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HomeMy WebLinkAboutItem 2b: Minutes of July 20, 2010CLOSED SESSION STUDY SESSION CITY COUNCIL /REDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, JULY 20, 2010 CALL TO ORDER - Mayor Amundson called the meeting to order at 6:00 p.m. ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Harbicht, Kovacic, Segal and Amundson ABSENT: Council /Agency Member Chandler CLOSED SESSION /STUDY SESSION PUBLIC COMMENTS (5 minutes per person) 52:0111 It was moved by Council /Agency Member Kovacic, seconded by Council /Agency Member Harbicht to excuse Council /Agency Member Chandler. a. Pursuant to Government Code Section 54957.6 to confer with labor negotiators. City Negotiators: Administrative Services Director Hue Quach and Human Resources Administrator Michael Casalou. Employee Organizations: Arcadia Public Works Employees Association, Arcadia City Employees Association, Arcadia Police Civilian Employees Association, Arcadia Police Officers' Association, Arcadia Firefighters' Association and unrepresented employees: Department Heads, Division Managers, Supervisors, and Part-time employees. a. Report, discussion and direction regarding Civic Center Athletic Field replacement with Synthetic Turf Project. Mr. Penman reported that as part of the budget process, the City Council directed staff to proceed with the replacement of the Civic Center natural grass soccer field with a synthetic surface; he advised that staff has been talking to vendors, and looking at other similar type fields and products; and that since some of the funding is grant money the project must be completed by the end of March 2011. Tom Tait, Public Works Services Director reported that both he and Sara Somogyi, Director of Recreation and Community services presented a report to the Recreation & Parks Commission regarding the Civic Center Athletic Field Synthetic Turf Replacement Project; he explained that staff has already meet with various vendors and visited other synthetic fields; he discussed and commented on the products that would be used; he explained the process for replacing the natural grass with a synthetic surface including the maintenance of the field; he further explained the new concrete work that will be done, the upgrade to the lights, the painting of the concession stand and the placement of new bleachers on both sides of the field. He reported that $1.5 dollars has been budgeted for the project; and that $750,000 will come from Park Impact Fees, $400,000 from the RZH Grant and $350,000 from the Capital Outlay Fund; and that the final cost should be $1.2 dollars or less. It was the consensus of the City Council to proceed with the Civic Center Athletic Field Synthetic Turf Replacement Project as discussed by staff. 07 -20 -10 52:0112 b. Report, discussion and direction regarding City Council Official Meetings budget. Mr. Penman discussed City Council expenses regarding meetings, travel and mileage reimbursements, community events and reimbursement of spouse expenses for attending certain events; and asked whether the Council would like to make any amendments to the expense and reimbursement policy. It was the consensus of the City Council that the current policies remain in effect. THE CITY COUNCIL /REDEVELOPMENT AGENCY ADJOURNED TO OPEN SESSION Mayor /Agency Chair Amundson called the regular meeting to order at 7:00 p.m. INVOCATION — Reverend Thomas Shriver, Emmanuel Assembly of God PLEDGE OF ALLEGIANCE - Girl Scout Troop 16551 ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Kovacic, Harbicht and Segal ABSENT: Council /Agency Member Chandler It was moved by Council /Agency Member Kovacic, seconded by Council /Agency Member Harbicht to excuse Council /Agency Member Chandler. REPORT FROM CITY ATTORNEY /AGENCY COUNSEL ON CLOSED SESSION ITEM City Attorney Steve Deitsch reported that the City Council /Redevelopment Agency Board met in Closed Session to consider the one (1) item listed on the posted agenda, no reportable action was taken. In addition, Mr. Deitsch reported that the City Council and Redevelopment Agency Board met in a Study Session to hear reports from staff regarding items (a) and (b) on the posted agenda; regarding item (a) Mr. Deitsch reported that the City Council directed staff to proceed with finalizing plans and obtain bids for the replacement of the Civic Center natural grass soccer field with a synthetic surface; and regarding item (b) the City Council discussed the Official Meetings and City Council travel policies and determined that no changes to the policies are needed and that the current policies remain in effect. SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS — None MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL A motion was made by Council /Agency Member Segal, seconded by Council /Agency Member Harbicht and carried on roll call vote to read all ordinances and resolutions by title only and waive the reading in full. PRESENTATIONS a. Presentation of a Certificate to the Outstanding Crossing Guard of the Year 2010, Lynda Kreinbring. 07 -20 -10 1. PUBLIC HEARING CITY COUNCIL ITEMS: a. Approve the Annual Weed Abatement Charge List. Recommended Action: Approve 52:0113 Jim Barrows, City Clerk reported that annually the County of Los Angeles abates weeds and rubbish from certain properties in the City of Arcadia and assesses an inspection and /or abatement fee on their property taxes; he noted that the County Agricultural Commission mailed notice of the public hearing to each property owner who was assessed a fee in order to afford them an opportunity to protest the assessed charge; and that the Weed Abatement Charge List must be approved by the City Council so the County Auditor can enter the assessments against the properties on their current tax rolls. Mayor Amundson opened the public hearing. No one appeared. A motion to close the public hearing was made by Council Member Segal, seconded by Council Member Kovacic and seeing no further objection, Mayor Amundson declared the public hearing closed. It was moved by Council Member Kovacic, seconded by Council Member Harbicht and carried on roll call vote to approve the Annual Weed Abatement Charge List so the County Auditor may enter the amounts of the respective assessments against the properties as they appear on the current tax rolls. AYES: Council Member, Kovacic, Harbicht, Segal and Amundson NOES: None ABSENT: Council Member Chandler b. Consider all protests, and close the ballot proceedings for the Citywide Street Lighting Assessment District and direct staff to review ballots and calculate whether a protest exists and to report back to the City Council at the August 3, 2010 City Council Meeting with a recommendation to either approve or abandon the formation of the District based on the results of the ballots received. Recommended Action: Approve Tom Tait, Public Works Services Director reported that at its meeting on June 1, 2010, the City Council initiated proceedings for the formation of a Citywide Street Lighting Assessment District and declared the City's intention to form the District; that the preliminary Engineer's Report outlining the data regarding the district and the assessments; and directed the property owner balloting process. Mr. Tait explained the balloting process and noted that the results of the ballot will be declared at the August 3, 2010 Council Meeting. Mayor Amundson opened the public hearing. No one appeared. It was moved by Council Member Harbicht, seconded by Council Member Kovacic and carried on roll call vote to close the public hearing and close the ballot proceedings for the Citywide Street Lighting Assessment District; and direct staff to review the ballots and calculate whether a protest exists and to report the results back to the City Council at the August 3, 2010 meeting with a recommendation to either approve or abandon the formation of the District based on the results of the ballots received. AYES: Council Member Harbicht, Kovacic, Segal and Amundson NOES: None ABSENT: Council Member Chandler Mayor Amundson opened the public hearing. No one appeared. 52:0114 c. Authorize the utilization of a proposed 2010 Edward Byrne Memorial Justice Assistance Grant (JAG) award in the amount of $16,012 to help offset the personnel costs of a Youth and Educational Support (YES) Police Officer at the Arcadia High School. Recommended Action: Approve Captain Gene Gioia reported that the Police Department applied for a 2010 U.S. Department of Justice (DOJ), Office of Justice Programs' Bureau of Justice Assistance, Edward Byrne Memorial Justice Assistance Grant (JAG) in the amount of $16,012; that prior to approval of the funds and as part of the grant process, local jurisdictions are required to conduct a public hearing to receive input on the use of the proposed funds; he explained that the JAG funding allows agencies to support a broad range of activities to prevent and control crime based on local needs and conditions; and that staff recommended using the proposed grant funding to help offset personnel costs of a Youth and Educational Support (YES) officer at Arcadia High School. A motion to close the public hearing was made by Council Member Kovacic, seconded by Council Member Segal and seeing no further objection, Mayor Amundson declared the public hearing closed. It was moved by Council Member Kovacic, seconded by Council Member Harbicht and carried on roll call vote to authorize the utilization of a proposed 2010 Edward Byrne Memorial Justice Assistance Grant (JAG) award in the amount of $16,012 to help offset the personnel costs of a Youth and Educational Support (YES) Police Officer at the Arcadia High School. AYES: Council Member Kovacic, Harbicht, Segal and Amundson NOES: None ABSENT: Council Member Chandler PUBLIC COMMENTS Larry Hasbrouck, an Arcadia resident appeared and commented on zoning regulations in the City; in particular he reported on a home for sale sign in his neighborhood that advertises suites instead of bedrooms; he felt that the R1 Single Family Zone is being used as R3 Multi- Family Zone. John McInerney appeared and expressed his concerns regarding the street lighting district rates; he commented on the pensions of public employees and doing away with overtime for all public employees; and talked about volunteer fire departments. Daniel Garcia appeared and expressed concerns regarding handicapped accessibility in public facilities, in particular, the Arcadia Public Library; and felt that the City was in violation of ADA regulations regarding close captioning of City Council meetings. (some of Mr. Garcia's comments were inaudible) 07 -20 -10 REPORTS FROM THE MAYOR, CITY COUNCIL AND CITY CLERK 52:0115 Council Member Harbicht commented on Mr. Garcia's remarks regarding handicap accessibility at the Library and feels that a lot has been done to provide handicap accessibility and that the City is in compliance; he announced that he recently attended the Independent Cities Association Conference in Rancho Bernardo; he discussed Waste -by -Rail and noted that City of Arcadia trash will not go on the Waste -by -Rail because Waste Management has its own landfill; he discussed Proposition 22 which will be on the November ballot and prohibits the State from taking money from City's in order to balance their budget and feels that at the appropriate time, the City may want to take a position and endorse the proposition; he commented on the State's budget being out of balance; he feels that over the next year or two we are going see significant changes in the retirement benefits made available to public employees; he mentioned a letter received by the City from a resident in the Village area regarding a landscaping project; he explained the public right -of -way portion of the front lawn and driveway area that is not typically beautified and would like a staff report on how the City can accommodate resident's beautifying their front lawns beyond the public right -of -way area (Council Members Kovacic and Segal agreed with Council Member Harbicht's request for a staff report); and he requested a future study session be scheduled regarding coyotes (Council Members Kovacic and Segal agreed with Council Member Harbicht's request). Mayor Pro Tem Kovacic thanked the speakers for their comments; he noted that the American Disability Act (ADA) is very important to the City; he noted Mr. Garcia's inquiry about closed captioning of City Council meetings and would like to know if the City is in compliance or not; he reminded everyone to be conscientious and safe and not leave valuables such as wallets and electronics in your car where you can be easily burglarized; he discussed the importance of having an Advanced Health Care Directive which allows an individual to appoint someone to speak and make decisions on their behalf in the event of a medical emergency; he noted that forms are available on line, at a stationary store or can be obtained at Methodist Hospital; he expressed concern regarding banners on businesses and the time is takes to achieve compliance when the business did not obtain a permit in advance; and requested City Council support that this item be added to a future study session for discussion. It was the consensus of the City Council that a future study session be scheduled to discuss banners and window signs. Council Member Segal had no comments. Mayor Amundson complimented the on -line version of the Arcadia Municipal Code on the City's website and encouraged residents to use this service; he explained that the 2010 Electric Lawn Mower Exchange Program will be held on Saturday, July 24th and encouraged residents to look at the Air Quality Management District's web site for additional information; he reported that on Saturday, August 29th, the Marine Band will be performing in Arcadia; he encouraged residents to shop Arcadia and support Arcadia businesses; he also announced that at the August 5th summer concert, residents who bring $20 worth of receipts for purchases made in Arcadia during the month of June and July will receive a free reusable tote bag while supplies last. In response to an inquiry by Mayor Amundson regarding the bidding process, Mr. Penman responded that staff has been contacting vendors to see why they are not bidding on projects; he noted that the City receives an adequate number of bids on street type projects, but not on specialty jobs such as supplies, etc.; he feels that staff is doing everything they can to encourage bidders and noted that he will have staff make contact with other cities to see if they are experiencing the same problem. 07 -20 -10 52:0116 Mr. Kovacic mentioned that he was listening to public radio from Kandahar Afghanistan regarding negotiations with War Lords and realized that a Captain Paul DeLeon was being interviewed; and noted that Paul DeLeon was an Arcadia High School graduate who went to West Point; that he was on the panel for Congressman Drier that gave Paul DeLeon his commission; and encouraged everyone to keep Paul and all the troops in their thoughts and prayers. City Clerk Barrows had noting to report. 2. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. Approve the Special Meeting Minutes of June 23, 2010 and Regular Meeting Minutes of July 6, 2010. Recommended Action: Approve CITY COUNCIL ITEMS: b. Approve the Special Meeting Minutes of June 23, 2010 and Regular Meeting Minutes of July 6, 2010. Recommended Action: Approve c. Adopt Ordinance No. 2276 amending uncodified Ordinance No. 2206 to establish franchise fees, public access support fees and customer service penalties for State franchise holders providing video service within the City of Arcadia. Recommended Action: Adopt d. Adopt Resolution No. 6730 consenting to inclusion of the properties within the incorporated area of the City of Arcadia in the Los Angeles County Energy Program ( "LACEP ") and approving the report that sets forth the parameters of that program and certain related matters. Recommended Action: Adopt e. Adopt Resolution No. 6731 declaring support for an energy wise partnership between the San Gabriel Valley Council of Government, Southern California Edison and the City of Arcadia. Recommended Action: Adopt f. Adopt Resolution No. 6732 authorizing the submittal of a Used Oil Payment Program (OPP) Application to Calrecyle. Recommended Action: Adopt g. Authorize the City Manager to award a purchase order contract to SirsiDynix for maintenance and support for the Library's integrated library system in the amount of $30,529.45. Recommended Action: Approve h. Authorize the City Manager to execute a purchase order contract with Daniels Tires for the purchase of tires and accessories for City vehicles in the amount not to exceed $70,000. Recommended Action: Approve 07 -20 -10 J• 52:0117 Authorize the City Manager to execute a contract with Beacon Media, Inc. for Legal Advertising Services For Fiscal Year 2010 -2011 in the amount not to exceed $8,000. Recommended Action: Approve Authorize the City Manager to execute a Professional Services Agreement with Beatrice Picon for the Fiscal Year 2010 -2011 with the option of two (2) one (1) year renewals at the end of the term for the administration of the Home Improvement program funded by the Community Development Block Grant Program. Recommended Action: Approve k. Authorize the City Manager to execute a Professional Services Agreement with Wittman Enterprises, LLC, for ambulance billing and collection services for the period of August 1, 2010 through June 20, 2015; and Authorize the City Manager to implement electronic Patient Care Reporting and purchase all necessary computer hardware and software when deemed appropriate with the understanding that Wittman Enterprises, LLC, will absorb all upfront costs associated with the conversion. Recommended Action: Approve Mayor Pro Tem Kovacic requested that Consent Calendar item d be pulled for separate discussion. It was moved by Council /Agency Member Kovacic, seconded by Council /Agency Member Harbicht and carried on roll call vote to approve Consent Calendar items 2.a, through 2.c and items 2.e through 2.k. AYES: Council /Agency Member Kovacic, Harbicht, Segal and Amundson NOES: None ABSENT: Council /Agency Member Chandler In response to Council Member Kovacic's inquiry regarding Consent Calendar item d, Mr. Tait explained that the Los Angeles County Energy Program (LACEP) uses stimulus money to provide loans to Arcadia qualified property and business owners for the installation of energy and water efficiency improvements and distributed - generated renewable energy sources that would be permanently fixed to their properties; that participants are required to repay the cost of the improvements through an assessment levied against their property which is payable in semi - annual installments on their property tax bill and noted that the City's participation is free. It was moved by Council /Agency Member Kovacic, seconded by Council /Agency Member Harbicht and carried on roll call vote to approve Consent Calendar item 2.d. AYES: Council /Agency Member Kovacic, Harbicht, Segal and Amundson NOES: None ABSENT: Council /Agency Member Chandler 3. CITY MANAGER/AGENCY DIRECTOR ITEMS: a. Appointment of a Voting Delegate and Alternate Delegate for the 2010 Annual League of California Cities Conference in San Diego, California. Recommended Action: Appoint a Delegate and Alternate Delegate 07 -20 -10 52:0118 Mr. Penman reported that the City Council must designate a voting delegate and an alternate delegate in order to vote and take action on behalf of the City on resolutions that establish League policy at the 2010 Annual League of California Cities Conference annual business meeting on Friday, September 17, 2010. It was moved by Council Member Harbicht, seconded by Council Member Segal and carried on roll call vote to appoint Mayor Amundson as the Voting Delegate and Mayor Pro Tem Kovacic as the Alternate Delegate for the 2010 Annual League of California Cities Conference in San Diego, California. AYES: Council Member Harbicht, Segal, Kovacic, and Amundson NOES: None ABSENT: Council Member Chandler b. Authorize the City Manager to execute a Professional Services Agreement with Converse Consultants to test and remove underground fuel storage tanks for the Santa Anita Avenue Corridor Improvement Project in the amount of $16,478 and authorize a contingency of $4,000 for and unforeseen circumstances. Recommended Action: Approve Phil Wray, Deputy Director of Development Services /City Engineer provided a brief background and status of the Santa Anita Avenue Corridor Improvement Project; he reported that during the course of the construction project, the contractor exposed two underground storage tanks while digging to install a catch basin; he noted that the tanks were originally installed on private property but over the years and subsequent street widenings, the tanks were now located in the public right -of -way. Mr. Wray advised that staff immediately contacted Converse Consultants to assist in the removal of the tanks; he advised that Converse Consulting has provided assistance to the City in the past regarding testing and remediation of hazardous materials; that Converse took all appropriate steps required to remove the tanks; and reported that the tanks were successfully removed from the site without any problems and no soil contamination detected. He did note that this is a federally funded project and special conditions such as this are eligible for federal funding; and that the reimbursement rate for this project is 80 %. It was moved by Council Member Harbicht, seconded by Council Member Kovacic and carried on roll call vote to authorize the City Manager to execute a Professional Services Agreement with Converse Consultants in the amount of $16,478 to test and remove underground fuel storage tanks for the Santa Anita Avenue Corridor Improvement Project and authorize a contingency amount of $4,000 for any unforeseen circumstances. AYES: Council Member Harbicht, Kovacic, Segal and Amundson NOES: None ABSENT: Council Member Chandler c. Authorize the appropriation of funds from Redevelopment Agency Reserves to purchase properties at 101 -111 North Santa Anita Avenue and 121 -159 North Santa Anita Avenue. Recommended Action: Approve Jerry Schwartz, Economic Development Manager reported that the Agency Board previously authorized and provided parameters to staff to negotiate and purchase the adjoining commercial properties at 101 -111 and 121 -159 North Santa Anita Avenue at up to ten percent (10 %) above the appraised value; he advised that staff was successful at negotiating purchase agreements for both properties within the parameters given by the Agency Board and both properties are currently in 07 -20 -10 52:0119 escrow. He advised that the total cost to acquire the two properties was $3,332,500; however, an inspection of the properties revealed that there were a few issues regarding drainage, electrical wiring and mechanical equipment; that the repairs and any touching up to the exterior may cost as much as $25,000; he noted that the Agency will be acquiring 34,750 square feet of land area that fronts on Santa Anita Avenue and would give the Agency ownership of two sites with Santa Anita Avenue frontage. He stated that the Agency has sufficient funds available in the undesignated reserves fund to complete the land purchase and requests approval of the appropriation. It was moved by Council Member Harbicht, seconded by Council Member Segal and carried on roll call vote to authorize the appropriation of $3,357,500 from Redevelopment Agency reserves to complete the land purchase transactions at 101 -111 North Santa Anita Avenue and 121 -159 North Santa Anita Avenue and complete relevant repairs and exterior improvements. AYES: Council Member Harbicht, Segal, Kovacic, and Amundson NOES: None ABSENT: Council Member Chandler d. Authorize the appropriation of funds from Redevelopment Agency Low and Moderate Income Housing Fund Reserves to purchase the property at 19 Lucille Street. Recommended Action: Approve Jerry Schwartz, Economic Development Manager reported that the Agency Board previously authorized staff to negotiate the purchase of the property at 19 Lucille Street which is next door to property already owned by the Agency at 15 Lucille Street; he advised that staff was successful in negotiating a purchase agreement within the parameters given by the Agency Board; that by adding 19 Lucille Street would enlarge the overall site to over 13,000 sq. ft. and allow for an affordable housing project that would benefit the neighborhood and allow use of low /moderate housing funds. He advised that the total expenditure to acquire the property is about $695,000 which includes $650,000 for the site with the remainder going to pay escrow and broker fees; and noted that there will be additional costs due to the relocation of the family currently living at the location including demolition and site clearance costs. He reported that relocation and demolition costs will be brought back to the Agency for authorization at a future meeting; that since this was not included in the 2010 -11 Agency budget, an appropriation would be taken from the Agency's undesignated low and moderate income housing reserves where there is approximately $5.4 million available with another $4 million to be deposited in the fund once the Agency bonds close and the outstanding debt is repaid. In response to a question from Mayor Pro Tem Kovacic, Mr. Schwartz responded that under the current zoning up to 8 units can be built at that location. It was moved by Council Member Harbicht, seconded by Council Member Segal and carried on roll call vote to authorize the appropriation of $695,000 from the Redevelopment Agency's low and moderate income housing fund reserves to complete the land purchase of 19 Lucille Street. AYES: Council Member Harbicht, Segal, Kovacic, and Amundson NOES: None ABSENT: Council Member Chandler 07 -20 -10 e. Report, discussion and direction regarding Long Term Financial Plan. Recommended Action: Provide direction Mr. Penman reported that during the Fiscal Year 2010 -2011 budget process, the City was faced with a General Fund Preliminary Budget that was out of balance by approximately $1 million; that staff presented a number of options such as staffing and program cuts as well as utilizing reserves and one- time funds; that adoption of the budget included a combination of reserves, interest earnings from unrestricted special funds, a loan to the redevelopment Agency and one time savings. He explained that at a budget study session, the City Council directed staff to prepare a long term fiscal plan to define the problems in advance so the City could take appropriate action. He presented a framework program and summarized the options and analysis on a long term financial plan assuming existing levels of programs and staffing; he discussed the levels of services provided in the community; that a 0% growth rate scenario would not be realistic because the City would still have increases in PERS, workers compensation and merit increases for employees as well as increases in operating expenses; he suggested two different growth rates over a five year period of 3% and 5 %; that the same approach would be used for revenue projects and suggested 0 %, 3% and 5% growth rate assumptions; he explained that in addition to the five year expenditure and revenue projections using various growth scenarios staff will also prepare a list of option that could address any structural in- balance which would include revenue options as well as expenditure /program changes; and that the target date for completion of the Financial Plan is November 15, 2010. By consensus of the City Council, direction was given to staff to prepare a Long Term Financial Plan report considering general expenditure and revenue assumptions based on current level of service to not include revenue and expenditure options in the initial report and bring a report back for City Council consideration at a future Study Session. ADJOURNMENT The City Council /Redevelopment Agency adjourned memory of Mark Bayer, Michael San Miguel and Eileen Garner at 9:13 p.m. to Tuesday, August 3, 2010, 5:00 p.m. in City Council Chamber located at 240 W. Huntington Drive, Arcadia. By: James H. Barrows, City Clerk „1/ 52:0120 Lisa Mussenden Chief Deputy City Clerk/Records Manager 07 -20 -10