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HomeMy WebLinkAboutItem 3a: Meeting Minutes of May 17 & May 18, 2010STUDY SESSION CITY COUNCIL /REDEVELOPMENT AGENCY SPECIAL MEETING MINUTES MONDAY, MAY 17, 2010 4:00 p.m. Location: Police Department Community Room (EOC), 250 W. Huntington Drive CALL TO ORDER Mayor Peter Amundson called the meeting to order at 4:00 p.m. ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Chandler, Harbicht, Kovacic, Segal and Amundson ABSENT: None STUDY SESSION PUBLIC COMMENTS (5 minutes per person) - None 1 05 -17 -10 52:0070 City Manager Don Penman provided a brief summary of the 2009 -10 adopted budget and an overview of the 2010 -11 proposed budget; he discussed the challenges following the adoption of the 2009 -2010 budget and shortfall in revenue projections in some funds due to the recession and overall economy. He reported that the preliminary budget is out of balance $1,069,725 which is attributable to the increased cost of personnel services including implementation of the fourth year of the Police Officers Association Memorandum of Understanding (about $470,000) including rebudgeting the one -year deferrals from employees for FY 2009 -10 ($275,000), employee merit increases ($207,000) and PERS increases related to salary adjustments; and listed the positions that continue to be frozen. He further noted that the proposed budget anticipates the passage of the property owner ballot measure in June for Citywide Street Lighting Assessment; and reported that if the ballot measure fails, there would be $428,000 less revenue to contribute toward street lighting costs; and he discussed the Gas Tax deferral and the taking from the Redevelopment fund which could be more next fiscal year. Hue Quach, Administrative Services Director provided a summary of the General Fund including beginning and ending fund balances, estimated revenues, proposed expenditure and revenue sources and general fund expenditure summaries. He noted a projected increase of approximately 8.7% in sales taxes, 4.9% in Transient Occupancy Tax and an increase in building and development activities, including an increase from $9.1 to $9.3 million dollars which is about 1.7% in property tax money; he commented on the $100,000 payment negotiated with Waste Management as part of a new contract; and summarized Department General Fund Expenditure increases and decreases. Mr. Penman discussed and presented options for the City Council to consider as part of the budget review process including a "Reverse Priority" list from all departments which represents a 2.3% reduction in each department budget. All Department Heads presented an overview of their department budget, including accomplishments achieved in fiscal year 2009 -2010 as well as goals, objectives and major work plan elements for fiscal year 2010 -11. Council Member Segal noted that the City Council should focus on a balanced budget for FY 2010 -11 and work on a long term budget plan for the following fiscal year. He felt that there was money in different funds that can be transferred to the General Fund in order to balance the budget for one year only. He suggested that $200,000 from the Life Insurance Fund be transferred to the General Fund, reduce allocation of $200,000 in the Workers' Compensation /Liability self- insurance, transfer interest earned from the unrestricted reserve funds and transfer some Proposition C and Measure R money. He also suggested that a transfer of $120,000 from the Capital Outlay fund and Equipment Replacement Fund to the General Fund in order to balance the budget. Mr. Penman added that there were no eligible Proposition C and Measure R money that could be used to offset General Fund expenses. Mr. Penman advised that he reviewed each suggested revenue enhancement and reverse priority list with staff; he recommended that the City loan the Redevelopment Agency money at 8% interest for one year; and discussed savings from implementing a 960 Plan for certain police personnel positions for six months which can save in excess of $140,000. At the conclusion of the meeting, the City Council directed the City Manager to bring back a list of one time potential expenditure reductions suggested by Council Member Segal and revenue enhancements suggested both by the City Council and the City Manager for discussion at a future meeting. By: James H. Barrows, City Clerk 52:0071 Lisa Mussenden, Chief Deputy City Clerk 2 05 -17 -10 CITY COUNCIL /REDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, MAY 18, 2010 CALL TO ORDER - Mayor Amundson called the meeting to order at 6:00 p.m. ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: 52:0072 PRESENT: Council /Agency Member Chandler, Harbicht, Kovacic, Segal and Amundson ABSENT: None CLOSED SESSION PUBLIC COMMENTS (5 minutes per person) CLOSED SESSION 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 Officers' Association, Arcadia Firefighters' Association and unrepresented employees: Department Heads, Division Managers, Supervisors, and Part-time employees. THE CITY COUNCIL /REDEVELOPMENT AGENCY ADJOURNED TO OPEN SESSION Mayor Amundson called the regular meeting to order in the Council Chamber at 7:08 p.m. INVOCATION — Reverend John Payton, Point Loma Nazarene University PLEDGE OF ALLEGIANCE - Sara Somogyi, Director of Recreation and Community Services ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Kovacic, Chandler, Harbicht and Segal ABSENT: None REPORT FROM CITY ATTORNEY /AGENCY COUNSEL ON CLOSED SESSION ITEM City Attorney Steve Deitsch reported that the City Council and Redevelopment Agency Board met in Closed Session to consider the one (1) item listed on the posted agenda, no reportable action was taken. SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS City Manager Don Penman announced that there were no supplemental reports regarding agenda items. MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL 1 05 -18 -10 52:0073 A motion was made by Council /Agency Member Chandler, seconded by Council /Agency Member Kovacic and carried on roll call vote to read all ordinances and resolutions by title only and waive the reading in full. PRESENTATIONS a. Presentation to the Arcadia High School Science and Ocean Science Bowl Teams. b. Presentation of a Certificate to Arcadia High School Students Timothy Lee and Vincent Li for participation on the U.S. Chemistry and Physics Olympiad Team. PUBLIC COMMENTS Beth Costanza, Chamber of Commerce President appeared and discussed the possibility of getting the downtown business area resurrected. REPORTS FROM THE MAYOR, CITY COUNCIL AND CITY CLERK Council Member Chandler commented on a letter he received from a resident commending Joanne Bevelaque of the Development Services Department/Building Division on a job well done and going that extra mile to assist her. Council Member Segal congratulated the Science Bowl Teams for their accomplishments. Mayor Pro Tem Kovacic congratulated the Science Bowl Teams, the coaches and parents; he thanked City staff for assisting with Law Day and thanked the Chinese Association for their sponsorship; and suggested that a sub - committee to formed to interview potential planning commissioner applicants. By consensus of the City Council, a sub - committee consisting of Mayor Pro Tem Kovacic and Council Member Harbicht will interview potential planning commissioner applicants. In response to an inquiry from Council Member Kovacic regarding the CERT program, Mr. Penman responded that the CERT program will be addressed at the June 1 budget study session. Council Member Harbicht had no comments. Mayor Amundson announced May 25 as the deadline for nominations for Arcadia Beautiful Awards and May 28 as the deadline for board and commission applications. 1. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. Approve the Meeting Minutes of April 6, April 20 and May 4, 2010. Recommended Action: Approve 2 05 -18 -10 CITY COUNCIL ITEMS: c. Approve the Meeting Minutes of April 6, April 20 and May 4, 2010. Recommended Action: Approve 52:0074 b. Authorize the Executive Director to execute a Professional Services Agreement with Caporicci & Larson for auditing services in the amount of $6,770. Recommended Action: Approve d. Authorize the City Manager to execute a contract with the Arcadia Unified School District for Transportation Services for recreation activities from July 1, 2010 through June 30, 2011. Recommended Action: Approve e. Appropriate funds in the Capital Outlay fund in the amount of $9,188.59 to purchase a new stage for community oriented events. Recommended Action: Approve f. Authorize the City Manager to execute a Professional Services Agreement with Caporicci & Larson for auditing services in the amount of $30,550. Recommended Action: Approve 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 1.a through 1.f. (with corrections to the April 20, 2010 minutes as noted by Council Member Kovacic). AYES: Council /Agency Member Kovacic, Harbicht, Chandler, Segal and Amundson NOES: None ABSENT: None ABSTAIN: Council /Agency Member Segal (April 6, 2010 minutes) 2. CITY MANAGER ITEMS: a. Authorize the City Manager to execute a contract with Chaparral Construction in the amount of $1,648,020.65 for the Santa Anita Avenue Corridor Improvements and approve a 10% contingency. Recommended Action: Approve PhD Wray, Deputy Director of Development Services explained that the Santa Anita Corridor Improvements were as a result of the City's Transportation Master Plan that determined that three (3) intersections on Santa Anita Avenue were operating below the level of service; and identified the intersections as Santa Anita Avenue at Foothill Boulevard, Santa Anita Avenue at Duarte Road and Santa Anita Avenue at Live Oak Avenue. He reported that in 2004, the City was successful in securing $2.4 million dollars for the Santa Avenue Corridor Improvements as part of the Federal Transportation Bill; that the project was budgeted in the 2008 -09 fiscal year CIP; that the City received nine (9) bids with Chaparral Construction Corporation being the low bid; that staff recommends approval of a contract with Chaparral Construction Corporation in the amount of $1,648,020.65 with a 10% contingency. Mr. Wray advised that the total construction for the project is $2.7 million dollars with $2.16 million dollars coming from a Federal SAFETEA -LU grant and $540,000 from local Transportation Impact funds and additional construction engineering costs for material testing, inspection and administration are estimated at $150,000. 3 05 -18 -10 It was moved by Council /Agency Member Chandler seconded by Council /Agency Member Harbicht and carried on roll call vote to authorize the City Manager to execute a contract with Chaparral Construction in the amount of $1,648,020.65 for the Santa Anita Avenue Corridor Improvements and approve a 10% contingency. AYES: Council /Agency Member Chandler, Harbicht, Kovacic, Segal and Amundson NOES: None ABSENT: None b. Authorize the City Manager to execute a Professional Services Agreement with IBI Group to provide technical review of conceptual design and cost estimates for the Gold Line Foothill Extension project in the amount of $50,000. Recommended Action: Approve Phil Wray, Deputy Director of Development Services presented the staff report and explained that the Gold Line Foothill Extension Construction Authority released the industry review draft of the design and construction bid documents for the main alignment of the Gold Line Foothill Extension Phase 2A from Pasadena to the Azusa Pacific /Citrus College Station; that City staff reviewed the draft document which included the Santa Anita Bridge Grade Separation, the bridges at Huntington Drive and Second Avenue and Colorado Boulevard, the station, retaining walls and associated mitigation measures, also finalizing the City's request for all upgrades or betterments and preparing to review and agree to final costs. He further noted that in order to thoroughly review the elements of the document, conceptual design and cost estimates, that staff recommended retaining the services of the IBI Group to provide review services. He added that the City has in the past retained the service of the IBI Group for assistance on various tasks associated with the Gold Line project. It was moved by Council /Agency Member Chandler seconded by Council /Agency Member Segal and carried on roll call vote to authorize the City Manager to execute a Professional Services Agreement with IBI Group to provide technical review of conceptual design and cost estimates for the Gold Line Foothill Extension project in the amount of $50,000. AYES: Council /Agency Member Chandler, Segal, Kovacic and Amundson NOES: Council Member Harbicht ABSENT: None 4 52:0075 c. Report, discussion and direction regarding Gold Line Extension Improvements to the Arcadia Station and the Huntington Drive and Second Avenue Bridge. Phil Wray, Deputy Director of Development Services reported that at the April 6, 2010 meeting the City Council approved the design concept for the Santa Anita Avenue bridge structure and directed staff to (1) pursue alternative design concepts for the bridge abutment facades at the Huntington Drive and Second Avenue Bridge to match the newly approved Art Deco elements of the Santa Anita Bridge and /or the existing Colorado bridge elements, and 2) to work with the Chamber of Commerce, at the Chamber's request, to propose betterments and improvement to the station and to seek private funding contributions. Mr. Wray provided several design concepts through a power point presentation for the Huntington Drive and Second Avenue Bridge abutments; he explained that the abutment structure and adjoining walls for the bridge are unique and asymmetrical and the bridge's alignment is angled with 05 -18 -10 the abutments facing all streets at roughly a 45 degree angle; that the bridge and the abutments are difficult to view in their entirely. He noted that staff has selected two alternative concepts, one with minimal detail, an inlay and brick abutment walls to match the existing bridge and the other with the Art Deco theme found on the Colorado Boulevard Bridge abutments used on the Santa Anita Avenue Bridge. He noted that staff recommends the approval of the first concept presented which is a bridge structure with brick abutments. It was moved by Council Member Harbicht, seconded by Council Member Chandler and carried on roll call vote to direct staff to stay with the existing design (brick design) of the Huntington Drive and Second Avenue Bridge. AYES: Council /Agency Member Harbicht, Chandler, Segal and Amundson NOES: Council Member Kovacic ABSENT: None Beth Costanza, Executive Director of the Arcadia Chamber of Commerce presented a power point presentation and discussed ideas of upgrades and betterments to the train station; she explained the Station Committee's desire to use the Santa Anita Race Track as a center landmark in order to establish a strong identity for the Arcadia station; she suggested the use of the race track canopy colors and art designs in the station including the frieze, benches and fences, and read a letter from Santa Anita Race Track committing to help with funding in the amount of $20,000 to $25,000 to the design features that would represent the Race Track. Mr. Penman responded to concerns expressed by the City Council regarding final costs of the new station elements; he clarified that the Gold Line allocated $120,000 for the station and any additional cost would have to come from other funds. Following discussion, by consensus of the City Council, direction was given to staff to finalize the station element costs with the Gold Line; including the color of the canopies, benches and frieze along the fences, and bring a report back to the City Council at a future date. ADJOURNMENT The City Council /Redevelopment Agency adjourned this meeting at 8:40 p.m. to Tuesday, June 1, 2010, 6:00 p.m. in the City Council Chamber located at 240 W. Huntington Drive, Arcadia. By: 5 James H. Barrows, City Clerk „9-„ 52:0076 Lisa Mussenden Chief Deputy City Clerk/Records Manager 05 -18 -10