilities set forth in the Governing Documents." • 349402.1 000602.9000 09/1012001- 511 p. 4 U ICRMA - Proposed Changes to Joint Powers Agreement ' y iy t t �' E�ietingJolntM.± t' ?I b x -'E "Yk}:• P qt1' ermsrt rin`�Exigt(n�IJofnfPowi„ere x lu ' i a. - + !fit K a a , �rTermsintPrsoposedAmendmenttoJoi „nt 9 A.�rttcleof tl� 4Ppwera ” (Aa�ed4>f1112 /l��ptl) k (DFeftof9 /17920gI .ejv�lor`lty$yl�, �, latgreemeptz Yf� "1 tY jtu 'n f✓ N l Y t J I A I H� 1 gPowersAgreemantl 1 f A t! t" }p,�`A4 ' d i a -Y fib} �eix"� yg hs..� "'.315 . 1faSJ. \. a� . ' �. "L f'. t {!�..• � .�'�F�a Ml '� f i. K' '6'T? " � �f F- yµ ti Article V. Provides that Authority shall be Article 5.1. Provides that Authority Article 5.1 - Governing governed by a Governing Board shall be governed by a Governing Board Governing Board comprised of one Representative "the comeosition of which shall be set Board forth in the Authority's By -Laws. " Also from each Member City and sets forth terms for appointment of provides that New Member admitted same and of alternate pursuant to Article 16 shall be entitled to Representatives and substitute appoint Representative and alternate alternate Representatives by Representative per Authority By -Laws. Cities and voting. Article V. Provides in part for Member City Article 5.2. Section is same as in prior Governing Representative's (+ alternate's, agreement, except this language re City Board and substitute alternate's) Representative's removal from second ¶ removal from Governing Board if Government Board was omitted. Authority (I).receives written notice from Member City of the removal of the Member City Representative or alternate Representative or substitute alternate Representative. Article V. Provides Member City This language was omitted from Governing Representative, alternate or proposed Amendment. Board substitute Representative are not third ¶ entitled to compensation; however, Governing Board may authorize reimbursement may authorize reimbursement of expenses. Article V. Article 5.3. Same as prior agreement, Governing except instead of "The Authority shall Board fix the amount of the fidelity bond... ", it fourth ¶ reads, "The Goveming Board shall affix the amount of the fidelity bond:.." Article VI. States Governing Board shall Article 6.1. Refers to By -Laws for Article 5.2 - Regular hold at least one regular meeting location and time for Governing Board Meetings of the Meetings each quarter of each year. Date, and all standing committees to hold Governing A. place and time to be fixed by meetings. Board Governing Board resolution. • 149402.1 000602.9000 09n0 @004.527 pm J i ICRMA - Proposed Changes to Joint Powers Agreement ?Existl�ng Jotntp�' +Ter�ne�in E:lattngJolntow�erst �erm� to Proposed a#m�endment to.Jolnty , ;�+R�oweev '^ v l ,' �{greement =(Rated 8/12/1A98)M1 ^ °P:owera1Agreement 4 {Dreft�of9 /17/2004) apr�icle�Y,.H_� ;. 7AorItHBg Article VI. Provides "Each meeting of Article 6.2. Same as prior agreement, B. Governing Board" to be except provides that "All meetings of Ralph M. conducted in accordance with the the Governing Board, and appointed committees" be conducted in accordance Brown Act Ralph M, Brown Act. with the Ralph M. Brown Act. Article VI. Article 6.3. Same as prior agreement, C. Minutes except omits provision that Secretary forward to each Governing Board member and each City Clerk copies of the minutes. Article VI. Article 6.4. Same as prior agreement. D. Quorum Article VII Provides that Governing Board Article 7.1. Provides that the Governing Article 6 - Officers shall elect president and vice Board shall elect a President, Vice- Officers of the president; provides for filling of president, Treasurer and Secretary, and Governing vacancy in the event the the manner of election, term of office of Board president or vice present ceases elected officers, their authority and 6.1 - 6.4.5 to be a member; provides that responsibilities, and filling of vacancy of vice president act in president's any officer who ceases to be a Member's absence or president's inability to representative shall be set forth in act, and provides for appointment Authority By -Laws. of secretary and treasurer and other officers Governing Board considers necessary. Article VIII. Finance through issuance of Article 8.1.1. Same as prior agreement, A. Certificates of Participation except instead of "Certificates of Powers Participation," provides for Finance through issuance of `Bonds or other financial instrument of indebtedness." Articles VIII. Articles 8.1.2- 8.1.13. Same as prior B. -M. agreement. Powers 0 149402.1 000602 -9000 09=12004 - 5:27 pm 6 ICRMA - Proposed Changes to Joint Powers Agreement �'Exlsting Jolnf Terrts PowersI'eamain Propoae�d,'Amedment {� Joint Article of ;.Powers '� 11Ez3stingrd�ont Agroement (D aled`o8j12f1998) '� ' <PoWe�a,'Agreemeni (Deft of +9�/,17i200 j� s- 1 i 4 thorl y By 9 fy���j'eemeOC; �F +i 01 s Is &d tj a t Article rX Provides that Governing Board Article 9.1. Refers to By -Laws for Article 13 first ¶ shall by resolution establish a establishment of Risk Management Risk Risk Risk Management Program for Programs. Management Manage- each Coverage Program Programs ment implemented by Authority. Programs Article IX Provides for a two - thirds vote of Article 9.2. Provides that "Approval of Article 13 second ¶ members of Governing Board the By -Laws and any amendments Risk Risk representing cities which are thereto shall be as provided in the By- Management Manage- members, of a particular Risk Laws of the individual Risk Programs ment Management Program for Management Program" Programs approval of proposed Risk Management Program By -Laws Article IX Provides that when entering into Article 9.2. This provision was omitted second ¶ transactions authorized by from proposed amendment. Risk Government Board, the Risk Manage - Management Program shall use ment the Risk management Program Programs title and refer to Authority, i.e., contract entered intoby.Workers' Compensation Risk Management Program of ICRMA. Article X. Provides that each Member City This provision was omitted from [Addressed in Member City participating in Risk proposed amendment. By -Laws for Responsi- Management Program has karate Risk bilities (Risk responsibility to: (A) Appoint or Management Manage- remove its member of Governing Progra m] ment Board, (B) Appoint or remove its Programs) member to the Risk Management Program(s), and (C) Approve amendments to this Agreement. Article XI. Article 10. Same as Article XI in prior Budget agreement. •. 149402.1 00060].9000 09a012004 - 5:11 pm n i� E ICRMA Proposed Changes to Joint Powers Agreement Joint 1 'Perms Et�iating Join[ Poriera Terms I,OXi pose Amendmenty p Joint Article of yEikflhg la 'Agree_ gent (Dated 8112p1Q98) I o' I eempgt (Drgft o[9/192004) �` Authority B,y .:Pbwere' ?•. i v Eft„ s.rye..e : +� • <S,, r . .. -i�. Article XII. Requires Governing Board to Article 11. Refers to By -Laws for Article 8. - Annual cause an annual financial audit of annual financial audit. Financial Audit Audit and accounts and records and Review includes requirements for preparation and filing of same. Article XIII. Article 12.1. Same as Article XIII in first ¶ prior agreement. Establish - went and Adminis- tration of Funds Article XIII. Provides warrants to pay Article 12.2. Provides that Governing second ¶ demands against Authority to be Board shall establish policy for warrants Establish- signed by both President, drawn to pay demands against ment and Secretary or Treasurer or an Authority. Adminis- agent, employee or general tration of manager of Authority. Funds Article XIII. Provides that subject to approval Article 12.3. Same as third ¶ of Article third ¶ by Governing Board, Member XIII, except this provision was omitted Establish- City shall have ability to from proposed amendment. ment and determine in which Risk Adminis- Management Program(s) it tration of wishes to participate. Funds Article Article 13.1. Same as Article XIV.A, XIV.A. except provides that Member "may at a Withdrawal later time seek to renew participation in said Program..." Article Article 13.2. Same as Article XIV.B. XIV.B Withdrawal • 149403.1 000602.9000 09=12004 - 117 pm I a ICRMA - Proposed Changes to Joint Powers Agreement EA �,fl fil;J6 I iiV,' iii,ExIstin: �,,Terms 4" 3i_ 'v. 1 1­1 Article Provides that any Member City Article 13.1. Provides that a Member [Addressed in XlV.C. which withdraws from any Risk withdrawing from a Risk Management By-Laws for Withdrawal Management Program pursuant Program may seek to renew Separate Risk to XrV.A. shall not be permitted participation subject to terms set forth in Managenten to renew participation in that the BY-Laws of the Risk Management Program Prog Risk Management Program until expiration of 3 years from date of withdrawal. Article XV. Article 14.1. Same as XV first 1, except Section 13.5 - first I provides that Governing Board may Program Expulsion expel "any Member from the Authoriri Withdrawal or Expulsion and/or from a Risk Management Program for material breaches of the Governing Documents." Refers to Bv- Laws of Authority or each individual Fisk Management Program. Article XV. Provides withdrawal or expulsion This provision is addressed in Article second I of any Member City after 4.1. Expulsion inception of its participation in a Risk Management Program shall not terminate its responsibility for years that Member City participated in any Risk Management Program. Article XVI. Provides in part that Agreement Article 15.1. Same as XVI, first I, first I cannot be terminated until such except this provision was omitted from Termination time as all principal for proposed amendment. Certificates of Participation shall have been retired. Article XVI. Articles 15.2-15.3. Same as XVI., second and second and third Is. third Is Termination • 149402.1 00060].900Q 99=1]004 -511 pm 9 • L ICRMA - Proposed Changes to Joint Powers Agreement t +Exieting�,olnt Terms In Ex�,skin�Snlnt Powers i x - ,Terlge In�P'tupose� Am ;ndment to Joint n A�ticte of �' �'� "` � 1 a ,'�ow�ra *^` � � ��•, Agre�men`t �a�ed 8112/1998) , {Drift of 9/17/804 Powers p Bement` ) 81' �aYhori H ty Y i , Agneeytent , , e Article XVII. Provides that with approval of Article 16. Refers to By -Laws for new Article 4 New two- thirds of Governing Board, member requirements. Member Members any qualified city which is Entities member of Independent Cities Association, may become a party to this Agreement; city must present. City Council resolution approving Agreement; date applying city will become Member City to be determined by Goveming Board. Article Articles 17.1 -17.3. Same as XVIII. XVHL Liability of the Authority Article XIX. Provides that notices shall be Article 18. Provides that notices to each Notices sufficient if delivered to office of Member shall be sufficient "if mailed to City Clerk of Member Cities. its respective address on file with Authority. Any Member may designate any other address in substitution of the foregoing address... by giving five days written notice to the Authority and all other Members ". Article XX. Provides amendment by vote of Article 19. Provides for amendment to Amendments two- thirds of Member Cities Agreement by vote of two - thirds of to this acting through their City Council Members acting through their ovg erning Agreement body. Also provides for amendment to and Program individual Risk Management Program By -Laws By -Laws by vote of two- thirds of Governing Board members representing Members of that Risk Management Program. Article XXI. Article 20. Same as XXI. Severability Article XXII. Article 21. Same as XXII. Agreement Complete • 149402.1 000602 -9000 M0 @004 -5:27 pm 10 L Article XXIII. Term of Agreement • ICRMA - Proposed Changes to Joint Powers Agreement Provides amended Agreement to be effective upon Authority receiving notice of approval by City Council of two- thirds of Member Cities. Article 22. Same as Article XXM, except provides amended Agreement to be effective upon Authority receiving notice of approval by governing body of two- thirds of the Members. 9 149402.1 D0060I -9000 01W1014"5 27 Pm I I RESOLUTION NO. 6451 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, APPROVING THE FIFTH AMENDMENT TO THE JOINT EXERCISE OF POWERS AGREEMENT FOR INSURANCE AND RISK MANAGEMENT WHEREAS, the City of Arcadia is a member of the Independent Cities Risk Management Authority ( "ICRMA ") and a signatory to its Joint Exercise of Powers Agreement for Insurance and Risk Management Purposes ( "JPA "); and WHEREAS, the original JPA provided for the issuance of Certificates of Participation ( "COP ") which have been retired and contained other provisions for the governance of ICRMA; and WHEREAS, the ICRMA's Governing Board has approved a Fifth Amendmentto the JPA ( "Fifth Amended JPA ") which deletes references to the COP and makes other changes to the JPA as shown on the document entitled, "Comparison of 1998 Joint Powers Agreement and October 2004 Amended Joint Powers Agreement' which has been provided to this City Council along with a staff report; and WHEREAS, the Fifth Amendment to the JPA will become effective upon approval by the city councils of two- thirds of the ICRMA members. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA DOES HEREBY FIND, DETERMINE, AND RESOLVE AS FOLLOWS: SECTION 1. The City Council hereby approves the Fifth Amendment to the JPA, as recommended for approval by the ICRMA Governing Board and as presented to the City Council. SECTION 2. A certified copy of this Resolution shall be forwarded to the ICRMA, to the attention of its General Manager by the Administrative Services Department LASER IMAGED 'P of the City SECTION 3. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this 16`h day of November 2004. Mayor of the City of Arcadia ATTEST: City Clerk . APPROVED AS TO FORM: City Attorney STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS: CITY OF ARCADIA ) .0.11,1111.1 . , .. . .o. ,. that the foregoing Resolution No. 6451 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 16th day of November, 2004 and that said Resolution was adopted by the following vote, to wit: AYES: Council Member Chandler, Marshall, Segal, Wuo and Kovacic NOES: None ABSENT: None ISI JAMES Ho BARROWS City Clerk of the City of Arcadia November 16, 2004 TO: Mayor and City Council STAFF REPORT Public Works Services Department FROM: Pat Malloy, Public Works Services Directo Prepared by: Gary F. Lewis,'General Services anager Mark Rynkiewicz, Associate Civil Engineer SUBJECT: Award — 2004 /05 Annual Concrete Repair Project Recommendation: Authorize the City Manager .to enter into a contract with CJ Construction, Inc. in the amount of $185,780.25 for the 2004/2005 Annual Concrete Repair Project SUMMARY As ' part of the City's Street Maintenance Program, the Public Works Services • Department is preparing to repair damaged concrete along residential streets throughout the City. The street locations are illustrated on the attached location map. Staff recommends that the City Council award a contract in the amount of $185,780:25 to CJ Construction, Inc. for the 2004/2005 Annual Concrete Repair Project. • 3p 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 established a program to slurry seal or rehabilitate streets within the City based on a pavement condition index. As a part of the work, the adjacent damaged concrete curbs; gutters and sidewalks are scheduled. for repair to correct safety and drainage problems. This project also includes the repair of concrete cross -gutter drainage issues at two locations outside of the repair area. Work for this project is included in the 2004/2005 Capital Improvement Program under the Annual Asphalt and Concrete Program and Repair Drainage along Cross Gutters at Various Locations. Notices inviting bids were published in. the adjudicated paper and bid packages were distributed to area contractors. The following five (9) bids were received on October 12, 2004: LASER IMAGED Mayor and City Council November 16, 2004 Page 2 'CJ Construction, Inca All American Asphalt Damon Construction Co. Kalban Inc. Ranco Corporation Olives Valdez, Inc. Gentry Brothers Alliance Street Works, Inc E.C. Construction Co. Whittier Corona Cypress Sun Valley Brea Covina Irwindale Anaheim South .El Monte $185,780.25 $207;500.00 $227;428.00 $238,533.50 $241,208.00 $260,393.00 $270,185.00 $274,074.00 $289,202.00 Staff has reviewed the bid documents for content and has investigated the Contractors . background and recent projects for competency. It is.': stafrs� opinion. that CJ Construction, Inc. can. satisfactorily perform the work required and recommends that the City Council award a contract in the amount of $185,780.25 to CJ Construction, Inc. for the 2004/2005 Annual Concrete Repair Project. • ENVIRONMENTAL ANALYSIS This project is categorically exempt per Section 15302 (c) replacement from the O requirements of the California Environmental Quality Act. FISCAL IMPACT As part of the 2004/2005 Annual Asphalt and Concrete Program, $416,000 is budgeted for slurry seal and concrete repairs to curb, gutters and sidewalks and $80,000 for the Repair Drainage along Cross Gutters at Various Locations. RECOMMENDATIONS 1. Award a contract to CJ Construction, Inc. in the amount of $185,780.25 for the 2004/2005 Annual Concrete Repair 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:MR:dw Attachment O LL fl 2004-2005 ANNUAL CONCRETE REPAIR PROJECT LOCATION MAP NOT TO SCALE STAFF REPORT _ *0�epoastso.+° Office of the City Clerk DATE: November 16, 2004 TO: Bill Kelly, City Manager FROM: Vida Tolman, Chief Deputy City Clerk/Records Manager SUB3ECT: RECORDS MANAGEMENT PROGRAM Recommendation: Authorize the City Manager to enter into a Professional Services Agreement with Gladwell Governmental Services, Incorporated in an amount not to exceed $20,000 to update the City's Records Management Program and appropriate $20,000 from the Fiscal Year 2004 -2005 General Fund balance to the City Clerk's.operational budget to fund this project. SUMMARY: •In May 2004, the City Clerk's office retained the services of a professional Records Management consultant, Gladwell Governmental Services, Incorporated, to conduct -a needs assessment of, current operations. As a result of this process several- recommendations to update the City's Records Management methodology were stated Including: 1) Conduct a city-wide records inventory; 2) Update the City's records retention schedule; and 3) Implement a formal city-wide records management and disposition training program. Staff recommends that the City Council authorize the City Manager to enter into a Professional Services Agreement with Gladwell Governmental Services, Incorporated in an amount not to exceed $20,000 to update the City's Records Management Program and appropriate $20,000 from the Fiscal Year 2004 -2005 General Fund balance to the City Clerk's operational budget to fund this project. DISCUSSION: Industry standards recommend periodic review and audit of an organization's records management program. This process is needed in order to ensure compliance with government and legal mandates for document retention and to provide training to records management staff to prevent organizational losses through litigation, disasters, and ineffective records storage. In May 2004, the City Clerk's office retained the services of a professional records management consultant, Gladwell Governmental Services, Incorporated (GGS) to conduct a needs assessment of current operations. As a result of this process several recommendations to update the City's records management methodology were stated including: 1) Conduct a city- Page 1 of 2' 1.- " wide records inventory; 2) Update the City's records retention schedule); and 3) Implement a formal city-wide records management and disposition training program. Overall, this updated program will provide the foundation for the City Clerk's office to provide more efficient and cost effective administration of the City's vital, active, and inactive records as well as provide the Individual Departments with uniform processes for managing their internal documents. Staff recommends retaining the services of GGS as the President, Diane R. Gladwell, is a Certified Municipal Clerk that has developed records management programs for over eighty (80) California cities and is recognized by the industry associations as an expert in the area of municipal records management. FISCAL IMPACT: The City Clerk's Fiscal Year 2004 -2005 adopted budget does not include funding for this project. A budget appropriation in the amount of $20,000 from the Fiscal Year 2004 -2005 General Fund' balance will be required to complete this process. Staff recommends that the City Council authorize the City Manager to enter into a Professional Services Agreement with Gladwell Governmental Services, Incorporated in an amount not to exceed $20,000 to update the City's Records Management Program and appropriate $20,000 from the Fiscal Year 2004 -2005 General Fund balance to the City Clerk's operational budget to fund this project. Approved: W vn\t William R. Kelly, City Manager Page 2 of 2 __ DATE: November 16, 2004 TO: Mayor and City Council FROM: David R. Lugo, Jr., Fire Chief 02'w By: Tony L. Trabbie, Deputy Fire Chief SUBJECT: Department Communications Equipment, Recommendation: Approve SUMMARY STAFF REPORT Fire Department The Fire Department wishes to move forward with phase II of a three -year •upgrade /replacement program designed to replace obsolete communication equipment in order to maintain effective operations. Adequate funding exists in the FY 2004/2005 Capital Improvement/Equipment Replacement Plan previously approved by Council. • 3P Staff recommends that the City Council authorize the purchase of communications equipment from Motorola in an amount not to exceed $141,000. BACKGROUND In FY 2002/2003, the Verdugo Fire Communications Center ( "Verdugo ") announced it would be utilizing a new sophisticated communication format effective FY 2005/2006. The format is a trunked digital system that provides state -of- the -art emergency communications. All local fire agencies are upgrading to this format and the existing equipment will not be compatible 'after FY 2005/2006. Due to Verdugo's equipment transition, staff developed a three -year plan allowing for compatibility with Verdugo. The plan requires upgrade and replacement of communications equipment that will be phased in over the three -year period. The first phase was approved by the City Council and implemented in FY 2003/2004 by Fire Department Staff. LASER IMAGED Mayor and.City Council November 16, 2004 Page 2 DISCUSSION In September 2003, Fire Department Staff solicited bids for communication equipment and accessories for the three -year plan. Bid requests were sent to seventeen (17) vendors. Staff received six (6) responses. Three (3) bids from Communications Center, Motorola, and NIDA Companies resulted in low bids for certain items contained in the three -year project. Items to be purchased during the phase II of this project will be purchased from Motorola, which is a sole source provider. No other vendors are authorized to issue bids for the Motorola products. Phase II of this project includes the purchase of Motorola XTS .5000 UHF portable radios. At the completion of this program, the City will have replaced 62 Motorola radios. These radios will meet the needs of suppression personnel, command staff, recall engines, strike team assignments, movie details, fire prevention and extra engine assignments. The portable radios slated for purchase are compatible with Vergudo's current communication system, and the future communication format. In addition to the purchase of the Motorola XTS 5000 UHF portable radios, related equipment will be purchased, including; but not limited to vehicle chargers and station chargers and the mobile radios purchased in 2003/2004 will be installed for operation. • Previous experience with radios has shown that the Motorola brand is a quality product. • Motorola's reliability, proven ruggedness, upgradeable features, and quality of product will maintain, if not enhance, firefighter safety. Implementation of this communications upgrade will allow for interoperability.of communications with Verdugo, other local agencies, including the Arcadia Police Department. The total cost of this three -year program to transition to the trunked and digital capable radios is $423,000. At this time, the Fire Department requests Council approval to purchase equipment for the second year of the three -year plan. Implementing the plan will allow the Fire Department to be fully compatible with Verdugo and all other local fire agencies by FY 2005/2006. FISCAL IMPACT The total cost to purchase Phase IL communications equipment is $141,000. Funds have been established for this project and are contained in the FY 2004/2005 Capital Improvement Plan /Equipment Acquisition Program, previously approved. by Council. �—Ir nt�.ii� ���r'. � i • Mayor and City Council November 16, 2004 • Page 2 RECOMMENDATION Staff recommends the City Council authorize the City Manager to award the contract for communications equipment to Motorola in the amount not to exceed $141,000. Approved: y '" "0 William R. Kelly, City Manager • E i zp STAFF REPORT Development Services Department DATE: November 16, 2004 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Director Philip A. Wray, City Engineer /Engineering Services Administrator NJ SUBJECT: Recommendation: Appropriate $30,000 in Proposition C funds for the review of various technical documents pertaining to the Gold Line Phase II SUMMARY The draft environmental document for the Gold Line Phase II has been completed and the consultant is currently working on supplemental documents in support of the final EIR. The City has received for review two technical documents pertaining to the grade crossings at Santa Anita Avenue and Santa Clara Street/First Avenue. Staff intends to hire a consultant to assist in the technical review of the documents. In order to hire a consultant, funds must be appropriated to cover the costs. Staff recommends the appropriation of $30,000 for the technical consulting services. BACKGROUND The consulting firm of Parsons Brinkerhoff Quade & Douglas (PBQ &D) was hired by the Blue Line Construction Authority to prepare the environmental documents and the preliminary Engineering for the Gold Line Phase ll. The draft EIR/EIS is complete and has been circulated for public review. Before the final EIR/EIS document is completed, several supplemental in -depth studies are required such as soundwall type and locations, grade separation locations (if any) and at -grade crossing hazards. PBQ &D is either working on or has completed these studies and is also beginning the preliminary engineering. The preliminary engineering including City review will take place over the next six months. The City has received the following studies for review: Grade Crossing Detailed Analysis of Santa Anita Avenue and Santa Clara Street/ First Avenue Using the MTA Grade Crossing Policy for Light Rail Transit. LASER IMAUGE s . I., Mayor and City Council Staff Report November 16, 2004 Page 2 2. Grade Crossing Hazard Analysis of Santa Anita Avenue and Santa Clara Street/ First Avenue. Staff is considering hiring a consultant to assist with the technical review. Depending on the review subjects, more than one technical consultant may be necessary. This is highly technical work and experience with rail projects and grade crossings is essential. Staff does not have the expertise in -house and it is imperative the City conduct a thorough review because the City will be required to pay for a grade separation (approximately $10 to $11 Million) based on current criteria. Staff requests an appropriation of $30,000 for the various review purposes. Timing is critical for the review of the two previously mentioned studies and therefore, staff will pursue consultant services. If these initial services cost less than $15,000, the Professional Services Agreement will not need City Council approval, however, the City Council must approve the funding appropriation. FISCAL IMPACT Funds are available in the Proposition C fund balance to cover the $30,000 appropriation. RECOMMENDATION That the City Council appropriate $30,000 from the available Proposition C balance for the review of various technical documents pertaining to the Gold Line Phase II. Approved:r� �ey.�rdnJ ,fy. William R. Kelly, City anager DP:PAW:pa 40 11 Date: November 16, 2004 . STAFF" REPORT Development Services Department To: Mayor and City Council �Q From: °'Don Penman, Assistant City Manager /Development Services Director Martha Eros, Transportation Services Officer Subject; FY2005 -2010 Short Range Transit Plan Recommendation: That the Arcadia City Council approve the five (5) year Arcadia Transit Short Range Trans portation.Plan.. SUMMARY The FY2005- FY2010 Short Range Transportation Plan (SRTP) identifies the City of Arcadia's transit goals and objectives for the next five (5) year period. The SRTP is submitted annually to the Los Angeles County Metropolitan Transportation Authority (LACMTA), the Southern California Association of Governments (SCAG), and the Federal Transit Administration (FTA), and is a required order to maintain eligibility status for federal, state and local transit grants. BACKGROUND ; The City of Arcadia receives a combination of local, state and federal funds to operate its demand response transit program. In order to comply with funding regulations, the City submits annual financial and operating reports to the FTA, the State Controllers Office, and LACMTA, and participates in annual audits conducted by the each funding agency. The LACMTA, the state - designated planning authority for Los Angeles County, coordinates the SRTP process for the local municipalities and recommends transit projects to SCAG that will ultimately serve as a catalyst for implementing future transportation improvements in Los Angeles County. The LACMTA evaluates transit projects that will improve the region's mobility efforts and programs funds received from the federal, state and local sources. The SRTP serves as the foundation for the regional 25 -year Long Range Transportation Plan (LRTP). LASER IMAGED 1, SXfV FA'rQ- - fit, 1l -161=4 Mayor and City Council November 16, 2004 Page 2 All municipalities that receive federal and local funds must prepare and submit a Short. Range Transit Plan (SRTP) outlining their goals and objects for a projected five, (5) year period to SCAG. Under federal law, SCAG must prepare a Regional Transportation Plan that demonstrates how the Southern California region as a whole will comply with federal mandates to meet ,area transportation needs in order to continue receiving federal funds. DISCUSSION The City of Arcadia has four (4) existing operating and capital projects in the SCAG Regional Transportation Improvement Project list. The projects include (1) continued operation of the Arcadia Transit Dial -A -Ride system; (2) procurement of communications equipment for the Arcadia Transit, paratransit fleet, which will include Automated Vehicle Locator technology; (3) two (2) procurements for replacement transit, vehicles [ten (10) vehicles will be replaced in FY05 and eight (8) will be replaced in FY06]; and (4) a proposed shuttle system that will connect the major commercial businesses along Huntington Drive and Baldwin Avenue with the future Gold Line multi - modal transit station. City staff will continue to recommend" service enhancements as need arises. The demand for Arcadia Transit Dial -A -Ride grew considerably during the past four (4) years, and the City proactively responded to the need by increasing the contract service hours for the program by .12 %, from 30,000 annual hours to 34,000 annual hours. Additional Arcadia Transit buses were added during peak morning and afternoon hours to meet the demands of the general public. During the•next five (5) years, City staff will . analyze the feasibility of implementing a modified fixed -route through the high- demand areas /destinations of the °city, thus allowing buses to access remote areas within the city limits, assist individuals who require additional assistance, and providing for greater system productivity. City staff will continue to review performance measures to ensure that the contract service provider, Southland Transit Inc., is capable of meeting the service demands from the public. ENVIRONMENTAL IMPACT The City of Arcadia will follow all federal, state and local regulations to comply with environmental mandates as defined in the California Environmental Quality Act (CEQA) §15378. FISCAL IMPACT The City of Arcadia - Arcadia Transit receives a combination of federal, state and local funds to operate the Dial -A -Ride service and purchase capital equipment. Funding sources include Transportation Development Act - Article 4', State Transit Assistance, gy�pp"I i ¢a. C' ),1 l3 ;;'r:i i;_iZ ri Mayor and City Council November 16, 2004 Page 3 • Proposition A and Proposition C funds. The City will continue to provide transit service within the city limits, and implement new programs, based on the availability of funds. On October 21, 2003, the Arcadia City Council approved the allocation of $5 million from the Proposition A ($2 million) and Proposition C ($3 million) funds to be placed in a capital reserve account for future Gold Line Phase II rail construction projects. Subsequently, on February 17, 2004, the Arcadia City Council directed that all interest earned from the $5 million capital reserve account(s) be placed with the principal amount for future growth and higher interest earnings. RECOMMENDATION THAT THE ARCADIA CITY COUNCIL APPROVE THE FIVE (5) YEAR ARCADIA TRANSIT SHORT RANGE TRANSPORTATION PLAN. Approved William R. Kelly, City Manager Attachment: . 1. Arcadia Transit Short Range Transportation Plan, FY 2005 -2010 • FISCAL YEAR 2005 -2010 NOVEMBER i. s�arr cri�n n: rne�: ";m ii. TABLE OF CONTENTS LI Subject Pape Introduction. .................................................... .......................... ...... 3 Goals and Objectives ............................. ............................... ........... :. 3 Coordination Activities .. 2 ..................................... ............................... 4 PublicParticipation ............................................ ............................... 4 Public Comment and Fare Service Charges ............. ............................... 5 Ride Share Organization ...................................... ............................... 5 Overview of Existing Conditions Service Description .......... ... ......... _ ........ .......... 5. Fleet Inventory and Vehicle Maintenance ......... ............................... 6 Energy Contingency ............. ............................... .......... 7 Spare Ratio Vehicles ............................... ....... ......... ......... 17 Privatization.......:....................................... ............................... 7 Evaluation of Service and Improvements • Service Improvements .......................::......... ............................... 7 Performance Measures ......... ......... ,...._.. .......... 8 Recommended Capital and Operating Plan Operating Plan ........................................... ............................... 8 Capital Project Justification ........................... ............................... 8 Handicapped Accessibility ............................. ............................... 8 Future Arcadia Transit Operational and Capital Plans .. ..............................9 • 01 CITY OF ARCADIA a ARCADIA TRANSIT SHORT RANGE TRANSIT PLAN FISCAL YEAR 2005 -2010 INTRODUCTION The City of Arcadia is located in the foothills of the San Gabriel Mountains approximately 18 miles northeast of downtown Los Angeles. The City covers approximately 11 square miles and has approximately 54,000 residents. It is a heavily residential community that hosts a variety of commercial enterprises that include the Santa Anita Racetrack, the Los Angeles County Arboretum, and the Westfield Shopping Town at Santa Anita. The City of Arcadia is located at the base of the San Gabriel Mountains, immediately east of the City of Pasadena. The geographic terrain of the City creates two diverse, densely residential landscapes within the city,, hillsides in the north and flatlands in the south. The City of Arcadia is primarily middle to upper- middle income, with a growing diverse population. The Arcadia Transit dial -a -ride, system began its operations on April 21, 1975, at the direction of the Arcadia City Council. The intent was to create a demand - response transit system that would provide the amount and type of public transportation needed by individuals traveling within the incorporated city limits. The system was designed to provide transportation services - for seniors, disabled persons, and the general public whose individual transportation needs •were not met by the then existing fixed route services provided by the Los Angeles. County Metropolitan Transportation Authority (LACMTA), formerly the Southern California Rapid Transit District (SCRTD). GOALS AND OBJECTIVES Since the start of Arcadia Transit, the objective of the City Council has been to provide demand - response transportation services to as many passengers as efficiently possible. The primary . goals of the program are to provide a transportation system that: Provides a convenient, comfortable, and realistic alternative to the automobile; 2. Is accessible to everyone in the City and provides for the special needs of the transit dependent (i.e., seniors, disabled persons, youths, economically disadvantaged persons, and other non - drivers); 3. Reduces the vehicle miles, mobile source emissions and improves mobility within the City which leads to the conservation of energy, improved air quality, and reduced traffic and parking problems within the City; 4. Is supportive of, and consistent with, the comprehensive land use goals and policies of the City's General Plan; the Los Angeles County Metropolitan Transportation Authority (MTA/Metro) Long Range Transportation Plan; and the Southern California Association of Government's (SLAG) Regional Transportation Plan; v -51d;y reunrc r�e!,y -r�n ii.»�:J Is consistent with regional, state, and federal transportation goals and policies; Encourages local public participation in the transportation planning process including senior and disabled participation; Is capable of managed growth and effective and efficient operations; 8. Utilizes private sector services to the largest extent possible; 9. Is well maintained and safe; and 10. Has cost and funding sources that can be closely monitored and evaluated to ensure proper and effective expenditures. COORDINATION ACTIVITES On May 6, 1975, the Arcadia City Council executed a Memorandum of Understanding (MOU) between the City of Arcadia and the SCAG to establish a cooperative and mutually beneficial working relationship between the Regional Transportation Planning Agency and the transit system operators within the region. The purpose of the MOU' was to help facilitate a comprehensive, effective and coordinated transit service within the region and the City. The City of Arcadia has entered into similar agreements with the MTA since 1975. ' The City annually submits copies. of'its Federal Transit Administration (FTA) National Transit Database Report to the MTA and SCAG for review. The City also provides a vital service for those using Arcadia Transit to transfer to or from other public transit systems. As gleaned through previous rider surveys, Arcadia Transit passenger's transfer to or from Monrovia Transit, Pasadena Dial -A -Ride (DAR), Temple City DAR, Sierra Madre DAR, Los Angeles County Access Services; Foothill Transit and MTA/Metro services.. Arcadia Transit is also a member of the MTA/Metro's Bus Operator's Subcommittee. The City participates in monthly planning meetings that include municipal transit operators that provide service throughout the Los Angeles region. PUBLIC PARTICIPATION The City of Arcadia will participate in public meetings regarding the Arcadia Transit Dial -A -Ride program and proposed extension of the Gold Line light" rail system. The Transportation Services Officer will meet with the Arcadia Senior Citizens' Commission to solicit and receive comments and suggestions from the designated Commissioners to aide in service improvement to the community. ' The senior population, constitutes approximately 40% of the system's patronage. in addition, the Transportation Services Officer will investigate issues regarding system operations related to service levels, fates and vehicle maintenance, and will formulate mitigation measures correct deficiencies and improve service. All general public meetings will be noticed and posted in accordance with the City of Arcadia's procedures for public meetings /hearings. Meeting will be properly posted in Arcadia Transit vehicles, the Arcadia Community Center, Arcadia Library, Arcadia City Hall, and in the local newspapers in accordance with City procedures for public hearings. a [ Sti':'!;PLJ II H;r3Jl'i!! I -1Eik •All public meetings will be held in ADA accessible facilities that comply with the accessibility requirements set forth in the Americans with Disabilities Act of 1990. The City will also continue to conduct annual surveys of the residents and the riding public regarding perceived transit operations aboard Arcadia Transit. The residential survey will be conducted randomly and will ask questions regarding the understanding and knowledge of the general public of the Arcadia system. The ridership survey will ask specific questions to current riders regarding the quality of services and possible improvements. PUBLIC COMMENT ON FARE SERVICE CHANGES Any fare or service change will be noticed in accordance with City ordinances, and public meetings will be scheduled to allow for public to comment. In August 2001, Arcadia Transit increased its one - way general public fare from $0.75 per ride to $1.00 per ride. Senior and disabled person's fare was not adjusted and remains at $0.25 per ride. Notices were posted inside each transit vehicle announcing the change in passenger fare and the date of City Council action. Additionally, notices were made available at the Arcadia Public Library, Arcadia Community Resource Center and Arcadia City Hall. RIDE SHARE ORGANIZATION •The City and its contractor cooperate with Southern California Rideshare and MTA's telephone information services by providing updated service information, coordinated marketing programs and coordinated planning including dispatcher response to ride sharing inquiries. The City maintains open communication with its surrounding cities regarding the potential for.coordinated services: OVERVIEW OF EXISTING CONDITION Service Description Arcadia Transit provides demand- response, shared -ride service to any individual within the legal geographical boundaries of the City of Arcadia. There is no age or other types of passenger - related restrictions that determine eligible riders. However, an adult or older sibling must accompany passengers under the age of five (5). The service has the following general features: 1: Hours of service: 7:00 a.m. to 9:30' p.m. weekdays; 7:00 a.m. to 7:00 p.m. weekends: 2. Response time: Average 60 minutes. Average curb -to -curb vehicle traveling time is approximately 23 minutes. Average trip length is approximately 3.1 miles. 3. Service area:" Approximately eleven square miles. LS[fIT I,PI:p\T1:: 1'Yii S- r'}'Ir I��I:• -61' 4. Fare structure: $1.00 full fare and $0.25 for seniors, disabled, or anyone showing a valid DMV ID or placard, Medicare card,, or doctor's note describing their disability. Full fare monthly pass can be purchased for $22.00 and a reduced fare pass for $5.00. 5; Type of service offered: On- demand service` -and subscription /pre -book are available. No fixed route services are offered at this time. 6. Operations: The City of Arcadia administers Arcadia Transit. System dispatching, vehicle operations, vehicle maintenance, personnel administration, driver training and data collection is conducted by Southland Transit Inc. (formerly R & D Transportation Services LLC), located at 1705 South Mountain Avenue in Monrovia, California. The high demand for Arcadia Transit has resulted in an increase in the number of annual unlinked trips. The Arcadia City Council approved an additional 4,000 service hours to meet the demand, and in FY03-04, a third contract rate as appropriated for an additional 4,000 hours, for a total of 34,000 maximum service hours: In FY03 -04, the;City's rate for Arcadia Transit operations was.$33.08 for the first 26,000 vehicle service hours, $19.59 for each hour thereafter up to 30,000, and $23.18 for vehicle service hours 30,001 - 34,000:' The new five (5) year operating contract was awarded to Southland Transit Inc. following an open bid Request for Proposal (RFP) process in FY03 -04 to comply with all federal and local requirements. The contract rate for the first year of service is, $34.39, and increases. approximately 3% each contract year. Neighboring paratransit services operating in the northern San Gabriel Valley include Monrovia • Transit, Pasadena Dial -a -Ride; Duarte Transit, Sierra Madre Dial -a -Ride and Temple City;Dial -_ a -Ride, services developed and funded with Proposition A Incentive funds -as well as local funds. These services regularly bring riders to the Arcadia City limits to be transported by Arcadia Transit. The MTA and Foothill Transit operate fixed route service on major arterials Within the City. The City assists the MTA and Foothill Transit with its public information efforts and provides for distribution of information materials at public facilities throughout the City: The present relationship between Arcadia Transit and the two fixed route operators is a complimentary one. The MTA and Foothill. Transit's systems are primarily oriented toward long haul or inter- city;transportatiorr needs while Arcadia Transit service connects any two points within the City. Fleet Inventory and Vehicle r Maintenance The current operating fleet of Arcadia Transit consists of 18 passenger paratransit vehicles and one supervisor sedan. The vehicle inventory includes seven (7) 1998 nine - passenger vans, three (3) 1998 twelve- passenger vans, eight (8) 2000 twenty- passenger vans and one (1) supervisor vehicle. All vehicles are owned by the City of Arcadia and are maintained by the City's contractor, Southland Transit Inc. The 1998 model year vehicles will meet their FTA vehicle life requirement of five (5) years and 100,000 plus vehicle miles. The ten (10) vehicles will be replaced with six (6) 18- passenger vehicles and four (4) 12- passenger vehicles in FY04 -05. The remaining 2000 model year • vehicles are scheduled to be replaced in FY05 -06. Currently, the City monitors all vehicle breakdowns and repair forms prepared by Southland. Transit Inc. In addition, the City's Agreement and Scope of Work with the contract operator sets forth standards for vehicle maintenance. Enerav Contihaencv The City does not have an energy contingency reserve fleet. Spare Ratio Vehicles The City's spare ratio consists of two vehicles or 11 % of the 18- vehicle fleet. Privatization The City is proud of the extent of private sector involvement relating to Arcadia Transit. One hundred percent (100 %) of the operating budget and over seventy -five percent (75 %) of the total budget of Arcadia Transit goes to a private sector provider /contractor under contract with the City. In addition, the City consistently uses the private sector to provide all capital projects. EVALUATION OF SERVICE AND IMPROVEMENTS Service Improvements The Booze Allen & Hamilton, Inc., an independent transportation consultant firm, is contracted •by MTA to complete a Triennial Performance Audit of Arcadia Transit. The report documents the audit findings, conclusions and recommendations in the areas of progress against prior audit recommendations, TDA and TPM data reporting compliance and trends, use of goals and objectives and functional area performance. The City continually evaluates the system through the utilization of performance indicators that are collected by the system operator on a monthly basis. Paratransit services are reviewed by hour of day to help analyze system demands and to identify inefficient dispatching practices. Arcadia Transit peak hours range from 7:00 a.m. to 9:00 a.m. and 2:00 p.m. to 5:00 p.m. when seniors, students and shoppers utilize the system for essential transportation needs. According to the City's service contract, the contractor is to provide vehicle hours of service in response to system demands, thus there are not guaranteed vehicle hour requirements. However, the contract operator must provide service levels no less than 26,000 revenue hours per year. As a result, the operator is available to dispatch vehicles on an as needed basis to meet system demand and is allowed to remove vehicles when demand is at a low point but without a reduction to current service levels. System efficiency and dispatch monitoring is achieved through utilization of data which details passengers per hour, passengers per mile, response time and review of passenger complaints. • '..SP.I'Y :•U:0 1 F,O:,.IR i9 II�; <i -UJ PERFORMANCE MEASURES Arcadia Transit's performance measures include passengers per vehicle hour and miles per passenger trip, subsidy per passenger, cost per passenger, cost per mile,. percent no loads, no- shows and total vehicle hour costs. All performance measures are developed in a monthly report generated on the contract operator's computer system. In addition to the performance measures, the City maintains accurate records related to daily vehicle hours, vehicle mileage, orders received, no- loads, full fare passengers, senior and disable passengers, fare revenue, maintenance costs and total gallons of gasoline consumed. All material is available on a daily - basis and reports are generated with the City's and the contract operator's computers. Decisions related to system efficiency, service provisions, and system analyses are based upon the data that is collected as detailed above. In addition, the City frequently receives feedback from system users in an attempt to identify system problems, shortcomings or positive points. Other issues are discovered through surveys and public meetings. Arcadia Transit unlinked passenger ridership has remained constant at approximately 162,000 trips annually' and 32,000 vehicle service hours. The senior- and student population predominately utilize the service to access civic (library, community center, medical offices, post office) and commercial (super markets, shopping center, restaurants) centers in the city. RECOMMENDED OPERATING AND CAPITAL PLAN Ooeratina Plan Arcadia Transit 'does not plan any service reduction in future years unless a reduction' in available funding sources force changes. In order to'sustain an equal level of service, the City • has capped the number of hours the City's service provider may provide at- 34,000. Staff analysis indicates that service is utilized during all existing service hours' and-that the system operator is able to dispatch vehicles in an efficient manner that coincides with system demands. Capital Project Justification The City's proposed capital program is intended to improve existing dispatching capabilities. As a recipient of Congestion Mitigation and Air Quality Funds identified through the Los Angeles County Metropolitan Transportation Authority's Regional Transportation Alternative Analysis (RTAA), the City will appropriate roughly $190,000_ to procure an integrated radio communications system with GPS capabilities allowing Arcadia Transit to operate with the highest level of technology available: Currently, the City is sharing a vehicle dispatching system with two other operators. Given the amount of data sent to and from the Arcadia Transit fleet, a separate and dedicated system is being recommended by City's contractor to improve data transmission and ultimately service to the community. HandicaDDed Accessibili In accordance to Section 504 of the Rehabilitation Act of 1973, Section 317© of the Surface Transportation Assistance Act of 1982 and the Americans with Disabilities Act of 1990, Arcadia Transit has an approved Handicapped Accessibility Program. The Program details the City's . •.. •.• !�9i1'P LPUAt£ W`rii °..)Yl;i Il. i;:.it effort to maintain its current "fully accessible" status. For more information on the plan, please see the "City of Arcadia Transit Handicapped Accessibility Program." FUTURE ARCADIA TRANSIT OPERATIONAL AND CAPITAL PLANS In FY05 -FY10, the Development Services Department, in conjunction with its transit operations contractor Southland Transit Inc., will continue the development of the Arcadia Transit Five Year Strategic Plan. The purpose of this Plan. is to provide a future direction in the areas of operations, finance, capital procurement, development/ implementation of new policies and procedures and the developmentlimplementation of system goals and objectives. Specifically, the Five (5) Year Strategic Plan will incorporate the following: • Gold Line multi -modal transit station • New /Expanded Services (shuttle service to civic centers, Gold Line connector) • Limited "modified" fixed- routes to address peak hour demand • Future capital procurements (vehicles and AVL technology) • Operational goals and objectives (customer service quality, farebox recovery ratios) • Revenue Forecasting (farebox, local funds and FAP) • Fare Policies (Regional EZ Pass) • Sale of Passes and tokens (evaluate monthly Arcadia Transit Passes) • New policies and procedures (No Shows and service outside the City limits) • Transit system marketing (Bilingual brochures, quarterly newsletters, website) • • Joint Partnerships with local agencies (Sierra Madre DAR, Monrovia DAR) The Five (5) Year Strategic Plan will provide a significant level of input into the future development of Short Range Transit Plans. The goal of the Strategic Plan is to identify system opportunities and constraints and develop/ identify implementation strategies with the goal of providing an effective and efficient transit operation. • • 0 ORAT•� STAFF REPORT Public Works Services Department • • ?P November 16, 2004 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Dire or Prepared by: Tom Tait, Field Services Manag r SUBJECT: between the City of Arcadia and U Water District for partial funding of the SUMMARY o enter into an agreement Gabriel Valley Municipal Water Feasibility Study On April 6, 2004; the City .Council authorized the City Manager to enter into a Professional., Services Agreement in the amount of $40,000 with Stetson Engineers Inc. for a Recycled Water °Feasibility Study. Stetson Engineers Inc. submitted the most successful proposal to perform a study and analysis of potential recycled water use to meet certain potable water demands in the City. The use of recycled water will reduce demand on groundwater supplies and lessen the potential for purchase of treated imported water which could be costly. The Upper San Gabriel Valley Municipal Water District (USGVMWD) has offered to provide partial funding for the Project which would require an agreement between USGVMWD and the City of Arcadia. USGVMWD shall contribute fifty (50) percent of all costs for studying the potential use of recycled water in and around the City. The agreement summarizes the,, terms and financial responsibilities as it relates to the Project for each agency. Staff recommends that the City Council authorize the City Manager to enter into an agreement between the City of Arcadia and Upper San Gabriel Valley Municipal Water District for partial funding for the Recycled Water Feasibility Study. DISCUSSION The 2003 -04 Capital Improvement Program included funding for a Recycled Water Master Plan Study. This study will evaluate the feasibility of developing a recycled water system. The City currently produces groundwater as its main source of potable water supply from the East and West Raymond Basins and the Main San Gabriel Basin. Additionally, the City has physical capability to supplement groundwater extractions with treated imported water from the Metropolitan Water District of Southern California purchased through USGVMWD. Treated imported water deliveries have historically been used only in drought situations. LASER IMAGED ,s Mayor and City Council November 16, 2004 Page 2 Over the years, localized drought conditions have diminished drinking water sources, lowered pumping levels of ground water (the City's primary water supply) and made it difficult to meet annual demands without purchasing treated water from Metropolitan Water District (MWD). The cost of purchasing MWD treated water is more than twice the amount of the water produced through the City's water system. An alternative for securing additional water is through the use of recycled water, which can be used effectively for non - potable water demands (Le.', irrigation, industrial use and possibly groundwater recharge). Additionally, recycled water is a drought - resistant water source, which can help offset further use of potable water as its demand increases during drought and/or dry conditions. Consequently, the consideration for the use of recycled water was a ,prudent water management strategy and the study may identify the use of recycled water as a cost- efficient water source. On April 6, 2004, the City Council authorized the City Manager to enter into a Professional Services Agreement (PSA) with Stetson Engineers Inc. for the Recycled Water Feasibility Study. Accordingly, the USGVMWD, who provides wholesale water from the Colorado River and the State Water Project to member agencies in the San Gabriel Valley, have ;agreed to subsidize fifty (50)- percent of the Recycled , Water Feasibility Study. The City will be the lead agency and have the sole and exclusive ownership of all project materials. • ENVIRONMENTAL IMPACT This project is categorically exempt per Section 15302 from the requirements of the. California. Environmental Quality Act (CEQA). FISCAL IMPACT $40,000 was budgeted in the 2003 -04 Capital Improvement Program for this Project However, fifty`(50) percent of this Project will be funded through the agreement with San Gabriel Valley Municipal Water District. RECOMMENDATIONS 1. Authorize the City Manager to enter Into an agreement between the CIty of Arcadia and the. Upper San Gabriel Municipal Valley Water District for partial funding of the Recycled Water Feasibility Study Approved By: William R. Kelly, City Manager" PM :TT:dw " ° °�$•_�� °�° STAFF REPORT Development Services Department Date: November 16, 2004 To: Mayor and City,Council From: Don Penman, Assistant City Manager /Development Services Directorw Martha Eros, Transportation Services Officer Subject: Gold Line Phase II Station Design and Art Review Committee Recommendation: That each Arcadia City Council member appoint one (1) Arcadia community member to serve as the City's representatives on the Station Design and Art Review Committee. SUMMARY • On November 2, 2004, the Arcadia City Council reviewed staffs recommendation to create a five (5) member Station Design and Art Review Committee (Art Committee) that will help formulate the City's vision of public art at the future Gold Line light rail transit station. The Arcadia City Council approved forming an Art Committee and determined that each council member will nominate one (1) representative to serve on the Committee at the next City Council meeting on November 16, 2004. BACKGROUND On October 15, 2004, the Blue Line Construction Authority (Authority) issued a Request for Qualification (RFQ) recruiting artists to submit letters of interest for the Gold Line Phase II Foothill Extension station design art program. The Authority has requested each Phase II city establish an Art Committee that will cooperatively work with artist to select artist(s) and develop station design concepts that reflect each City's vision and character. DISCUSSION Art Committee members will select artist(s) and the artwork that will be incorporated into the Preliminary Engineering Master Plan. Each member will participate in approximately six (6) to twelve (12) meetings during the next year to review art proposals and offer design recommendations to management and the City Council. • City staff will serve as ex- officio advisors to the Art Committee to assist with technical 2e LASER IMAGED :, ;, ANO,I I N., I «)N._ _ _:4 g .0, and financial project management needs, and Authority staff will provide guidelines and parameters based on Phase I construction experiences. The Arcadia City Council has elected to select the Art Committee by having each Council rile mber nominate one (1) Arcadian to service on the Art Committee. Experience to consider include_ —but is not limited to individuals involved with current, or past public art, programs; members from existing City Commissions who have been involved in similar public art projects; members of the City's historical society; local design or architect professionals; and /or local artists not participating.! n the Authority's RRQ recruitment. ENVIRONMENTAL IMPACT Currently; Authority and City staffs are completing analysis of the Environmental Impact Report/Study to identify and mitigate environmental issues that will impact residential and commercial districts in the City. FISCAL IMPACT, The Blue Line Construction Authority will construct the rail infrastructure and a fully functional station according to federal, state and Public Utility Commission (PUC) standards. Each Phase II city is being required to provide a $5 million local match to the project, which does not include the potential cost of a grade separation. The average cost of a rail station is $5 million; the:Authority will budget approximately $120,000 for arttaesthetic features at each station. Depending _the City. full amount may be applied towards conventional art designs /pieces, or =a percentage of the budget may be appropriated; specifically for enhancements or upgrades to the standard station architecture. Costs exceeding the $120,000 budget will be the Citys responsibility. RECOMMENDATION THAT EACH ARCADIA CITY COUNCIL; MEMBER APPOINT ONE (1) ARCADIA. COMMUNITY MEMBER; FOR A TOTAL OF FIVE (5) MEMBERS, TO SERVE AS THE CITY'S REPRESENTATIVES ONI THE STATION DESIGN AND ART. REVIEW COMMITTEE FORTHE GOLD LINE RAIL STATION. Approved by: William R. Kelly, City Manager _i %A J n LJ is 0