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10-05-1999 - RegularTuesday October 5, 1999 REGULAR MEETING OF THE WEST COVINA CITY COUNCIL AGENDA 730 p.m. Council Chambers Agenda material is available for review before the meeting at the City Clerk's Office, Room 317 at City Hall, 1444 W. Garvey Avenue, West Covina. The City complies with the Americans With Disabilities Act (ADA). If you will need special assistance at this meeting, the City will try to accommodate you in every reasonable manner. Please call (626)814-8433 (voice) or (626) 960- 4422 (TTY) from 8 a.m. to 5 p.m. Monday through Friday for assistance. Please call at least 48 hours prior to the meeting to inform us of your particular needs and to determine if accommodation is possible. For sign language interpreter services or use of hearing impaired aide at Council meetings, four working days may be required. INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL Howard, Melendez, Herfert, Touhey, Wong PRESENTATIONS 1999 West Covina Allstars — 12-U Champions PROCLAMATIONS Breast Cancer Awareness Month ADDRESSING THE CITY COUNCIL If you would like to address the City Council regarding a municipal matter that is not on the Agenda, please complete a Speaker's Card and submit it to the City Clerk any time prior to Oral Communications - Item 1, on the Agenda. You may approach the podium when called upon by the Mayor. If you would like to address the City Council regarding an item on the Agenda, including Public Hearing matters, please complete a Speaker's Card and submit it to the City Clerk any time prior to the item being discussed. Citizen comments will be taken at the time the subject matter is considered by the City Council. You may approach the podium when called upon by the Mayor. Oral Communications (Item K) may be moved forward on the agenda when the Mayor has assured that all individuals who wish to speak on items which appear on the agenda have been heard. Speaker's Cards are available on the table at the entrance to the Council Chambers. A) HEARINGS No hearings scheduled for this meeting. B) CONSENT CALENDAR 1) Commissions' Summary of Actions (receive & file) a) Community Services 09/14/99 b) Planning 09/28/99 c) Senior Citizens' 09/09/99 d) Waste Mgmt./Environmental Quality 09/16/99 2) Claims Against the City (deny & notify claimant) Triad Financial Corporation v City of West Covina On May 27, 1999, the City Clerk's Office received a claim for monetary loss amounting to $17,475.00. I cs ttr that copies of the Council Agenda for the meoting of 1 o -S- q 4 were posted to accordance with the 1/67 Brown Act Amendment©. let-1- 4 9 I .. �vq �y �`. QUio9 W the 1iy G`lax 77 Council Agenda • • October 5, 1999 3) Temporary Use Permits (receive & file) TUP 42534-99. St. Christopher Church at 629 South Glendora Avenue for an annual fiesta from 10/8/99 to 10/10/99. TUP #2536-99. West Covina Toyota at 1808 East Garvey Avenue South for a car sale from 9/15/99 to 10/4/99. TUP 42537-99. Max Coblentz at Galster Park for a private children party on 10/16/99. TUP 92538-99. Surburban Water at 187 North Willow Avenue for a community meeting on 9/16/99. TUP 92540-99. ESGV Japanese Community Center at 1203 West Puente Avenue for an Akimatsuri on 10/2/99. 4) _ Approval of Final Maps (waive reading & adopt) Dedication of Rights -of -way for Galster Wav Through a 1978 amendment to the Deed of Gift for Galster Park, the City has the right of ingress and egress across the park property. Galster Way was built in 1982 by the adjacent developers as part of their development, however, the roadway has not been dedicated for street and highway purposes. It is recommended that the City Council adopt the following resolution entitled: RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CORPORATION GRANT DEED IN FAVOR OF THE CITY OF WEST COVINA. 5) Acceptance of Improvements and/or Release of Bonds Exchange of Securities for South Hills Homes Partnership Various Subdivisions In May, 1996, South Hills Homes Partnership filed a subdivision improvement algreement with the City covering all the remaining work to be done in their five tracts and a parcel map. The agreement is secured by a Second Trust Deed in the amount of $2,980,000. A significant amount of the improvements have been completed and the security can be reduced to $913,000. It is recommended that the City Council authorize the release of the current Second Trust Deed for Tract Nos. 32324, 42169, 32323, 33656, and 47809 and Parcel Map 22037 concurrent with the filing of a new Second Trust Deed in favor of the City in the amount of $913,000 and a new agreement for any remaining improvements in Tract Nos. 32324 and 47809. 6) Traffic Committee Minutes of September 21, 1999 a) The request of the City of West Covina for review possible need to install a multi -way stop at the intersection of Aroma Drive and Galster Way resulted in the following recommendation: WARRANTS FOR MULTI -WAY STOP ARE NOT MET AT THE PRESENT TIME. STAFF WILL PERIODICALLY MONITOR TRAFFIC VOLUMES AT THE INTERSECTION TO DETERMINE IF AND WHEN MULTI -WAY STOP SIGNS ARE WARRANTED. agnd10.05.99 2 Council Agenda • • October 5, 1999 b) The request of the City of West Covina to review possible need to install multi -way stop at the intersection of Barranca Street and Virginia Avenue resulted in the following recommendation: THAT A STOP SIGN (R1) BE INSTALLED ALONG WITH STOP MESSAGE AND STOP AHEAD SIGN (W17) ON THE NORTH AND SOUGHBOUND APPROACHES OF BARRANCA STREET AT VIRGINIA AVENUE. c) The request of Fred Beasley, Jr., West Covina, that a multi -way stop be installed at the intersection of Woodgate Drive and Brookfield Place and that stop signs be installed on Strathmore Place at Brookfield Place and on Courtney Circle at Woodgate Drive resulted in the following recommendations: THAT STOP SIGNS BE INSTALLED ON THE MINOR STREET APPROACHES AT INTERSECTIONS OF STRATHMORE PLACE AT BROOKFIELD PLACE AND COURTNEY CIRCLE AT WOODGATE DRIVE. THAT THE INSTALLATION OF A MULTI -WAY STOP AT THE INTERSECTION OF WOODGATE DRIVE AND BROOKFIELD PLACE IS NOT WARRANTED. 7) Ordinance for Adoption (waive reading & adopt) At the Council meeting of September 21, 1999, the City Council introduced an ordinance adopting language clarifying the Council's intent to partially pay for the repair of sewer laterals under streets where damages are caused by roots from approved City trees. It is recommended that the City Council adopt the following ordinance entitled: ORDINANCE NO. - AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AMENDING SECTION 23- 114 OF THE WEST COVINA MUNICIPAL CODE, RELATING TO THE MAINTENANCE OF HOUSE SEWER CONNECTIONS. 8) Award of Bids Project No. PP-00207 — Coronado School Ballfield Fencing This project will provide for the installation of new fencing for two ballfields at Coronado School, adjacent to Walmerado Park. Two bids were received and opened on September 28, 1999. The lowest responsive bid is $17,871 from Quality Fence Company, Inc., of South Gate, California. It is recommended that the City Council accept the bid of Quality Fence Company, Inc., in the amount of $17,871 and authorize the Mayor and City Clerk to execute an agreement with same for the work to be done. 9) City Treasurer's Report None 10) Miscellaneous — Public Services a) Code Enforcement Action at 841 South Hollenbeck Avenue Code Enforcement investigated a complaint on the property at 841 South Hollenbeck Avenue and subsequently notified the property owner to remove two double -wide commercial coaches from the property. The owner has agreed to remove the coaches by October 18, 1999, otherwise criminal agndl0.05.99 3 Council Agenda • • October 5, 1999 charges will be filed. Councilmember Herfert has requested that this matter be agendized. Staff recommends that the City Council receive and file this report. b) Fourth Extension of Lease for Valencia Heights Water Company's Citrus Street Property and Authorization to Retain Engineer The City and Valencia Heights Water Company have negotiated a fourth extension of land lease which is currently scheduled to terminate on September 30, 1999. This lease extension is intended to provide additional time to complete the purchase transaction. Staff is also requesting approval to retain civil engineering services for the preparation of a parcel map as required under the proposed property purchase terms. It is recommended that the City Council take the following actions: • Authorize the Mayor to execute the fourth extension to the Land Lease with Valencia Heights Water Company subject to the teens in the attached agreement. • Authorize the Public Services Director to negotiate a contract for civil engineering services from DEA, Inc. for the preparation and processing of a parcel map as necessitated under the terms of the proposed property transaction with Valencia Heights Water Company. • Appropriate $30,000 from the General Fund Reserve Appropriation (which is set-up for one time opportunities deemed appropriate by the City Council) to Project No. PP-99220 (110.2640.6900) to allow for payment of up to six months of lease payments and costs for preparation, processing and recording of the parcel map. c) _Update Work Management System The Maintenance Division of the Public Services Department has been using an automated work management system for the past thirteen years. Due to problems related to the outdated program including unavailability of a service agreement, non-Y2K compliance and the lack of compatibility to the City's Windows based operating system, it is necessary to upgrade this management program. It is recommended that the City Council: • Authorize the transfer of $10,000 from Account 124.320.2230.5111 to 124.320.3018.7900; and • Authorize the purchase of the Work Management Application including software, installation, training, data conversion, and expenses from Stantec of Phoenix, Arizona, in the amount not to exceed $75,200. ACTION ON THE FOREGOING CONSENT CALENDAR ITEMS 1 THROUGH 10: Motion by 2nd by to waive further reading of the ordinance/resolution and adopt, and to approve all items listed, except ROLL CALL: Herfert, Melendez, Touhey, Wong, Howard END OF CONSENT CALENDAR agnd 10.05.99 4 Council Agenda • • October 5, 1999 C) PUBLIC SERVICES 1) Amendment to Agreement with Environmental Science Associates for Preparation of BKK Closure Plan/Development Plan Environmental Impact Report and Health Risk Assessment On December, 1998, the City Council approved an agreement with Environmental Science Associates (ESA) for preparation of the environmental impact report (EIR) and health risk assessment for the BKK Class III closure plan and development plan for an amount not to exceed $345,600. Proposed is an additional increase of $14,620 primarily for additional work required to prepare responses to comments submitted regarding the draft EIR. These costs will be paid by BKK Corporation through funds placed on deposit with the City. It is recommended that the City Council authorize the City Manager to execute an amendment to the agreement with Environmental Science Associates for consulting services associated with the preparation of the environmental impact report and health risk assessment for the BKK Class III Final Closure Plan/Final Postclosure Maintenance Plan and golf course/business park land use entitlements in the amount of $14,620.74, with the further provision to authorize the Public Services Director to approve additional work and expenses up to a maximum of $5,000 as deemed necessary. Motion by 2nd by to approve disapprove hold over D) ENVIRONMENTAL MANAGEMENT DEPARTMENT No reports E) COMMUNITY DEVELOPMENT 1) Redevelopment Agency Recess the City Council meeting at p.m. Redevelopment Agency. Reconvene the City Council meeting at p.m. 2) to convene the West Covina Chamber of Commerce — Supplemental Funding of New The City Council shall consider the approval of a Market Agreement with the West Covina Chamber of Commerce, authorizing $219,400 in Business Improvement Tax Funds for Supplemental Programs for Fiscal Year 1999/2000, and the establishment of a City Council subcommittee to negotiate a 5-year agreement with a subcommittee from the Chamber of Commerce. It is recommended that the City Council take the following actions: • Approve the proposed Marketing Agreement and authorize the City Manager to execute the agreement; and • Establish a City Council subcommittee to negotiate a 5-year agreement with a subcommittee from the Chamber and within 90 days, bring back a draft agreement for City Council review and approval. Motion by 2nd by to approve disapprove hold over agnd10.05.99 5 Council Agenda • • October 5, 1999 3) Location for Display of American Flags on Patriotic Holidays The City Council shall consider locations for the display of American flags during patriotic holidays. It is recommended that the City Council approve Alternative 1, the display of American flags on Glendora Avenue using the deployment schedule approved by the City Council on August 17, 1999. Motion by 2nd by approve disapprove hold over F) COMMUNITY SERVICES to 1) Senior Meals Program This report responds to City Council's request to investigate legal issues related to the award of contract for the West Covina Senior Nutrition Program and recommends short-term and long-term alternatives for the City Council's consideration. It is recommended that the City Council: Provide staff with direction regarding the four alternatives (provided by the City Attorney) for providing meals to the Senior Nutrition Program; and Select one of the following two alternatives to provide interim food service for the Senior Nutrition Program: Approve an interim contract with Huntington Culinary for cook services for the month of October in the amount of $1,170 per week, not to exceed $4,700, or Direct staff to provide the service with City employees and City food ordering. Motion by To 2„a by G) PUBLIC SAFETY SERVICES No reports H) ADMINISTRATIVE SERVICES No reports I) GENERAL ADMINISTRATION 1) City Manager's Office WCCT Broadcast of League of Women Voters West Covina School Board Candidates Forum The City of West Covina received a request from the League of Women Voters, a political non -partisan organization, and the West Covina Council PTA to film the West Covina School Board Candidates Forum for the upcoming November 5, 1999 Election. Staff is seeking City Council direction on this matter. It is recommended that the City Council provide staff with direction on this matter. Motion by 2" s by To ignd10.05.99 Council Agenda • • October 5, 1999 J APPROVAL OF DEMANDS and WIRE TRANSFERS The City Council reviews and approves accounts payable by the City. These demands represent accounts payable since the most recent regular meeting of the City Council. Demands totaling S Registers # thru # Wire Transfers totaling Motion by approve ROLL CALL: 2nd by disapprove hold over Herfert, Melendez, Touhey, Wong, Howard to K) ORAL COMMUNICATIONS (30 minutes) This is the time of the meeting to address the City Council on any municipal matter not listed on the Agenda. L) MAYOR'S REPORT agndl0.05.99 7 Council Agenda • • October 5, 1999 M) COUNCILMEMBERS' REPORTS 1) Consideration of Request for Proposal Process for Potential Sale of the City's Water System - Melendez During the last Council meeting, Mayor Pro Tem Melendez requested that the Council agendize and consider a request for proposals (RFP) process for the sale of the City's water system. Upon completion of discussion on this matter, staff awaits Council direction.' Motion by 2"d by To 2) Sale of Fireworks for the New Millenium — Touhey (Oral Presentation) 3) Protest of Walnut Valley Water District Rate Increase — Touhey Walnut Valley Water District serves West Covina residents and businesses located in the southerly portion of the City, south of La Puente Road. The Water District recently approved a water rate increase and Councilmember Touhey has requested that the City Council consider protesting this increase. Upon completion of Council discussion, staff awaits Council direction, if any, on this matter. Motion by To 2„d by N) CITY MANAGER'S REPORT ADJOURNMENT Motion by 2nd by adjourn the meeting at p.m. to CITY COUNCIL MEETING SCHEDULE Tuesday 10/19/99 7:30 p.m. Regular meeting Tuesday 11/02/99 7:30 p.m. Regular meeting Tuesday 11/16/99 7:30 p.m. Regular meeting City Manager agnd 10.05.99