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01-15-2019 - AGENDA ITEM 01 SEPTEMBER 4, 2018 REGULAR CITY COUNCIL/SUCCESSOR AGENCY CLOSED SESSION MEETINGAGENDA ITEM NO. 1 AGENDA STAFF REPORT City of West Covina I Office of the City Manager DATE: January 15, 2019 TO: Mayor and City Council FROM: Chris Freeland City Manager SUBJECT: SEPTEMBER 4, 2018 REGULAR CITY COUNCIL/SUCCESSOR AGENCY CLOSED SESSION MEETING SEPTEMBER 4, 2018 REGULAR CITY COUNCIL/SUCCESSOR AGENCY MEETING SEPTEMBER 18, 2018 REGULAR CITY COUNCIL/SUCCESSOR AGENCY CLOSED SESSION MEETING SEPTEMBER 18, 2018 REGULAR CITY COUNCIL/SUCCESSOR AGENCY MEETING RECOMMENDATION: DISCUSSION: Attachments September 4, 2018 City Council/Successor Agency Closed Session Meeting Minutes September 4, 2018 City Council/Successor Agency Meeting Minutes September 18, 2018 City Council/Successor Agency Closed Session Meeting Minutes September 18, 2018 City Council/Successor Agency Meeting Minutes Tuesday September 04, 2018 Enterprises LLC. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None FIRE DEPARTMENT 7) Approval of Agreement between City and Hurst Ranch for Static Display of Decomntissioned West Covina Fire Engine It is recommended that the City Council authorize the City Manager to execute an agreement with the Hurst Ranch Historical Foundation for the static display of a decommissioned West Covina fire engine, until termnated by either parry. A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to authorize the City Manager to execute an agreement with the Hurst Ranch Historical Foundation for the static display of a decommissioned West Covina fire engine, until terminated by either party. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None FINANCE DEPARTMENT 8) Investment Advisory Services - Chandler Asset Management, Inc. It is recommended that the City Council take the following actions: 1) Temrmate the investment advisory services with Chandler Asset Management, Inc. (Chandler); and 2) Invest all funds from Chandler to Los Angeles County Investment Pool. A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to take the aforementioned actions. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None PUBLIC WORKS 9) Approve Annual Purchase Order to Waxie Sanitary Supply for FY 2018-19 It is recommended that the City Council approve an annual purchase order for Fiscal Year Tuesday September 04, 2018 (FY) 2018-19to WAXIE Sanitary Supply in the total amount of $60,000. A motion was made by Councihnember Toma and seconded by Councilmember Warshaw to approve an annual purchase order for Fiscal Year (FY) 2018-19 to WAXIE Sanitary Supply in the total amount of $60,000. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None END OF CONSENT CALENDAR DEPARTMENTAL REGULAR MATTERS FINANCE DEPARTMENT 10) Ordinance Authorizing the Mayor and Finance Director to be the Authorized Signatures on All City Warrants, Invoices, and Checks It is recommended that the City Council introduce the following ordinance ORDINANCE NO. 2445 - AN ORDINANCE OF THE CITY OF WEST COVINA, CALIFORNIA, AUTHORIZING THE MAYOR AND FINANCE DIRECTOR TO BE THE AUTHORIZED SIGNATURES ON ALL CITY WARRANTS, INVOICES, AND CHECKS City Manager Freeland gave a brief report on Item No. 10. A motion was made by Mayor Johnson and seconded by Councilmember Warshaw to introduce Ordinance No. 2445. Motion was carried by a vote of 4-1, with Councihnan Spence in opposition. AYES: Toma, Warshaw, Wu, Johnson NOES: Spence ABSENT: None Tuesday September 04, 2018 AB1234 Conference and Meeting Report (verbal, ifany) None CITY COUNCIL COMMENTS Councilman Spence spoke on the West Nile Virus outbreak in the City of Arcadia, and requested to agendize staff to draft a letter to Governor Jerry Brown approving the death penalty for all inmates on death row instead of reducing their sentences. ADJOURNMENT Mayor Johnson adjourned the meeting at 8:31 p.m. Submitted by: Deputy City Clerk Lloyd Johnson Mayor CITY OF WEST COVINA CITY COUNCIL/SUCCESSOR AGENCY TUESDAY SEPTEMBER 18, 2018, 6:00 PM REGULAR MEETING - CLOSED SESSION CITY MANAGER'S CONFERENCE ROOM 1444 W. GARVEY AVENUE SOUTH WEST COVINA, CALIFORNIA 91790 MINUTES Mayor Lloyd Johnson called to order the Closed Session Meeting of the West Covina City Council at 6:05 p.m in the City Manager's Conference Room at City Hall, 1444 W. Garvey Avenue, West Covina, California. ROLL CALL Present: Councilman Mile Spence, Councilmember James Toma, Councilmember Corey Warshaw, Mayor Pro Tem Tony Wu, Mayor Lloyd Johnson Other Present: City Manager Chris Freeland, Assistant City Manager/ Community Services Director Nilcole Bresciani, Police Chief Marc Taylor, City Attorney Kimberly Hall Barlow, Human Resources Director Edward Macias PUBLIC COMMENTS ON ITEMS ON THE AGENDA None Tuesday September 04, 2018 CLOSED SESSION CONFERENCE WITH LABOR NEGOTIATORS Pursuant to Government Code § 54957.6 City Negotiators: Freeland, Macias, Bresciani, Hall Barlow Employee Organizations Confidential Employees General Employees Maintenance & Crafts Employees Mid -Management Employees Non -Sworn W.C. Police Management Association W.C. Police Officers' Association W.C. Firefighters' Management Assoc. W.C. Firefighters' Association, LA.F.F., Local 3226 Unrepresented Employee Group - Department Heads ADJOURNMENT Mayor Johnson adjourned the meeting at 6.48 p.m. Submitted by: Deputy City Clerk Lloyd Johnson Mayor CITY OF WEST COVINA CITY COUNCIL/SUCCESSOR AGENCY TUESDAY SEPTEMBER 18, 2018, 7:00 PM REGULAR MEETING CITY HALL COUNCIL CHAMBERS 1444 W. GARVEY AVENUE SOUTH WEST COVINA, CALIFORNIA 91790 MINUTES CALL TO ORDER — Mayor Lloyd Johnson called the meeting to order at 7:03 p.m INVOCATION — Led by Pastor Mason Okubo from Immanuel First Lutheran Church PLEDGE OF ALLEGIANCE — Led by Mayor Pro Tem Tony Wu ROLL CALL Present: Councilman Mike Spence, Councilmember James Toma, Councihnember Corey Warshaw, Mayor Pro Tem Tony Wu, Mayor Lloyd Johnson Staff Present: City Manager Chris Freeland, Assistant City Manager/Community Services Director Nikole Bresciani, City Attorney Kimberly Hall Barlow, Planning Director Jeff Anderson, Human Resources Director Edward Macias, Police Chief Marc Taylor, Assistant City Clerk Rosalia Butler, Public Works Superintendent Micah Martin, Finance Director Maricela Medina, Fire Chief Larry Whithorn REPORTING OUT FROM CLOSED SESSION City Attorney Hall Barlow indicated that no reportable action was taken. Tuesday September 18, 2018 CHANGES TO THE AGENDA City Manager Freeland indicated that Item No. 9 will be removed from the Consent Calendar. Recognition of Retiring Public Safety Dispatcher Gino Escobar ORAL COMMUNICATIONS - Five (5) minutes per speaker Angie Gillingham spoke on behalf of the West Covina Improvement Association (WCIA) and announced that the District No. 4 public candidate forum will take place on Wednesday, September 26, 2018 in the Council Chambers. Elsie Messman expressed concerns regarding the limited number of of restaurants, bakeries, and cafes within City limits. She also expressed her disapproval regarding police and fire alarm fees and suggested that gardener fees should be implemented instead. Ray Edmonson shared his approval on Item No. 21 and suggested for the Council to decide the mayoral rotation based on random selection. He also expressed his disapproval regarding Item No. 20 pertaining to death row inmates. Bill Elliott expressed his disapproval regarding the moderation of the District No. 2 candidate forums. In addition, Mr. Elliott also discussed the homelessness issue within the city and indicated that a solution must be implemented to rectify this matter. Jerri Potras shared her approval regarding the addition of parks in the City, and depamnent heads for not taking raises, to help the City budget Gary Chow, trustee for Mount San Antonio College (Mt. Sac), spoke on Measure GO, the bond measure on the upcoming ballot, and asked the City Council and West Covina residents to support the aforementioned measure in order to benefit the students of the college. Gustavo Herrera, Mt. Sac foundation board member, spoke on the proposed Measure GO bond measure and stated that a yes vote would allow for the expansion of the college assistance program at Mt. Sac. Forest Wins expressed concerns regarding the amount of a prior settlement paid to a City employee, and suggested that an independent investigation should be conducted on the matter. Lara Santos gave a brief overview on the programs and services offered at Mt. Sac and expressed her approval regarding the proposed ballot measure GO. Chris Miller spoke on Item No. 8 and suggested that the demolished house and materials should Tuesday September 18, 2018 be donated to `Habitat for Humanity." He also expressed concerns regarding Item No. 12 and stated that the report should be ranked by lowest bid or best value for the City. City Manager Freeland, City Attorney Hall Barlow, and Police Chief Taylor gave responses to speaker inquiries. CONSENT CALENDAR ORDINANCES FOR ADOPTION 1) Ordinance Authorizing the Mayor and Finance Director to be the Authorized Signatures on All City Warrants, Invoices, and Checks It is recommrnded that the City Council adopt the following ordinance: ORDINANCE NO. 2445 — AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AUTHORIZING THE MAYOR AND FINANCE DIRECTOR TO BE THE AUTHORIZED SIGNATURES ON ALL CITY WARRANTS, INVOICES, AND CHECKS A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to adopt Ordinance No. 2445. Motion was carried by a vote of 4-1, with Councilman Spence in opposition. AYES: Toma, Warshaw, Wu, Johnson NOES: Spence ABSENT: None CITY CLERK'S OFFICE 2) Conflict of Interest Code Biennial Notice Required by the Political Reform Act Elections It is recommended that the City Council approve and file the 2018 Local Agency Biennial Notice. A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to approve and file the 2018 Local Agency Biennial Notice. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None 3 Tuesday September 18, 2018 CLAIMS AGAINST THE CITY 3) Government Tort Claim Denials It is recommended that the City Council deny the following Government Tort Claims and the claimants be notified: • Gabriela Cabrera vs. The City of West Covina • Carol and David Zaslow dba Ruffle Properties vs. The City of West Covina A motion was made by Cormcilmember Toma and seconded by Comcihnember Warshaw to deny the following aforementioned claims. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None INVESTMENT REPORT (receive & file) 4) City Investment Report for the Month Ended July 31, 2018 It is recomrnended that City Council receive and file the Investment Report for the month ended July 31, 2018. A motion was made by Councilmember Toma and seconded by CouncHmember Warshaw to receive and file the City Investment Report for the month ended July 31, 2018. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None 5) Successor Agency Investment Report for the Month Ended July 31, 2018 It is recommended that the Chair and Board Members of the Successor Agency to the fomrer West Covina Redevelopment Agency, receive and file the Investment Report for the month ended July 31, 2018. A motion was made by Councilmember Toma and seconded by Comcihnember Warshaw to receive and file the Successor Agency Investment Report for the month ended July 31, 2018. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None 4 Tuesday September 18, 2018 ABSENT: None CITY MANAGER'S OFFICE 6) City Council Chambers Video Upgrades It is recommended that the City Council authorize the City Manager, or his designee, to execute an agreement with Swagit Productions, LLC (Swagit) to purchase new video equipment and one year of professional services for the City Council Chambers at an amount not to exceed $79,448.00. A motion was made by Councihmember Toma and seconded by Cowrcilmember Warshaw to authorize the City Manager, or his designee, to execute an agreement with Swagit Productions, LLC (Swagit) to purchase new video equipment and one year of professional services for the City Council Chambers at an amount not to exceed $79, 448.00. Motion was carried by a vote of 4-1, with Councilman Spence in opposition. AYES: Toma, Warshaw, Wu, Johnson NOES: Spence ABSENT: None 7) Reorganization of Community Services, Planning, Public Works, and Economic Development into New City Departments It is recommended that the City Council direct staff to begin the reorganization of the various City Departments as outlined in the staff report. Item No. 7 was pulled by Mayor Johnson for further discussion. City Manager Freeland gave a brief overview on Item No. 7 and indicated that Community Services, Planning, Public Works, and Economic Development will now be one department referred to as the Community Development Department. In addition, Mr. Freeland stated that this reorganization will accomplish the following changes including: an increased level of efficiency and customer service for residents, a more manageable workload for the Planning Director, contracting out the City Engineer position, eliminating the Public Works Director position, and assigning the maintenance of all City vehicles and the City Yard to the Community Services Department. He also stated that by consolidating departments and dissolving staff positions, it is estimated to save the City $200,000 or more a year of General Fund monies and will allow the City to allocate the funds to other services. Mayor Pro Tem Wu expressed his approval regarding the proposed change and asked for clarification regarding which department would be responsible for the maintenance of the City. City Manager Freeland clarified that the Community Services Department will be responsible for overseeing the maintenance of the City. He also indicated that the CITY OF WEST COVINA CITY COUNCIL/SUCCESSOR AGENCY TUESDAY SEPTEMBER 04, 2018, 6:00 PM REGULAR MEETING - CLOSED SESSION CITY MANAGER'S CONFERENCE ROOM 1444 W. GARVEY AVENUE SOUTH WEST COVINA, CALIFORNIA 91790 MINUTES Mayor Lloyd Johnson called to order the Closed Session Meeting of the West Covina City Council at 6:02 p.m in the City Manager's Conference Room at City Hall, 1444 W. Garvey Avenue, West Covina, California. ROLL CALL Present: Councilman Mike Spence (arrived at 6:06 p.m), Councilmember James Toma, Coimcilnember Corey Warshaw, Mayor Pro Tem Tony Wu (arrived at 6:04 p.m), Mayor Lloyd Johnson Other Present: City Manager Chris Freeland, Assistant City Manager/ Community Services Director Nikole Bresciani, Police Chief Marc Taylor, City Attorney Kimberly Hall Barlow, Attorney J. Touchstone PUBLIC COMMENTS ON ITEMS ON THE AGENDA None Tuesday September 18, 2018 reorganization will create the following positions: • Director of Community Development • Public Services Director • Public Services Superintendent • Public Works Supervisor • Planning Assistant Councihnember Toma expressed his approval regarding the proposed reorganization model. A motion was made by Mayor Johnson and seconded by Councilmember Warshaw to direct staff to begin the reorganization of the various City Departments as outfuned in the staff report. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None COMMUNITY SERVICES DEPARTMENT 8) Authorization to Purchase Property to Expand Pahnview Park It is recommended that the City Council take the following actions: 1) Authorize the City Manager to execute the documents necessary for the property purchase of 617 North Lark Ellen Avenue, West Covina, for the expansion of Palmview Park, at a cost not to exceed $600,000; and 2) Make the necessary appropriations and fund transfers outlined in the Fiscal Impact Section of this staff report, to facilitate the purchase; and 3) Authorize staff to seek bids for the demolition of the property. A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to approve and take the aforementioned actions. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None FINANCE DEPARTMENT 9) Authorization to Issue Lease Revenue Refunding Bonds, Series 2018 It is recommended that the City Council/ West Covina Public Financing Authority authorize the undertaking of the refunding of various variable rate bonds and authorize the appropriate staff to take various actions necessary to complete the refunding, by adopting R Tuesday September 18, 2018 the following resolutions: RESOLUTION NO. 2018-117 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE ISSUANCE OF LEASE REVENUE REFUNDING BONDS SERIES 2018A AND LEASE REVENUE REFUNDING BONDS SERIES 2018B (TAXABLE) TO BE ISSUED BY THE WEST COVINA/ PUBLIC FINANCING AUTHORITY, AUTHORIZING AND APPROVING A SITE AND FACILITY LEASE, A LEASE AGREEMENT, A PRELIMINARY OFFICIAL STATEMENT, A CONTINUING DISCLOSURE CERTIFICATE AND A BOND PURCHASE AGREEMENT; AND AUTHORIZING CERTAIN OTHER ACTIONS IN CONNECTION THEREWITH PUBLIC FINANCING AUTHORITY RESOLUTION NO. 29 — A RESOLUTION OF THE WEST COVINA PUBLIC FINANCING AUTHORITY, APPROVING THE REFUNDING OF ITS VARIABLE RATE LEASE REVENUE REFUNDING BONDS, 2002 SERIFS B (PUBLIC FACILITIES PROJECT), Variable Rate Lease Revenue Bonds, 2004 Series A (Golf Course Project) AND VARIABLE RATE LEASE REVENUE REFUNDING BONDS, SERIES 2013A (COMMUNITY CENTER PROJECT), AND THE ISSUANCE OF LEASE REVENUE REFUNDING BONDS, SERIES 2018A AND LEASE REVENUE REFUNDING BONDS, SERIES 2018B (TAXABLE) TO BE ISSUED BY THE AUTHORITY; APPROVING A SITE AND FACILITY LEASE, A LEASE AGREEMENT, AN ASSIGNMENT AGREEMENT, AND INDENTURE, A PRELIMINARY OFFICIAL STATEMENT and A BOND PURCHASE AGREEMENT; AND AUTHORIZING CERTAIN OTHER ACTIONS IN CONNECTION THEREWITH City Manager Freeland removed Item No. 9 from the Consent Calendar for fiither Council discussion. City Manager Freeland indicated that this item will alleviate some of City's fiscal challenges by refinancing the City's variable rate debt. He also stated that the following people have agreed to assist West Covina with the bond issuance and they include: Julia Kim, representative for Wells Fargo Bank, Don Hunt, representative for the law firm Norton Rose Fullbright, and Suzanne Harrell, Municipal Financial Advisor for the City. Ms. Harrell indicated that short-term interest rates have been fairly low and can be refinanced. She also stated that switching a variable rate to a fixed rate will mitigate the interest rate risk and save the City a substantial amount of money. Mayor Pro Tem Wu asked for clarification regarding the number of bonds the City has and asked what the fixed rate percentage would amount to. Ms. Harrell clarified that the City has three bonds issues and indicated that the fixed rate percentage would be approxrcnately 3.8% for 26 years. She also defined the London hiter- bank Offered Rate (LIBOR) as an index that the financial markets use to determine the interest rates of short- term loans and shared the average life of the loan would be Tuesday September 18, 2018 approximately 20 years Councilmember Toma expressed his approval regarding the proposed resolutions Councilman Spence inquired whether or not the debt could be paid off early to save the City on capital City Manager Freeland indicated that staff is not recommending early payoff because if the loan fie is adjusted on any of the bonds, the cost of the bond will increase significantly. Ms. Harrell stated that while there is a prepayment option available at the end of 10 years, it will result in investors requesting for a higher interest rate, and will therefore, require additional funds from the City. Mayor Pro Tem Wu inquired about the total amount of the closing costs and if these costs would be paid through the bonds or if it would impact the City's general fund. Ms. Harrell indicated that the amount of closing costs would total $680,000 in fired cost issuance costs which includes a $250,000 consulting fee, a $95,000 underwriting fee, and a $335,000 bond insurance fee. In addition, she stated that these fees will be paid out of the bond proceeds and would not impact the General Fund. A motion was made by Mayor Johnson and seconded by Councuilmember Toma to adopt Resolution No. 2018-117 and Public Financing Authority Resolution No. 29. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None FIRE DEPARTMENT 10) Fiscal Year 2018-19 Purchase Order to Allstar Fire Equipment, Inc., for Personal Protective Equipment and Other Equipment on as As-NeededBasis ($30,000) It is recomurended that the City Council, in accordance with Municipal Code Chapter 2, Article VII, Division 2, Sec. 2-330(b), which states that bidding may be dispensed with when the commodity can be obtained from only one vendor, approve a purchase order for Fiscal Year (FY) 2018-19 to Allstar Fire Equipment, Inc., for Personal Protective Equipment and other equipment on an as -needed basis in the amount of $30,000. A motion was made by Counciilmember Toma and seconded by Councihnember Warshaw to approve a purchase order for Fiscal Year (FY) 2018-19 to Allstar Fire Equipment, Inc., for Personal Protective Equipment and other equipment on as -needed basis in the amount of $30,000. Motion was carried by a vote of 5-0. Tuesday September 18, 2018 AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None HUMAN RESOURCES 11) Approving the Salary and Benefit Schedule for Non -Represented Department Heads It is recornrnended that the City Council adopt the following resolution: RESOLUTION NO. 2018-116 — A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE SALARY AND BENEFIT SCHEDULE FOR NON -REPRESENTED DEPARTMENT HEADS FOR THE PERIOD OF JULY 1, 2017 THROUGH JUNE 30, 2018 Mayor Pro Tern Wu pulled Item No. 11 for further discussion. City Manager Freeland gave a brief overview on Item No. 11 and indicated that the Memorandum of Understanding (MOU) for the department heads salary and benefit schedule expired on June 30, 2017. However, due to the City's financial situation, staff decided to forego any increases for the period of July 2017 through June 30, 2018. Mayor Pro Tern Wu asked for clarification regarding the City's operating hours on Veterans Day. City Manager Freeland clarified that City Hall wil be closed to observe the Veterans Day holiday on Monday, November 12, 2018. A motion was made by Councilmember Warshaw and seconded by Mayor Johnson to adopt Resolution No. 2018-116. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None PLANNING DEPARTMENT 12) Award Contract Agreement for the Preparation of Historic Resources Inventory Update It is recommended that the City Council authorize the City Manager to execute an agreement with Galvin Preservation Associates, Inc. in the amount not to exceed $74,905, to prepare a historic resources inventory update. Councihnember Warshaw pulled Item No. 12 for fwlher discussion and asked why 9 Tuesday September 18, 2018 Galvin Preservation Associates (GPA) was chosen to complete the historic resources survey. Planning Director Anderson explained that GPA was chosen due to their prior experience and expertise in performing historic resources updates for 7 other cities in nearby areas. Mayor Pro Tem Wu expressed concerns in performing the recommended update and inquired on how this project will benefit West Covina. City Attorney Hall Barlow indicated that the historical designation is determined based on the high quality of architecture or any historical events that may have occurred in the building deeming the building a historical landmark. Mayor Pro Tem Wu expressed concerns regarding the process in which buildings are deemed historical. City Attorney Hall Barlow indicated that the California Environmental Quality Act (CEQA) requires analysis of any building 50 years or older, with the exception of religious properties who can claim exemption, in order to determine whether or not their status can be deemed historical Councilman Spence asked if the CEQA analysis was performed when the Lark Ellen Project was completed and inquired about the actions taken once the properties are deemed historical buildings. Planning Director Anderson indicated that the CEQA analysis was completed for the Lark Ellen Project. He also added that the findings of the survey will be evaluated and any further action will be determined by the Council City Attorney Hall Barlow indicated that a historic tract can be determined based on the architecture, craftsman style, year it was built, uniqueness, or historical events that may have occurred in the property in question. Councilman Spence asked if the proposed analysis must be completed this year or if there is a possibility to delay the timeline of completion. City Manager Freeland indicated that delaying this project may result in legal challenges for not complying with CEQA. Mayor Pro Tem Wu expressed concerns regarding the number of old homes in West Covina and shared his disapproval on the proposed survey. Mr. Wu also stated that the survey would prevent homeowners and business owners from remodeling their properties in a firmly manner. Planning Director Anderson stated that out of the 300 properties surveyed in 2006, only 33 were selected, resulting in only 10% of properties possessing a historical significance. 10 Tuesday September 18, 2018 Councilmember Warshaw indicated that the age of the building does not automatically deem the property as a historical landmark and there must be some significance to deem it as such. He also stated that the proposed survey should be completed by the City instead of property owners because it creates a financial hardship for these individuals. Councilmember Toma added that the craftsmanship of a possible historic property differs greatly from those that do not qualify as historic landmarks or properties with any historical significance. A notion was made by Councilmember Warshaw and seconded by Councilmember Toma to authorize the City Manager to execute an agreement with Galvin Preservation Associates, Inc. in the amount not to exceed $74,905, to prepare a historic resources inventory update. Motion was carried by a vote of 3-2, with Councilman Spence and Mayor Pro Tent Wu in opposition. AYES: Toma, Warshaw, Johnson NOES: Spence, Wu ABSENT: None POLICE DEPARTMENT 13) Crossing Guard Services It is recommended that the City Council authorize the City Manager to execute an agreement amendment with All City Management Services (ACMS), extending crossing guard services for an additional three years. A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to execute an agreement amendment with All City Management Services (ACMS), extending crossing guard services for an additional three years. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None 14) Asset Forfeiture for Police Firearms Range It is recommended that the City Council adopt the following resolution authorizing the necessary budget amendment: RESOLUTION NO. 2018-115 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2018, AND ENDING JUNE 30, 2019(ASSET FORFEITURE FOR POLICE FIREARMS RANGE) 11 Tuesday September 18, 2018 A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to adopt Resolution No. 2018- 115. Motion was carried by a vote 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None 15) Award of Bid for IP Microwave Backhaul It is recommended that the City Council take the following actions: 1) Find that Microwave Networks, hic., of Stafford, Texas is the lowest responsible bidder to RFP 31-003; and 2) Authorize the City Manager to execute a Professional Services Agreement with Microwave Networks, Inc., for the procurement and installation of up to 11 IP microwave backhaul links for the ComNet regional public safety communications system, totaling $674,897 from account 218.31.3110.7160 A motion was made by Councimember Toma and seconded by Councimember Warshaw to approve and take the aforementioned actions. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None PUBLIC WORKS 16) Acceptance of Public Improvements for Fire Station No. 3 Roofing and Flooring (Project No. BP-17051). It is recornnended that the City Council take the following actions 1) Accept the Fire Station No. 3 roofing and flooring improvements for Project No. BP- 17051; and 2) Authorize recordation of Notice of Completion with the Los Angeles County Recorder; and 3) Authorize the release of retention funds 35 days after recordation of the Notice of Completion. A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to approve and take the aforementioned actions. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson 12 Tuesday September 18,2018 NOES: None ABSENT. None 17) Approve a Six -Month Purchase Order to Ace Pelizon Plumbing for Fiscal Year 2018-19 It is recommended that the City Council approve a six-month purchase order for Fiscal Year (FY) 2018-19 for Ace Pelizon Plumbing in an amount not to exceed $21,000. A motion was made by Councilmember Toma and seconded by Councilxnember Warshaw to approve a six-month purchase order for Fiscal Year (FY) 2018-2019 for Ace Pelizon Plumbing in an amount not to exceed $21,000. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None END OF CONSENT CALENDAR HEARINGS PUBLIC HEARINGS 18) Establishment of New Fees and Changes to Existing Fees and Fines a) Verification b) Open hearing c) Staff report d) Open testirriony e) Council discussion f) Recommendation: It is recornrnended that the City Council take the foIlowing actions: 1) Hold a Public Hearing regarding the establishment of new fees and changes to existing fees and fines; and 2) Adopt the following resolution: RESOLUTION NO. 2018- 114 — A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, ADOPTING A NEW FEE SCHEDULE THAT ESTABLISHES NEW FEES AND CHANGES TO EXISTING FEES AND FINES Mayor Johnson opened the public hearing. 13 Tuesday September 18, 2018 Finance Director Medina provided a brief overview regarding the proposed Fiscal Year 2018-2019 fee schedule and indicated that staff recommends 13 new fees for implementation and they include the following: • Technology Fee pertaining to budding permits • Electric vehicle charging station fee • 11 recommended Fire Department fees • 8 for Emergency Incident fees • 2 for fire and 1de safety inspection fees • Voluntary ambulance subscription fee for businesses Mayor Johnson asked for clarification on the reconrnended Emergency Incident fees. Fire Chief Whithorn clarified on the recorrrnended Fire Department fees and gave a brief overview regarding Emergency incidents and their fees. Mayor Pro Tem Wu asked for more information regarding the proposed fire inspection fees and shared his concerns pertaining to the number of recommended City fees. Fire Chief Whithorn stated that multiple cities also charge the fire inspection fee and the amount is typically around $100 in Los Angeles County. He also explained that there are different types of fees which include: businesses, state mandated, mercantile and they are all considered as cost recovery fees. Mayor Pro Tem Wu expressed his disapproval regarding the proposed inspection fees. Finance Director Medina explained that this fee is for cost recovery and if this fee is not charged, then the taxpayers will have to bear the cost. Mayor Johnson asked how often the fire inspections are completed for businesses within the City. Fire Chief Whithorn stated that the inspections are completed annually and the initial inspection is a minimum of $100 and re -inspection is included in the initial fee. Councdmember Warshaw expressed his approval regarding the proposed inspection fees. Mayor Johnson opened the public testimony portion of the public hearing. The following speakers were in opposition of the proposed item Phil Moreno 14 Tuesday September 18, 2018 Jerri Potras After seeing no one else from the public wishing to speak, Mayor Johnson closed the public testimony portion of the public hearing and asked Council if they had any additional comments. A motion was made by Mayor Johnson and seconded by Mayor Pro Tem Wu to hold over Item No. 18 to a future meeting for further Council discussion. Motion was carried by a vote of 4-1, with Councilmember Warshaw in opposition. AYES: Spence, Toma, Wu, Johnson NOES: Warshaw ABSENT. None DEPARTMENTAL REGULAR MATTERS FIRE DEPARTMENT 19) Agreement with Mire Recovery USA, LLC for Emergency Incident Billing and Inspection Billing Services It is recommended that the City Council, in accordance with Municipal Code Chapter 2, Article VII, Division 2, Sec. 2-330(b), which states that bidding may be dispensed with when the commodity can be obtained from only one vendor, authorize the City Manager to execute the agreement with Fire Recovery USA, LLC, for emergency incident billing and inspection billing services for an initial temp of three years with the option to renew for two additional one-year periods for a maximum of five years. Item No. 19 was held over to a future meeting for further Council discussion. MAYOR/ COUNCILMEMBERS REPORTS COUNCILMAN MIKE SPENCE 20) Letter of Opposition to Governor Brown Pardoning Criminals and Commuting Sentences of Death Row Inmates It is recommended that the City Council direct staff accordingly. Councilman Spence gave a brief overview on Item No. 20 and stated that death row inmates should retain their sentence. Councilmember Toma stated that he would like to amend the proposed item to only include the three members on death row who have comnutted terrible crimes in West Covina. 15 Tuesday September 04, 2018 CLOSED SESSION CONFERENCE WITH REAL PROPERTY NEGOTIATORS Pursuant to Government Code § 54956.8 Property: 617 North Lark Ellen, West Covina Agency Negotiator: Freeland, Bresciani, Hall Barlow Negotiating Parties: King Trust Under Negotiation: Price and Terms of Payment CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION Pursuant to Government Code § 54956.9(d)(1): Miranda-Caraballo v. City of West Covina (U.S. District Court Case No. 2:18-cv-01890-CAS (MRWx)) CONFERENCE WITH LABOR NEGOTIATORS Pursuant to Government Code § 54957.6 City Negotiators: Freeland, Macias, Bresciani Hall Barlow Employee Organizations Confidential Employees General Employees Maintenance & Crafts Employees Mid -Management Employees Non -Sworn W.C. Police Management Association W.C. Police Officers' Association W.C. Firefighters' Management Assoc. W.C. Firefighters' Association, LA.F.F., Local 3226 Unrepresented Employee Group - Department Heads A motion was made by Councitmember Warshaw and seconded by Mayor Johnson to sign the settlement agreement regarding the Brian Miranda-Carabello v. City of West Covina case. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None ADJOURNMENT Mayor Johnson adjourned the meeting at 70 p.m. Tuesday September 18,2018 A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to amend the original motion and draft a letter to Governor Brown opposing the pardoning and commuting of death row sentences for Michael Jackson, Paul Watkins, and Cimarron Be➢, who murdered residents of West Covina. Motion failed to be approved with a vote of 3-2, with Councilman Spence, Mayor Pro Tem Wu and Mayor Johnson in opposition. AYES: Toma, Warshaw NOES: Spence, Wu, Johnson ABSENT: None A motion was made by Councilman Spence and seconded by Mayor Pro Tem Wu to draft a letter to Governor Brown opposing the pardoning of criminals and commuting sentences of death row inmates. Motion was carried by a vote of 3-1-1, with Councilmember Warshaw in opposition, and Councilmember Toma abstaining. AYES: Spence, Wu, Johnson NOES: Warshaw ABSENT. None ABSTAIN: Toma CITY COUNCIL REQUESTS FOR REPORTS, STUDIES OR INVESTIGATION MAYOR LLOYD JOHNSON 21) Requestfrom Mayor Lloyd Johnson Requesting the City Council's Consensus to Revisitthe Structure of the Mayoral Rotation It is recommended that the City Council direct staff accordingly Mayor Johnson stated that the structure of the mayoral rotation must be determined before the upcoming election. Mayor Pro Tem Wu indicated that the new Council should determine the mayoral rotation in case they wish to implement any new changes. A motion was made by Mayor Johnson and seconded by Councilman Spence to reconsider the structure of the mayoral rotation. Motion was carried by a vote of 3-2, with Councilmember Toma and Mayor Pro Tem Wu in opposition. AYES: Spence, Warshaw, Johnson NOES: Toma, Wu ABSENT. None 16 Tuesday September 18,2018 City Attorney Hall Barlow indicated that a City Ordinance must be brought back to a firture Council meeting, but that staff needs Council direction in order to formulate said ordinance. Councilmember Warshaw stated that after Mayor Johnson's term is up, the mayoral order should be as follows: District 5, District 4, District 2, District 3, and District 1. Mayor Johnson explained if Mayor Pro Tern Wu wins District 5 in the upcoming election, a councilman must be appointed to replace his spot. Councilmember Warshaw indicated that they would not be the case if the mayoral order he suggested is implemented in the year 2020, the year Mayor Pro Tern Wu wil be sworn in as Mayor per his rotation schedule. City Attorney Hall Barlow explained that the person appointed to replace Mayor Pro Tern Wu's position on the Council, should he win the election, will be an at -large Councilmember. COUNCILMEMBER JAMES TOMA 22) Request from Councilmember James Toma Requesting the City Council's Consensus to Direct Staff to Put Together a Business/Commercial Property Owner Homeless Education Program It is recommended that the City Council direct staff accordingly. Councilmember Toma gave a brief overview on Item No. 22 and requested for staff to compile a business/commercial property owner homeless education plan. Councilman Spence expressed concerns regarding loitering on the sidewalks in front of businesses located on Glendora Avenue and inquired about giving businesses control over these areas. AB1234 Conference and Meeting Report (verbal, ifany) (In accordance with AB 1234, Councilmembers shall make a brief report or file a written report on any meeting/event/conference attended at City expense.) None CITY COUNCIL COMMENTS Councilmember Warshaw attended a Police Volunteers meeting and indicated that the West Covina Police Department does five scan fingerprinting on Thursday evenings for $20 cash (DOJ and FBI checks price TBD) from 5:00 pm to 9:00 pm 17 Tuesday September 18,2018 Councilman Spence requested to agendize the following issues including the: disclosure of City settlements, Proposition 10, which pertains to affordable housing, and SCA 20, which pertains to the local sales tax. City Attorney Hall Barlow indicated that she will be stepping down as City Attorney due to medical reasons and appointed Scott Porter and a second City Attorney Carmen Vasquez to relieve her of her duties. ADJOURNMENT A motion was made by Mayor Johnson to adjourn the meeting at 10.03 p.m. Submitted by: Deputy City Clerk 18 Lloyd Johnson Mayor Tuesday September 04, 2018 Submitted by: Deputy City Clerk Lloyd Johnson Mayor —AAU/, WEST COMA CITY OF WEST COVINA CITY COUNCIL/SUCCESSOR AGENCY TUESDAY SEPTEMBER 04, 2018, 7:00 PM REGULAR MEETING CITY HALL COUNCIL CHAMBERS 1444 W. GARVEY AVENUE SOUTH WEST COVINA, CALIFORNIA 91790 MINUTES CALL TO ORDER — Mayor Lloyd Johnson called the meeting to order at 7:11 p.m. INVOCATION — Led by Pastor Samuel Martinez from Amazing Love Ministries PLEDGE OF ALLEGIANCE — Led by Councilmember Corey Warshaw ROLL CALL Present: Councilman Mice Spence, Councimember James Toma, Councilmember Corey Warshaw, Mayor Pro Tern Tony Wu, Mayor Lloyd Johnson Staff Present: City Manager Chris Freeland, Assistant City Manager/Community Services Director N11ole Bresciani, City Attorney Kimberly Hall Barlow, Assistant City Clerk Rosalia Butler, Police Chief Marc Taylor, Finance Director Maricela Medina Tuesday September 04, 2018 REPORTING OUT FROM CLOSED SESSION City Attorney Hall Barlow indicated that while direction was given on all items in Closed Session, no reportable action was taken CHANGES TO THE AGENDA City Manager Freeland indicated that there were no changes to the agenda. Presentation of new Finance Director Maricela Medina ORAL COMMUNICATIONS - live (5) minutes per speaker Phil Kaufinan expressed his approval regarding Item No. 2, under the stipulation that certain conditions are met. These conditions include: maximum term limits for mayors to ensure that their complete tern is fulfilled should an issue arise where one would need to step down from office, and a percentage of votes is utilized to tally votes in a district election rather than a total number of votes. Valerie Munoz provided Council with a brief overview regarding the duties and recent updates of the Water Quality Authority. She also announced that there would be a ground -breaking ceremony for the Puente Valley Operable Unit on Thursday, September 20, 2018. Angie Gillingham spoke on behalf of the West Covina Improvement Association and announced that the District No. 2 candidate forums will take place in the Council Chambers on September 12, 2018 at 7:00 p.m. She also indicated that these forums will be broadcasted on television as well as on the City's YouTube channel Forrest Wilkins expressed concerns regarding the settlement amount the City paid to a specific police officer, and suggested that an independent investigation should be conducted on the matter. Tim Valadez shared his concerns regarding the Code Enforcement Department. Ana Montane -Munoz expressed concerns regarding the increase of crime, the declining state of parks and buildings, and the issue of homelessness within the City. Dave Stewart spoke on the disbandment of the Oversight Board and thanked Mayor Johnson for appointing him to the aforementioned board. He also spoke on the center median located on Azusa Avenue between the 10 Freeway and Francisquito Avenue and stated that it should be improved to be more aesthetically pleasing. Tuesday September 04, 2018 Fredrick Sykes expressed concerns regarding the financial decline of the City and suggested that both long- and short-term solutions should be produced to rectify this issue. City Manager Freeland, Police Chief Taylor, Assistant City Manager/ Community Services Director Bresciani, and City Attorney Hall Barlow gave responses to speaker inquiries. CONSENT CALENDAR APPROVAL OF MEETING MINUTES (receive & file) 1) -July 26, 2018 Special City Council/Successor Agency/Housing Authority/Public Finance Authority Meeting Minutes -August 2, 2018 Special City Council/Successor Agency Closed Session Meeting Minutes -August 2, 2018 Special City Council/Successor Agency/Housing Authority/Public Finance Authority Meeting Minutes -August 9, 2018 Special City Council/Successor Agency Closed Session Meeting Minutes -August 9, 2018 Special City Council/Successor Agency Meeting Minutes A motion was made by Councilman Toma and seconded by Councilmember Warshaw to approve the aforementioned meeting minutes. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None ORDINANCES FOR ADOPTION 2) Mayor Selection Ordinance Update It is recommended that the City Council adopt the following ordinance ORDINANCE NO. 2444 - AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AMENDING SECTION 2-21 OF ARTICLE II OF CHAPTER 2 OF THE WEST COVINA MUNICIPAL CODE RELATED TO THE MAYOR SELECTION PROCESS Councilmember Toma pulled Item No. 2 for Ru-ther Council discussion. Councilmember Toma asked City Attorney Hall Barlow what the protocol would be in the event a newly appointed mayor cannot perform the required duties early on in his or her term Mr. Toma also shared his concerns that the next Councilmember in the mayoral rotation would have a significantly longer term than the others and asked what the legal Tuesday September 04, 2018 procedures would be under the proposed Ordinance City Attorney Hall Barlow indicated that regardless of the length of the Councilmember's shortened term, the next one in rotation would fill the term in lieu of the original Councilmember as well as their entire term of 12 months. She also stated that an alternative option was offered in which the Councilmember could select a certain number of months that would be remaining in the term they are filling. She stated that an example of this would be that if the current Mayor served for 1 month, the replacement Mayor would serve the remaining 11 months, which would almost be a full 12-month term Councilmember Toma expressed concerns regarding the alternative option and stated that this option would shorten the term of the incoming Mayor. Councilman Spence stated that the rotation schedule should be agreed upon before the upcoming election and expressed his disapproval regarding the proposed Ordinance. Mayor Pro Tern Wu expressed his approval regarding the proposed Ordinance. A motion was made by Councilmember Toma and seconded by Councilmember Wu to adopt Ordinance No. 2444. Motion was carried by a vote of 3-2, with Councilman Spence and Councilmember Warshaw in opposition. AYES: Toma, Wu, Johnson NOES: Spence, Warshaw ABSENT: None CITY MANAGER'S OFFICE 3) List of Consultants Providing Services to the City It is recommended that the City Council receive and file the informational report. Mayor Pro Tem Wu pulled Item No.3 for Rwther discussion. Mayor Pro Tem Wu expressed concerns regarding the number of consultants the City employs by utilizing General Fund monies. City Manager Freeland stated that the list of consultants was provided so that the City Council can review all the current consultants the City employs for the Fiscal Year 2018- 2019. He also indicated that certain services are paid through either the General Fund or a Special Fund, and that some consultants have off -setting revenue that is generated from their services, rendering it beneficial for the City. In addition, Mr. Freeland also discussed that some consultants provide temporary services and certain contractors are reimbursable to the City. Tuesday September 04, 2018 A motion was made by Mayor Pro Tern Wu and seconded by Mayor Johnson to receive and file the informational report. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None 4) Cancelation of November 6, 2018, City Council Meeting It is recommended that the City Council cancel the November 6, 2018, City Council meeting for Election Night. A motion was made by Councihnember Toma and seconded by Councilmember Warshaw to cancel the meeting for Election Night. Motion was carried by a vote of 4-1, with Councilman Spence in opposition. AYES: Toma, Warshaw, Wu, Johnson NOES: Spence ABSENT: None 5) Information Technology MasterPlan Contract Amendment It is recommended that the City Council authorize the City Manager to amend the Professional Services Agreement (PSA) with ClientFirst to complete the ongoing IT Master Plan initiatives as outlined in the staff report and for an amount not to exceed $59,400. A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to authorize the amendment to agreement. Motion was carried by a vote of 5-0. AYES: Spence, Toma, Warshaw, Wu, Johnson NOES: None ABSENT: None COMMUNITY & ECONOMIC DEVELOPMENT 6) Penske Audi Soundwall It is recorrunended that the City Council authorize the City Manager to execute a 90-day extension to the Agreement for Construction and Maintenance of a Soundwall between the City of West Covina and P.T. Enterprises LLC. A motion was made by Councilmember Toma and seconded by Councilmember Warshaw to authorize the City Manager to execute a 90-day extension to the Agreement for Construction and Maintenance of a Soundwall between the City of West Covina and P.T.