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05-15-2001 - RegularTuesday May 15, 2001 REGULAR MEETING OF THE WEST COVINA CITY COUNCIL AGENDA 7:30 p.m. Council Chambers Agenda material is available fur 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 (FfY) 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 at Council meetings, please call no less than three working days prior to the meeting. INVOCATION ROLL CALL Wong, Touhey, Herfert, Miller, Sanderson APPROVAL OF MINUTES Special meeting of April 3, 2001 Regular meeting of April 3, 2001 Special meeting of April 17, 2001 Regular meeting of April 17, 2001 Special meeting of May 1, 2001 Regular meeting of May 1, 2001 PRESENTATION * Certificate of Recognition - 50d' Anniversary of the Japanese Community Center * ADA Committee Presentation 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 A on the Agenda. You may approach the podium when called upon by the Mayor. 11' 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. Speaker's Cards are available on the table at the entrance to the Council Chambers. A) 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. I cerv.!" that Copies of the G^u.tc= L ;v_.da fo? eha mEs Ong fir t,rr-arrf ?iu: t116 IIiS"P Brown oiaee of 6!ta City Ciark Council Agenda • • May 15, 2001 13) HEARINGS '['here may be reasonable limitations placed on the time for oral testimony at public hearings before the City Council. Speakers should be prepared to submit additional comments beyond the time limit in writing to the City Clerk at or before the time set for the public hearing. 1) FY 2001/2002 Community Development Block Program Based on input received from both the Community Services Commission and the Senior Citizens Commission, the draft 2001-2002 Action flan, outlining the City's use of the Community Development Block Grant funds for next year, is presented for City Council review and approval. 1. Verification of Publication 2. Open Hearing 3. Staff Presentation 4. Public Testimony 5. Close Hearing 6. Council Discussion 7. Recommendation is that the City Council approve the 2001-2002 Action Plan and adopt the following resolution authorizing staff to proceed with the filing of all necessary applications: RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, DECLARING ITS INTENTION TO APPLY FOR GRANT FUNDS PURSUANT TO THE FEDERAL HOUSING AND COMMUNITY DEVELOPMENT ACT OF 1974 AS AMENDED AND CERTIFYING THE ENVIRONMENTAL REVIEW RECORD THEREON Motion by 2nd by_ to waive further reading of the resolution and to approve disapprove hold over 2) West Covina Landscape Maintenance District No. 4 — Public Hearing On April 3, 2001, the City Council preliminarily approved the Engineer's Report for West Covina Landscape Maintenance District No. 4. In addition, the City Council declared its intention to levy and collect assessments within the district and set May 15, 2001 as the date for the Public Hearing. Staff is proposing to maintain the current assessment rates for the Fiscal Year beginning July 1, 2001. The City Council should now hold the required hearing to levy and collect assessments. The total amount to be assessed is $773,100. 1. Verification of Publication 2. Open Hearing 3. Review Engineer's Report 4. Review written protests, if any 5. Receive oral protest, if any 6. Close Hearing 7. Council Discussion 8. Allow or override protest, if any 05.15.01 2 Council Agenda • May 15, 2001 HEARINGS (continued) 9. Recommendation is to adopt the following resolution setting the assessments for 2001-2002 Fiscal Year. RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, CONFIRMING THE ENGINEER'S REPORT OF THE ASSESSMENT CONTAINED IN THAT REPORT; ORDERING CERTAIN LANDSCAPING MAINTENANCE, RENOVATION AND REPLACEMENT AND APPURTENANT FACILITIES TO BE MAINTAINED FOR FISCAL YEAR BEGINNING .IULY I, 2001 (West Covina Landscape Maintenance District No. 4) Motion by 2nd by _ to waive further reading of the resolution and to approve disapprove hold over 3) West Covina Landscape Maintenance District No. 6 — Public Hearing On April3, 2001, the City Council preliminarily approved the Engineer's Report for West Covina Landscape Maintenance District No. 6. In addition, the City Council declared its intention to levy and collect assessments within the district and set May 15, 2001 as the date for the Public Hearing. Staff is proposing to maintain the current assessment rates for the Fiscal Year beginning July 1, 2001. The City Council should now hold the required hearing to levy and collect assessments. The total amount to be assessed is $67,500. 1. Verification of Publication 2. Open Hearing 3. Review Engineer's Report 4. Review written protests, if any 5. Receive oral protest, if any 6. Close Hearing 7. Council Discussion 8. Allow or override protest, if any 9. Recommendation is to adopt the following resolution setting the assessments for 2001-2002 Fiscal Year. RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, CONFIRMING THE ENGINEER'S REPORT OF THE ASSESSMENT CONTAINED IN THAT REPORT; ORDERING CERTAIN LANDSCAPING MAINTENANCE, RENOVATION AND REPLACEMENT AND APPURTENANT FACILITIES TO BE MAINTAINED FOR FISCAL YEAR BEGINNING .IULY 1, 2001 (West Covina Landscape Maintenance District No. 6) Motion by 2nd by_ to waive further reading of the resolution and to approve disapprove hold 05.15.01 3 Council Agenda • • May 15, 2001 HEARINGS (continued) 4) West Covina Landscape Maintenance District No. 7 — Public Herring On April 3, 2001, the City Council preliminarily approved the Engineer's Report for West Covina Landscape Maintenance District No. 7. In addition, the City Council declared its intention to levy and collect assessments within the district and set May 15, 2001 as the date for the Public Hearing. Staff is proposing to maintain the current assessment rates for the Fiscal Year beginning July I, 2001. The City Council should now hold the required hearing to levy and collect assessments. The total amount to be assessed is $42,460. 1. Verification of Publication 2. Open Hearing 3. Review Engineer's Report 4. Review written protests, if any 5. Receive oral protest, if any 6. Close Hearing 7. Council Discussion 8. Allow or override protests, if any 9. Recommendation is to adopt the following resolution setting the assessments for 2001-2002 Fiscal Year. RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, CONFIRMING THE ENGINEER'S REPORT OF THE ASSESSMENT CONTAINED IN THAT REPORT; ORDERING CERTAIN LANDSCAPING MAINTENANCE, RENOVATION AND REPLACEMENTAND APPURTENANT FACILITIES TO BE MAINTAINED FOR FISCAL YEAR BEGINNING JULY I, 2001 (West Covina Landscape Maintenance District No. 7) Motion by 211`l by to waive further reading of the resolution and to approve C) CONSENT CALENDAR disapprove hold over 1) Commission Summary of Actions (receive & file) a) Community Services .............................. 04/23/01 b) Personnel .......................................... 04/11/01 c) Planning .......................................... 05/03/01 & 5/8/01 d) Senior Citizens .................................... 04/23/01 e) Waste Management .............................. 04/19/01 2) Claims Against the Citv of West Covina (deny & notify claimant) a) Erika Olivo, Darlene Estrada, Ricky Morales, Conrad Morales, Destiny Morales, April Cevallos, Vanessa Gallardo and Angel Ruiz vs Citv of West Covina On January 2, 2001 the City Clerk's Office received multiple claims relating to an incident that occurred on July 1, 2000. Each claimant is alleging personal injuries relating to emotional stress in the amount of $100,000. 05.15.01 4 Council Agenda • • May 15, 2001 C) CONSENT CALENDAR (continued) 2) Claims Against the City of West Covina (con't) (deny & notify claimant) b) Teresa Cordova vs City of West Covina On January 4, 2001 the City Clerk's office received a claim for property damage in the amount of $3,750. c) Dustin P. Lovell vs City of West Covina On February 28, 2001 the City Clerk's Office received a claim for property damage in the amount of $1,036.03. d) Rommer Villar vs City of West Covina On March 22, 2001 the City Clerk's office received a claim for personal injuries. The amount of claim had not been determined at time of presentation. 3) Award of Bids a) Design Services Contract for a Skate Park Facility at Orangewood Park, Proiect No. PP-01230 City staff reviewed two proposals for design services of a skate park facility at Orangewood Park. Staff recommends using Purkiss Rose-rsi, for the architectural design for an amount not to exceed $36,420. It is recommended that the City Council: 1. Accept the proposal of Purkiss Rose-rsi in the amount of $36.420 and authorize the City Manager to execute a consultant agreement with Purkiss Rose-rsi to complete the work. 2. Appropriate $42,000 Fund 172 from Park Dedication Fee District `C' reserves to PP-011230 (172-320-3163-7700). b) South Azusa Avenue Median Landscape for Projects Nos. SP 97111 and SP 00112 (Federal ProiectSTPLER-525910071) — Award of Bid This project provides median landscape improvements on South Azusa Avenue between Aroma Drive and Nelson Street. The lowest responsive bid was $384,561.00 from Terra -Cal Construction of Baldwin Park, California. It is recommended that the City Council take the following actions: 1. Accept the bid of Terra -Cal Construction, Inc. of Baldwin Park in the amount of $384,561.00 as submitted at the bid opening on May 1, 2001 and authorize the Mayor and City Clerk to execute a contract for the work to be done. 2. Authorize a professional engineering services contract with Mr. W. F. Herring, not to exceed $4,750.00. c) Installation of "Infrared Activated Data -Encoded Traffic Signal Priority Control System" Proiect No. T01-2 Award of Bid The West Covina Fire Department and Public Works Department requests Council approval to award the bid for installation of an emergency vehicle traffic signal control system. The lowest responsive bid was $69,913.00 from the Henberger Traffic. It is recommended that the City Council authorize the award of the bid to Henberger Traffic. 05.15.01 5 Council Agenda • • May 15, 2001 C) CONSENT CALENDAR (continued) 4) Miscellaneous — By Department Miscellaneous - Community Services a) Agreement with Rowland Unified School District to Grant Funds for Approved Projects The City Council has authorized funding for various recreation oriented projects on Rowland Unified School district Property as part of the FY 2000-2001 Capital Improvement Program Budget. This Agreement was developed after discussions between the Commission Sub -Committee, City staff and District staff. The Agreement provides the framework for how the funding will be granted to the District so that the authorized improvements can be completed. It is recommended that the City Council approve the Agreement as signed by the Rowland Unified School District and authorize Acting City Manager, Christopher .I. Chung, to sign the Agreement. Miscellaneous - Public Works b) Sale of Excess Rights -of -Way Alone Hollcnbeck Street PMB Motorcars, Inc. (Penske Motorcars) has been approved to construct offsite employee parking facilities on Hollenbeck Street on the north and south side of the San Bernardino Freeway. Penske Motorcars is seeking approval to purchase excess rights -of -way along the west side of Hollenbeck Street on the north and south side of the San Bernardino Freeway adjacent to their property to construct their parking facilities. It is recommended that the City Council take the following actions: 1. Approve the sale of the excess rights -of -way along the west side of Hollenbeck Street from Garvey Avenue North and Garvey Avenue South. 2. Adopt the following resolution: RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AUTHORIZING "I'HE MAYOR AND CITY CLERK TO EXECUTE A CORPORATION GRANT DEED IN FAVOR OF PMB MOTORCARS, INC. (Penske Motorcars) Miscellaneous — Environmental Management c) Used Oil Block Grant This is a request for the City Council to authorize the Director of Environmental Management to submit an application for the Used Oil Recycling Block Grant for FY 2001/2002 to the California Integrated Waste Management Board. The grant will be used for the promotion and education of used motor oil collection and recycling. It is recommended that the City Council adopt the following resolution: RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING PARTICIPATION IN THE USED OIL RECYCLING BLOCK GRANT FOR THE FISCAL YEAR 2001/2002 05.15.01 6 Council Agenda • May 15, 2001 C) CONSENT CALENDAR (continued) 4) Miscellaneous — Environmental Management d) BKK Landfill Closure Plans Status Report This is an updated report on the Swius of Plans for BKK Landfill Closure and other related BKK matters. It is recommended that the City Council receive and file this report. Miscellaneous — Police Department e) Appropriating the CLEEP State Technology Grant The Police Department received $137,195 as the new State technology grant, now called CLEEP. These grant funds must be used to supplement Police technology and equipment. The Police Department recommends utilizing these funds for law enforcement equipment including a reverse 911 system, a recording system for the jail, radio equipment, and as the required match for a recently submitted Federal COPS MORE 2001 Technology grant for new Mobile Digital Terminals (MDT's). It is recommended that the City Council take the following actions: 1. Appropriate the $1 '37,195 CLEEP grant from find balance to 194-320- 2110-7160 as follows: $66,976 in the current fiscal year and the remaining $70,219 in FY 2001-02. Any unspent funds remaining in the current fiscal year will be carried over. 2. Authorize the purchase, installation, and training associated with the Communicator GeoNotify System from Dialogic Communications Corporation of Franklin, TN, for $33,000. 3. Authorize the purchase, installation, and training associated with the jail recording system from Instant Reply Communications of Marina Del Rey, for $8,239.55. Miscellaneous — Finance Department f) Purchase of Motor Vehicle Fuels and/or Oil Products The City of West Covina purchases motor vehicle fuel from wholesale distributors receiving rack pricing for the price of fuel that day. Due to the increase in price of petroleum products over the past several months, Council is requested to pass a resolution that will allow the City of West Covina to purchase motor vehicle fuel in excess of the $10,000 limit as prescribed in the City Code. It is recommended that the City Council adopt the following resolution: RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA WAIVING THE FORMAL BID PROCEDURE FOR MOTOR VEHICLE FUELS AS DEFINED IN SEC. 2-333 01, THE WEST COVINA CITY CODE g) Los Angeles County Investment Pool (LACIP) Resolution The City Council will consider the adoption of a resolution authorizing the City Finance Officer and/or their designee to continue the investment of surplus cash in the Los Angeles County Investment Pool (LACIP). Staff recommends that the City Council adopt the following resolution: 05.15.01 7 Council Agenda • • May 15, 2001 C) CONSENT CALENDAR (continued) RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY 017 WEST COVINA, CALIFORNIA AUTHORIZING AND REQUESTING THE INVESTMENT OF EXCESS FUNDS IN THE LOS ANGELES COUNTY TREASURY POOL Miscellaneous — City Manager's Office h) Appropriation of Funds for City Manager Recruitment The City Council approved the selection of DMG-Maximus to conduct the recruitment of a City Manager at a cost not to exceed $23,500, during the May 1, 2001 Closed Session Meeting. It is anticipated that the recruitment process will start May 4, 2001 and end August 10, 2001. It is recommended that the City Council appropriate $23,500 from the General Fund Reserves and deposit into the Personnel Department Consultant Services Account 110-320-2560-6117 to cover the costs associated with the City Manager recruitment. i) The ADA Committee Status Report and Recommendations The City Council formed an ADA Committee to identify and evaluate the City's compliance with the Americans with Disabilities Act. The ADA committee has toured the City Hall complex and identified a number of ADA improvements. It is recommended that the City Council receive and file this report, authorize the drafting of an ADA Compliance Plan and approve the conceptual recommendations to be approved as part of the CIP budget process. ACTION ON THE FOREGOING CONSENT CALENDAR ITEMS 1 THROUGH 4: Motion by 2nd by waive further reading of the resolutions and adopt, and to approve all items listed, except ROLL CALL: Herfert, Miller, Sanderson, Touhcy, Wong END OF CONSENT CALENDAR to 05.15.01 8 Council Agenda • • May 15, 2001 D) PUBLIC WORKS 1) City Hall and Police Building HVAC Replacement— Proieet No GP-01320 This project will provide for Mechanical Engineering services to initiate the design and replacement of the existing City Hall and Police I-Ieating Ventilation and Air Conditioning (HVAC) system with a new energy efficient system. The State Energy Commission has a low interest loan program available for energy efficiency projects such as this. The opportunity also exists for the City to participate in a pilot demonstration and testing program with the installation of a gas/electric hybrid chiller. It is recommended that the City Council take the following actions: 1. Establish Project No. GP-01320 for the replacement of the HVAC system for the City Hall and the Police Department. 2. To provide funding for the HVAC Project No. GP-01320, transfer $14,830 from account 110-320-3440-7900 to account 110-320-3161-7500; transfer $15,450 from account 160-320-3440-7500 to account 160-320-3161-7500; and appropriate $46,050 from General Fund Reserves (account 110) to account 1] 0-320-3161-7500. 3. Accept the proposal of KS Engineers as submitted to the City on January 29, 2001, in the amount of $36,000 to provide design -build specifications and to serve as project consulting mechanical engineer, and authorize the Mayor and City Clerk to execute an agreement with KS Engineers Company of La Jolla, California, for Phase I of the work to be done ($18,750). 4. Waive the formal bidding requirements in accordance with WCMC Section 2- 333(i)(1), and authorize the Mayor and City Clerk to enter into an agreement with Alturdyne and the Gas Technical Institute to participate in a hybrid gas chiller demonstration program. Motion by approve 2l,d by disapprove 5. Adopt the following resolution: hold over RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA AUTHORIZING AN APPLICATION TO THE CALIFORNIA ENERGY COMMISSION FOR AN ENERGY EFFICIENCY LOAN FOR THE CITY HALL AND POLICE HEATING, VENTILATION AND AIR CONDITIONING (HVAC) SYSTEMS Motion by 2°d by_ to waive further reading of the resolution and to approve disapprove hold over E) PLANNING No reports for this meeting. F) ADMINISTRATIVE SERVICES No reports for this meeting. 05.15.01 9 Council Agenda • • May 15, 2001 G) REDEVELOPMENT AGENCY Recess the City Council meeting at pm to convene the Redevelopment Agency. Reconvene the City Council meeting at pm. H) COMMUNITY SERVICES No reports for this meeting. I) ENVIRONMENTAL MANAGEMENT No reports for this meeting. J) PUBLIC SAFETY No reports for this meeting. K) GENERAL ADMINISTRATION No reports for this meeting. L) 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. Motion by 2"d by to approve Demands totaling $ (wire transfers: ) as listed on Check Registers: through ROLL CALL: Herfert, Miller, Sanderson, Touhey, Wong M) MAYOR'S REPORTS N) COUNCILMEMBERS' REPORTS 0) CITY MANAGER'S REPORT ADJOURNMENT Motion by to adjourn the meeting at m , 2 a by pm.