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HomeMy WebLinkAboutJuly 5, 2007~~~""~+ MEETING AGENDA ~~~ Arcadia City Council and Redevelopment Agency ~"„~,,a=a' ~ TUESDAY, ]ULY 5, 2005 This agenda contains a summary of each item of business which the Council may discuss or act on at this meetlng. The compiete staff report and all other written documenWdon relating to each item on this agenda are on file in the office of the City Clerk and the reference desk at the Arcadia Public Library and are available for public inspection and review. If you have any questions regarding any matter on the agenda, please call the office of the City Clerk at (626) 574-5455. In compliance with the Amerirans with Disabilities Act, if you need special assistance to participate in a Ciry Council meeting, please contact the City Manager's office at (626) 574-5401 at least three (3) business days before the meetlng or time when special services are needed. This notification will help City staff in making reasonable arrangements to provide you with access to the meeting. 6:00 p.m., City Council Chamber Conference Room ROLL CALL AUDIENCE PARTICIPATION -(5 minutes per person) CLOSED SESSION a. Conference with Real Property Negotlators (Government Code Section 54956.8) Praperty: 55 W. Huntington Drive 21 Morlan Place 28 W. Santa Clara 41 W. Huntington Drive 35 W. Huntington Drive 27 W. Huntington Drive 101 W. Huntington Drive 103 W. Huntington Drive Property Owner: Paul Rusnak Hann Ling Shaw (Church in Arcadia) Don and Ray Dahlgren Mrs. Robert ]ohannsen/Manuel De ]esus Romero Gary and Dan Braun (35 W. Hundngton Partners) Richard Fisher (Templekadian) Charles Frandwn )ames Dorr Negotiating Parties - Agency Deputy Executlve Diredor and Economic Development Manager Under Negotiation - Price and terms of payment b. Pursuant to Government Code Section 54957.6 to confer about labor contract negotiatlons - California Teamsters Public, Professional and Medical Empioyees' Union 911 (Confidential, Supervisor, Professional and General Employee Unit and Public Works Employee Unit), Arcadia Police Officers' Association, Arcadia Firefighters' Association, and unrepresented employees: Department Heads, Division Managers, Supervisors, and Part-time Employees (Ciry Negotiators: William W. Floyd and Tracey Hause. 7:00 p.m. in the Council Chamber INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL SUPPLEMENTALINFORMATION FROM STAFF REGARDING AGENDAITEMS MOTION TO READ ALL ORDINANCES/RESOLUTIONS BY T1TLE ONLY AND WAIVE READING IN FULL 1. PUBLIC HEARING - CITY COUNCIL a. Ordinance No 2208 - An Ordinance of the Ciri Council of the Citv of Arcadia. California amendinq the Arcadia Municioal Code relating to eledrical code requlations. Remmmendation: Adopt AUDIENCE PARTICIPATION -(5 minutes per person) REPORTS FROM ELECTED OFFICIALS ~ 2. CONSENT CALENDAR - ARCADIA REDEVELOPMENT AGENCY a. Minutes of the ]une 21. 2005 Reaular Meetinq. Recommendatlon: Approve CONSENT CALENDAR - CITY COUNCIL b. Minutes of the June 21 2005 Reaular Meetina ~ ~ Recommendation: Approve c. Renewal of Local Emeraency Proclamation for Winter Storm Damaae. Recommendation: Approve d. Authorize the Citv Manaqer to enter into an aoreement with the Arcadia Chamber of Commerce in the amount of $55.000. Recommendation: Approve e. Authorize the Ciri Manaaer to award a ourchase order contract to Baker & Taylor for the ourchase of books video and music orodutts for the Arcadia Public Librarv in the amount of $120,000. Recommendation: Approve f. Award a six (6~ month ourchase order contrdct extension to Huahes Supply for the purchase of valves brass fittinas and related accessories for the Citv's water distribution svstem in the amount of 56 990. Recommendation: Approve g. Award a one (1) vear ourchase order contract extension to Ernie's Auto Parts for the ourchase and deliverv of automotive reoair oarts for Ciri vehicles in the amount of 555.000. Recommendation: Approve h. Award a ourchase order contract extension to Daniels Tire Service for the ourchase of tires and associated accessories for City vehicles in the amount of S36 000. Recommendation: Approve i. Award a contract extension for a Professional Services Aareement to 8ucknam & Associates Inc. for the 2005/2006 Pavement Manaaement Prooram update in the amount of $24 824. Recommendation: Approve j. Authorize the Citv Manaaer to enter into a contract with D& J Foothill Elec[rical Contractors Inc. for concrete work for the Fire Station Relocation in the amount of g51.153. Recommendation: Approve k. Authorize the CiN Manaoer to enter into a contract with Alliance Streetworks Inc for the Street Rehabilitation of Santa Anita Avenue and Sunset Boulevard in the amount of ~598 836 30. Recommendation: Approve Acceotance of $4.000 arant funds from Gettv Foundation to the Ruth and Charles Gilb Arpdia Historical Museum. Recommendation: Approve m. Ordinance No. 2207 - An Ordinance of the CiN Councii of the City of Arcadia Califomia amendina Chaoter 7 of Article IX of the Arcadia Municipal Code reaarding the oreservation of oak trees. Recommendation: Adopt AD70URNMENT The Ciry Council will adjourn this meeUng to ]uty 19, 2005, 6:00 p.m. in the Council Chamber Conference Room. ANNOTATED AGENDA `"}P~`"`' Arcadia City Council and y.,,.,..#, Redevelopment Agency ~ 0~~e1~> atM°~' TUESDAY, JULY 5, 2005 CLOSED SESSION ~ a. Conference with Real Property Negotiators (Government Code Section 54956.6) Property: 55 W. Hundngton Drive 21 Morlan Place 28 W. Santa Clara 41 W. Huntington Drive 35 W. Huntington Drive 27 W. Huntlngton Drive 101 W. Huntington Drive 103 W. Huntington Drive Property Owner. Paul Rusnak Hann Ling Shaw (Church in Arcadia) Don and Ray Dahlgren Mrs. Robert Johannsen/Manuel De ]esus Romero Gary and Dan Braun (35 W. Huntington Partners) Richard Fisher (Templekadian) . Charles frandson James Dorr Negotiating Parties - Agency Deputy Executlve Direc[or and Economic Development Manager Under Negotiadon - Price and terms of payment ~~~ ~ No reportable action b. Pursuant to Government Code Section 54957.6 to confer about labor contract negotiations - California Teamsters Public, Professional and Medical Employees' Union 911 (Confidendal, Supervisor, Professional and General Employee Unit and Public Works Employee Unit), Arcadia Police O~cers' No reportable Associatlon, Arcadia Firefghters' Association, and unrepresented employees: Departrnent Heads, action Division Managers, Supervisors, and Part-tlme Employees (City Negotiators: William W. Floyd and , Tracey Hause. MOTION TO READ ALL ORDINANCES/RESOLUTIONS BY TITLE ONLY AND WAIVE READING IN FULL A motion was made by Council Member seconded by Council Member and carried without APPROVED objection to read all ordinances/resolu[ions by title only and waive reading in full. 5- D 1. PUBLiC HEARING - CITY COUNCIL a. Ordinance No 2208 - An Ordinance of the CiN Council of the CiN of Arcadia California amendina the APPROVED Arcadia Municioal Code relatino to electrical mde reaulations 5- 0 Recommendatlon: Adop[ 2. CONSENT CALENDAR - ARCADIA REDEVELOPMENT AGENCY a. Minutes of the ]une 21, 2005 Rea ular Me etincl APPROVED Recommendation: Approve 5 - 0 CONSENT CALENDAR - CITY COUNCIL b. Minutes of the June 21 2005 Rea ular Me etina ~ APPROVED Recommendation: Approve 5 - 0 c. Renewal of Local Emeraencv Proc lamatio n for Wi nter S[orm Damaoe APPROYED Recommendation: Approve 5 - 0 d. Authorize the Ciri Manager to en ter into an aore ement with tfie Arcadia Chamber of [ommerce in the APPROVED amount of 555.000 5- 0 Recommendation: Approve e. Authorize the CiN Manager to aw ard a o urchase order contract to Baker & Taylor for the purchase of APPROVED books video and music oroducts for the Arcadia Publit Librarv in the amount of 8120 000 5- 0 Recommendation: Approve f. Award a six (6) month ourchase order contract extension to Hughes Suoolv for the purcha e of valves brass fittings and related accessories for the CiN's water distnbution svstem in the amount of APPROVED g56.990. 5 - 0 Rxommendatlon: Approve g. Award a one (1) vear ourchase order mntract eutension to Ernie's Auto Parts for th p~rcha~ and APPROYED ~eliverv of automotive repair DarLS for CiN vehides in the amount of SSS.D00 5- 0 Recommendation: Approve h. Award a ourchase order mntract extension to Daniels Tire Service for the ourchase of tires and pppROVED associated accas~ories for CiN vehicles in the amount of E36 000 5- 0 Recommendadon: Approve i. Award a contract eatension for a Prof ional 5 rvi Aor m nt to B k nam & Asso iat In for pppROVED Me 2005/2006 Pavemen[ Mana aement Prooram up date in the amount of 524 824 5- 0 Recommendation: Approve j. Authorize the CiN Manaaer to e nter into a contract with D&] Foothill I c[ri al ontractors Inc for APPROVED convete work for the Fire Stati on Reloradon in the amount of S51 1 5- 0 Recommendatlon: Approve k. Authorize the Cib Manager to e nter into a contract with Alliance Streehvo rks In for th St r pppROVED Rehabilitation of San Anita Av n and n t Bo ul vard in th amount of S B 836 30 5- 0 Recommendation: Approve 1. Acceotance of 34 000 arant f~n ds from Gettv Found ation [o the R~th and ha rles ilb Ar -dia APPROVED Historical Museum 5 - 0 - RecommendaGOn: Approve m. i~romance rvo RUl - An OftllnaflCO Of the Ci(y Co~ 'I f ~f, riri of Arcadia Califomia ndina APPROVED Chao[er 7 of Article IX of the Arcadia M~~ I r d reaardina th *' f 4 r 5- 0 .> . _ , _ aroosz .~•~ ~00 MINUTES _ = ARCADIA CITY COUNCIL/REDEVELOPMENT AGENCY ~ . ~~~' REGULAR MEETING Tuesday, ]uly 5, 2005 6:00 p.m., City Council Chamber Conference Room ROLL CALL PRESENT: Council/Agency Members Chandler, Kovacic, Marshall, Segal, and Wuo ABSENT: None AUDIENCE PARTICIPATION -(5 minutes per person) CLOSED SESSION a. Conference with Real Property Negotiators (Government Code Section 54956.8) Property: 55 W. Huntingtan Drive 21 Morlan Place 28 W. Santa Clara 41 W. Huntington Drive 35 W. Huntington Drive 27 W. Huntington Drive 101 W. Huntington Drive 103 W. Huntington Drive Negotiating Parties - Agency Property Owner: Paul Rusnak Hann Ling Shaw (Church in Arcadia) Don and Ray Dahlgren Mrs. Robert ]ohannsen/Manuel De Jesus Romero Gary and Dan Braun (35 W. Huntington Partners) Richard Fisher (Templekadian) Charles F2ndson James Dorr Deputy Executive Director and Economic Development Manager Under Negotiation - Price and terms of payment b. Pursuant to Government Code SecYion 54957.6 to confer about labor contract negotiations - California Teamsters Public, Professional and Medical Employees' Union 911 (Confidential, Supervisor, Professional and General Employee Unit and Public Works Employee Unit), Arcadia Police Officers' Association, Arcadia Firefighters' Association, and unrepresented employees: Department Heads, Division Managers, Supervisors, and Part-time Employees (City Negotiators: William W. Floyd and Tracey Hause. 7:00 p.m. in the Council Chamber INVOCATION PLEDGE OF ALLEGIANCE ROLL ULL Michael Evans, Holy Angels Catholic Church Roberta White, Recreatlon and Community Services Director PRESENT: Council/Agency Members Chandler, Kovacic, Marshall, Segal, and Wuo ABSENT: None SUPPLEMENTAL INFORMATION PROM STAFF REGARDING AGENDA ITEMS None. 07-05-05. ,~ . _ REPORT FROM CLOSED SESSION 47:0063 Steve Deitsch, City Attomey, reported that the Redevelopment Agency did not take any reportabie action regarding item a. on the Closed Session Agenda; the City Council continued its discussion of item b. on the Closed Session agenda to the end of this evening's meeting. MOTION TO READ ALL ORDINANCES/RESOLUTIONS BY TITLE ONLY AND WAIVE READING IN FULL A motion was made by Council Member Chandler, seconded by Council Member Segal, and carried without objection to read all ordinances/resolutlons by title only and waive reading in full. 1. PUBLIC HEARING - CITY COUNCIL a. Ordinance No. 2208 - An Ordinance of the City Council of the Citv of Arcadia. California, amending the Arcadia Municioal Code relatina to eledrical code reaulations. Recommendation: Adopt Staff Report The staff report was presented by Don Penman, Assistant City Manager/Development Services Director, and Greg Ger~ach, Building Official. Staff noted that the City Council at iks June 7, 2005 meeting introduced Ordinance No. 2208 recommending adoption of the 2004 California Electrical Code and the 2003 editlon of the International Code Council Electric Code, Administrative Provisions with amendments; staff has met all state requirements for publit hearing notices on this item. Public Hearing None. Testimony Motion to Close A motion to close the public hearing was made by Council Member Chandler, seconded by Council Member Public Hearinq Marshall, and was carried unanimously. Council None. Deliberation Motion A motion was made by Council Member Chandler, seconded by Council Member Marshall, and carried on roll cali vote to adopt Ordinance No. 2208, an Ordinance of the City Council of the City of Arcadia, California, amending Chapter 3 of Article VIII of the Arcadia Municipal Code relating to electrical regulations and adoptlng by reference the 2004 California Eledrical Code. Roll Call Ayes: Council/Agency Member Chandler, Kovacic, Marshall, Segal, and Wuo Noes: None AUDIENCE PARTICIPATION -(5 minutes per person) Beth Costanza, Arcadia Chamber of Commerce, appeared to comment on the success of Arcadia's 4th of July event. Russ Garside, Arcadia Chamber of Commerce, appeared to comment regarding the Arcadia's Chamber of Commerce mission statement, and to urge certain traffic, parking, and impact studies for any potentlal developments at the We~eld Shopping Center and Santa Anita Park.. REPORTS FROM ELECTED OFFICIALS CHANDLER Commented on the success of the 4th of July event and thanked City staff members Bill Kelly and Linda Garcia. KOVACIC Expressed thanks for the staffs hard work in the success of the City's 4th of July event; noted the community commentr that Council has received regarding the upcoming developments at Santa Anita Race Track and We~eld Shopping Center; he noted that there will be many opportunities for the public to comment on the projects. 2 07-OS-05 ~T ~ . ~ 4~.~~64 MARSHALL Noted the suaess of the City's 4th of 7uly even[; announced the Summer Concert Series in the Park starting on July 7th; noted the Military Tribute sign and dedication, Battle of the Boards and Bands and the Tail Waggin' Fun in the Sun - Eisenhower Park. SEGAL Thanked City staff for the success of the 4th of July event; Congratulated newly sworn-in Police Chief Bob Sanderson. WUO Acknowledged the new Police Chief Bob Sanderson who was sworn-in on Wednesday, recognized several businesses in the community who were feted at local eventr; commented on the success of the 4th of July event and thanked staff and Council for their efforts, he also thanked the community contributors and sponsors of the events; encouraged young people to get involved in the City's Recreation Programs. 2. CONSENT CALENDAR --ARCADIA REDEVELOPMENT AGENCY . a. Minutes of the June 21. 2005 Reaular Meetina. ~ Recommendation: Approve CONSENT CALENDAR - CITY COUNCIL b. Minutes of the June 21. 2005 Reaular Meetina Recommendation: Approve c. Renewal of Local Emergency Proclamation for Winter Storm Damac~e. Recommendation: Approve d. Authorize the CiN Manaaer to enter into an aareement with the Arcadia Chamber of Commerce in the amount of $55.000. Remmmendation: Approve e. Authorize the City Manaoer to award a ourchase order conhact to Baker & Tavlor for the ourchase 2f books video and music oroducts for the Arcadia Public Librarv in the amount of g120 000. Recommendatlon: Approve f. Aw~rd a six (6) month ourchase order contract extension to Huahes Suoolv for the purchase of ~Ives brass fittinas and related accessories for the Citv's water distribution svstem in the amount of g56,990• Recommendation: Approve g. Award a one {1) year ourchase order contract eMension to Ernie's Auto Parts for the purcha~ and ~eliverv of automotive reoair parts for Citv vehicles in the amount of ~55 000. Recommendation: Approve h. Award a ourchase order contract eMension to Daniels Tire Service for the ourchase of tires and associated accessories for Citv vehicles in the amount of $36.000. Recommendation: Approve i. Award a contract eMension for a Professional Services Aareament to Bucknam & Associates Inc for the 2005/2006 Pavemen[ Manaaement Program uodate in the amount of S24 824. Recommendation: Approve j. Authorize the Ci~y Manaaer to enter into a contract with D&] Foothill Electrical Contrac[ors Inc for concrete work for the Fire Station Relocation in the amount of 51 153. Recommendation: Approve 07-05-05 ~ , _ y 47:0065 k. Authorize the Citv Manager to enter into a contract with Alliance Streehvorks. Inc. for the Street Rehabilitation of Santa Anita Avenue and Sunset Boulevard in the amount of 4598.836.30. Recommendatlon: Approve Ac ec otance of 84.000 grant funds from Getty Foundation to the Ruth and Charles Gilb Arcadia His[orical Museum.' Recommendation: Approve m. Ordinance No. 2207 - An Ordinance of the Citv Council of the Citv of Arcadia California. amendinq CFiapter 7 of Article IX of the Arwdia Municioal Code regarding the oreservation of oak hees. Recommendation: Adopt Motion A motion was made by Agency/Council Member Segal, semnded by Agency/Council Member Marshall, and carried on roll call vote to approved items 2.a. through 2.m. on the Redevelopment Agency/City Council Consent Calendars. Roll Call Ayes: Council/Agency Member Chandler, Kovacic, Marshall, Segal, and Wuo Noes: None AD70URNMENT At 7:37 p.m., the City Council recessed the Regular Meeting to continue a Closed Session item. At 5:15 p.m. the Regular Meeting was reconvened and the City Attorney announced that the City Council took no reportable action during it's Closed Session proceedings. The Regular Meeting was then adjourned to July 19, 2005, 6:00 p.m. in the Council Chamber Conference Room. James H. Barrows, City Clerk V~,~~e~. BY: Vida Tolman Chief Deputy Ciry Clerk/Records Manager 4 07-05-05 ~ , 0~ . e:v::'4i~v`oi ~ ~ STAFF REPORT Development Services Department July 5, 2005 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Dir to~ By: Donna Butler, Community Development Administrator~~~~ Greg Gerlach, Building Official ~} 6. SUBJECT: Ordinance No. 2208 amendinq Chapter 3 of Article VIII of the Arcadia Municipal Code relatinp to electrical reuulations and adoptinp bv reference National Fire Protection Association; and, adoptinq bv reference the 2003 edition of the International Code Council (ICC) Electrical Code, Administrative Provisions. Chaaters 1-10 and 13, aublished and adopted bvthe International Code Council. Recommendation: Adopt Ordinance No. 2208 SUMMARY Adoption and changes to the electrical code require a different process underthe law than other types of code adoptions or code changes. The first step in the process is the introduction and the first reading of the ordinance followed by the scheduling of a future public hearing to adopt the ordinance. The City Council at its June 7, 2005 meeting introduced Ordinance No. 2208 recommending adoption of the 2004 California Electrical Code and the 2003 edition of the International Code Council (ICC) Electrical Code, Administrative Provisions with amendments. Ordinance 2208 Page 1 of 2 July 5, 2005 Per state requirement, the public hearing notice was published twice in a newspaper of general circulation on June 30, 2005 and July 4, 2005. The Development"Services Department recommends adoption of Ordinance No. 2208 as set forth below. If the City Council adopts Ordinance No. 2208 the ordinance will become effective 31 days after adoption. RECOMMENDATION The City Council should: Adopt Ordinance No. 2208, an Ordinance of the City Council of the City of Arcadia, California, amending Chapter 3 of Article VIII of the Arcadia Municipal Code relating to electrical regulations and adopting by reference the 2004 California Electrical Code, including tables and State of California amendments applicable to local jurisdictions, published and adopted by the National Fire Protection Association; and, adopting by reference the 2003 edition of the International Code Council (ICC) Electrical Code, Administrative Provisions, Chapters 1-10 and 13, published and adopted by the International Code Council. Approved By: ~ William R. Kelly, City Manager` Attachments:Ordinance No. 2208 Ordinance 2208 Page 2 of 2 July 5, 2005 ORDINANCE NO. 2208 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING CHAPTER 3 OF ARTICLE VIII OF TI~ ARCADIA MUNICIPAL CODE RELATING TO ELECTRICAL REGULATIONS AND ADOPTING BY REFERENCE TI~ 2004 CALIFOItNIA ELECTRICAL CODE, INCLUDING TABLES AND STATE OF CALIFOItNIA AMENDMENTS APPLICABLE TO LOCAL NRISDICTIONS, PUBLISHED AND ADOPTED BY THE NATIONAL FIRE PROTECTION ASSOCIATION; AND, ADOPTING BY REFERENCE THE 2003 EDITION OF THE INTERNATIONAL CODE COUNCIL (ICC) ELECTRICAL CODE, ADMIl~IISTRAITVE PROVISIONS, CHAPTERS 1-10 AND 13, PUBLISHED AND ADOPTED BY Tf~ INTERNATIONAL CODE COUNCIL THE CITY COUNCIL OF TI~E CITY OF ARCADIA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: SECTION 1. Chapter 3 of Article VIII of the Arcadia Municipal Code is hereby deleted in its entirety. SECTION 2. A new Chapter 3 is hereby added to Article VIII of the Arcadia Municipal Code to read as follows: CHAPTER 3 ELECTRICAL CODE PART 1 ADOPTION 8310 ADOPTION The City Council hereby adopts, by reference, as the eleclrical regulations for 1 the City the 2004 Califomia Electrical Code, including tables and State of Califomia amendments applicable to local jurisdicrions, published and adopted by the National Fire Protecrion Association. The code shall govern, regulate and control all of the activides therein referred to and the same is made a part of this Chapter as though set. forth in this chapter in full. One (1) copy of said Code is on file in the office of the C'ity Clerk for use and examination by the public. PART2 ADOPTION 8320 ADOPTION Subject to certain changes and amendments as hereinafter set forth in this Chapter, the City Council hereby adopts, by reference, as the administrarive regulations for the California Electrical Code the 2003 edirion of the International Code Council (ICC) Electrical Code, Administrative Provisions, Chapters 1-10 and 13, published and adopted by the Internarional Code Council. The ICC Electrical Code, Administra6ve Provisions, sha11 govem, regulate and control all of the activities therein referred to and the same is made a part of tlus Chapter as though set forth in this Chapter in fuli. One (1) copy of said code is on.file in the office of the City Clerk for use and examinarion by the public. 2 PART 3 PURPOSE 8330 PURPOSE The purpose of this code is to provide minimum standards to safeguard life or limb, health, property and public welfare by regulating and controlling the design, construction, quality of materials, erection, installation, alteration, repair, locarion, relocarion, replacement, addition to, use or maintenance of any electrical system within the City. PART 4 ADDITIONS, DELETIONS AND AMENDMENTS 8340 AMENDMENT, ADDITIONS, AND DELETIONS The ICC Electrical Code, Administrarive Provisions, aze aznended to read as follows:' 8340.1 ADDITION Section 304 is added to Chapter 3 of the ICC Electrical Code, Administrarive Provisions, to read as follows: 304 Board of Appeals. Appeals of orders, decisions or determinations made 3 by the Building Official relating to the application and interpretarion of ttus code shall be as specified in the Arcadia Building Code. 8340.2 AMENDMENT Section 402.5 in Chapter 4 of the ICC Electrical Code, Administrative Provisions, is amended to read as follows: 402.5 Expiration of plan review. Applications for which no permit is issued within 180 days following the date of application shall expire by limitation, and plans and other data submitted for review may thereafter be returned to the applicant or destroyed by the Building Official. The Building Official may extend the time for action by the applicant for a period not exceeding 180 days on written request by the applicant showing that circumstances beyond the control of the applicant have prevented action from being taken. An application shall not be extended more than once. In order to renew action on an application after expiration, the applicant shall resubmit plans and pay a new plan review fee. 8340.3 AMENDMENT Section 403.2 in Chapter 4 of the ICC Electrical Code, Administrative Provisions, is amended to read as follows: 403.2 Expiration of permit. Every permit issued by the Building Official 4 under the provisions of this code shall expire by limitation and become null and void if the work authorized by such pernrit is not commenced within 180 days from the date of such permit, or if the work authorized by such pemut is suspended or abandoned at any time after the work is commenced for a period of 180 days. Before such work can thereafter be recommenced, a new permit shall be first obtained to do so, and the fee therefor shall be one half the amount required for a new permit for such work, provided no changes have been made or will be made in the original plans and specification for such work, and provided further that such suspension or abandonment has not exceeded one year. In order to renew action on a permit after expirarion, the permittee sha11 pay a full new permit fee. A permittee holding an unexpired pernut may appiy for an extension of the time within which work may commence under that permit when the pemuttee is unable to commence work within the rime required by this section for good and satisfactory reasons. The Building Official may extend the time for acfion by the permittee for a period not exceeding 180 days upon written request by the pernuttee showing that circumstances beyond the controi of the permittee have prevented action from being taken. Permits sha11 not be extended more than 5 once. 8340.4 DELETION Section 403.3 is deleted from Chapter 4 of the ICC Electrical Code, Administrarive Provisions. 8340.5 AMENDMENT Section 404.2 in Chapter 4 of the ICC Electrical Code, Administrative Provisions, is amended to read as follows: 304.1 Plan review and permit fees. A fee for each electrical plan review or electrical permit shall be paid to the City in an amount established by City Council Resolurion. 8340.6 AMENDMENT Section 404.3 in Chapter 4 of tt~e ICC Electrical Code, Adrninistrative Provisions, is amended to read as follows: 404.3 Investigation fees: work without a permit. Whenever any work for which a pernut is required by this code has been commenced without first obtaining said pernut, a special investigation shall be made before a permit may be issued for such work. An investigarion fee, in addirion to the permit fee, shall be collected whether or 6 not a permit is then or subsequently issued. The invesrigation fee shall be equal to the amount of the pernut fee required by this code. The payment of such invesrigation fee shall not exempt any person from compliance with all other provisions of this code nor any penalty prescribed by law. 8340.7 AMENDMENT Secrion 404.5 in Chapter 4 of the ICC Electrical Code, Administrative Provisions, is amended to read as follows: 404.5 Fee refund. The Building Official may authorize refunding of any fee paid hereunder which was erroneously paid or collected. The Building Official may authorize refunding of not more than 80 percent of the permit fee paid when no work has been done under a pemut issued in accordance with this code. The Building Official may authorize the refunding of not more than 80 percent of the plan review fee paid when an application for a pernut for which a plan review fee has been paid is withdrawn or cancelled before any plan reviewing is done. 7 The Building Official shall not authorize refunding of any fee paid except on written application filed by the original pernutee not later than 180 days after the date of fee payment. 8340.8 ADDITION Secrion 404.6 is added to Chapter 4 of said ICC Electrical Code, Administrative Provisions, to read as follows. 404.6 Reinspection fee. A reinspection fee may be assessed for each inspection or reinspection whenever work for which inspection is called is not complete or when corrections called for are not made. A reinspection fee may be assessed when the approved plans are not readily available to the inspector; for failure to provide access on the date for which inspection is requested, or for deviating from the approved plans. The work shall not be inspected until a reinspection fee is paid to the City in an amount established by City Council Resolution. 8340.9 ADDITION Section 802 is added to Chapter 8 of said ICC Electrical Code, Administrative Provisions, to read as follows. 8 802.0 Release of electrical "service. A new electrical service shall not be approved for connecrion to the supplying electrical utilities' system undl all applicable laws and City requirements, conditions and ordinances have been complied with unless approved by the Building Official. SECTION 3. The City Clerk shall certify to the adoption of this ordinance and shall cause a copy of the same to be published in the official newspaper of said City within fifteen (15) days after its adoption. Passed, approved and adopted this Sth day of July ~ 2045. ISI J~HN VVU4 Mayor of the City of Arcadia ATTEST: ISI J~4MES H. ~d~RR01NS c~ri ci~k APPROVED AS TO FORM: w C~~ ~• r ~ City Attorney 9 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS: CTTY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Ordinance No. 2208 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 regulaz meering of said Council held on the Sth day of July, 2005 and that said Ordinance was adopted by the following vote, to wit: AYES: Councilmember Chandler, Kovacic, Mazshall, Segal and Wuo NOES: None ABSENT: None /S! JAMES H. ~RROWS City Clerk of the City of Arcadia 10 j~' / '~ " ~ ~ ~ U~ - f~"°°Rp°~Sg9~~°°~ STAFF REPORT Office of the City Clerk DATE: February 1, 2005 TO: Honorable Mayor and Members of the City Council FROM: Vida Tolman, Chief Deputy City Clerk/Records Manager~ SUB]ECT: PROCLAMATION OF LOCAL EMERGENCY _ . , . Recommendation: Renew the Director of Emergency Services issuance of a local emergency proclamation. SUMMARY: Ordinance No. 1432 of the City of Arcadia empowers the Director of Emergency Services to proclaim the existence or threatened existence of a local emergency when said City is affected or likely to be affected by a public calamity and the Gty Council is not in session. - -- -- e DirecEor of Emergency Services (Diredor) of the Gty of Arwdia found that conditions of extreme peril to the safety of persons and property arose within Arcadia caused by torrential rain, which began on January 8, 2005. The Director signed and issued a local emergency proclamation on January 13,.2005 (see attached). Pursuant to Ordinance No. 1432, Section 2213.2.1., whenever a local emergency is proclaimed by the Director, the ~ty Council shall take action to ratify the proclamation within seven (7) days thereafter or the proclamation shall have no further force or effect. In addition, the City Council must act to renew the proclamation at each of their subsequent meetings until final termination of the emergency. At their January 18, 2005 meeting, the City Council acted to approve the local emergency proclamation via Resolution No. 6459, which reads as follows: A RESOLUI"ION OF THE C1lY COUNCIL OF THE C1TY OF ARCADIA, CALIFORNIA, RATIFYING THE PROCLAMATION OF THE DQSTENCE OF A LOCAL EMERGENCY WITHIN SAiD CIiY PERTAINING TO THE TORRENTL4L RAIN AND RELATED MATfERS COMMENCING ON JANUARY 8, 2005. RECOMMENDATION: It is stafF's recommendation .that the City Council act to renew the local emergency proclamation by again approving Resolution No. 6459. APPROVED: '^"~' '~ William R. Kelly, City Manager Page 1 of 1 . ° CITY OF ARCADIA PROCLAMATION c .• WHEREAS, Ordinance No. 1432 of the City of Arcadia empowers the Duector of Emergency Services to proclaim the existence or threatened existence of a local emergency when said City is affected or likely to be affected by a public calamity and the City Council is not in session, and; WT3EREAS, the Director of Emergency Services of the City of Arcadia does heTeby find; that conditions of exireme peril to the safety of persons and property have arisen within said City caused by torrenrial rain; which began on the 8`h day of January, 2005. and; That these conditions aze or are likely to be beyond the control of the services, personnel, equipment and facilities of said City, and; That the City Council of the City of Arcadia is not in session and cannot unmediately be called into session; NOW, THEREFORE, IT IS HEREBY PROCLAIMS that a local emergency now exists throughout said City, and; IT IS FCTRTHER PROCLAIMED AND ORDERED that during the existence of said local emergency the powers, functions and duties of the emergency organization of the this City shall be those prescribed by state law, by ordinances and resolurions of this City, and; that this emergency proclamation shall eacpire in 7 days after issuance unless confinued and ratified by the governing body of the City of Arcadia. January 13, 2005 By: C~l~ b~ William R. Kelly City Manager/Director of Emergency Services RESOLUTION N0. 6459 A RESOLUTION OF 'TI~ CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORl~]IA, RATIFYING TI~ PROCLAMAT'ION OF 'THE EXISTENCE OF A LOCAL EMERGENCY WITHIN SAID CITY PERTAINING TO TF~ TORRENTIAL RAIN AND RELATED MATTERS COMMENCING ON JANUARY 8, 2005 . WHEREAS, Ordinance No. 1432 of the City of Arcadia empowers the Director of Emergency Services to proclaim the existence or threatened existence of a local emergency when the City Council is not in session, subject to ratification by the City Council within seven (7) days; and WI~REAS, conditions of extreme peril to the safety of persons and property have. arisen within this City,. caused torrenfial rain commencing~ on January 8, 2005, at which time the City Council was not in session; and WE~REAS, said City Council does hereby find that the aforesaid conditions. of extreme peril did warrant and necessitate the proclamation of the e~stence of a local emergency; and WHEREAS; the Director of Emergency Services did proclaim the existence of a local emergency within said City on the 13`~' day of January, 2005. NOW, TI~REFORE, TF~ CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: 1 SECTION 1. That said local emergency proclamation is hereby ratified and confirmed by the Arcadia City. Council and shall be deemed to continue to e~st untii its ternunation is proclaimed by the City Council of the City of Arcadia, State of Califomia. SECTION 2. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this 18th dgy Of January ~ 2005. . ~~ ~ i4d~ ~~ ~e ~o~~V~~ . . Mayor of tlie City of Arcadia ATTEST: /S! JAMES H. ~~RRO~~S City Clerk. APPROVED AS TO FORM: c~~-~. ~. ~~P .O.c,Q, City Attorney 2 t' STATE OF CALIFOitNIA ) COUNTY OF LOS ANGELES ) SS: CIT'Y OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the Ciry of Arcadia, hereby certifies that the foregoing Resolution No. 6459 was passed and adopted by the City Coi.mcil of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meetmg of said Council ~held on th~8th day of January; 2005 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 - ,~- -~~-H~~R~l~'~ rty er of the City of Arcadia 3 ~ ! ~ . A ~~~'ORATID9~ - ""° ~°°" STAFF REPORT Development Services Department DATE: July 5, 2005 TO: Mayor and Ciry Council FROM: Don Penman, Assistant City Manager/Development~rvices Directo~ By: Brian Saeki, Economic Development Manager SUBJECT: Aqreement for Services - Arcadia Chamber of Commerce Recommendation: Approve SUMMARY The Chamber of Commerce assists the City's economic development and marketing activities pursuant to an annual Agreement For Services contract. The Chamber's required report on their performance under this year's contract (2004-2005) is provided as Attachment 1. The Chamber has requested a continuation (Attachment 2) of the contribution provided by the City ($55,000) for services provided by the Chamber. Staff recommends approval of the Agreement for Services with the Chamber for FY 2005-06 (Attachment 3). DISCUSSION The Chamber has been providing certain services as follows: 1. Provides reference and referral information on the City to brokers, realtors, merchants, business operators, interested public and new Arcadia residents. 2. Prepares the monthly Community Calendar, monthly Business Hotline Newsletter, annual Arcadia Civic Directory, biannual City map (2006) and Arcadia Business Directory which has now become an annual publication. 3. Organizes and operates an event in the Fall (Craft Faire or Environmental Expo) and Business Expo (May) to showcase City businesses and provides the City with a table at no cost at each event. 4. Provides organization and staffing support for the monthly Government Affairs, Business Networking meetings, Business Promotion Committee, Emergency Preparedness Committee, and the Multicultural Committee. 5. Provides organization of special Community meetings and forums, e.g., election candidates, school bond issues, etc. Staff Report Page 2 July 5, 2005 6. Prepares and submits an annual performance report regarding their activities. This is provided for Fiscal Year 2004-2005 as Attachment 1. In addition to the $55,000, the City also subsidizes the Chamber's annual rent at the City-owned facility at 388 West Huntington Drive. The lease is for five (5) years beginning December 13, 2001 and expiring December 12, 2006. The City can terminate the lease upon twelve (12) months' notice to the Chamber. FISCAL IMPACT The $55,000 ($50,880 in General Funds; $4,120 in Redevelopment Agency Funds) has been proposed in the Fiscal Year 2005-2006 budget. RECOMMENDATION: THAT THE CITY COUNCIL AUTHORIZE THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE ARCADIA CHAMBER OF COMMERCE FOR $55,000; IN A FORM APPROVED BY THE CITY ATTORNEY ~ William R. Manager ARCADIA CHAMBER OF COMMERCE PERFORMANCE REPORT TO THE CTTY OF ARCADIA FOR YEARS 2004 -2005 Pursuant to Attachment A of the Agreemern between the City of Arcadia {Cily) and the Arcadia CLamber of Commerce {Chamber) fihe Chamber 1~as provided the following s~vices to the City for year 2004 -2005. 2. PUBLIC RELATIONS/COMMIJNICATIONS a. The Cl~amber staffs a visitorlmfarmation service with professiomal personnel, open to the pablic a minimum of 8 hrnus per day, Monday tbmugh Friday, excluding holidays. b. Several hundred residems and business people pha~ne, w~i~te, fa~c, e-mail, look at our web site, or wallc imo the Chamba off'ice thraughout the mo~h requesting infocmation diredly regarding the City o£ Arradia. The Chamber answers questions, r~Onds to correspondence, ~ves refe-ials to City HaIl D~~, and aAher agencies duoughout ihe city. In March, our office answered ax least 600 phone calls far service and refercals. Updated maPs> directories, new resideot pacl~~s, business reloqtion pack~s and various odier City information is distrib~ed &om the CLamber office. The Chamber also pramares City Fire & Police information in the lobby, and is a sponeor of `Business Watch.,, c. 'I7~ Ci~amber staff maintains a Community Calendaz where appnaximately 70 loral organirations coordinate their events so tiraL schedaling con8icts do not azise. This community calendar is also talaen to monthly Coaununity Coordinafing Council Me~ings in order t~at membeis are updated with accarafe information, thus maintaining a current calendar of everns. Many of 8iese groups utilize the Chamber Boardroom as a.meeting place and last year over 135 meetinga were held here. d. The C6amber receives a moadily list of new Arcadia residents from the City's Water Department and Provides a welcome packet coataining City and Chamber i~arn~ation, Pa~ang r~tridions, the Sur~Pay Plaq and ivformation on the Pazamedic Program. e. I.ocal real esqte age~ts are provided with `~usiness relocation" paclcages from Uie Chamber for businesses iuterested in relocating in Arrddia. This package consists af a City maP, dvecb°IY, communitY econmruc profile and demographics, sample Chamber newsle~ers, c~sus information, etc. f. Tl~ Amadia Civic Directory is compiled, printed and circaL7ted by the Chamber every ather year. This popular pub&cation contains names, addresses, me~ing times and dates, etc. of local civic, cuhural, soc~al, educational, and business goups, as well as a list af cUurches, schoois, and loca! legislators. 'Ihe Chambes also keeps a listing of updated schoo] information, hateUmotel listings and wedding/party~ban4u~ referrals. g. The Z005 Direccory v~nll be delivered in eazly fall, 2005. (more infomiation imder business developmart) ~. The Cy~amber coordinates and conduds mo~ly ev~ts, mcluding Chaznber Mixers, ndworking breakfa.4ts, lmulies, board me~ings, and numera~s commiuee meetinf,s. These monRhly meetmgs and events bring together civic leadeis and city staff wrtL business people and private citizeos, providing positive inteiacaon and dialogue bdwcen local govemment and the community. ATTACHIVIENT 1 i. The Chamber works on the development and public relations of Huntington Crossing and completed the Dining, Lodging & F„rP.+~;.~,.~~r Guide widi Monrovia, Sierra MadTe & Pasadena to promote Wai area. The guides are at all the hotels, some restaurants, Sa~a Anita, the Community Center, ~c. July 2004 tha "Snmmer MADness Mixer° included Huntingtan Crossing hatels and restaucauts, & was hosted by the Monrovia, Arcadia & Ihafie Chambecs. J• ~~Ptronist, Chercy Liu, is 9uent in Maodarin and Lelps with our Multiculwial Ca~miGee, but hcx specialty is tcanslafiag for au office sfa~ and dealing with our large Asian population She spealcs Aunese to ow members or visRors almost eveay day. k. We have fhe capabilides to present a dynan~ic web site, but also to link to the City and to alt of aa 700 member businesses. Everything, fmm a list of inembers to all upcoming eve~s and new member appfications, is available on line now. We aze in the process of developiog a~r web site furdler widi Mr. Bob Itoper, a chamber meanber, who is showing us how to mai~ain our web site. 1. Our staff continues to be acdve in @te community and has attended such events as: SGV Economic Partnecship Meetings, Co~esences & Receptionv, and City Council Mcetings, in oider to be b~ter informed. Also, staff has att~ded community events such as: Snow Day, Fire Depai~eat Paacake Breakfasy ~~8 ~Y ~~~, Califomia Chamber Bnsiness I,egislative Sumnrit ia Sacramento, Senator Margett's Small Business Seminar, Assemblymember Liu's Small Business Seminar, San Gabriel Valley Association of Chamber Executives, to name a few. II. BUSINFSS DEVELOPMENT a 1he Ct~amber's Bu~ness Promdion Committce conducts several maj~ eveaLc a~ually, w~ich allow local businesses to mazk~ @ieir producis and services to the community. The Chamber cooidinates hangiug tl-e large bamets duoughouc U~e city to promote these events, ami heavify adve~tises and promates die eveAts by newsPapcx,l'V & individual flyers, and newsletter. On fhe thud vveekend in October 2004, the Chamber held it4 Amiial Craft Fair and Camival (miaus the CraB Fair) where over 10,000 panple attended. We wece tamed oat 8c the committee has decided nart to hold a caznival again in 2005. Instead, 8~e Chaznber will Soous efforts an A Taste of Arcadia 8t a aew projec~ the Fnvimnmeotai Eapo at Westfieid. b. Jaauary 29, 2005, a Health E~o vPas held at Westfield Shopping Town Santa Anita whe~e appraorimately SO local businesses and organi7ations, in~ludinS the City of Arcadia reoeiv@d aRStanding visibilily and exposure to apprmrimately 25,000 slu~ppets. As m prior Expos, a questionnaire was given to each P~~Pant to assess the succas of the event and to obtain suggestions and comments for future Business Expos. 17ie results of this survey were again very positive. The City is always provided with booths for City information, FD & PD tables, and PACFJDARE. c.' A City maP ~ P~~~b~ ~'~Y ~ Y~ bY the Chamber, and was published in late 2002 for the Centennial. 2Q000 copies wese printed and distributed. And we a~icipate t}~at we will begin sales agam carly m 2006. Valuable civic infoimation is included in du publication, along with over 70 business disP~Y advertiseme~ts. 'Ihe City DepaAmeats aad agencies receive copies of this map, and more whenever needed. Presern supply will g~ us through the end of 2005. ~„~ : , _~ t..~ d. Every other year the Chamber produces and distributes 15,000 capies of the Arcadia Business Directory. '[he 2005 Dir~cwry will be distributed in eazly fall 2005, with many copies to the City departme~s and agencies. e. The Chamber holds special community a~ business forums to keep Arcadia citizens aad businesses informed 'I'here was no electian for ei~er Ciry Council nor $chool, Board this year, and no fotums were needed. However, the Weslfield Projed & Can~so Plan aze being studied by the Chamber & we anticipate focums in ihe near future. 'Ihe Board of IJirednts have partidpated in informational sessions regacd'mg bofh projecxs. The chamber will give our businesses & community plem.y of chances to be heard regazding these areas of concem. The Chamber provides the CiLy with a column in fhe mo~lily newsiette~. 1Lis cotumn contains subjects, dates, times and lordtions of city sponsored eveots to tlie business community. In "News & Views", the Ciiy may slso include flyer inserts c~taining i~aamation on recycling, meetings, and special information. £ The Chamber has an Emergency Prepaxedness Commiuee ready to assist the City in an emergency. T~ Chamber Ea~rgency Opeiatiovs Ce~er would open ~no8 ~~~B~Y ~~isis. Disaster assessment pack~ets have bcen distn'buted to al! Arcadia businesees where key personnel have received instnidion on proper use and display of coa[ents. This "Disaster AssessmenY, Progam Permits e~ch Arcadia business w commnnicate the levei aFA~;~ra.+cs iequized to the proper agencies. 'Ihe Committa, Chaired by Elien Velasquez of Red Cross, is cauceatiy reorp~~"_^o due to ha e~ertise with the Florida Huriic~nes ]ast year. B~ is a member af the Red Cross DAT Commiuee & continues to take clas.ges to keep current. g. A commiuee coos'~~ of 15.volunteers, named the Chamber Ambassador Club, meets monthly & repor~s to ihe Boazd of Dim,ctors. Their duties consist of calling on about 60 Chaimber membecs per manth to monitor canceavs, assist as liaisons, help nnaintain good relatioos with meffibeis, and help retain members. Ambassadors take an adive role at all Chainber fi~ct+ons maldng membas gnests and prospective members feel welcome. Tliey are an e~eusion af staff and assis[ with ribbon cuttings/grand openings - avea~aging 3 per month - about evenfs 12 fvr the year. h. The Chamber's mo~thly newsletter is compiled, printed and mailed to 700 Chamber members as well as 75 non-members, oonsisting of PrasPectrve membecs, sunounding CLazubers, local legisiators, City de.partments and agencies and odier VIPs. It is mailed on the fust day of the month to reach most members by the Sm, and provides a variety of infotmation on basiness activities, local eve~s, legislatian, and commiuee reports. Infarmation on various subjeds suc~ as SBDC, SCORE, SBA, US and California Chambers of Commarce, aze among the many areas covered 'm ihe publiartion. A co~ is pmvided to the Ciky for City news, a~d 20+ copies af the newsletter are provided each moN~ to the City. Copies are sent out m our relocafion packets 8t visiYois to the chamber office pick them up daily. i. 'Ihe Chamber plays an adive role in assistmg the City in business recruitme~, expansion and retention. 'Chis is acoomplished by our Chamber s~ff who meets wifh business owneis and escecartives interestad in establishmg or relocating a business m Arcadia. The Board of Directors is presently listening to both Caruso & Weslfield regarding their proposals, aad will probably take a stand after more discussion &~rch. Questions reg~arding demograplucs, economic outlook, local policies, and ordinances aze answered by staff or teffeaed to City staff. New Arcadia basinesses are encauraged w pazticipaxe in Chamber functions and City meetiags to make them feel welcome in Arcadia. The Chaznber also provides inforn~ation to business ownets that is updated monthly and placed adjacent to the Casluer's Office. j. On the third Wednesday of every month, the Chamber provides a nehworking Br~xt for local businesses to attend and meet other business owners and managera. Duiing this 90 minutc'meeting, business people network and receive valuable.infom~ation from guest speakets, including such topics as: starting'& aP~~ Y~ business, financing a business, updated tax laws, setting 8c achie~'ln8 8oa18, and motivational speakers, too. The Fowth Wednesday Networking Lunch is the same format, and a similar number of pazticipants. 1. The Chamber encourages medings for the businesses of Swth Arcadia. Efforts to c~form that organization should be renewed this comiag year. m. 1Le Chamber Planning Conference in April was headlined by Bill Kelly & Marlene Cazney from the Cal Chamber. President Rnss Garside finished fhe conference and gave the board members some homework to bring back to the ne7rt meeting. Russ clearly wants to focus on what our members want & need. GOVERNII~NT/LEGISI,~ITIVE E. The C6amber's Government Affaiis Forum has in die past md once a moath and usually about 15 business people aitend w discuss cumeat & proposed business legislalion affeding local business, our City & Schnol Disfirid. Fedecal, State, Cowtty & local legislators or represe~ta~ves attend this meetiug to share inforniation & open dialog. During this reporting period, committee discussions have consisted of ihe following preseMaYions: Califomia Chamber of Commerce update, 'Ihe Gold Line, and often a fonun to discuss various ballot issues regarding business. Always there aze discussions on peading legislation & recomruendalions to legislators as to c~position or approval of certain bills. In . January, the Chamber joined forces with 19 neighboring Chainbecs & 9 State I.egislaYOrs for a I.egislative Powea Lunch atlended by 350 business people. F. In the mo~hly News 8t ~ews, the Govemment Affiirs Fonun is respons~ble for reviewia8 and recommending proposed business legislarion to the City, Chamber membership and local business as space is provided for these recommendations. Inserts from the Califomia Chamber Alert publication arc often incloded in our newsl~ter: G. The ChambePs Muhicultural CommitYee is active in the area of maldng inroads with the Asian Business CommvmtY, hoP~llY P~8 3he way for Asian owned businesses leam busmess procedures, mles 8c regulations operating in our town. The Intercaldual Dinner is also part of their responsibility. We have a represemative on au Board of Directars fmm CAABA.1be MulticulGual Committae presents severai Seminazs/workshops on doing business with ather eultures. In die P~ Y~', ~Y Presented an evening with John Wuo, & doing business wifh the Taiwanese caihure. This committee is going to merge wrth the Ambassadors for part of the year. H. Membership surveys are conduded throughout the year primazily through the newsle[te[ and ihe Ambass3dor prog[am. A responsibiliiy of d~e a*+hy.«nrs is~ upon completion of a member call, to fill out a survey card indicatmg local business coacerns, comments, suggestions and ather statistical daYa. This infom~ation is evaluated by tlie Ctiamber affi1 then passed on to appropriate Chamber committees and City sfaff. Additionally for your mformation: ,'I~ 3' : ?~.r ~ C~:ti:~Ti " - ~ci „~i Since July 1, 2004, the Chamber l~as: Purchased a new computer, added several new programs, bought new office furniture for the front office, and leased a new copy inachine. We now have a color pri~er on Bonnie's computer, too• Delegations from China visiting the US are few 8c far between now due to China tightening travel delegation procedures. They have in the past been iffkerested in Chambers of Commerce and City Govemmem aad we give them a quick briefing. Last November, a goup of Cl~amber M~bers went to China for two weeks. This trip was v~y enlightening and we have aaatLea one sche~led for November 2005. There will be oppordmities to me~ with Asian business people ducing aur visit, which could lead to further business. Our Exeartive board is exploring ~e concept of an Intemational Arcadia Chamber Me~bership and sevecal of our membeis aze going to help us in 8ds regard. There is also a anve to begin an Asian Arm of the Chamber, meetin8 with quitc a bit af e~husiasm in the Chamber. The Chaznber is assisting the City by providing volunteers for the gacnes & other positions for the Fourth of July Celebraxion. A list is kept in the Chawber office & we will meet with ~e vol~mteecs closer to the eveM. In the past, ihe cLamber has received many phone calls with aa interest in this type of celebration. We pradict success! I Uust that fhis report of Chamber Services to the City of Ar ' satisfactory and adhere.s to our contractual agreemem• Dated: e2 ~ ~ ~ ath Costama Executive Director a Q~A~ ARCADIA ~mail: arcadiacC~pacbell.net cH~Meee or co~~ssce www.azcadiachamber.com 388 West Huntington Drive, A.rcadia, California 91007 Tel: (626) 447-2159 • Fax: (626) 44~~EB'J,E~ CJTY OF ARCADIA ~ MAY 1 F 20~ May 11, 2005 Mr. William R. Kelly, City Manager Members of 6~e Arcada (~ty Councl 240 West Hurifington Drive Arcadia, CatiFomia 91007 Re: Arcadia Chamber of Commerce & City of Arcadia 2005 - 2006 Mnu~ Agreemer~t Dear Mr. Kelly and Council Members: CITY MANAGER The Arcadia Chamber of Corr~ner~ is pleased to submit 6~e enclosed annual performance report for sen~es fo fhe Cily for the 2004 - 2005 fiscal year, and fhe proposed budget for 2005 -2006. As a pranotional and marketing resource for the business community, the second largest Champer in 9~e San Gabriei Valley, and fhe Infortna6on Cenfer of Arcadia, it is pur desire to cor~6nue a high levei of professionai, quality service to the businesses, reside~s and visifors. Last year, the City of Arcadia invesbed 555,000 for services provided by 1he ArGad~a ChBmbei: For ihe upcoming 2005 - 2006 year, the Chamber is requesbng 9~af this invesimer~ remain the s~ne, Payable in qu~eriy insNalUnents of $13,75fl starbing wiTh the Juty 1, 2005 payment The Chamber wouid very much Ike ~O cor~finue in a par~nership with the City, as it is ~ our mufual benefit in all areas. For the upcoming year, we pian to continue fo focus on areas such ~ ecor~omic development, business relations and informa6on, multicultural, educa6ng and encouraging small businesses, and especaally legi~~ive ~fairs. /Sbout iwo years ago, we fom~ed the San Gabriel Valley Co~'~Uon of Chan-bers of Commer~e ~O addr~ss legisla6ve issues pertaining to the viabil'dy of business in general, and we cor~6nue m be currently very active in thaf group. Our goal as aiways is ~o senre the City of Arcadia, and fhe businesses ~ atizens. We fhink fhe variety of events ihat fhe Chamber hosLs such as A Tas6a of Arcadia, various Business Expos, Cfizen of the Year, and many business relahed seminars, senre O~at purpose very well. We are just finishing fhe 2005 Gity Directory to be distribufed in earfy September. The inves6r~ent from fhe City will enable us to cor-tinue be fhe "Frortt Door fo the community - daily an average of some 40 inquiries are answered andlor referred to city deparUmerds, schools, businesses and organizalions. The annual City investrnent will also aid in ffie research of new ideas and programs for business, such as the proposed `Asian Arm of the Chambe~ - for Asian ATTACHIvIENT 2 businesses and yet to be named. We are confr~ting wifh SBDC to offer a series of seminars for businesses, both estabiished and incubator stage businesses, ihat is proving to be valuabie and very popular. We are inviting both member and non-members to participate. Enclosed you will find a copy of tfie Chamber 2005 -2006 Proposed Budget We appreciate your cor~nued irderest and support of the Arcadia Chamber of Commerce. 'ncerely, ~ Beth Costanza Russ Garsi Executive DQector Presidenf, 2 006 AGREEMENT FOR SERVICES FY 2005-2006 This Agreement for Services ("AgreemenY') is entered into this 6'~' day of July, 2005 by and among the Arcadia Chamber aF Commerce ("Chambe~'), a not-for-profit organization, the City of Arcadia ("City'), a municipal corporation and charter city, and the Arcadia Redevelopment Agency ("Agency'), a public body, corporate and politic. RECITALS A The City, the Agency, and the Chamber have long cooperated on areas of mutual interest to the Arcadia civic and business oommunity. B. The Chamber has provided numerous economic development and marketing services to the City and Agency. C. For many years, the City has provided to the Chamber at a below market lease rate the full use of the City-owned building at 388 W. Huntington Drive, Arcadia in recognition of its services to the City, and in FY 04-05 has further contributed $55,OQ0 to the Chamber as the City's share of the cost of the economic development and marketing services provided that fiscal year by the Chamber. D. The City and the Chamber have extended the previous Lease beriveen the City and the Chamber, terminating December 12, 2001, for five (5) more years to December 12, 2006. E. The City, the Agency, and the Chamber desire to memorialize their relationship for the fiscal year 2005-2006. F. The City desires and intends to pay the Chamber the amount of $50,880, and the Agency desires and intends to pay the Chamber $4,120 in FY 2005-2006 for the business, economic and civic promotion services set forth in Attachmerrt "A1 and A2°. G. The Chamber desires and intends to provide the City and the Agency the business, economic, and civic promotion services set forth in Attachment "A1 and A2". AGREEMENT Now therefore, the City and Chamber do hereby agree as follows: A. Resaonsibilities of the Chamber The Chamber is and shall serve as an independent organization entirely separate from the City and the Agency, and shall operate under its own bylaws as a membership organization serving the interests of business in the greater Arcadia area. For purposes af this F~qreement, the Chamber is and in all respects shall be deemed to be an independent contractor. ATTACHMENT 3 ;< :-.. 2. The Chamber shail assist the City and the Agency in their economic development, civic promotion, and marketing efforts by providing the services and materials to the City and the Agency set forth in Attachment "A" to this Agreement, which is made a part hereof. 3. Within five (5) working days after May 1, 2006, the Chamber shall submit to the City and Agency a progress report describing their performance under this Agreemerrt for the period July 1, 2005 to April 30; 2006. B. Resoonsibilities of the Citv and Aaencv 1. The City and Agency shall assist the Chamber in its business service and developmerit efforts by means of the City leasing to the Chamber for the remainder af the term of the lease described in the Recitals hereof, and any extension, the facility at 388 W. Huntington; and by providing, in the aggregate, $55,000 to the Chamber in FY 2005-2006 for the products and economic development and civic promotion services set forth on Attachmerrt "An C. Audit and Insoection of Chamber records 1. The Chamber shall provide to the City and Agency a complete and accurate financial statement of the Chamber by September 30, 2005 for the previous fiscal year ending June 30, 2005, and by September 30, 2006 for the fiscal year ending June 30, 2006. 2. The City and the Agency shall have the right to review andlor audit the recorcls of the Chamber to verify that the Chamber's expenditures of the City's funds are consistent with this Agreement. For this purpose, the Chamber shall make available to the City and the Agency, and their representatives, all records of the Chamber for purposes of review and audit during normal business hours of the Ciry, upon reasonable demand by the City andlor the P~qency. D. Amendment 1. This Agreemerrt may be amended by mutual written consent of all parties. E. Termination 1. This Agreement may be terminated by any party giving the others effective written notice of termination 180 days prior to the effective date of termination. The rights, duties and responsibilities of the City, the Agency, and the Chamber will oontinue for the period between the notice of termination and the effective date of termination, including any prorata portion of the agreed compensation. -2- F. Califomia Law 1. This Agreement shall be govemed by the laws of the State of Califomia. G. Attomev's Fees. 1. Shouid a dispute arise between the parties to this Agreement resulting in legal action, the prevailing party or parties shall be errtiUed to an award of reasonable attomeys fees and costs incurred. In witness whereof, the parties have executed this Agreement as of the date first set forth hereinabove. CHAMBER: President Arqdia Chamber of Commerce cin: City Manager City of Arcadia Approved as to form: City Attomey AGENCY: Executive Director Approved as to form: Agency Counsel -3- tf • Services Provided by Chamber of Commerce to the City of Arcadia and Arcadia Redevelopment Agency FY 2005-2006 The Chamber shall provide the following services to the City and Agency: Public Relffiions A Maintain regular office hours with qualified personnel. B. Provide accurate and timely iriformation and market the City and business areas to residents and business people who walk-in, phone, write, e-mail; or fax the Chamber. C. Prepare and mairrtain the monthly community calendar of civic group eyents. D. Provide all new Arcadia residents with a"welcome" package within one month of City notification; the package shall include materials provided by the City. E. Provide information on Arcadia to realtors for a"business relocation" package which commercial agents give to new businesses in the City. F. Prepare, prirrt and circulate the annual civic directory which lists all civic, cultural, social, educational, and business groups, addresses, meeting dates, etc. (due annually no later than June, 2005 and June 2006). G. Through the Board and Committee structure (e.g., Business Promotion Committee, Govemment Affairs Committee, Intercultural Committee, Ambassador Committee, Emergency Preparedness Committee), and Chamber functions (Business Mixers, Breal~asts and Luncheons) bring civic leaders and City/Agency staff together with business people and citizens monthly. H. Provide continued assistance to the City and Agency with the East Fluntington Drive hotel/restaurant association, e.g., marketing irrt'ormation and materials, coordination of joint activities and programs with the City of Monrovia and the Monrovia Chamber of Commerce. Exhibit A1 -4- II. Business Development A. Under the Business Promotion Committee, organize and hold the annual Expos in Fall 2005 and Spring 2006 to market their products and services to each other and to the community. The City will be provided free and prominent space at the Expos. B. Prepare and print (every third year) "City Map", including economic and civic information on Arcadia (next due 2005-2006); provide 200+ copies to the City. C. Prepare and print the "Business Directory" (next issue due August, 2006); provide copy to all Arcadia businesses, and to residents; provide 50 oopies to the City annually. D. Conduct special community and business forums, e.g., City Council candidates forum, Trash/RecyGing, or assist City to iriform the community of meetings, e.g., community workshops on large development projects. E. Assist the City during emergencies, by providing liaison at Emergency Operations Cerrter, working with Chamber Emergency Business Preparedness plan for emergencies. F. Provide ambassadors to existing and new businesses throughout the year to monitor concems, assist in resolving problems witli the Chamber or the City, meet other Arcadia businesses (e.g., monthly networking / orientation / breakfasts). G. Prepare, print, and mail "newsletter" to members providing information on business activities and legislation; provide space for a City column; provide 20 copies to City. H. Work actively on business recruitment, expansion and retention efforts throughout the City, e.g., business CEO/Chamber/City official meetings. Organize and publicize at least five seminars and training sessions for merchaMs and business members under SBA, SCORE and other govemmental and educational programs. J. Work to create business associations in Dowrrtown, West and South Arpdia similar to the former dowrrtown business association (ABA). K If requested by the City, research a banner program whereby local merchants can purchase banners for display on street light poles; design the program, and forward to the City for review. -5- Govemmerrt/Leaislative A Through the Legislative Committee, provide business information to membership and serve as a forum for City, CouMy, State and Federal irrterrelationships and dialogue. B. Review and recommend proposed business legislation and concems to the City. C. As needed or requested by the City, conduct membership survey on general business topics, e.g., parking, smoking, ride share, recyGing, spray paint, signage, to inform the Ciry of business concems. Based upon histoncal e~erience, the Chamber will provide to the City the following approximate number of referrals and other services: Referrals to City of Arcadia- Business License - Senior Citizens/Recxeation - Economic Development - Planning/Building - Public Worlcs Services- City Attomey - City Clerk - 100-150/morrth 100/month 10-15/month 8/month 20/month 15/month 10/month Maps andlor directions - 100-150/month New resident and business relocation packets - 40-50/month Cal~s on Utilities (e.g., water, phone, gas, electric, cable) - 75/month Civic Directory Ir~formation (Service Clubs, legislators etc.) - 20-30/month -6- ~. ~ c~ ,*c~RpoRATD9~~9o~ STAFF REPORT Library and Museum Services Deparhnent July 5, 2005 TO: Mayor and City Council FROM: Janet Sporleder, Director of Library and Museum Services SUBJECT: Purchase Order Contract for Librarv Materials Recommendation: Authorize the City Manager to awazd a purchase order contract to Baker & Taylor for the purchase of books, videos and music products in the amount of $120,000. SUMMARY Staff is recommending the City Council award a sole source purchase order contract with Baker & Taylor, a supplier of library materials, for the purchase of books, videos and music products in the amount $120,000. Sufficient funds aze available in the 2005-2006 FY budget. In order to facilitate and expedite the acquisition of new library materials, the Library has been utilizing the services of Baker & Taylor, a supplier of book, video and music products to libraries. Baker & Taylor's two-million record database of book and audiovisual titles is maintained continuously, with more than one million updates each yeaz from 65,000 publishers and the Library of Congress. Ordering through the Baker & Taylor web site improves efficiency and expedites delivery in a timely fashion. As a member of the Metropolitan Cooperative Library System, the Library is eligible for discounts averaging about 40% per title. Baker & Taylor services include: receipt of in-stock materials within two working days; free MARC (a library standard for bibliographic records in machine readable form) downloads into our library automation system; collection development tools; automatic services for best sellers, special collections, and new edirions of reference works; free shipping from their primary service center. In June 2002, the Library conducted an informal evaluation process, including in-person interviews with three materials vendors: Baker & Taylor, Brodart and Ingtam. It was determined that certain services of vital interest to the Library are only available through Baker & Taylor. These include: • Audio-visual materials (Brodart does not supply AV items and Ingram does so only through a third party, which would require additional shipping charges) • Extensive foreign language collection (Brodart does not supply non-English materials and Ingram has fewer titles available) • Complete MARGformatted bibliographic records for materials (both Brodart and Ingram supply brief MARC records; full MARC records aze available only for an additional per record charge) • Free downloading of bibliographic records for materials not purchased from B&T (neither Brodart or Ingram offers Uus service, which is essential for donations and items ordered from other vendors) • Duplicate checking, allowing staff to prevent double-ordering of materials, both in the current order and across the costumer's previous ordering history (Brodart's system will only check the current order; Ingram does not offer this feature) • Faster delivery of new items (Baker and Taylor materials often arrive the next day; Brodart and Ingram require 3-5 working days, primarily because their shipping centers are farther away) • Very liberal returns policy, even if the mistake is made by the customer (Brodart and Ingram have complicated returns policies and will not accept returned materials if the customer mistakenly orders an item) In addition, the Library had approximately twelVe staff inembers undergo extensive training in the use of Baker & Taylor's electronic services, including acquisitions and collection development options for reviewing and selecring new materials on different subjects. Switching to another vendor would result in extensive re-training and significant loss of staff productivity. New books and other library materials aze purchased directly from publishers and other sources when they are not available through Baker & Taylor or if additional discounts aze available by ordering direct. But using a distributor to coordinate and expedite the acquisition process is the most efficient and cost- efficient procedure, and staff will utilize Baker &Taylor's services whenever possible. FISCAL IMPACT A total of $223,100 has been budgeted in the 2005-2006 Operating Budget for the purchase of new library materials for adults and children, providing adequate funds for the proposed purchases through the services ofBaker & Taylor. RECOMMENDATION Authorize the City Manager to award a purchase order contract to Baker & Taylor for the purchase of 0o s, videos and music products in the amount of $1~20;000. Approved by: '~I William R. Kelly, City Manager ~, . ~. ~' ~...n...w .~.rv~ ~. nw °°@~va~tyot4°~°' STAFF REPORT Public Works Services Department July 5, 2005 TO: Mayor and City Council FROM: Pat Malloy: Public Works Services Dire tor ~ Prepared by: Gary F. Lewis, General Servic s M nager Jim Brophy, Warehouse Manager SUBJECT: Purchase of Brass Valves and Fittinas Recommendation: Award a six (6) month purchase order extension in the amount of $56,990.00 to Hughes Supply for the purchase of valves, brass fittings and related accessories for the City's water distribution system SUMMARY Last year, the City Council approved an Agreement with optional contract extensions to Hughes Supply for the purchase of brass valves and fittings to supply the water services section with needed repair parts. Hughes Supply has reached the end of their first contract agreement and has submitted a written offer to extend the existing contract for an additional six (6) months in accordance with the existing agreement. The suppliers offer of extension reflects a 2.5 percent price increase to compensate for higher costs associated with the brass market industry; all other, conditions of the Agreement are to remain in effect. Based on the excellent service provided by Hughes Supply during the past six months, staff recommends that the City Council award a six (6) month contract extension in the amount of $56,990.00 to Hughes Supply for the purchase of brass valves, fittings and related accessories for the City's w8ter distribution system. DISCUSSION The warehouse is responsible for the purchase and distribution of all water valves, brass fittings, and other related accessories used on a daily basis by staff and contractors responsible for the instailation of these materials. It is critical that the warehouse maintain the proper on-hand inventory levels to prevent an interruption to these vital senrices. Most items used in conjunction with water service needs are considered a revolving inventory item, and must be replaced to continue the smooth day-to-day operations of the water service section. Mayor and City Council July 5, 2005. Page 2 Based on the excellent service provided by Hughes Supply, staff recommends that the City Council award a six (6) month purchase order contract extension in the amount of $56,990.00 to Hughes Supply for the purchase of brass valves, fittings and related accessories for the Citys water distribution system. FISCAL IMPACT Sufficient funding is available in the 2005-2006 operating budget to cover the cost of these purchases. RECOMMENDATION Award a purchase order contract extension in the amount of $56,990.00 to Hughes Supply for the purchase of brass valves, fittings and related accessories for the City's water distribution system. Approved: ~~ William R. Kelly, City Manager PM:GFL:MA:dw 2, g ,.~n.~~. nv~w. ~. nw ~ / STAFF REPORT July 5, 2005 Public Works Services Department TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Direct6r /~ Prepared by: Gary F. Lewis, General Services~M ager Dave McVey, General Services Superintendent SUBJECT: Purchase of automotive repair parts Recommendation: Award a one (1) year purchase order contract extension in the amount of $55,000.00 to Ernie's Auto Parts for the purchase and delivery of automotive repair parts for City vehicles SUMMARY On September 16, 2003, the City Council approved a one (1) year Agreement with optional contract extensions to Ernie's Auto Parts for the purchase of automotive parts for City vehicles. On June 1, 2004, the City Council approved the first purchase order contract extension, which is currently approaching the end of the extension. Ernie's Auto Parts has submitted a written offer to extend the existing contract for an additional one (1) year in accordance with the existing Agreement. The contractor's offer of extension does not reflect a change in price and all other conditions of the Agreement are to remain in effect. Based on the excellent service provided by Ernie's Auto Parts during the previous years and their maintenance of a steady pricing, staff recommends that the City Councii award a second purchase order contract extension in the amount $55,000.00 to Ernie's Auto Parts for the purchase and delivery of automotive parts for City vehicles. DISCUSSION The Public Works Services Fleet Section is responsible for the maintenance of all City vehicles and purchases of parts and accessories. As part of the City's ongoing vehicle maintenance program, the Public Works Services Department purchases automotive parts, accessories, emergency lighting, and brake services for all safety and non-safety equipment. To minimize unnecessary vehicle down time, it is important to order items from local part suppliers who are able to provide needed parts immediately. Mayor and City Council July 5, 2005 Page 2 On September 16, 2003 the City Council awarded a one (1) year agreement with optional contract extensions to Emie's Auto Parts for the purchase and delivery of automotive parts for City vehicles. On June 1, 2004 the City Council awarded a one (.1) year extension to Ernie's Auto Parts and it is currently approaching the end of this extension. Ernie's Auto Parts has submitted a written offer to extend the term of the contract for an additional year without an increase in prices. All other conditions of the agreement will remain the same. Staff recommends that the City Council award a second purchase order contract extension in the amount $55,000.00 to Ernie's Auto Parts for the purchase and delivery of automotive parts for City vehicles. FISCAL IMPACT Sufficient funding is available in the 2005-06 operating budget to cover the cost of these purchases. RECOMMENDATION Award a purchase order contract extension in the amount of $55,000.00 to Ernie's Auto Parts for the purchase and delivery of auto,motive repair parts for City vehicles. Approved: ~~ William R. Kelly, City Manager PM:GFL:DM:dw ~ • ~. / - ~...n...ne n~y~u~f.uw c°m~°a~~y~t~°~°' STAFF REPORT Public Works Services~Department July 5, 2005 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director ~ Prepared by: Gary F. tewis, General Services( Manager Dave McVey, General Services Superintendent SUBJECT:. Purchase of tires and associated accessories Recommendation: Award a purchase order contract extension in the amount of $36,000.00 to Daniels Tire Service for the purchase of tires and associated accessories for City vehicles SUMMARY On November 4, 2003, the City Council approved a one (1) year Agreement with optional e~ensions to Danieis Tire Service for the purchase of tires and associated accessories for City vehicles. On June 1, 2004, the City Council awarded the first purchase order contract extension, which is currently approaching the end of this extension. Daniels 7ire Service has submitted a written offer to extend the existing. contracf for an additional one (1) year in accordance with the existing Agreement. The contractor's offer of ei~ension does not reflect a change in price and all other conditions of the Agreement are to remain in effect. Based on the excelient service provided by Daniels Tire Service during the previous years, staff recommends that the City Council award its second purchase order contract extension in the amount of $36,000.00 to Daniels Tire Service for the purchase of tires and associated accessories for City Vehicles. DISCUSSION Fleet Services is responsible for purchasing and maintaining tires and accessories for all City fleet vehicles. It is critical that we maintain the proper on-hand inventory levels to prevent an interruption to these vital services. Most items used in conjunction with tire maintenance are considered a revolving inventory item and must be replenished to continue a smooth day-to-day operation of various vehicles in the City fleet. Mayor and City Council July 5, 2005 Page 2 On November 4, 20o3, the City Council awarded a one (1) year agreement,with optional contract extensions fo Daniels Tire Service for the purchase of tires and associated accessories for City vehicles. On June 1, 2004 the City Council awarded a one (1) year extension to Daniels Tire Service and it is cuRently approaching the end of their first extension. Daniels Tire Service has submitted a written offer to extend the term of the contract for an additional year without an increase in prices. All other conditions of the agreement will remain the same. Staff recommends that the City Council award a second purchase order contract extension in the amount of $36,000.00 to Daniels Tire Service for the purchase of tires and associated accessories for City vehicles. FISAL IMPACT Sufficient funding is available in the 2005-06 operating budget to cover the cost of these purchases. RECOMMENDATION Award a purchase order contract extension in the amount $36,OOD.00 to Daniels Tire Service for the purchase of tires and associated accessories for City vehicles. Approved: ~""-- "~~ William R. Kelly, City Manager PM:GFL:DM:dw ., a ~ ~- wviu f,iioe c°~~°a,~y~=~°~°' STAFF REPORT Public Works Services Department July 5, 2005 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Direc or ~ By: Gary F. Lewis, General Services Manag r Mark Rynkiewicz, Associate Engineer SUBJECT: Update Pavement Manaqement Proaram Recommendation: Award a Professional Services Agreement contract extension to Bucknam & Associates, Inc. in the amount of $24,824 to Update Pavement Management Program SUMMARY • On January 18, 2005 the City awarded an Agreement with optional extensions to Bucknam & Associates, Inc. to update the City's "Pavement Management Program" (PMP). Bucknam & Associates, Inc. has completed the first update for fiscal year 2004/2005 and has submitted a written offer to extend the existing contract to complete the 2005/2006 update in accordance with the existing Agreement. Staff was able to negotiate a contract cost that is $7,590 less than the previous Agreement. Based on the excellent service and report provided by Bucknam & Associates, Inc., staff recommends that the City Council award a contract extension in the amount of $24,824 to Bucknam and Associates, Inc. to complete the 2005/2006 update. DISCUSSION Many state and federal funding sources for local roadway infrastructure improvements (e.g. Proposition A, Proposition C, and Intermodal Surface Efficiency Act of 1991) require that the City maintain an updated Pavement Management Program (PMP). The Metropolitan Transit Authority also requires cities to update its PMP requirements for primary/secondary streets for fiscal year 2005-06. Annually, as part of the City's PMP, one third (1/3) of the City streets are re-inspected to monitor pavement conditions and identify any changes in the pavement surface, i.e., distress type and rate or cause of deterioration. .._L Mayor and City Council July 5, 2005 Page 2 Pavement Management Programs are used as a planning tool to assist in making cost- effective decisions related to pavement maintenance and rehabilitation. The program facilitates the pianning, scheduling and budgeting of day-to-day roadway maintenance projects, as well as serving as a long term planning tool that can result in improvements of the City's entire pavement infrastructure. This system integrates detailed pavement condition data collected from the field with advanced software technology and compiles and analyzes the data to determine optimum repair, replacement and maintenance schedules. New surveys on pavement conditions must be collected at three (3) year intervals, and include annual maintenance activities. Collecting and inputting this data is extremely labor intensive, time-consuming and cost-prohibitive for staff. The firm selected fo~ this project is well versed in the PMP's operation and is familiar with the data, which speeds the process of its update. Bucknam & Associates will be responsible for supplying, customizing and installing the necessary software applications, collecting field survey data, inputting the data and all aspects of updating the PMP including staff training. On January 18, 2005 the City awarded an Agreement with optional extensions to Bucknam & Associates, Inc. to update the City's "Pavement Management Program" (PMP). Bucknam & Associates, Inc. has completed the first update for fiscal year 2004/2005 and has submitted a written offer to e~ctend the existing contract to complete the 2005/2006 update in accordance with the existing Agreement. StafF was able to negotiate a contract cost that is $7,590 less than the previous Agreement. Staff recommends that the City Council award a contract extension in the amount of $24,824 to Bucknam & Associates, Inc. to complete the 2005/2006 update. FfSCAL 1MPACT Funds in the amount of $36,500 are budgeted in the 2005-06 Capital Improvement Program for the update of 4he City's Pavement Management Program. RECOMMENDATION Award a contract extension for a Professional Services Agreement to Bucknam & Associates, Inc. in the amount of $24,824 for the 2005l2006 "Pavement Management Program" update. Authorize the Cify Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved: "`O0L-1='~ William R. Kelly, City Manager PM:GFL:MA:dw Tly ~ , .o ~RPO$ATLO• °9 STAFF REPORT Development Services Department July 5, 2005 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Director~ By: Gary Lewis, General Services Manager Brian Saeki, Economic Development Manager ~ SUBJECT: Award of Contract - Concrete work for the Fire Station Relocation Recommendation: Authorize the City Manager to enter into a contract with D&J Foothill Electrical Contractors, Inc. in the amount of $51,153.00. SUMMARY As part of the construction of the new Fire Station 105 (Headquarters), all Fire staff including Suppression, Administration and Prevention must be relocated to other facilities. The City Council, at iYs May 3, 2005 meeting, approved a residential lease agreement with the Arcadia Presbyterian Church on Alice Street for the temporary relocation of the Suppression staff to a home and vacant lot on their campus. Administrative and Fire Prevention staff will be relocated into existing space at Station 106 as well as a temporary modular unit at that location. As part of this relocation process, several improvements must be made to the home and vacant lot as well as to Station 106 to accommodate the increased staffing. Minor electrical and plumbing upgrades, adding adequate telephone and cable service and providing the required information and emergency systems must be made to the home. Two (2) concrete pads with carport-like structures are also required to house the suppression vehicies, one on the vacant lot adjacent to the home and the other at the Orange Grove water facility. Due to the estimated cost of the concrete pads, Public Works staff has prepared bid tiocuments and competitively bid the project. Based upon the results of this process, staff recommends that the City Council award a contract in the amount of $51,153.00 to D&J Foothill Electrical Contractors, Inc. for concrete work for the Fire Station relocation. The remaining improvements can be contracted through existing vendors and contractors. DISCUSSION ~ Notices inviting bids were published in the adjudicated paper and bid packages were distributed to area contractors. Mayor and City Council July 5, 2005 Page 2 The following five (4) bids were received on June 16; 2005: Bidder Location Bid Amount D8~J Foothill Electric Contractors, Inc. La Verne $ 51,153.00 CJ Construction, Inc. Whittier $ 51,495.00 E.C. Construction Co. South EI Monte $ 53,442.00 SOL Construction, Inc. Riverside $ 57,373.00 Public Works staff has reviewed the bid documents fot content, investigated the Contractor's background and recent projects and is recommending that D&J Foothill Electric Contractors, Inc. be chosen to construct the concrete slabs. Staff is recommending that the City Council award a contract in the amount of $51,153.00 to D&J Foothill Electrical Contractors, Inc. for the construction of the concrete pads. ENVIRONMENTAL ANALYSIS This project is categorically exempt per Section 15302 (c) of the California Environmental Quality Act. FISCAL IMPACT ~ ~ ~ As part of the FY2005-06 Capital Improvement Budget, $5.92 million ($350,000 - Redevelopment Funds and $5,570,000 - Capital Outlay Funds) was approved for the construction of Fire Station 105. This included the cost to construct the building, architectural and engineering fees and relocation costs. That the City Council authorize the City Manager to enter into a contract with D8J Foothill Electrical Contractors, Inc. in the amount of $51,153.00 for concrete work for the Ffre Station relocation. Approved: ---~--~"°` William R. Kelly, City Manager : _. r :: ,.~'~ ~ >. ~ ~ ~ . ~ ARCAD `"°°Rp~AAT6~-~°°9 STAFF REPORT Development Services Deparhnent DATE: Ju~y 5, 2005 TO: Mayor and City Council FROM: Don Penman, Assistant City ManagerlDevelopment Services Director~ Philip A. Wray, City Engineer/Engineering Services Administrator~~y~ Prepared By: Tim Kelleher, Senior Engineering Assistant `?-,E SUBJECT: Award Contract - Street Rehabilitation of Santa Anita Avenue and Sunset Boulevard Recommendation: Authorize the City Manager to enter into a contract with Alliance Streetworks, Inc. in the amount of $ 598,836.30 SUMMARY As part of the City's ongoing Pavement Maintenance Program, the City Council approved the Capital Improvement Project to reconstruct and rehabilitate the asphalt pavement on Santa Anita Avenue from Duarte Road to Huntington Drive and Sunset Boulevard from Michillinda Avenue to Duarte Road. The project is funded by federal SurFace Transportation Program, Local (STP-L) funds with a local match of Proposition C funds. The project was advertised and bids were opened on June 23, 2005. Alliance Streetworks, Inc. submitted the successful low bid in the amount of $598,836.30. Staff recommends that the City Council award a contract for the street reconstruction and rehabilitation of Santa Anita Avenue from Duarte Road to Huntington Drive and Sunset Boulevard from Michillinda Avenue to Duarte Road to Alliance Streetworks, Inc. DISCUSSION The City of Arcadia receives annual apportionments of SurFace Transportation Program- Local (STP-L) funding from the Federal Highway Administration through the MTA for a variety of roadway and transit capital uses. With the most recent accrual of funds the City has budgeted a street rehabilitation project for Santa Anita Avenue from Huntington Drive to Duarte Road and the entire length of Sunset Boulevard. , Staff Report July 5, 2005 Page 2 Roadway analysis conducted as a part of the City's Pavement Maintenance System indicated that the areas of Santa Anita Avenue and Sunset Boulevard identified above are in poor condition and were rated as a priority for reconstruction and rehabilitation. The proposed street rehabilitation project inciudes removal and replacement of asphalt concrete pavement and portions of curb and gutter; coid milling of asphalt concrete and construction of asphalt concrete overlay; adjustment of sewer and storm drain manhole frames and covers to grade; adjustment of water valve covers to grade; application of pavement markers, legends and striping; construction of curb ramps; and reinstallation of traffic signal detector loops. The project was budgeted in the 2004/05 Fiscal Year Capital Improvement Program utilizing $725,190 from federal STP-L funds with a local match of $95,810 from local Proposition C funds. Twelve (12) prospective contractors received plans and specifications and nine (9) qualified bids were received with the following results: Alliance Sfreetworks, Inc $ 598,836.30 All American Asphalt $ 614,614.00 Silvia Construction, Inc. $ 615,431.70 Gentry Bros. $ 647,070.45 Griffith Company $ 651,830.30 Shawnan $ 658,918.00 EBS; Inc $ 698,227.65 " Hardy & Harper, Ina $ 713,676.00 Excel $ 728,954.00 StafF has reviewed the bid documents for content, and has investigated the contractor's background and recent projeots for competency. Staff has determined that Alliance Streetworks, Inc. can satisfactorily perform the required work. ENVIRONMENTAL ANALYSIS The project is•categorically exempY per Section 15304 class 1(c) from the requirements of California Environmental Quality Act (CEQA). FISCAL IMPACT SurFace Transportation Program-Local (STP-L) and Proposition"C funds in the amount of $821,000 have been budgeted in the 2004/05 Capital Improvement Program (CIP) for the Rehabilitation of Santa Anita Avenu'e and Sunset Boulevard. The contract cost of the project is $598,836.30. The remaining funds are available to cover design, materials, testing, inspection and contingencies. Unused STP-L funds will be carried over to the ne~ STP-L project. -. C Staff Report July 5, 2005 Page 3 RECOMMENDATION That the City Council authorize the City Manager to enter into a contract with Alliance Streetworks, Inc. in the amount $598,836.30 for the Rehabilitation of Santa Anita Avenue from Duarte Road to Huntington Drive and Sunset Boulevard from Michillinda Avenue to Duarte Road. Approved: ~ __! K~-~ William R. Kelly, City Manager DP:PAW:TOK:pa Attachments - - HUNTINGTON DR UK ' HUNTINGTON / / ~ - ,.. ~~ ~ ' ~ < V P~P QQ.~~ ~ 1STAVENUE ~ JR H S DIAMOND - viin, _ SANTA ANITA ~ ' " " " " " ' - , ~ F - < ~ GOLF COURSE Q ~ ° ~~ ~ ~ a Q ~ DR ~ F' ~ ,- CADI H S - p R~ - DARjEm ~~ ~I~ ~ LIBRARY " ~ T - - ~--T--, ~ cnr or nacnow DA7E: O6/17/O5 STREET REHABILITATION OF SANTA ANITA ~'~ ~ ~ AVE. AND SUNSET BLVD. °"K•° ~: No TH S~E; DRAWING NO. (SANTA ANITA AVE.) NO SCPLE DEVELOPAIEM SERVICES DEP7. ENCINEERINC DMSION PARK J a CITY DF MCAOIq ~tio~~•~ DEVELOPpENT SERNCES DEPT. ENGINEERING OMSION ~ ~ HUN7INGTON -~-~'n RD Q ~- ~ ~~pD _ _ _ / ~ ~ ~ "J ~ _ a DR - rr STREET REHABILITATION OF SANTA ANITA AVE. AND SUNSET BLVD. (SUNSET BLVD) DATE: O6/17/OS BY: JfB CHK'D BY: NO TH NO SCAI.E ~ ~~ - J~cORA~8~TH9,,0o~ S TAFF . REP ORT Library and Museum Services Deparhnent July 5, 2005 TO: Mayor and City Council FROM: Janet Sporleder, Director of Library and Museum Services ~ SUBJECT: GettV Foundation Qrant to Ruth and Charles Gilb Arcadia Historical Museum ~ Recommendation: Accept the $4,000 grant funds SUMMARY: The Ruth and Charles Gilb Arcadia Historical Museuxn applied for and has been awazded a Multicultural Undergraduate Sununer Intemship Grant from the Getty Foundation. The $4,000 grant will cover the intem's salary plus admnustrative costs. DISCUSSION: The Getty Foundation offers Multicultural Undergraduate Intemship grants to enable students to gain broad exposure to career possibilities at the Getty Center and at other museums and visual arts organizations in Los Angeles. The internships are designed for outstanding undergraduate students who are members of groups currently underrepresented in museum professions and fields related to the visuai arts and humanities. The Ruth and Charles Gilb has received internship grants from the Getty Foundation for the past three sununers. This will be the fourth summer intern assisting at the Museuxn. Previous intems were involved with all aspects of Museum operations, including accessioning new donations, exhibition installation and program planning. FISCAL IMPACT: The Ruth and Charles Gilb Arcadia Historical Museum will experience an added $4,000 to its budget allocation. RECOMMENDATION: Accept the grant funds. L. Approved by: -I~ William R. Kelly, City Manager ~_~, JNCORpOB°T~~~~O~ STAFF REPORT Development Services Department July 5, 2005 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Directo~ By: Donna Butler, Community Development AdministratoG~:~ SUBJECT: Ordinance No 2207 an Ordinance of the Citv Council of the Citv of Recommendation: Adopt Ordinance No. 2207 BACKGROUND The City Council at its June 21, 2005 meeting voted 5-0 to introduce Ordinance No. 2207 amending the Arcadia Municipal Code pertaining to revisions to the oak tree ordinance. Attached is City Councii Ordinance No. 2207: An Ordinance of the City Council of the City of Arcadia, California, amending Chapter 7 of Article IX of the Arcadia Municipal Code regarding the preservation of oak trees. RECOMMENDATION That the City Council adopt Ordinance No. 2207. APPROVED BY: ~ 1 ~ William R. Kelly, City Manager Attachment: Ordinance No. 2207 ORDINANCE NO. 2207 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORIVIA, AMENDING CHAPTER 7 OF ARTICLE IX OF THE ARCADIA MUNICIPAL CODE REGARDING Tf-iE PRESERVATION OF OAK TREES THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: SECTION 1. Sections 9701, 9704 and 9705 of Chapter 7 of Article IX of the Arcadia Municipal Code are amended to read as follows: 9701. SCOPE. No oak tree shall be removed, damaged or liave its protected zone encroached upon except in conformance with the provisions of tlus Chapter. The provisions of this Chapter shall apply to all oak trees on all public and private property whether vacant, undeveloped, in the process of development or developed. Exceptions. The following are exempt from the provisions of this Chapter: A. Combined Pernut. An Oak Tree Removal Pernut is not required where tree removal and/or encroachment has been specifically approved as part of a development pernut. B. Emergency Situation. Cases of emergency where the Director of Public Works, or any member of a law enforcement agency or the City of Arcadia Fire Deparhnent, in the performance of his or her duries, deternunes that an oak tree poses an imminent threat to the public safety, or general welfare. C. Visual Barriers. Removal or relocation of oak trees necessary to obtain adequate line-of-sight distances as required by the Director of Public Works. D. Public Utility Damage. Actions taken for the protection of exisring electrical power or communication lines or other property of a public urility. E. City Property. Removal of oak trees on City owned property, which in the opinion of the Director of Public Works, will cause damage to existing public improvements, or which are in a location that does not permit the development of the site for public purposes. F. Arcadia Redevelopment Agency Property. Removal of oak trees on Arcadia Redevelopment Agency owned property that, in the opinion of the Executive Director of the Arcadia Redevelopment Agency, are in a location which does not pernut the development of the site. 9704. APPLICATION AND FEES. A. Oak Tree Pernut for the removal of diseased and/or hazardous oak trees. 1. An application for an Oak Tree Pernut for the removal of a diseased or hazardous oak tree shall be made to the Community Development Division, and shall include an evaluation from a Certified Arborist as to the condition of the tree. 2. There is no fee for an Oak Tree Pernut for the removal of a diseased or hazardous oak tree: B. Oak Tree Permit for the removal of healthy oak trees. 1. An application for an Oak Tree Permit for the removal of a healthy oak tree shall be made to the Community Development Division. The content, form, instructions, procedures, and requirements of the applicarion package deemed necessary and appropriate for the proper enforcement of this Chapter shall be _2_ Ord. No. 2207 established by the Community Development Division. The applicarion shall include: °" (a) an explanation as to the why the tree's removal is necessary, (b) an explanation as to why tree removal is more desirable than alternative project designs, (c) an explanation of any mirigarion measures, (d) a fee in the same amount as required for a Modificarion application. C. Oak Tree Pernut for Encroachment Into a Protected Zone. 1. An application for an Oak Tree Permit for Encroachment Into a Protected Zone shall be made to the Community Development Division, and shall include an evaluarion from a Certified Arborist as to the condition of the tree and the effect of the encroachment upon the tree accompanied by the appropriate photographs showing the area(s) of encroachment. 2. A fee in the same amount as required for an Administrative Modification application shall be submitted at the time said applicarion is filed with the City. 9705. ACTION ON APPLICATION A. Oak Tree Permit for the removal of diseased and hazardous oak irees. 1. Upon the receipt of an application to remove a diseased or hazardous oak tree, the Community Development Administrator or his(her designee shall have five (5) working days to approve, conditionaily approve, or deny the application. 2. If the Community Development Adnunistrator or his/her designee denies such application, the decision may be appealed to the Modification Committee. Such appeal sha11 be processed pursuant to the modification -3- Ord. No. 2207 regularions. The fee for an appeal shall be the same as for a Modificarion application. 3. The privileges granted an applicant in this Section shall become null and void if not utilized within one (1) year from the date of the approval. B. Oak Tree Permit for the removal of healthy oak frees. 1. The application for an Oak Tree Pernut for the removal of a healthy oak tree or trees shall be subject to the approval or conditional approval of the Modification Committee or the Planning Commission (on appeal) or City Council (on appeal) pursuanC to the modification regulations. 2. If the applicant lives within a Homeowners Associarion area established pursuant to Section 9272.2.3 of the Arcadia Municipal Code, the applicant shall submit their tree removal plans to the Architectural Review Board (Committee) of said Homeowners Association far review and approval, conditional approval or denial, prior to filing an application with the City. 3. The Architechual Review Board's (Corrunittee's) review and comment are not required if the Homeowners Association has filed a letter with the Community Development Division staring that their Association does not wish to perform such review. 4. The privileges granted an applicant in this Section sha11 become null and void if not urilized within one (1) year from the date of the approval or conditional approval. C. Oak Tree Pernut for Encroachment Into a Protected Zone. 1. Upon the receipt of an application to encroach into the protected zone of an oak tree, the Community Development Administrator or his/her designee shall -4- Ord. No. 2207 have five (5) working days to approve, conditionally approve, or deny the applicarion. 2. If the Community Development Administrator or his/her designee denies such application or approves said application with conditions, the applicant may appeal the denial or the conditions of approval to the Modification Committee. Such appeal shall be processed pursuant to the modificarion regulations. The fee for an appeal shall be the same as for a Modification applicarion. 3. The privileges granted an applicant in this Secrion shall become null and void if not utilized within one (1) year from the date of the approval. SECTTON 2. The City Clerk sha11 certify the adoption of this Ordinance and shall cause a copy or suinmary of the same to be published in the official newspaper of said City within fifteen (15) days of its adoption. This Ordinance shall take effect thirty-one (31) days after its adoprion. [SIGNATURES ON NEXT PAGE] -5- Ord. No. 2207 \. Passed, approved and adopted this sct~ day of July , 2005. ~SI JOHN ~VU~ Mayor of the City of Arcadia ATTEST: IS/ JAMES Hn ~~RR4l~~S City Clerk APPROVED AS TO FORM: a ,}~~ ~~ ~ ~ Step en P. Deitsch City Attorney _s_ o~d. No. zzo7 ~ STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES } SS: CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Ordinance No. 2207 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 Sth day of July, 2005 and that said Ordinance was adopted by the following vote, to wit: AYES: Councihnember Chandler, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None ISI JAMES Ha ~ARRO~S City Clerk of the City of Arcadia 7