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HomeMy WebLinkAboutSeptember 6, 2005r 11 MIM MEETING AGENDA Arcadia City Council and Redevelopment Agency TUESDAY, SEPTEMBER 6, 2005 This agenda contains a summary of each item of business which the Council may discuss or act on at this meeting. The complete staff report and all other written documentation 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 Americans with Disabilities Act, if you need special assistance to participate in a City Council meeting, please contact the City Manager's office at (626) 574 -5401 at least three (3) business days before the meeting or time when special services are needed.. This notification will help City staff in making reasonable arrangements to provide you with access to the meeting. ROLL CALL 5:00 p.m., City Council Chamber Conference Room AUDIENCE PARTICIPATION - (S minutes per person) STUDY SESSION a. Discussion and direction regarding the establishment of procedures and related matters for future study sessions pertaining to the proposed Santa Anita Park Specific Plan (Caruso Project) and Westfield Phase 113 Project. CLOSED SESSION a. Pursuant to Government Code Section 54956.8 conference with real property negotiators. Property Description: Southerly parking area of Santa Anita Race Track property Negotiating Parties City: City Manager, Assistant City Manager /Development Services Director and City Attorney Property Owner: Caruso AfFliated, Caruso Property Management Company, Magna Entertainment Corporation, the Santa Anita Companies and the Los Angeles Turf Club Under Negotiation: Price and Terms of Payment b. Conference with Real Property Negotiators (Government Code Section 54956.8) Property: Property Owner: 55 W. Huntington Drive Paul Rusnak 21 Morlan Place Hann Ling Shaw (Church in Arcadia) 28 W. Santa Clara Don and Ray Dahigren 41 W. Huntington Drive Mrs. Robert Johannsen /Manuel be Jesus Romero 35 W. Huntington Drive Gary and Dam Braun (35 W. Huntington Partners) . 27 W. Huntington Drive Richard Fisher (Templekadian) 101.W. Huntington Drive Charles Frandson. 103 W. Huntington Drive James Dorr Negotiating Parties - Agency Deputy Executive Director and Economic Development Manager Under Negotiation - Price and terms of payment c. Pursuant to Government Code Section 54957.6 to confer about labor contract negotiations - Arcadia Public Works Employees Association and Arcadia City Employees Association. City Negotiators: William W. Floyd and Tracey Hause. d. Pursuant to Government Code Section 54956.9(a) to confer with legal counsel regarding the workers' compensation case of Larry Weston. 7:00 p.m. in the Council Chamber INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS REPORT FROM CLOSED SESSION MOTION TO READ ALL ORDINANCES/ RESOLUTIONS BY TITLE ONLY AND WAIVE READING IN FULL AUDIENCE PARTICIPATION - (5 minutes per person) REPORTS FROM ELECTED OFFICIALS 1. CONSENT CALENDAR - ARCADIA REDEVELOPMENT AGENCY a. Minutes of the August 16, 2005 Regular Meeting. Recommendation: Approve CONSENT CALENDAR - CITY COUNCIL b. Minutes of the August 16, 2005 Regular Meeting. Recommendation: Approve C. Renewal of Local Emergency Proclamation for Winter Storm Damage. Recommendation: Approve d. Gift of $29,020 from the Arcadia Public Library Foundation for programs and equipment at the Library. Recommendation: Approve e. Resolution No 6484 implementing re -tax payroll deduction plan for service credit purchase for all employees who are members of CalPERS Recommendation: Adopt f. Resolution No. 6485, accepting, for purposes of review: FCC Form 394 submitted by Time Warner Cable. Inc. relating to a franchise transfer and prescribing certain procedures relating thereto. Recommendation: Adopt g. Ordinance No. 2210, rezoning a central portion of the properties located at 245 -253 East Foothill Boulevard from PR -1 (One - Family zone with an Automobile Parking Overlay) to C -2 (General Commercial). Zone Change Case Z -05 -03 Recommendation: Introduce - h. Award a one (1) year contract extension to B & P Painting for the painting and wood refinishing services contract at various City facilities in the amount of $43.500. Recommendation: Approve L Award a one (1) year contract extension to California Landscape Services Inc (CLS) for the tree trimming maintenance services contract in the amount of 5265:600 Recommendation: Approve j. Accept all work performed by General Pump Company. Inc as complete and authorize the final gavment to be made in accordance with the contract documents, subject to a retention of $20.752.30. Recommendation: Approve 3. CITY MANAGER a. Status Report of the Transportation Master Plan Update and Potential Traffic Mitigation Fee Program Recommendation: Provide direction ADJOURNMENT The City Council will adjourn this meeting to September 20, 2005, 6:00 p.m. in the Council Chamber. Conference Room. ANNOTATED AGENDA 00F] Arcadia City Council and Redevelopment Agency TUESDAY, SEPTEMBER 6, 2005 STUDY SESSION a. Discussion and direction regarding the establishment of procedures and related matters for future Scheduled study study sessions pertaining to the proposed Santa Anita Park Specific Plan (Caruso Project) and sessions for the Westfield Phase 1B Project. following dates: Oct. 3, Nov. 16, Nov. 23, and a date in early CLOSED SESSION 2006 a. Pursuant to Government Code Section 54956.8 conference with real property negotiators. No Reportable Action Property Description: Southerly parking area of Santa Anita Race Track property Negotiating Parties City: City Manager, Assistant City Manager /Development Services Director and City Attorney Property Owner: Carusa Affiiated, Caruso Property Management Company, Magna Entertainment Corporation, the Santa Anita Companies and the Los Angeles Turf Club Under Negotiation: Price and Terms of Payment b. -. Conference with Real Property Negotiators (Government Code Section 54956.8) No Reportable Action Property: Property Owner: - 55 W. Huntington Drive Paul Rusnak 21 Morlan Place Hann Ling Shaw (Church in Arcadia) 28 W. Santa Clara Don and Ray Dahlgren 41 W. Huntington Drive Mrs. Robert Johannsen /Manuel De Jesus Romero 35 W. Huntington Drive Gary and Dan Braun (35 W. Huntington Partners) 27 W. Huntington Drive Richard Fisher (Templekadian) 101 W. Huntington Drive Charles Frandson 103 W. Huntington Drive James Dorr Negotiating Parties - Agency Deputy Executive Director and Economic Development Manager Under Negotiation - Price and terms of payment Pursuant to Government Code Section 54957.6 to confer about labor contract negotiations - Arcadia Public Works Employees Association and Arcadia City Employees Association. City Negotiators: No Reportable Action William W. Floyd and Tracey Hause. d. Pursuant to Government Code Section 54956.9(a) to confer with legal counsel regarding the No Reportable Action workers' compensation case of Larry Weston. . MOTION TO READ ALL ORDINANCES /RESOLUTIONSBY TITLE ONLY AND WAIVE READING IN FULL 1. CONSENT CALENDAR- ARCADIA REDEVELOPMENT AGENCY a. Min�esof�e Auau�16. 2005 of the Auau�16. 2005 Rx Recommendation: Approve CONSENT CALENDAR - CITY COUNCIL b. Minutes of Auou�16.2005 R,Auou�16. 2005 R, Recommendation: Approve C. Renewal of Local Emergency Recommendation: Approve :aular Meeting. Approved 5 -0 �oular Meetina. Approved 5 -0 amation for Winter stormfor Winter Damao Approved 5 -0 d. Gift of $29.020 from the Arcadia Public Library Foundation for programs and equipment at the Approved Lib rary. 5 -0 Recommendation: Approve e. Resolution. No. 6484, implementing a pre -tax payroll deduction plan for service credit purchase fo Approved all employees who are members of CalPERS 5 -0 f. Resolution No. 6485. accepting, for purposes of review. FCC Form 394 submitted by Time Warne Approved Cable. Inc. relating to a franchise transfer and prescribing certain procedures relatina thereto 5-0 Recommendation: Adopt 9. Ordinance No. 2210 rezoning • a central portion of the properties located at 245 -253 East Foothil Boulevard from PR -1 (One - Family zone with an Automobile Parking Overlay) to C -2 (Genera Approved Commercial), Zone Change Case Z -05 -03 5-0 Recommendation: Introduce h. Award a one (1) year contract extension to B & P Painting for the painting and wood refinishing Approved services contract at various City facilities in the amount of 843.500 5-0 Recommendation: Approve I. Award a one f 11 year contract extension to Califomia Landscape Services. Inc (CLS) for the tree Approved trimming maintenance services contract in the amount of $265,600 4-0 Recommendation: Approve - (Kovacic abstained) j. Accept all work performed by General Pump Company. Inc., as complete and authorize the fina payment to be made in accordance with the contract documents, subiect to a retention of Approved $20,752.30 5-0 Recommendation: Approve . 3. CITY MANAGER a. Status Report of the Transportation Master Plan Update and Potential Traffic Mitigation Fee Approved Recommendation: Provide direction S-0 47:0083 MINUTES Arcadia City Council LJLJL_� and Redevelopment Agency TUESDAY, SEPTEMBER 6, 2005 5:00 p.m., City Council. Chamber Conference Roam ROLL CALL PRESENT: Council /Agency Members Chandler, Kovacic, Marshall, Segal, and Wuo ABSENT: None. AUDIENCE PARTICIPATION - (5 minutes per None. STUDY SESSION a. Discussion and direction regarding the establishment of procedures and related matters for future study sessions pertaining to the proposed Santa Anita Park Specific Plan (Caruso Project) and Westfield Phase 113 Project. Bill Kelly, City Manager, presented the City Council with a proposed agenda outline and dates for Study Sessions on the Santa Anita Specific Plan (Caruso) and Westfield Phase 1B (Westfield) Projects. Steve Deitsch, City Attorney,'outlined the format by which City Council members may frame questions and provide input during the upcoming Study Sessions. Council Member Kovacic noted that he Is in favor of scheduling formal study sessions which are open to the public as they provide a forum for residents and the Council to understand each project at various stages in the application process. Don Penman, Assistant City Manager /Development Services Director, noted that in past years, the City Council held a Special Joint Study Session with the,Planning Commission in regard to a previous proposed development at Santa Anita. The Council agreed to the following schedule for open and public Study Sessions: Monday, October 3, 2005, 7:00 p.m. (Caruso and Westfield), Wednesday, November 16, 2005, 7:00 p.m. (Caruso); Wednesday, November 23, 2005 (Westfield), and will announce an additional date to be held in early 2006. CLOSED SESSION a. Pursuant to Government Code Section 54956.8 conference with real property negotiators. Property Description: Southerly parking area of Santa Anita Race Track property Negotiating Parties City: City Manager, Assistant City Manager /Development Services Director and City Attorney Property Owner: Caruso Affliated, Caruso Property Management Company, Magna Entertainment Corporation, the Santa Anita Companies and the Los Angeles Turf Club Under Negotiation: Price and Terms of Payment 09 -06 -05 47:0084 b. Conference with Real Property Negotiators (Government Code Section 54956.8) Property: Property Owner: 55 W. Huntington Drive Paul Rusnak 21 Morlan Place Hann Ling Shaw (Church in Arcadia) 28 W. Santa Clara Don and Ray Dahlgren 41 W. Huntington Drive Mrs. Robert Johannsen /Manuel De Jesus Romero 35 W. Huntington Drive Gary and Dan Braun (35 W. Huntington Partners) 27 W. Huntington Drive Richard Fisher (Templekadian) 101 W. Huntington Drive Charles Frandson 103 W. Huntington Drive James Dorr Negotiating Parties - Agency Deputy Executive Director and Economic Development Manager Under Negotiation - Price and terms of payment C. Pursuant to Government Code Section 54957.6 to confer about labor contract negotiations - Arcadia Public Works Employees Association and Arcadia City Employees Association. City Negotiators: William W. Floyd and Tracey Hause. d. Pursuant to Government Code Section 54956.9(a) to confer with legal counsel regarding the workers' compensation case of Larry Weston. 7:00 p.m. in the Council Chamber INVOCATION Chaplain Gary Coultin, Arcadia Police Department PLEDGE OF ALLEGIANCE Bob Sanderson, Arcadia Police Chief ROLL CALL PRESENT: Council /Agency Members Chandler, Kovacic, Marshall, Segal, and Wuo ABSENT: None. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS Bill Kelly, City Manager, noted that there was no additional information. REPORT FROM CLOSED SESSION Steve Deitsch, City Attorney, reported that the City Council /Redevelopment Agency held a Study Session to discuss procedures for upcoming Study Sessions on the proposed Santa Anita Park Specific Plan (Caruso) and Westfield Phase 1B (Westfield) projects. The Council provided direction on the format of the Study Sessions, and the City Attorney provided an overview of the type of discussion that is appropriate at these type of meetings under the provisions of the Brown Act. The City Council will schedule open and public Study Sessions in the Council Chamber on the following dates: Monday, October 3, 2005, 7:00 p:m. (Caruso and Westfield), Wednesday, November 16, 2005, 7:00pm (Caruso); Wednesday, November 23, 2005 (Westfield), and will announce an additional date to be held in early 2006. The City Council also discussed items a., b., c., and d., on toniaht's Closed Session aaenda: there was no reportable action taken. 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 Marshall, and carried without objection to read all ordinances /resolutions by title only and waive reading in full. 2 09 -06 -05 47:0085 AUDIENCE PARTICIPATION - (S minutes per person) Beth Costanza. Arcadia Chamber of Commerce, invited the community to the 'Taste of Arcadia" event. Allen Fisher 612 W. Duarte Road, appeared to express concern about a robbery in his office building. Mr. Kelly noted that the Police Chief is currently reviewing the incident and will be providing a report that will be shared with the City Council REPORTS FROM ELECTED OFFICIALS MARSHALL Thanked staff for the publication of the Arcadia activities guide; thanked Arcadia citizens who participated in the recent Hazardous Waste Roundup; noted that the City Council had received many emails regarding the Caruso project and responded that there will be no "corners cut" for any project that comes before the City Council. SEGAL Encouraged all citizens to remain involved in all upcoming meetings regarding potential projects that may come before the City Council; noted the upcoming "Crystal Ball" fundraiser for Arcadia Methodist Hospital; encouraged all residents to be attentive around schools sites now that the new academic year has started. CHANDLER Sent his best wishes to those who have suffered the effects of Hurricane Katrina; he encouraged all residents to be prepared in the event of an emergency. KOVACIC Noted the importance of Arcadia's Emergency Response Plan; encouraged residents to get involved in the upcoming meetings regarding the upcoming Caruso and Westfield projects. WUO Encouraged Arcadia residents to attend upcoming meetings regarding Caruso and Westfield projects to become informed; The Foothill Unity organization provided many students in need with back to school supplies; noted that he and Council Member Marshall made a trip to a Southern California Edison Power Plant in the High Sierras; noted the City of Arcadia's efforts to assist those who have been affected by Hurricane Katrina. 1. CONSENT CALENDAR - ARCADIA REDEVELOPMENT AGENCY a. Minutes of the August 16. 2005 Regular Meeting. Recommendation: Approve CONSENT CALENDAR - CITY COUNCIL b. Minutes of the August 16, 2005 Regular Meeting. Recommendation: Approve C. Renewal of Local Emergency Proclamation for Winter Storm Damage. Recommendation: Approve d. Gift of $29.020 from the Arcadia Public Library Foundation for programs and equipment at the Library. Recommendation: Approve e. Resolution No. 6484, implementing a pre -tax payroll deduction plan for service credit purchase for all employees who are members of CaIPERS. Recommendation: Adopt Resolution No. 6485, accepting, for purposes of review. FCC Form 394 submitted by Time Warner Cable. Inc. relating to a franchise transfer and prescribing certain procedures relating thereto. Recommendation: Adopt 09 -06 -05 47:0086 g. Ordinance No. 2210, rezoning a central oortion of the properties located at 245 -253 East Foothill ` Boulevard from PR -1 (One - Family zone with an Automobile Parking Overlay) to C -2 (General Commercial). Zone Change Case Z- 05 -03. Recommendation: Introduce h. Award a one (1) year contract extension to B & P Painting for the painting and wood refinishing services contract at various City facilities in the amount of $43.500 Recommendation: Approve i. Award a one (1) year contract extension to California Landscape Services. Inc (CLS) for the tree trimming maintenance services contract in the amount of $265.600. Recommendation: Approve j. Accept all work performed by General Pump Company. Inc.. as complete and authorize the final payment to be made in accordance with the contract documents, subiect to a retention of $20,752.30. Recommendation: Approve Motion A motion was made by Agency /Coundl Member Chandler, seconded by Agency /Council Member Marshall to approve the Consent Calendars. Council Member Kovacic, noting that his law firm represents California Landscape Services, Inc., and abstained from voting on item 1. i. The Consent Calendars were approved unanimously on roll call vote with the exception of item 1. i. which was approved 4 - 0 (Kovacic abstain). Roll Call Ayes: Council /Agency Member Chandler, Marshall, Kovacic, Segal, and Wuo (Kovacic abstained from item l.i.) Noes: None 2. CITY MANAGER a. Status Report of the Transportation Master Plan Update and Potential Traffic Mitigation Fee Program. Recommendation: Provide direction Don Penman, Assistant City Manager /Development Services Director, and Phill Wray, City Engineer, presented the report; staff outlined the City's process for conducting traffic studies and the factors that are involved in the preparation of a traffic fee program; methods for measuring traffic, the elements that are Involved with assessing traffic capacity, impacts from future growth, and potential mitigation measures for problem intersections were discussed. Council Member Chandler noted that the existing traffic study results show that the Baldwin /Huntington and Huntington /Holly intersections are at an acceptable level, despite concerns expressed by citizens regarding the traffic impact of the potential Westfield and Caruso developments. Council Member Kovacic inquired whether a separate traffic analysis will be conducted as part of the Caruso project Environmental Impact Report (EIR) and why the Golden West/Huntington intersection did not appear on staffs list of major intersections. Staff responded that a separate traffic analysis would be'conducted as part of the Caruso EIR and evaluated against the current traffic study; staff also noted that the Golden West/Huntington intersection was not considered a major'arterial intersection based upon the criteria developed for the traffic study. Mr. Penman noted that staff will be placing a report concerning the traffic study results and a proposed fee program on the Council's November 2005 agenda. The City Council agreed to continue the study and requested the preparation of the Mitigation Fee Program. 09 -06 -05 ADJOURNMENT 47:0087 The City Council adjourned this meeting at 8:05 p.m. to September 20, 2005, 6:00 p.m. in the Council Chamber Conference Room. James H. Barrows, City Clerk By: Vida Tolman Chief Deputy City Clerk, Records Manager 5 09 -06 -05 f.ig �4 STAFF REPORT DATE: September 6, 2005 Office of the City Manager TO: Mayor and City Council FROM: William R. Kelly, City Manager SUBJECT: REVIEW AND DISCUSSION OF PROTOCOL AND PROCEDURES FOR STUDY SESSIONS REGARDING , THE SANTA ANITA SPECIFIC ; PLAN /CARUSO.PROJECT AND THE. WESTFIELD PHASE 1B PROJECT Staff is suggesting that the City,Council consider holding four study sessions as part of the City's processing of the Santa Anita Specific Plan /Caruso Project and the Westfield Phase 1 B Project. The purpose of the study sessions will be to provide the City Council with an opportunity to review the projects to date and give the developer =and staff preliminary comments concerning the pending projects. Although it is recommended that you not commit at these study sessions to ultimately approve or disapprove the final project (that must await completion of public hearings later), you are permitted to provide at these study sessions interim feedback, thoughts, ideas or concerns you have: while the parameters of the project and details are being prepared by the developer and staff for purposes of ultimate submission to the Council at a public hearing. To provide for efficient and effective study sessions, the following agenda outline. is suggested for your consideration: . - Oral Communication Staff is suggesting 30 minutes total with 3 minutes per speaker. Three minutes is suggested in order to allow a sufficient number of people to address the Council. The City Council may wish to hold a second oral communication period at the end of the meeting, just prior to adjournment. Developer Presentation 30 minutes 3. Staff Discussion 30 minutes Mayor and City Council September 6, 2005 Page 2 4. City Council Review /Discussion /Comments 60 minutes 5. Adiournment The location for the meetings would be the Council Chambers so that they can be videotaped for possible broadcast on our cable television channel. At this point, staff believes that two meetings per project will be sufficient. The following dates and times are offered for your consideration: 1. Thursday September 29 at 7:00pm (Caruso & Westfield Projects) 2. Wednesday, November 16 at 7:00pm (Caruso Project) 3. Wednesday, November 23 at 7:00pm (Westfield Project) 4. To be determined for sometime in early 2006 (Caruso Project) RECOMMENDATION It is recommended that the City Council agree to a series of study sessions on the Santa Anita Specific Plan /Caruso Project and the Westfield Phase -1113 Project and that you select a date and time for each of the meetings. ,_i: g� 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 SUBJECT: PROCLAMATION OF LOCAL EMERGENCY Recommendation: _. Renew the Director of Emergency Services issuance of a local emergency proclamation. 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 City Council is not in session. The Director of Emergency Services (Director) of the City of Arcadia 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 City 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 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, RATIFYING THE PROCLAMATION OF THE EXISTENCE OF A LOCAL EMERGENCY WITHIN SAID CITY PERTAINING TO THE TORRENTIAL RAIN AND RELATED MATTERS COMMENCING ON JANUARY 8, 2005. RECOMMENDATION: It is staffs 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 A` 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 said City is affected or likely to be affected by a public calamity and the City Council is not in session, and; WHEREAS, the Director of Emergency Services of the City of Arcadia does hereby find; that conditions of extreme peril to the safety of persons and property have arisen within said City caused by torrential rain; which began on the 8 day of January, 2005. and; That these conditions are 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 immediately be called into session; NOW, THEREFORE, IT IS HEREBY PROCLAIMS that a local emergency now exists throughout said City, and; IT IS FURTHER 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 resolutions of this City, and; that this emergency proclamation shall expire in 7 days after issuance unless confirmed and ratified by the governing body of the City of Arcadia. January 13, 2005 By William R. Kelly City Manager/Director of Emergency Services RESOLUTION NO. 6459 A.RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, RATIFYING THE PROCLAMATION OF THE EXISTENCE OF A LOCAL EMERGENCY WITHIN SAID CITY PERTAINING TO THE 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 WHEREAS, conditions of extreme peril to the safety of persons and property have. arisen within this City,. caused torrential rain commencing on January 8, 2005, at which time the City Council was not in session; and WHEREAS, said City Council does hereby find that the aforesaid conditions . of extreme peril did warrant and necessitate the proclamation of the existence 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, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: 1 I SECTION 1. That said local emergency proclamation is hereby ratified and confirmed by the Arcadia City. Council and shall be deemed to continue to exist until its termination is proclaimed by the City Council of the City of Arcadia, State of California. SECTION 2. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this lath day of January 2005. Mayor of the City of Arcadia ATTEST: / / JAMES . BARROWS City Clerk APPROVED AS TO FORM: City Attorney z il 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 Resolution No. 6459 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 sai d Council held on th - 18th dxy f 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 JAR E H BAR i er RP the City of Arcadia 3 ayay epo`�; `t STAFF REPORT Library and Museum Services Department September 6, 2005 to: Mayor and City Council FROM: Janet Sporleder, Director of Library and Museum Services SUBJECT: Gift of $29,020 from the Arcadia Public Library Foundation for programs and equipment at the Library Recommendation: Accept the donation Summary The Arcadia Public Library Foundation, as part of its ongoing mission to support the Library's goals and objectives, is donating $29,020 to the Library for equipment and for a series of chamber music concerts. Discussion The funds being donated will be used for the following purposes: • New outdoor book drops People may choose to return Library materials at any time, even when the Library is closed, in one of the two exterior book drops located adjacent to the north parking lot. One of the book drops was badly damaged when an automobile ran into it. They are old and the mechanisms are failing. Total cost: Approximately $6,500 • Audiovisual equipment in the Auditorium and Imagination Theater The original equipment, installed when the Library was remodeled about 10 years ago, was purchased by the Foundation. It will be upgraded to include the capability for using CD's, DVD's and laptop computers. Total cost: Approximately $10,000 • Refinish five reading tables in the Adult Reading Room. A few of the tables, originally purchased by the Foundation when the Library was remodeled, need to be refinished. Total cost: Approximately $4,500 • Outdoor patio tables. The concrete tables will be placed on the patio outside the Children's Services Section near the new art tile wall where they will be utilized for programs and by the public as they enjoy the outdoor, park -like setting. Total cost: $3,020. • Chamber music concert series. This series of four concerts on Wednesday evenings will feature world -class musicians. The series coordinator, Paul Stein, is a violinist with the Los Angeles Philharmonic. The free concerts will be followed by a reception with the musicians. Total cost: Approximately $5,000. All gifts to the Library are subject to approval by the City Council pursuant to City Charter article VIII section 809 (d). Fiscal Impact The Library will experience an added $29,020 to its budget allocation. Recommendation It is recommended that the City Council accept the donation of $29,020 to the Arcadia Public Library from the Arcadia Public Library Foundation. Approved by: William R. Kelly, City Manager STAFF REPORT Administrative Services Department DATE: September 6, 2005 TO: Mayor and City Council FROM: Tracey L. Hause, Administrative Services Director By: Sharmeen Bhojani, Senior Human Resources Analyst . b - SUBJECT: Resolution No. 6484 implementing a pre -tax payroll deduction plan for service credit purchases for all employees who are members of CaIPERS Recommendation: Adopt SUMMARY Resolution No. 6484 approves implementation of a pre -tax payroll deduction plan for service credit purchases. Adoption of this resolution is required by the California Public Employees' Retirement System (CaIPERS) in order to allow employees to participate in the pre -tax payroll deduction plan for service credit purchases. BACKGROUND In 1996 CaIPERS approved a pre -tax payroll deduction plan for service credit purchases under the Internal Revenue Code (IRC) section 414(h)(2). Even though implementation is not required by law, it has been determined that the tax benefit offered by this section should be provided to those employees who are members of CaIPERS. This benefit was proposed during contract negotiations by the Arcadia Firefighters' Association (AFFA) and agreed to by the City as it affords an opportunity to all employees the benefit of deferring income tax liability on member service credit purchases, including Military Service Credit, Service Prior to Membership and Additional Retirement Service Credit (frequently referred to as "Air Time "). Mayor and City Council September 6, 2005 Page 2 of 2 FISCAL IMPACT There is no fiscal impact on the City to implement this plan. Contributions for purchases will be made at the employee's cost. RECOMMENDATION Adopt Resolution No. 6484 of the City Council of the City of Arcadia, California implementing a pre -tax payroll deduction plan for service credit purchases for all employees who are members of CalPERS. APPROVED: U� % William R. Kelly, City Manager RESOLUTION NO. 6484 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, . CALIFORNIA, APPROVING IMPLEMENTATION OF A PRE -TAX PAYROLL DEDUCTION PLAN FOR SERVICE CREDIT PURCHASES (CONTRIBUTION CODE 14) WHEREAS, the Board of Administration of the California Public Employees' Retirement System (Ca1PERS) at the April 1996 meeting approved a pre -tax payroll deduction plan for service credit purchases under the Internal Revenue Code (IRC) section 414(h)(2); and WHEREAS, the City of Arcadia has the authority to implement the provisions of IRC section 414(h)(2) and has determined that even though implementation is not required by law, the tax benefit offered by this section should be provided to those employees who are members of CalPERS; and WHEREAS, the City of Arcadia elects to participate in the pre -tax payroll deduction plan for all employees in the following Ca1PERS coverage group(s): 70001— Miscellaneous Employees 74002 — Fire Employees 75002 — Police Employees 1 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA DOES HEREBY FIND, DETERMINE, AND RESOLVE AS FOLLOWS: SECTION 1. That the City of Arcadia will implement the provisions of IRC section 414(h)(2) by making employee contributions for service credit purchases pursuant to the California State Government Code on behalf of its employees who are members of CalPERS and who have made a binding irrevocable election to participate in the pre -tax payroll deduction plan. "Employee contributions" shall mean those contributions reported to Ca1PERS which are deducted from the salary of employees and are credited to individual employee accounts for service credit purchases, . thereby resulting in tax deferral of employee contributions. SECTION 2. That the contributions made by the City of Arcadia to Ca1PERS, although designated as employee contributions, are being paid by the City of Arcadia in lieu of contributions by the employees who are members of CalPERS. SECTION 3. That the employees shall not have the option of choosing to receive the contributed amounts directly instead of having them paid by the City of Arcadia to Ca1PERS. 2 SECTION 4. That the City of Arcadia shall pay to CalPERS the contributions designated as employee contributions from the same source of funds as used in paying salary, thereby resulting in tax deferral of employee contributions. SECTION 5. That the effective date for commencement of the pre -tax payroll deduction plan cannot be any earlier than July 1, 1996, or the date the completed resolution is received and approved in Ca1PERS, whichever is later. SECTION 6. That the governing body of the City of Arcadia shall participate in and adhere to the requirements and restrictions of the pre- tax payroll deduction plan by reporting pre -tax payroll deductions when authorized by Ca1PERS for those employees of the above stated Coverage Group(s) who have elected to participate in this plan. SECTION 7. The City Clerk shall certify. to the adoption of this Resolution. [SIGNATURES ON NEXT PAGE] 3 Passed, approved and adopted this 6th day of September , 2005 IS/ JOHN WU0 Mayor of the City of Arcadia ATTEST: /SI JAMES H. BARR City Clerk of the City of Arcadia APPROVED AS TO FORM: City Attomey El 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 Resolution No. 6484 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 6th day of September, 2005 and that said Resolution was adopted by the following vote, to wit: AYES: Council Member Chandler, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None G r �cc�a: >;: 7:� STAFF REPORT Administrative Services Department DATE: September 6, 2005 TO: Mayor and City Council FROM: Tracey L. Hause, Administrative Services Director Prepared by: Chris Ludlum, Senior Management Analyst tzt' SUBJECT: Resolution No. 6485 —Accepting. for ourooses of review. FCC Form 394 submitted by Time Warner Cable. Inc relating to a franchise transfer and prescribing certain procedures relating thereto Recommendation: Adopt SUMMARY The 1992 Cable Act and the associated FCC regulations governing franchise transfers, provides the City with 126 days from the date of submission of the FCC Form 394 to either approve or deny the transfer application. Should the City take no action within this 120 -day period, the transfer will be deemed accepted and approved by the FCC. The current 120 -day window is set to expire October 16, 2005. As such, staff the purposes of review, FCC Form 394 submitted by Time Warner Cable, Inc relating to a franchise transfer and prescribing certain procedures relating thereto. DISCUSSION Adelphia Communications, the City's cable franchisee, is currently progressing through bankruptcy proceedings. Recently, Time Warner Cable, Inc. and Comcast Corp. entered into an Asset Purchase Agreement with Adelphia for the majority of their cable system operations throughout the country. Upon final approval of these complicated transactions, the affected Adelphia systems will be removed from bankruptcy proceedings and the operation of the systems will be divided between Time Warner Cable and Comcast Communications. Currently, the City's cable television franchise is held in a partnership between Adelphia Communications, which holds a 75% stake, and Comcast Corporation, which owns 25 %. Adelphia and Comcast Cable Holdings, LLC, an indirect subsidiary of Comcast Corporation, have entered into an Asset Purchase Agreement in which Comcast would acquire Adelphia's full interest in the partnership, giving them a 100% stake. Mayor and City Council September 6, 2005 Page 2 On June 16, 2005, the City received a FCC Form 394 from Time Warner Cable, Inc., requesting that the City approve the transfer of the cable television franchise from Adelphia to CAC Exchange I, LLC, an indirect subsidiary of Comcast. Then, pursuant to an exchange agreement between Comcast, Time Warner Cable, and the related entities, control of the franchise would again change hands from CAC Exchange I, LLC, to an indirect subsidiary of Time Warner Cable. Ultimately, the City's cable television franchise would be assigned to and do business as Time Warner Cable. According to FCC regulations governing franchise transfers, the City has 120 days from the date of submission of the FCC Form 394 to either approve or deny the transfer application. Should the City take no action within this 120 -day period, the transfer will be deemed accepted and approved by the FCC. The current 120 -day window is set to expire October 16, 2005. There is one other option available other than approval or denial of the application. The City may choose to seek an extension of the review period of the transfer application and all related appendices, reports, and materials. An extension of the 120 -day review period requires the mutual consent of both the City and the applicant (Time Warner Cable). The City has retained the support of consultant John Risk, a cable and communications expert, to assist throughout the transfer proceedings. City staff and Mr. Risk have been reviewing the application materials since receiving them on June 16, 2005. Due to the sheer size and scope of the application, and additional informational items requested by s taff +h at are currently e utstanding, addddifiona"Inieve end -ttie original 1-20- day - review -- period is anticipated in order to complete a proper due - diligence review. At this time, the City Council has neither approved nor denied the proposed franchise transfer. The attached resolution grants the City Manager the authority to deny the transfer application and agree to extend the 120 -day review period without additional action by the City Council. This resolution does not empower the City Manager to accept or approve the transfer application. Any approval must be granted by the City Council. The resolution will encourage Time Warner Cable, Inc., to agree to extend the review period deadline. Once an extension is agreed upon, staff will return to the Council with a formal recommendation relative to the franchise transfer application based on a fully completed review of the application. Mayor and City Council September 6, 2005 Page 3 FISCAL IMPACT Adoption of this Resolution will not have a fiscal impact. RECOMMENDATION It is' recommended that the City Council Adopt Resolution No. 6485, a Resolution of the City Council of the City of Arcadia, California, accepting, for purposes of review, FCC Form 394 submitted by Time Warner Cable, Inc relating to a franchise transfer and prescribing certain procedures relating thereto. Approved: William R. Kelly, City Manager TLH:CL: RESOLUTION NO. 6485 A RESOLUTION OF THE CITY OF ARCADIA, CALIFORNIA ACCEPTING, FOR PURPOSES OF REVIEW, THE FCC FORM 394 SUBMITTED BY TIME WARNER CABLE, INC., RELATING TO A FRANCHISE TRANSFER AND PRESCRIBING CERTAIN PROCEDURES RELATING THERETO k WHEREAS, the City of Arcadia (the "City") has entered into an agreement granting a nonexclusive franchise to Adelphia Communications Corp. (the "Operator ") to operate a cable television system in the City and setting forth conditions accompanying the granting of the franchise (the "Franchise "); and WHEREAS, the Operator filed an FCC Form 394, dated June 10, 2005, seeking approval of a transfer of the Franchise to CAC Exchange I, LLC (the "New Franchisee "); and WHEREAS, the City has not, at the time of the adoption of this Resolution, approved or denied the request to transfer the Franchise to the CAC Exchange I, LLC, and reserves its rights as outlined in the Franchise Agreement and other applicable Federal, State and local laws; and WHEREAS, pursuant to the Franchise Ordinance and the Franchise Agreement between the City and the Operator, neither the Franchise nor control of the Operator may be changed, transferred or assigned without the consent of the City Council; and 1 WHEREAS, this proposed merger will result in a change in control of the Operator and requires the City's consent; and WHEREAS, the City Council of the City now desires to acknowledge receipt of said FCC Form 394 and prescribe procedures for its review and consideration by the City. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The FCC Form 394, dated June 10, 2005 is hereby deemed accepted for the purposes of review, analysis, and consideration. Said review shall not constitute a waiver of the City's rights to determine compliance with the existing Cable Franchise and to take appropriate action therewith. SECTION 2. Since receipt of the FCC Form 394 on June 16, 2005, the City Manager, Assistant City Manager, City Attorney, City Staff, and outside consultants designated by the City, and their designees have been reviewing and analyzing the FCC Form 394 and have requested additional information deemed necessary to properly analyze and make recommendations upon the FCC Form 394. SECTION 3. The City Manager or his designee is hereby authorized, without further action by this Council, to reject the FCC Form 394 without prejudice, and the approvals requested therein, without further action of this City Council for the following reasons and upon the following basis: 01 A. Failure or refusal to file a proper or complete FCC Form 394 with all information required therein. B. Failure or refusal to provide all documents and information requested by City Staff, Special Counsel, and outside consultants retained by the City. C. Failure or refusal to reasonably cooperate with City Staff, City Attorney, Special Counsel and outside consultants retained by the City in undertaking due diligence investigations including, but not limited to, physical inspections of the cable television system and inspection of records relating thereto. D. Failure or refusal to demonstrate compliance with the Cable Television Consumer Protection and Competition Act of 1992 (the "1992 Cable Act "), any and all implementing regulations of the Federal Communications Commission, or any other applicable local, state or federal law. E. Refusal of any assignee or transferee to accept, without condition of reservation, the terms and conditions of the existing Franchise or to require as a condition of consent or approval the amendment, modification, extension or alteration of the terms and conditions of the Franchise. F. An announced or actual change in control of the Transferee, or any limited or general partner thereof, which occurred subsequent to the date of the FCC Form 394. 3 SECTION 4. The City Manager or his designee, without further action by this Council, shall be empowered to seek Operator's consent to a sufficient extension of the 120 -day deadline for approval of the proposed transfer so that the City may complete its due diligence review of the franchise transfer application material submitted by Operator. SECTION 5. Any decision made by the City Manager pursuant to the authority granted in this Resolution shall be deemed a decision of the City Council for the purposes of Section 617 of the 1992 Cable Act and the implementing regulations of the Federal Communications Commission. Passed, approved and adopted this 6th day of September 2005. W � Mayor of the City of Arcadia ATTEST: City Clerk of the City of Arcadia APPROVED AS TO FORM: City Attorney m u 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 Resolution No. 6485 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 6th day of September, 2005 and that said Resolution was adopted by the following vote, to wit: AYES: Council Member Chandler, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None IS/ JAMES H. BARROWS City Clerk of the City of Arcadia 5 September 6, 2005 TO: Mayor and City Council Development Services Department FROM: Don Penman, Assistant City Manager /Development Services Director By: Donna Butler, Community Development Administrator 6 Prepared by: Thomas Li, Associate Planner 1 SUBJECT: Ordinance No. 2210 — An Ordinance of the Citv Council of the Citv of Arcadia, California, rezoning a central portion of the properties located at 245 -253 E. Foothill Blvd. From PR -1 (One - Family zone with an Automobile Parking Overlay) To C -2 (General Commercial). Zone Change Case Z -05 -03 RECOMMENDATION: INTRODUCE BACKGROUND The City Council at its August 16, 2005 meeting voted 4 -1 to approve Zone Change. Z- 05-03 rezoning an approximate 200 feet wide by 60.5 feet deep strip of property at the central portion of the properties located at 245 -253 E. Foothill Blvd. from PRA to C -2. The City Council directed staff to prepare the appropriate ordinance for adoption at a later meeting. Attached is City Council Ordinance 2210: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA AMENDING THE ZONING CODE OF THE CITY OF ARCADIA TO REZONE A CENTRAL PORTION OF THE PROPERTIES LOCATED AT 245 TO 253 E. FOOTHILL BLVD. FROM PR -1 (ONE- FAMILY ZONE WITH AN AUTOMOBILE PARKING OVERLAY) TO C -2 (GENERAL COMMERCIAL), ZONE CHANGE CASE Z -05 -03 The City Council should move to introduce Ordinance 2210. APPROVED BY: U�c William R. Kelly, City Manager STAFF REPORT Attachment: Ordinance 2210 ORDINANCE NO. 2210 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA AMENDING THE ZONING CODE OF THE CITY OF ARCADIA TO REZONE A CENTRAL PORTION OF THE PROPERTIES LOCATED AT 245 TO 253 E. FOOTHILL BLVD. FROM PR -1 (ONE - FAMILY ZONE WITH AN AUTOMOBILE PARKING OVERLAY) TO C -2 (GENERAL COMMERCIAL), ZONE CHANGE CASE Z -05 -03 WHEREAS, this zone change was initiated by Rich Development Company to rezone a central portion of the properties generally located at 245 to 253 E. Foothill Blvd. from PR -1 to C -2, Community Development Division Case No. Z- 05 -03, more particularly described in the attached Exhibit A; and WHEREAS, on July 12, 2005 a public hearing was held before the Planning Commission on said matter at which time all interested persons were given full opportunity to be heard and to present evidence; and WHEREAS, the Planning Commission at said meeting reached a recommendation to approve the zone change by voting 5 to 0, and, thus, the item was forwarded to the City Council with a recommendation of approval; and WHEREAS, on August 16, 2005, the City Council held a public hearing on said zone change; and WHEREAS, as part of the record of this hearing, the City Council reviewed and considered: 1. All staff reports and related attachments and exhibits submitted by the Community Development Division of the Development Services Department to the City Council; 2. The record of the Planning Commission hearing regarding zone change Z- 05 -03; and 3. All letters, information and material presented as part of the public testimony at the City Council public hearing on August 16, 2005, including the staff reports, the environmental documents, including the Negative Declaration and all documentation presented at the public hearing; and WHEREAS, at its meeting on August 16, 2005, the City Council adopted a Negative Declaration pursuant to the California Environmental Quality Act concerning this zone change; and WHEREAS, the above recitals are hereby incorporated as part of the findings set forth below. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: Section 1. That the factual data submitted by the Development Services Department in the attached report is true and correct. Section 2. The City Council finds: -2- 2210 1. That the approval of this zone change will not be detrimental to the public health or welfare or injurious to the property or improvements in such zone or vicinity. 2. That the proposed zone change to C -2 is consistent with the General Plan designation of Commercial and is compatible with the zoning of the commercial properties to the east, west, and south. 3. That the evaluations of the environmental impacts as set forth in the environmental checklist form are appropriate; that a Negative Declaration has been prepared for this project which adequately addresses all potential environmental impacts; and that this project will not have a significant effect on the environment; that when considering the record as a whole, there is no evidence that this project will have any potential for adverse effect on wildlife resources or the habitat upon which the wildlife depends. Section 3. That for the foregoing reasons, the City Council approves this zone change from PR -1 to C -2 on Zoning Map 9233.5 of the City with respect to those certain properties described in the recitals of this Ordinance. Section 4 . 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. -3- 2210 Passed, approved and adopted this day of , 2005. Mayor of the City of Arcadia ATTEST: City Clerk of the City of Arcadia APPROVED AS TO FORM: Stephen P. Deitsch, City Attorney -4- 2210 I rt STAFF REPORT Public Works ServicesDepartment September 6, 2005 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director I Prepared by: Gary F. Lewis, General Services Mana er Dave McVey, General.Services Superintendent SUBJECT: Painting and Wood Refinishing Services Recommendation: Award a one (1) year contract extension in the amount of $43,500.00 to B & P Painting for painting and wood refinishing services at various City facilities SUMMARY On October 1, 2002, the City Council approved a one (1) year contract Agreement with optional contract extensions to B & P Painting Inc. for painting and wood refinishing services at various City facilities. B & P is reaching the end of their second contract extension and has submitted a written offer to extend the contract for an additional one (1) year in accordance with the existing agreement. The contractor's offer of extension does not reflect a change in price and all other conditions of the Agreement are to remain in effect. Based on the excellent service provided staff recommends that the City Council amount of $43,500.00 to B & P Paintin g various City facilities. by B & P Painting during the last three years, award a one (1) year contract extension in the for painting and extraordinary maintenance of DISCUSSION The Public Works Services Department is responsible for the maintenance of all City facilities. Monthly painting and preventative maintenance programs have been implemented at the Library, City Hall, Community Center, Fire Stations, Service Center and park structures. New construction, remodels and custom design projects are funded through the 2005 -06 Capital Improvement Project and Operating Budgets. During the last year, 33 painting projects had been completed. Staff anticipates a similar level of painting services for this fiscal year. The contract also provides for the extraordinary maintenance on a time and material basis whenever painting services are required. Services may include refinishing of wood floors and cabinets, anti- graffiti coating, applying wood stains / sealers and refinish cabinets. The contract also provides for cleaning of all exterior surfaces on the Police facility. To properly maintain and keep Mayor and City Council September 6, 2005 Page 2 this new facility in as new condition, it is necessary to power wash the outside walls, of the building. B & P Painting has submitted a written offer to renew this contract in accordance with the existing Agreement without a cost increase. All other conditions of the Agreement are to remain the same. Staff recommends that the City Council award a one (1) year contract extension in the amount $43,500.00 to B & P Painting for painting and extraordinary maintenance of various City facilities. FISCAL IMPACT Sufficient funds have been budgeted in the 2005 -06 C.I.P. and Operating Budgets for this contract. The total amount of the service contract with B & P Painting is $43,500.00. RECOMMENDATION 1. Award Amendment No. 3 extending : the current contract for an additional one (1) year in the amount of $43,500.00 to B & P Painting for painting and wood refinishing services at various City facilities. 2. Authorize the City Manager and City Clerk to execute a contract amendment in a form approved by the City Attorney. PM:GFL:DRM:dw APPROVED: William R. Kelly, City Manager �... , Aury[ !. DO) ' @4a «YO44 STAFF REPORT Public Works Services Department September 6, 2005 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director. Prepared by: Thomas W. Tait, Field Services Man er. David Thompson, Street Superintendent. SUBJECT: Tree Trimming.Services Contract Recommendation: Authorize the City Manager to enter into.a one (1) year contract extension in the amount of $265,600 to California Landscape Service Inc. (CLS) for tree trimming maintenance services SUMMARY On September 7, 2004, the City Council awarded a one (1) year contract to California Landscape Services, Inc. (CLS) with optional contract extensions to perform tree - trimming maintenance services for the City. CLS is reaching the end of their first contract year and has submitted a written offer to extend the existing contract for an additional one (1) year in accordance with the existing agreement. The contractor's offer of extension does not reflect a change in price and all other conditions of the agreement are to remain in effect. Based on the excellent level of tree trimming services provided by CLS, staff recommends!that the City Council authorize the City Manager to enter into a contract extension in the amount of $265,600 to CLS for tree trimming maintenance services. DISCUSSION The Public Works Services Department is responsible for the care and - maintenance of approximately 17,000 trees located in City ' parks, parkways, medians, and public facilities throughout the City. Since 1993 the City has contracted with private companies for local tree trimming services. Prior to this, the City performed tree- trimming maintenance on an as -need basis. City crews and a private contractor accomplish the current trimming program. Public Works Services' crews are responsible for the day -to -day care and maintenance of trees located throughout the City. The City's existing Tree Maintenance Program provides for the general upkeep of the existing tree stock, mitigates immediate public safety hazards, and allows for minimal tree replacement on a case -by -case basis. Mayor and City Council September 6, 2005 Page 2 Annually, staff trims approximately 600 trees along with tree removals as requested by property owners. This work is highly specialized and is scheduled as part of our Service Request Program based on property owner needs. As part of our "Four (4) Year Tree Trimming Plan" previous contracts provided for grid trimming of 4,300 trees, 50 requests for service and 40 tree and stump removals. This program will improve aesthetics, minimize long -term liability and facilitate the long -term sustainability of a vibrant Urban Forest in the City of Arcadia. CLS has provided, excellent and affordable service during the first year of the Agreement. The work assigned to CLS is always performed in a timely and efficient manner. On September 7, 2004, the City Council awarded a one (1) year contract to California Landscape Services, Inc. (CLS) with optional contract extensions to perform tree - trimming maintenance services for.the City. CLS is reaching the end of their first contract year and has submitted a written offer to extend the, existing contract for an additional one (1) year in accordance with the existing agreement. The contractor's offer of extension does* not reflect a change in price and all other conditions of the agreement are to remain in effect. Staff is recommending that the City Council award a one -year contract extension in the amount of $265,600 to California Landscape Services Inc. (CLS) for tree trimming maintenance services. FISCAL.IMPACT The operating budget provides funding in the amount of $265,600 for annual tree trimming. maintanance; services. This program provides a four (4) year tree trimming cycle where all trees in the City are trimmed at least once every four (4) years. RECOMMENDATION 1. Award Amendment No. 1 extending .the current contract for an additional one (1) year in the amount of $265,600 to "California Landscape Services Inc. (CLS) for tree trimming maintenance services 2. Authorize the City Manager and City Clerk to execute a contract amendment in a form approved by the City Attorney Approved: William R. Kelly, City Manager PM:TT:DT:dw s STAFF REPORT Public Works Services Department September 6, 2005 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Dire or Prepared by: Tom Tait, Field Services Manager Martin Ray, Utilities Superintendent SUBJECT: Accept — Rehabilitation of Orange Grove 2A and Peck Road Well Recommendation: Accept all work performed by General Pump. Company Inc., as complete and authorize the final payment to be _made in accordance with the contract documents,. subject to a retention of $20,752.30 SUMMARY On January 4, 2005, the City Council awarded a contract to General Pump Inc. in the amount of $207,539.00 for the rehabilitation of Orange Grove Well 2A and Peck Road Well. The terms and conditions of this project have been complied with and the work has been performed to staff's satisfaction for a total project cost of $207,523.00. Staff recommends that the City Council accept all work performed by General Pump Company Inc. as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $20,752.30. DISCUSSION Many of the wells within the City's water supply system were drilled in the 1920s and 1930s, and their production decreases with age due to the build -up of mineral deposits on the well casing and the wear - and -tear of the pump components. In order to maintain system reliability and ensure that water supply demands of the City are met, systematic inspection and periodic maintenance of the City's wells is required to keep them operating at maximum capacity and efficiency. The Peck Road Well is the second largest producing groundwater well in the City's water system. Having this well out of service, during the summer months would have had a significant impact on our water production capability. Therefore, staff considered rehabilitation of the Peck Road Well to be a greater priority than the Hugo Reid Well. On January 4, 2005, the City Council approved staffs recommended substitution of the Peck Road Well rehabilitation in place of the Hugo Reid Well. w Mayor and City Council September 6, 2005 Page 2 Staff recommends that the City Council accept all work performed by General Pump Company Inc. as.complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $20,752.30. ENVIRONMENTAL IMPACT This project is categorically exempt per Section 15301 Class 1 (c) from the requirements of the California Environmental Quality Act. FISCAL IMPACT Funds in the amount of $300,000 were budgeted in the 2004 -05 Capital Improvement Program to cover the cost of rehabilitation, inspections, management and contingencies for the rehabilitation of two (2) wells. wmmcrvur+� wry 1. Accept all work performed by General Pump Company for the rehabilitation of Orange Grove Well 2A and Peck Road Well as complete. . 2. Authorize the final payment to be made in accordance with the contract documents, subject to a retention of $20,752.30. Approved -by : William R. Kelly, City Manager PM:TT :MR:dw