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06-12-1972 - Regular Meeting - MinutesMINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL CITY OF WEST COVINA, CALIFORNIA DUNE. 12, 1972. The regular meeting of the City Council was called to order at 7:32 P.M. in the West Covina Council Chambers by Mayor Robert Young. The Pledge of Allegiance was given. Reverend Edgar Doering of the Shepherd of the Valley Church gave the invocation. ROLL CALL Present: Mayor Young; Councilmen: Shearer, Nichols, Lloyd, Chappell Others Present: George Aiassa, City Manager H. R. Fast, Public Services Director Carl Newton, City.Attorney Lela Preston, City Clerk Leonard Eliot, Controller George Zimmerman, City Engineer John Lippitt, Ass°t. City Engineer Richard Munsell, Planning Director Bert Yamasaki, Ass°t. Planning Director William Fowler, Dir. of Bldg. & Safety Gary Duvall, Administrative Ass°t. Dick Bonaparte,Special Services Officer Chuck Bahn, President - Firemen's Assoc. Ray. Silver, Administrative Analyst Mayor Young: I have received requests for the addition of items to the Agenda. The requests are with regard to fireworks stands which have been approved in the past years. The requests are late in getting in and staff is recommending approval of a fireworks stand for the Royal Canadian Legion San Gabriel Valley Post 167, at the Safeway Parking Lot at 1432 W. Puente and the Thunderburger Parking lot at 235 North Citrus. Does Council object to including this item under the Consent Calendar? ( No objections.) CONSENT CALENDAR Mayor Young explained the procedure of the Consent Calendar items and asked if there were any comments from the audience or the Council on :the:"following items: 1. WRITTEN COMMUNTCATTnN.q a) WEST COVINA CHAMBER OF Request for Council endorsement and COMMERCE sanction re Fireworks Program to be held Tuesday, July 4, 1972, at Mt. San Antonio College. (Approved in prior years. Staff recommends approval.) b) T.A.M. POST NO. 780 (American Legion) c) V.F.W. POST NO. 8620 d) LEAGUE OF CALIFORNIA CITIES Request for permission for one fire- works stand. (Approved in prior years. Approve subject to Temporary Use Permit.) Request for permission for 3 fireworks stands. (Approved in prior years. Approve subject to Temporary Use Permit.) Re Annual Conference Resolutions, Program and Ballot Propositions. (Receive and file.) - 1 - CITY COUNCIL 6/12/72 Page Two CONSENT CALENDAR - Cont°d. e) STATE DEPARTMENT OF Re TOPICS funds. (Receive and file.) PUBLIC WORKS f) WEST COVINA PARADE Re application with waiver of applica- COMMITTEE PARADE tion fee and bond. (Recommend approval PERMIT subject to staff review.) g) CITY OF INGLEWOOD Urging defeat of AB 2370 re granting RESOLUTION NO. 6500 immunity.to cities from liability for their nuisances. (Refer to staff.) h) PETITION FROM RESIDENTS Requesting permission for a "Block 3500 Block of Forecastle Party" on July 4, 1972 from 4 P.M. Avenue to 11 P.M. with closure of that portion of Forecastle Avenue. (Approve subject to staff review.) i) MRS. GEO. PETERS Request for permission to have Annual 412 N. Lang Avenue Old Fashioned 4th of July celebration and requesting.a portion of Thelborn Avenue between Orange and Lang Avenue be partially blocked off. (Approve subject to staff review.) j) JEWISH WAR VETERANS Request for permission for 3 fireworks POST 1776 stands. (Approved in prior years. Approve subject to Temporary Use Permit.) k) WEST COVINA PARADE Request for funds to operate the 1973 COMMITTEE 4th of July Parade. (Refer to City Manager to present for consideration at Budget Session.) 1) B.K.K. COMPANY Request permission to continue applying Refuse Disposal Rates on cubic yardage basis. (Refer to City Manager Item No. G-1.) m) ROYAL CANADIAN LEGION Request permission for 2 fireworks SAN GABRIEL VALLEY stands. (Approved in prior years. POST 16-7. Approve subject to Temporary Use Permit.) 2 : "-PLANNING:'COMMISSION REVIEW SUMMARY OF ACTION June 7, 1972. (Receive and file.) 3. RECREATION & PARKS COMMISSION a) REVIEW SUMMARY OF ACTION May 23, 1972. (Accept and file except Item A*) b) KINDERGARTEN CULTURAL (*Item A - Refer to City Manager Item ENRICHMENT PROGRAM No. G-8) 4. HUMAN RELATI"ONS.COMMISSION a) REVIEW SUMMARY OF ACTION May 25., 1972. (Receive and file.) 5. YOUTH ADVISORY "COMM'I"S`SION a) REVIEW SUMMARY OF ACTION June 1, 1972 (Adj. Mtg.) (Receive and -0 file.) .:6 . ACCEPTANCE OF IMPROVEMENT'S AND RELEASE "OF BONDS a) TRACT NO. 31097 LOCATION: Southerly of Amar Road and DONALD L. BREN COMPANY Westport Street. Accept street, storm drain and sewer improvements and authorize release of The American Insurance Company Bond No. 7104742 in the amount of $131,000. (Staff recommends accept- ance.) - 2 - • CITY COUNCIL 6/•12/72 CONSENT CALENDAR - Cont°d. 7. ABC APPLICATIONS a) Sidney R. Goldman 4590 Jurupa, Apt. 19 Riverside Douglas D. Riley 1894 Pershing Ave., San Bernardino Alphonsus E. Croteau 7166 Bradford, Highland Page Three Chief of Police recommends NO PROTEST. dba OVERTIME II 340 S. Glendora Avenue b) Ida P. and Emil W. Nily ) dba POSTHORN 202 S. Manzanita Drive ) 178 S. Glendora Avenue West Covina Councilman Shearer: Mr. Mayor. In the Recreation and Parks Commission summary of action I notice an item. I was scheduled to attend that meeting but didn't make it. The Commission voted to table the item with regard to the West Covina Unified School District and the City of West Covina jointly participating in the funds for the tennis court lighting. I wonder if I could have a brief statement on this? Mr. Zimmerman: Councilman Shearer, I understand there City Engineer were.a couple of problems, one of which is the School District did not feel it had sufficient funds in spite of previous indications it did have. There was a question of. jurisdiction between the Adult Education.Gro.up..and the Recreation and Park.,people as to how'the use of the courts should be handled and the Commission asked that it be held over for further study by staff. Councilman Shearer: The joint participation is not forever lost? Mr. Aiassa: No, it is still being considered. Councilman Chappell: Post No. 780, in the past haven't they had another location for a fireworks stand in addition to this? Lela Preston: They have always had three and three is City Clerk the limit. Councilman Chappell: Then they had a letter prior to this with a request for two? Lela Preston: This is the T.AoM� Post and they only have one. Motion by Councilman Chappell, seconded by Councilman Shearer, that the Consent Calendar..items l_.through.7 be .approved. Mayor Young: receive and file? Councilman Shearer: Councilman_ Lloyd.:.. to all these resolutions? I have one or two questions. One on Item 1 (g). Does Council feel we need a staff report back.on this or can we I would agree to just receive and file rather than a..report back. A question. Mr. _-Ai.as.sa., ..didn ° t we finally adopt some standardization of administrative action with regards 3 CITY COUNCIL 6/12/72 CONSENT CALENDAR - Cont°d. Mr. Aiassa: the League membership cities to legislation which will provide • nuisance type litigation. Councilman Lloyd: Mr. Aiassa: Councilman Lloyd: Page Four This resolution is an .immunity thing and I think what they are trying to do is stir up.enough interest among see if they can develop some type of the cities with some immunity from the this and have staff make a report Mr. Aiassa: Mayor Young.:. parade where commitments have Mr. Aiassa: In other.words you, as the administra- tor, really want staff to review this and report back to Council - is that correct? I, as an administrator, will do that but this is addressed to Council and it has to go to Council. I understand that but what.I am saying is it comes through to me that you the City Administrator would like to review back to Council - is that correct? Yes. I would like to cut down on this nuisance stuff against the City. Another question I had. Is there any problem with the West Covina Parade Committee with respect to the 1972 been made or are being made rapidly? two requests and one is for more Mayor Young: Mr. Aiassa: Mr. Mayor, there is a reference to that in (f) and you also have to review my report, because there are money than actually budgeted. What do we have in the budget - $800? Yes. That has not been released by Council but this action will release the $800 now allocated. Mayor Young: Okay. And then on the Planning Commission summary of, -action - I objected a time or two -about requiring a bond for some of the.pu.blic utilities, organizations having established..f.i.n.ancial.s.trength., not that._these.organizations donot have,but I.notice.bonds.being waived.here..for future expectations. Is there some particular reason for that? This is in regard to Items 5 and 6 of the.Planning Commission summary of action. I wondered what the reason was behind that. -action in light of the bond requirement for some utilities. For example in the Bren development. These utilities have more financial strength. Mr. Munsell: A little background. The bonds normally required are within the ..public.rights-of-way.and these..ar.e dollars with which the City might collect through the...proj.e.ct itself. The bonds .in .these. two..particular .casesare on the -private --right-of-way and it was .a....s.afeguard .staff had...written...into..the . conditions of.,-. approval, which, .wou.ld•: hope.full.y . insur.e..ul.timate conformance. In the case of one, where. a. Variance. was,.-requested..fox .le.s.ser standards. than the .normal ._parking lot. standards, the bond was ..asked `so that at the end . of a certain...period._ of time.:..the ..parking. lo.t. would..be improved -properly or. -removed. The: Planning..Commiss'ion felt the conditions of the Variance,-:.with_a:3.year-.._l.i.mit, was -sufficient; the person ,wo.uld.,. no.t,.. be ...able:.to..u.se. the. par -king. - lot. ..fox- parking purposes unless he asked for another Variance or brought it up to standard, and to remove the improvements would not be a reasonable action. The Commissim felt the Variance conditions themselves .were - 4 - CITY COUNCIL 6/12/72 CONSENT CALENDAR - Cont°do adequate control. Page .Five In the second case it is a situation in the deep lot area, Orange and Merced, where an individual got a building permit to construct a 1 story addition to his house and after a • sufficient time the Inspector_didn°t get called for a second inspec- tion and when he went out he found a 2 story building going in and apparently going on for a substantial period of time. And because of that the neighbors complained of a nuisance factor. The staff felt perhaps a bond assuring that the structure be completed within a 6 month period of time would be reasonable. The Planning Commission felt in that particular case and because no other development in the City has that kindof a bondfor a time schedule .of completion, that there should beno bond. We have any number of half completed structures throughout the City that are owner -builder, do it as he can financially. In this case the person does not have sufficient funds to build quickly and the Commission felt it would be unreason- able to askhim to put up additional money to guarantee that he would do it. .in -a certain period of time. That is the background. If the Council wishes to review those items1you may call them up. Mr. Aiassa: Mr. Munsell, wasn't one of them tied in with n the existing Motor Vehicle Department°.s lease) where the lot adjacent was only going to be approved as a parking lot for the lease time of the Motor Vehicle's prime lease? Mr. Munsell: Yes, the first item which is the parking lot is tied in with a lease for 3 years from the Motor Vehicle Department and that was the reason for the particular timing on the Variance. Mr. Aiassa: And if we leave the black top in that will eliminate the weed problem. Councilman Nichols: Mr. Mayor, I was in attendance at the meeting and the bond was.theo:retically to -require the developer at the conclusion of the lease to. remove all of the blacktop, all of the sub -base and comeback in and refill the lot with dirt. The lot is vacant at the present time. The thinking of. .the Commission was that the asphalt area was an improvement in itself over the .dirt lot and that the length of the Variance controlled the use of that lot and to ask the developer to then remove all of'that material and refill it with dirt would actually deteriorate the area rather than improve it at the conclusion of the parking lot use. That is why the Commission took that particular position. Councilman.She_arer: A question of Councilman Nichols. With regard to the 2 story house already built, were you satisfied with the justification for granting such a Variance? Councilman Nichols: Yes, I was. There was some.question in my mind which I believe.has been resolved - internally , as to how this ._s.tr-ucture was.- able to rise to a 2.story.height without"some•check.being made by the Inspection Department, but -once -that, --occurred it seemed to me the explanation was sufficient. And.in that there"is-no.-precedence .at all in the history of.the City.o.f...previo.us..permits=being issued :-requiring a bond to establish completion,in a 'certain_..period;,of `time this would be a requirement .on this..small homeowner ..that.h:ad..:not-,been..applied to anyone else. It . was felt. all: the City: ,co:uld .do was to urge .-a reasonable completion date on any..pro.ject once the. -permit was issued and it would not be right to place a time limit on.this one when it was not done anywhere else in the City. - 5 - CITY COUNCIL 6/12/72 Page Six CONSENT CALENDAR - Cont°d. Councilman Shearer: My concern was not with the bond but with the concept of somebody going ahead and building and then coming in for a Variance. Were you satisfied there was justification or was it a way to get around? • Councilman Nichols: I was satisfied that the gentleman built in good faith and by a comedy of errors he reached the height which was not justified before an inspection occurred and by the time it occurred, to restore the premises to a 1 story site would be very destructive and that in fact it was a definite improvement to the area and of first quality construction and the man has complied with all standards of con- struction and is meeting all the necessary .permits, plan checks, fees, etc., and staff did recommend that the Variance be granted and the building allowed to stand. The only question was that he was doing it himself and how long should he be allowed to complete. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None (Mr. Aiassa introduced Carl Newton, City Attorney, who is present in the absence of Mr. Wakefield.) GENERAL AGENDA ITEMS AWARD OF BIDS PROJECT NO© SP-72002 LOCATION: Danes Drive, 300 feet east DANES DRIVE of Azusa Avenue. CUL-DE-SACS Bids received in the Office of the City Clerk up to 10:00 A.M., Wednesday, June 7, 1972, and thereafter publicly opened and read. (Council reviewed Engineer's report.) Mrs. Preston, City Clerk, stated a total of reviewed. All bids checked for errors and bid proposals and one was .determined to be The bids are: J. B. Crosby Co., La Palma John W. Tiedeman Co., Whittier Aman Brothers, Covina Sully Miller Contracting Co., Long Beach Lous S...Lopez, Glendora Griffith Co.., ;Los Angeles Crowell and Larson, Baldwin ._Park . 7 bids were received and determined to be valid an incomplete proposal. $6, 848. 50 8,379.29 _8, 484. 33 8., 748.05 9,000.00 11, 339.80 ...Incomplete Bid. Mayor Young: We have a staff report along with a:recommenda- tion to authorize the. -appropriation of $1,500 which will include -Engineering and Inspection costs, from Account 210.6 Unappropriated Gas Tax Funds for Project SP-7002, and to accept the bid of J. B. Crosby Company, Inc., of La Palma as presented at the bid opening on June 7, 1972, for City Project SP-7002, and authorize the Mayor and City Clerk to execute the agreement with said J. B. Crosby Company, Inc., for the work to be done. So moved by Councilman Chappell, seconded by Councilman Lloyd. Mayor Young: Mr. Aiassa, I take it some of this money will be.colle.cted.back._in due course? Mr. Aiassa: And some is from the owner. Mr Zimmerman, do you remember the exact figure? - 6 - • • CITY COUNCIL. 6/12/72 P We Seven AWARD OF BIDS: Project No. SP-72002 Mr. Zimmerman: I do not have the exact figure, Mr. Aiassa. Mayor Young: It will be a substantial portion of the total bid amount? Mr. Aiassa: Yes, that is correct. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None $ID NO. 72-:106 FURNISHING OF ASPHALTIC CONCRETE PAVING MATERIALS Bids received in the Office of the Controller up to 10:00 A.M., Wednesday, May 31., .1972,.and there- after publicly opened and read. (Council reviewed Controller's report.) Mrs. Preston, City Clerk, stated 4 bids were received and checked -and determined to be valid bid proposals, as follows: Company Bid Price Distance - Cost Total. Cost Vernon $4.90 7.0 miles - $.70 $5.60 Industrial 4.93 5.1 miles - .51 5.44 Griffith 5.25 7.0 miles - .70 5.95 Sully -Miller 4.80 9.4 miles - .94 5.74 Motion by Councilman Chappell, seconded by -Councilman Shearer, that City Council award an annual contract for asphaltic concrete, Type I, for the period ending June 30, 1973, to Industrial Asphalt Company, as per their quotation. Councilman Lloyd: Mr. Aiassa, I know I have asked this question before and I know you have responded. Is this Vernon Company readily accessible to the City? Mr. Aiassa: It is approximately 2 miles distance in travel and we went through this five years in a row and we have mathematically found out the 2 miles distance is not an economy savings over the 5 miles to the Industrial Company. Councilman Lloyd: Then why do we ask for a bid from these other people? Mr. Aiassa: We normally do this. One year we did award a contract to another company and their price was substantially lower, enough to allow us to do the travelling time. If a contract is over a certain amount of money it must be done this way according to Code. Councilman Lloyd: Well)the thing that comes to mind is that these otherpeople are bidding and I notice there is a competitive quality between .the bids and I was wondering in our calling for bids if we are not actually kicking the cost of doing business up. Are we .allowed to go buy some of that on at least some sort of .an investigative basis to assure that as a government agency we are not getting. .upped on. -.-a percentage factor just as a result of doing the bids? Everytime they bid it costs money to that Company and the companies tend to pass that on to the consumer. Mr. Aiassa: Normally most companies of this type are usually /the companies that bid with most of the 5.9 cities that get this .type .of.._service. The quantity of material we buy and the type we buy is not readily deliverable by their operation because most of their trucks are under - 7 - CITY COUNCIL 6/12/72 Page Eight AWARD OF BIDS: Bid No. 72-106 contract and.by using our truck we can pick it up when needed and when we can lay the material down. So actually it is rather a unique bid. It is not the type that puts the best competition on the market but we still have to go this route and we have done it each time. Councilman Lloyd: Is there any possibility of some cooperative effort between the City of Covina,.B.aldwin Park, etc., where we could buy this type of material in even larger quantities and go from there? Mr. Aiassa: We are looking into that right now and probably next year on this bid and two other bids we might be able to do this. Councilman Lloyd: Can you give us a report on that inIsay Iabout a month? Mr. Aiassa: I will have the Controller check .into it. Mayor Young: On that .same line, of course 7 miles -down the freeway might be one thing and 7 miles up Carbon Canyon Road might be something else. Is there any evaluation? Mr. Aiassa: Yes we actually clocked the time and distance in,�the vehicle that will make the trip. Mayor Young: So there is no question that the 10(,' is applicable to each of these? Mr. Aiassa: Yes, the:.cost is there. Mayor Young: And this 10(,4 is added by the City as a condition of the bid. I take it the notice in general was approved by the City Attorney? Mr. Aiassa: Yes, The bid notice and bid form, both are always .approved by the City Attorney, which included this 10(,' differential. Actually this bid notice has not changed in the last five or six years. Councilman Nichols: Mr. Mayor, it appears to me on the face of this it would be essential that a cost basis be computed for mileage .in that these materials are picked .up..by.our own trucks -.and brought to the City. Otherwise you could _very conceivably be gaini_ng.lower bids from El Monte and South Los Angeles, San Pedro or -.anywhere else and if you operate strictly on the basis of low bid .FOB to the .City] the cost to the City would.be.quite.possibly very excessive. I think it is essential that you compute these costs, obviously these bids have held these firms to a very.close geographic area around.the City and I would say that confirms the wiseness of the procedure. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None Mayor Young: One question. Is it necessary to have the City Clerk actually read each of these bids and amounts - is that a legal requirement? We have the matter before us in written form. Mr. Aiassa: On this ..next item, - Mr....Mayor_, .I ._have .Patrick Randall of 0°Melveny & Myers, present and he worked directly with our City Attorney, M:M CITY COUNCIL 6/12/72 AWARD OF BIDS - Cont'd. Page Nine and I believe Carl Newton, acting in Mr. Wakefield's absence, may not be familiar with all the details. Mr. Newton: To answer your first question, Mr. Mayor. Acting City Attorney If you have all the bid information .before you it isn't actually necessary that the bids be read by the City Clerk; however, if you have established a procedure of that nature you may wish to follow it as a matter of .policy. And relating to this next specific item I do not have the background material and if Mr. Randall does, he might be able to.fill you in. PARKING STRUCTURE Bids on both projects received in the LOS ANGELES COUNTY - Office of the City Clerk .up to 10:00 WEST COVINA CIVIC A.M., Wednesday, June 7, 1972, on CENTER LANDSCAPE. behalf of the Public Authority, and PLANTING & .IRRIGATION thereafter publicly opened and read. SYSTEMS Staff report to be reviewed by Council. Councilman Nichols: Mr. Mayor, in response to your question, can I ask a question? Is the information on the bids available to the public that is present tonight? Is it among the documents available to them? Mr. Aiassa: No. I believe the newspapers have it in their packet but not the general public. (Councilmen decided then that the bids should be read by the City Clerk.) Mrs. Preston, City Clerk, stated the following bids were received on the Parking Structure: in Base Bid $925, it Alter. #1 $28,934 Halas Corp., 11 It #2 15,397 °1 °° #3 13,312 Be "' #4 2,500 ee °° #5 45,946 First Assurance Constr. 949,670 #1 °' 81 #2 24,883 20,094 #3 12,132 It #4 2,472 °' #5 10,080 Munro -Burns 952,400 °' #1 34,500 " #2 22,700 #3 160 300 ee ee #4 2,300 #5 12,900 Vanlar Construction 973,000 " #1 35,600 #2 17,500 ee ee #3 -12, 200 #4 2, 500 ee ae #5 12,000 Pinner Construction .180099000 "' °' #1 32,700 ee ee #2 14,825 ee it #3 13,600 . ee ee #4 820 #5 7,500 Alternate No. 1 - Addition of bridge. Alternate No. 2 - Addition of Storage Room. Alternate No. 3 - Addition of.Planting Area. Alternate No. 4 - Remove existing concrete drinking fountain, con- struct new fountain; provide air intake, air conditioning system police building. Alternate No. 5 - Addition of concrete column. Mayor Young: Thank you, Mrs. Preston. You have before - 9 - CITY COUNCIL 6/12/72 Page Ten AWARD OF BIDS: CC PARKING STRUCTURE you a recommendation that the Council act separately on .Items A through G. The first recommendation is that Council .approve the apparent successful construction bid of the Halas Corporation of Downey in the amount of $985,793 for the parking structure. Is there discussion to this recommendation? Councilman Lloyd: Yes, Mr. Mayor. Mr. Aiassa, we get a base bid of $925,650 but we find one of their alternates make it up to $45,000, which is almost $30,000 + above the other bid. It seems as though they are not the lowest bidder. Mr. Fast: Mr..Mayor and members of Council, Councilman Lloyd is correct. Staff has recommended and the architect is recommending to the .Council and the Public Authority that Alternates 1 through 4 only be added to the base bid and ultimately awarded to the._apparent_successful bidder. Staff is not recommending that Additive Alternate #5 be awarded. In accordance with the instructions of the bidders and the contract documents the City Council and the Public Authority are authorized to add in any combination additive alternates: 1, 2, 3, 4 and/or 5 in any combination other than Alternate #5. The apparent low bidder is Halas Corporation. So it is staff°s recommendation that Halas be named the apparent successful low bidder in any combination. Councilman Lloyd: You mean on the combinations involved. In other words I find the .Vanlar Construction is low at $12,200 on Alternate #3 whereas Halas is $13,312. Mr. Fast: That is correct. However, we cannot award a contract for the base bid to one company and to another company for another bid. It is essentially a physical impossibility. The job was bid with the intent to award to one contractor for a base bid or a base bid plus certain combinations of alternates. It would be the jurisdictions responsibility to determine the low bidder within a set of combinations that is desired to be awarded and Halas Corporation is the low bidder in any combination so selected. Councilman Lloyd: Okay. Question. Then if we put Alternate #5 back in�,do we rebid that? Mr. Fast: No sir. Alternate #5 included .by any bidder would put us above the budget that we could possibly fund and/.therefore it is not being. recommended to the City Council under any circumstances. .Councilman Lloyd_: We are not going to see Alternate #5 ever again? Mr. Fast: That is correct. douncilman Lloyd: That will be very interesting, won't it. Mayor Young: For want of a concrete column a parking structure falls - is that your point, Council- man Lloyd? Councilman Lloyd: Whatever! Councilman Shearer: What is the concrete column for? Mr. Fast: That is a typographical error. That is a fluted column detail. (Explained.) It is a more artistic column and would be used for all the columns in the parking structure. 10 - CITY COUNCIL 6/12/72 Page Eleven AWARD OF BIDS: CC.PARKING STRUCTURE Mayor Young: This method of -putting bids out with additive alternates is well established in the law - is that correct, Mr. City Attorney? Mr. Newton: Yes, Mr. Mayor. Mayor Young: It seems like it is just right with the opportunity to select whomever you want to select in the alternates for the contractor you want to have the job but if it is well established by law. Personally,I think we could do without the fluted columns, I agree with that. Mr. Fast: With regard to the unbalancing of bids Mayor Young referred to. This set of bids happily is not blessed with the unbalancing which sometimes does occur with regard to alternates whether additive or deductive.. Sometimes that does occur. This set of bids it is almost impossible to work up a combination wherein you have an unbalancing and a revision from one low bidder to another. Councilman Shearer: We have already entered into a lease on a 4 to 1. vote with the County for a set amount. Now this bid is slightly over the amount specified. Are we covered? Mr. Aiassa: Yes we are covered in total amount and we have oust bond representative here and we went through the second evaluation of the total cost and the amount of money it was going to cost us and the amount of money we are receiving from the County as their share in rent and we are sound enough funded so that we will not have to pay out of city funds. Councilman Shearer: Of course we don't know positively until we get a bid in�erest rate on the bonds? Mr. Aiassa: We have one other aspect. When we originally asked for a preliminary quote and I talked to Mr. S.alaiz in San Francisco of Stone and Youngberg, he feels very optimistic, which he was at the time we bid our Civic Center bonds, that it will be lower than what we are projecting. We have actually projected a very conservative interest rate. Councilman Shearer: In other words won't know positively until we ')we know the interest rate on the bonds whether or not the lease will cover it. Mr. Aiassa: That is right. Councilman Shearer: Next question. If we vote tonight to award this bid/is the next step then the bond bid? Mr. Aiassa: Yes. Councilman Shearer: What happens if we don't get anybody to bid on the bonds? Are we stuck with a $925,000 contract, or is it a condition of the awarding subject to getting ..a reasonable bid on the bonds? Mr. Fast: The construction contractis not .awarded tonight..nor will it be awarded tomorrow in. front of the -.Public Authority. They will merely appoint the. -apparent .successful low bidder ... .and..this substan- tiates the face amount of the -bonds to be bid on in the next 30 days. Once the bonds are back and if the interest rate is such and the retirement of the bonds is in full accordance with the city°s plans - 11 - CITY COUNCIL 6/12/72 AWARD OF BIDS: CC PARKING STRUCTURE Page Twelve then both the bonds and construction contracts are awarded. None of these things happen for another 30 days. Councilman Shearer: Will it come back to the Council? Mr. Fast: Public Authority only. Mr. Aiassa: We can make it available for Council before it goes to the Public Authority so you will be advised. Mayor Young: Are you saying the bond is nailed down and we know before the contract is awarded? Mr. Fast: That is correct. Mayor Young: And if the interest rate., for example, is greater than the amount of funds available through the lease program then the bid will not be awarded? Mr. Fast: That is correct. Mayor Young: But it is purely up to the Public Auth;o:rity whether or not? Mr. Aiassa: I believe Mr. Randall would like to clarify this, Mr. Mayor. Patrick Randall I would like to clarify one point. O°Melveny & Myers We do plan, it is part of the -schedule, that Legal Consultants we will bring the.appr.oval of the bond award ..to the. City.C.o.unci.l...prior..to.the presentation to the Public Authority.. After the bond bids are received.the City Council has to apprbve the awarding of- the bonds and the execution of the lease and sublease. ...by -..the., City officials, so the transaction cango forward. So there is control over all financing aspects by the City Government. Mayor Young: So if it is way up there we don't award the bond contract and this thing doesn't go forward - the contract is not awarded. Mr. Randall: That is right. Mr. Aiassa: One other item Mr. Randall can clarify, .if the bond interest is high or excessively more than anticipated we might want to re-evaluate the four alternates and. that could bringus down to work within the bond money we have to spend.. Mr. Randall: The bond bidders do not bid on the Civic Center structure as completely designed but only on the entire package and certainly you would be able to eliminate the alternates if your bond bids came in too high. Councilman Shearer: I still don't Like the idea of signing a lease with the County before we went ahead but you four thought it was a good idea and it probably will come out -all right. Motion by Councilman Shearer, seconded..b.y Councilman Lloyd, to approve the apparent successful construction bid of the Halas Corporation of Downey in:the amount of $985,793 for the parking structure including -Additive Alternates 1, 2, 3 and 4. Motion carried on roll call vote as follows: - 12 - CITY COUNCIL 6/12/72 AWARD OF BIDS: CC PARKING STRUCTURE AYES: Councilmen: NOES: None ABSENT: None Motion by Councilman approve the apparent is of Santa Ana in the sprinkler system. Page Thirteen Shearer, Nichols, Lloyd, Chappell, Young Chappell, seconded by Councilman Shearer, to successful bid of Valley Crest Landscape, Inc., amount of $43,385 for the landscaping and Councilman Lloyd: I voiced concern just last week during our budget hearings - are we creating a situation where we are going to be forced into buying_ the fertilizer, water, labor and all these other things needed for landscaping and all of a sudden we will be saddled with because we are afraid it might die or wither and thereby strapping ourselves with a bill that will .be forthgoing and ongoing for many years. Mr. Aiassa: The prime purpose of the landscaping is the modification of the existing landscaping and the in8t.allation and improvements that are going to be made will be the permanent area that will stay as long as the Civic Center will be, and the contract has the normal one year warranty carried by the contractor for.that-period. Looking at it as an overall picture this is not dollarwise increasing the overall cost of maintenance for landscaping. In fact we kind of included this in our contract with the County for the overall Civic Center improvement, we anticipated this. Councilman Lloyd: In reality you are saying the County will be paying for this and it does not represent a burden to the City which will be continuing? Mr. Aiassa: This will be under the same contract that you approved a meeting or two ago for the total maintenance and upkeep of the entire Civic Center. Councilman Lloyd: And the County pays it? Mayor Young: Fifty-fifty.basis on all of it. Councilman Chappell: In the original bid of the one million some dollars there was landscaping and a sprinkler o system in that bid, I haven't added it up but is this figure of $43,000 in the total one million and some dollars? Councilman Nichols: It is in that bid. Mr. Mayor, I would like to add a word to Councilman Lloyd's comments. I think we should be very much aware of this aspect of our. C-apital Improvements in the City, that is building in costs to us. Whether. the County is paying or we are payingor it is on the.basis of half and half, it is a lot of money. An example would be the $18,0.00 a year that our half share will be in maintaining the Civic Center and with each new .project we engage in we are building .in. ,future .costs year after year which will be taken from salaries or other needs. Whether it be median landscaping where we have to hire 6 men forever to maintain it or whatever. It seems to me we are in a period of time where we should .be very careful on adding costs that are going to be repetitive to the City. Mr. Aiassa: For Council. -information, as the architect laid out the original complete model I think you will have less and less disturbance to the existing landscaping as future constructions take place. We had that in mind when we master planned the Civic Center area, because we purposely went on a low maintenance and low upkeep plan. Following Mr. Nichols' thinking we are going to try and keep it on that level. 13 - CITY COUNCIL 6/12/72 Page Fourteen AWARD OF BIDS: CC PARKING STRUCTURE Councilman Lloyd: I don't want to offend the City Manager but I really don't think that comment is relevant. The point made is we are building in costs that will be ongoing and continuing and they will. You can't back away from the cost of water, the cost of gardeners, the cost of spade work and planting of shrubs and flowers, these are costs which will continue. Councilman Nichols was saying and I heartily concur with - that we must be very cautious in our commitments of these types of ongoing things which do not necessarily add to the overall operation of our City. They do add to the aesthetics and we are all very conscious of those things in this ecological aged Mayor Young: Are there any further questions or comments by Council? If not, may we have a roll call vote on Item B? Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None Mayor Young: The next item for approval is Item C. We are asked to approve the Ground Lease between the City of West Covina and the Public Authority. Councilman Nichols moved the approval,, seconded by.Councilman Shearer. Councilman Shearer: I would.like.someone to tell me what it is. Mr. Randall: The.Ground Lease is the.lease of property presently owned by the City to the West Covina Civic Center Authority. (Slide shown of the Civic Center area.- layout and Mr. Fast explained the meaning of the symbols on the slide�' the: Ground Lease currently existing encompasses city property over the Civic Center area as built earlier. This Ground Lease before you now will be to the Public Authority from the City leasing a portion of land upon which the parking structure will be built.) That property which you are now planning to lease to the Public Authority is property that was included in the original Joint Powers Agreement between the City of West Covina and the County of Los Angeles, but was not included in the original lease of the Civic Center site to the Authority. So we are treating this as an entirely separate transaction. The bonds issued by the Authority now will be secured only by revenues from that property and entirely distinct from the security for the bonds for -the Civic, Center "Author:j,:ty_.o . _ Tyo, compl.etdly separate transactions,, This is a nominal lease, I believe the rental is $1.00 as full consideration. The real oper.ative documents are the sublease and the indenture which is the resolution adopted by the Authority issuing the bonds. Mr. Aiassa: The Council has copies of this one and it is similar to the one we originally initiated on the ,main 'structure -of''the-, the C ivic.-Center. Mr. Randall: That is quite correct. The entire structure of this is similar to that used by the City for the Civic Center, also by the County of Los Angeles. .Perhaps it would be best to explain how all the documents work together rather than have you approve just this one. The Ground,Lease is for a period of 40 years or will end if the bonds are.paid off earlier and the sublease is a lease from the Authority backto. the City. Both of these documents are executed at the same time They are both effective as of July 15, 1972, which.is the date that the bonds are dated. The sublease provides that the Authority shall construct on the site leased to it by the City, a parking structure and related additions and - 14 - CITY COUNCIL 6/12/72 Page Fifteen AWARD OF BIDS-, CC PARKING STRUCTURE improvements and the Authority shall then lease this completed structure back.to the City for an amount of money sufficient to pay off the entire bonded indebtedness and in addition to cover the necessary administrative costs such as insurance to protect the security during -the course of financing. The rental under the sub- lease does not commence until the structure has been completed and has been formally turned over to the City. You doh -It pay rental before "that time' 'an;a __i_t is- necessary tb" provide" -the Authority with the money to pay -off any- cLebt service that falls due in the interim''by= funding out of .the bond .fund; 'TVa— issue-' slig-htly more bonds- in order to cover' the early expense-s,' essentially the intere;st!..expense. Upon the execution of the sublease the Authority has the agreement of the City to pay rental for the parking structure for the next term of 25 years. Therefore it has a security with which to issue revenue bonds secured by the lease payments as they come to the Authority and they then can adopt this resolution which is its indenture pledging the ..lease payments to a Trustee to pay them for the necessary expenses 'involved in maintaining the parking structure and repaying the bonds as they fall due. This is a very complex document and I would be happy to answer any questions. Basically it provides that the Authority has incurred an indebtedness of $1,300,000 at a certain interest rate and will repay this indebtedness according to the schedule on Page 5 of the Indenture and the final Indenture actually is completed after bonds are sold and will include the interest rates thereto. I had one change on Page 5. It was a typographi- cal error. On the bottom it says. "The bonds shall bear interest at a rate or rates to be hereafter fixed but not to exceed 7% per annum" and then it says payable on July 15, 1973 and thereafter semi-annually on the 15th days of July and January." Actually that should read "payable semi-annually on the 15t.h days of January and July of each year.H So"it bears on July 15, 1973 and thereafter" should be deleted and over there on the righthand side July should be changed to January and January to July. All that means is the interest will be paid semi-annually throughout the life of the bonds. You have the alternative of paying the first year's interest annually but our financial consultants have recommended that the package would be more attractive semi-annually throughout. The other actions you are asked to approve is with regard to form and each of the documents is for the purpose of providing assurance to the people.bidding on the bonds that the City has reviewed these documents and is.prep.ar-ed to undertake the financing. None of these documents will be executed until such time as the bond bids are in. The notice inviting.bids.is a form notice which we have prepared which is theofficial bidding document and it provides the time and place the bids will be received, certain details - about how the interest rate will be determined or how the lowest net cost to the Authority will be determined and certain provisions about.the awards and.del.ivery of the bonds. The official statement is one.describing the financing and. describing the financial details of the City of West Covina, which is providing the promise to make the lease payments which is basically the security for the revenue bonds. I know Ed '.Hyland has that -document and would be happy to show it to you for your review. Mayor Young-, I would like to see the document Mr. Hyland has. Mr. Hyland-, I regret we do not have sufficient copies to present to all of the Council members. We do have three. (Passed out to Council) This is by nature of a prospectus for the bonds and it gives the bidders the information they need about the City and the financing transaction in order to put together a bid. WIRS ■ CITY COUNCIL 6/12/72 Page Sixteen AWARD OF BIDS: CC PARKING STRUCTURE Councilman Lloyd: Mr. Mayor, a point of privilege. Who does Mr, :Hyland represent? Mr. Aiassa: Mr. "Hyland_.._;. represents Stone and Youngberg. Mayor Young: The reason I asked to see the document I have a memorandum here from the City Manager dated today and addressed to the entire City Council and attached are three documents relating directly to the parking structure bond issue. This was on the Council table tonight when I came into the meeting and it consists of 61 pages which I saw for the first time at 7:30 this evening. Now we have another document, the prospectus of the bonds, which consists of 28 pages, and we as a policy making body of the City of West Covina are here to approve all these documents as to form and contents and it is obvious we have not read the documents and if we did1we probably would not understand them. It would take two or three weeks to digest them. As a policy making body we are concerned with the total price, concerned with a Joint Powers Agreement and a lease with the County. These things we under- stand reasonably well but we have to rely on the assurance then of the experts who have prepare& these things; that we are proceeding in a legal fashion and also in a fashion consistent with the solvency of our City, and I think we have that reasonably well before us. I don't mean to be rude to anybody but just to kind of pinpoint what Government has come to. I suppose we can proceed with the..review of this or perhaps we can proceed on the assurance of the experts on which we must rely on in terms of the overall policy which we appear to be enunciating here that we will have a parking structure and go through with the lease arrangement. I would invite any comments that anyone might have on that. Councilman Nichols: Mr. Mayor - it is obvious that the more complex and involved government becomes the less of the actual detail of these matters can be mastered by the elected officials. I think the County of Los Angeles budget which runs into the hundreds of millions of dollars and the five gentle- ment who act on all of these matters is a- n example. I at no time during my service on this Council have even attempted to convey the impression that I have a total technical mastery of all of the details of the City of West Covina. I do try and determine in these matters that the initial concept of what we are attempting to 'spend money for --is a sound one;- the financial arrangement is sound; that the need is there and that the planning in bringing it to us has been thorough and complete. Beyond that I have to rely totally on the City Manager and on those who work with him and those we hire to recommend to us the propriety.- and correctness of these various technical aspects. So I could have these additional documents before me for another week and read all the amortization schedules over and commit them to memory and look at the sales tax revenue and population projections for the City and attempt to convey somehow an illusion that I have mastered it more than I really.have, but I believe in good conscience I have been working with the Authority now in this particular project for sometime and that I have enough knowledge of what we are doing and enough trust in the technical expertise of those who deliver these things to us to vote in good conscience to implement these proposals. It Councilman Shearer: I would agree 100%. On the surface to some people .present it might appear we,are acting as.rubber stamps,, but as it has been.pointed out, we hire technical advice. We pay good money for good people and on that basis we.talk..about the proposal of having .a.parking, structure and beyond that I.don°t feel there is any shortcoming on the part of the Council in not being able to understand 89.pages of good technical legal stuff. So I don't think there is any shortcoming on the part of the Council , if there were then I would have to resign. Mayor Young: I didn't mean to infer in my comments there is - 16 • CITY COUNCIL 6/12/72-_.,.. Page Seventeen AWARD OF BIDS: CC PARKING STRUCTURE a shortcoming, but as you pointed out, I dial not want to mislead the public with the thought that I am sitting .up here wisely nodding "yes" to these gentlemen and not really comprehending..to that extent. I think our policy is understood - certainly. Delving into the technical aspects of it we can only act to implement that policy as the law requires us _to act and this we do fully understand. Any other comments? . Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None Mayor Young: Item D - we are asked to approve the Sublease from the Public Authority to the City of West Covina. So moved by Councilman Shearer, seconded by Councilman Lloyd. Mr. Randall: Mr. Mayor - the only correction I had in any of my documents of significance was in the one I gave you, I have no further comments, unless Council has questions. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None Mayor Young: Item E covers the approval by Council of the Bond Resolution. Are there any comments? Mr. Randall: I have prepared a resolution, which the Public as to form. Authority would'approve,-you are_approving only (Carl Newton, City Attorney concurred in the approval of the resolution.as to form,) Motion by Councilman Chappell, seconded by Councilman Lloyd, to approve the Bond Resolution. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None Mayor Young: Item .F - approve notice inviting bids as to form. (Asked Mr. Newton if this form and motion is proper and Mr. Newton replied "yes.") Motion by Councilman Chappell, seconded by Councilman Lloyd, to approve Notice Inviting Bids as to form. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None Mayor Young: Item G - approve Official Statement. Mr. Randall: Pardon me, Mr. Mayor, but it would be appro- priate to add the words 0eas to form." (Mr. Newton, City Attorney concurred.) Motion by.Councilman Chappell, seconded by Councilman Lloyd, to approve Official Statement as .to form. Motioncarriedon roll call vote as follows: AYES: Councilmen: Shearer, Nichols, .Lloyd, Chappell,.Young NOES: None ABSENT: None - 17 - is UA CITY COUNCIL 6/12/72 Page Eighteen RPARTM('q (THE CHAIR CALLED A RECESS AT 8:45 P.M. COUNCIL RECONVENED AT 9 P.M.) PRECISE PLAN NO. 633 VON°s GROCERY COMPANY Commission Resolution No. approved 5/22/72). LOCATION: Northwesterly corner of Cameron and Glendora Avenues. REQUEST: Approval of a precise plan for a 51,300 square foot shopping center on a 4.6 acre parcel. Recommended. by Planning 2406. (zone Change Application No. 467 Mr. Munsell: Mr. Mayor and members of Council, normally the Planning Director precise plan does not come before you; however in this case the zone change you approved last week and which you will introduce tonight does require the precise plan with the zone change. (Slides shown of the location of the proposed shopping market and explained.) The parking lot does meet all standards and has additional landscaping and parking than required. The use conforms with the old C-2 zoning. It was a zone change requested by the staff and desired by the applicant because there is some slight.parking advantage under the S-C zoning over what there was in the C-2 zoning. THIS IS THE TIME AND PLACE FOR THE PUBLIC HEARING ON PRECISE PLAN NO. 633. Rick Gaylord (Sworn in by City Clerk) Ainsworth & McCullom I believe when we reviewed the plan on Architects May 22nd that most of the items regarding the precise plan were.discussed at that time and if there are any additional questions I would be glad to answer them for you. We didn't receive any additional comments from the planning staff. Mayor Young: Thank you, Mr. Gaylord. Council may have some questions of you during Council discussion. THERE BEING NO FURTHER PUBLIC TESTIMONY FOR OR`AGAINST PUBLIC HEARING CLOSED. COUNCIL DISCUSSION. Councilman Nichols: Mr. Mayor, just a question of staff. Do you have knowledge of the time involved in this project? Mr. Munsel.l: It is my.understanding the property has been purchased by Von°s Grocery Company and the applicant has indicated a desire to be in plan check almost immediately. Motion by Councilman.Shearer, seconded by Councilman Chappell, to approve Precise Plan No. 633. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None AMENDMENT NO. 1 LOCATION.: Woodside V:il.l.age Area. (PCD-1 WOODSIDE VILLAGE MASTER Zone.) _... TEXT - ORDINANCE ##1129 "RE:QUE.ST _An..amendment to the Woodside .. Vill.age Master Plan Text. -.(Part 1-of ..Ordinance 'No.. 1129) as• it ,.pertai.ns to ..the site: development standards for Multiple Family Developments.... This.,amendment proposes to change the standards used from the.M.F-25 Zone to the MF-20.Zone. Recommended by Planning Commission Resolution No. 2408. • CITY COUNCIL 6/12/72 Page Nineteen HEARINGS: AMENDMENT NOo 1 - Woodside Village Master Text Mr. Munsell: Mr. Mayor and members of Council, Planning Planning Director Commission Resolution No. 2428 brings.in..line the Woodside Village_.Planned Community Development No. 1 zone with the Multiple -family zoning throughout the City as directed by City Council, The proposed change would specifi- cally state that all multiple- family dwellings shall be covered by the Multiple -Family MF20 zoning ordinance. Again this is in line with the Council°s request and primary landowner - Umark, Inc., has indicated no opposition to this proposal. THIS IS THE TIME AND PLACE FOR THE -PUBLIC HEARING ON AMENDMENT NO. 1 WOODSIDE VILLAGE MASTER TEXT. THERE BEING NO PUBLIC TESTIMONY FOR OR AGAINST PUBLIC HEARING.CLOSED..COUNCIL DISCUSSION. Councilman Shearer: Mr. Mayor - I believe this is the item we dis- cussed several weeks back in regard to the change from MF-25 to MF-20. At that time we did instruct staff to make sure all developments in the City were under the same standards .so.it could not be said that some groups, large landowners, were allowed to develop differently than small. On that basis I thinkthe report is fine and should.be approved and I. will move approval.. Seconded by Councilman Lloyd and carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None Mr. Newton: Mr. Mayor, I have a question on this item. City Attorney Is there not an ordinance amendment to be introduced with this item to implement it? Mr. Munsell: ORAL COMMUNICATIONS Yes, that is correct. It would be introduced at the next meeting. Mr. Rusk Mr. Mayor and members of Council, I have filed Akron with you a letter from Akron which has.a. 5120 Melrose Avenue stone out herein .your City at Eastland. Los Angeles Shopping Center. This is a letter -requesting the Council .for an auction in fine arts - a two day auction at the Eastland -Store. Would you like me to supplement what is in the letter? Mayor Young:- If it is the pleasure of the Council? I know it is a little late -coming _in ..and I.._am sure that is why you. are addressing- us now-. Ordinarily we, approve, some.thi,ng. ,l.ike:..;.this ..s.ubje.ct . to, Staff -review. Mr. Rust: scheduled for the 24th asking your indulgence permission. .We.apo ogiz.e, we.didn°t realize we -.needed this:: permi:ssion..or it would have been. sent in. much . _sooner,. than thi,s:. The. aucti.on i s and 25th of June, .which is the —reason —we are this evening .and -hopefully you will grant us Councilman Nichols:. May, I. address a....question to; the .City Manager? Mr. Aiassa, we. ,have..pr.o.cedur.es .on the books now by .which shopping -centers. are 'allowed a certain number of days a year,for..out.side..sal.e.s, promotions, etc. I recognize that thisstore..does. not..constitute itself as a shopping center per se, yetits size and scope of its operations.almost make it suWh. Is the reason -why this is before the Council.because it does not qualify as a shopping center in definition for those uses or is it that the auction is interpreted by Staff as not being one of the - 19 - CITY COUNCIL 6/12/72 ORAL COMMUNICATIONS - Cont°do approved exterior uses? Page Twenty Mr. Aiassa: No it has not come to staff because of the time element. There is a 15 day check up period. Councilman Nichols: That is the only thing - the time element? Otherwise it would meet the provisions of our ordinance? Mr. Aiassa: Mr. Munsell, will you answer that? Councilman Shearer: If`I can .usurp Mr. Munsell I have it here. Section 6236 says a restricted business requires a permit by Council for an auction among other things. The only time you can hold an auction in the City is by authorization of the Council. Councilman Nichols: I would personally feel that this type of an auction, the type of product that would be out there, and is very similar to the type of products also sold within the store - I don't find it anymore repugnant than carnivals or merry-go-rounds whirling around, so I would look with favor upon it and I will move that permission be granted. Seconded by Councilman Chappell. Mayor Young: Mr. Rust, you are not going to auction off any porizographic materials? Mr. Rust: No, we certainly are not. Councilman Shearer: Do we collect sales tax on fine arts items? Mr. Rust: Yes sir. City Clerk: And a business license from the auctioneer. Motion carried. PUBLIC WORKS WEED ABATEMENT CONTRACT LOCATION: Various throughout the City. 1972-13 CONTRACT Council reviewed.Engineer°s report EXTENSION ..recommending the extension of the existing 1971-72 Weed Abatement.Contract with Ed Watts (Proposal A) and Ron Richardson (.Proposal B) for year 1972-73. Motion by Counci.lman....Nichols, seconded -b.y.-.Councilman Chappell, that. City Council au.thoriz.e..the...Ci..ty...Engdneer to extend. the 1971-72 Weed Abatement. P.r-ogr.am for. one .year ..for Ed .Watts-(Proposa.l_. A). ,__.and Ron Richardson (Proposal B), at unit prices as specified under the 1971-72 weed-abatement_co.ntract. Motion -carried on roll _call vote as follows: . AYES:.Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None TOPICS PROJECT NO.e..T-3041 Council -reviewed Engineer's report (124) `RATIFICATION OF requesting ratification of bid opening CHANGE 'OF BID "OPENING 'DATE ...date change. Motion by Councilman Shearer, seconded by Councilman Nichols and carried, to approve Thursday, ..June • 22, 1972, as. .-bid....openi-ng date for TOPICS Project T-3041(124). - 20 - • • CITY COUNCIL 6/12/72 Page Twenty-one CITY ATTORNEY ORDINANCE The City Attorney presented: INTRODUCTION "AN ORDINANCE OF THE CITYCOUNCIL OF THE CITY OF WEST COVINA AMENDING THE WEST COVINA MUNICIPAL CODE SO AS TO REZONE CERTAIN PREMISES. (Zone Change Application No. 467 - Von°s Grocery Company.)" Motion by Councilman Chappell., seconded by Councilman Shearer and carried, to waive full reading of the body of said Ordinance. Motion by Councilman Shearer, seconded by Councilman Chappell and carried, to introduce said Ordinance. ORDINANCE The City Attorney presented: INTRODUCTION "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF WEST COVINA AMENDING AND REPEALING VARIOUS SECTIONS OF THE WEST COVINA MUNICIPAL CODE RELATING TO THE ADMINISTRATION OF THE ENGINEERING ,DEPARTMENT, AND FEES FOR PUBLIC SERVICES." Motion by Councilman Chappell, seconded by Councilman .Lloyd and carried, to waive full reading of the body of said Ordinance. Motion by Councilman Chappell, seconded by Councilman Shearer, to introduce said Ordinance. Councilman -Shearer: Mr. Mayor, I raised three questions the last.: time we discussed this. One, which I think is adequately covered, and the second one I will proceel, on. However, the third one, Page 5 and 6, with regard to construction of streets. To me there is still a provision lacking that gives us, the City Staff, the Abatement Officer, the Chief of Police, etc., the authority to summarily remove illegal signs. This is on the statute books in regard to State Highways. We have just gone through an election where we saw an abundance of signs tacked up around the City in various spots. Our Mayor to the north had one, for quite sometime on Azusa Avenue median strip. This ordinance does not yet include such a provision. Maybe the City Attorney can enlighten me whether as spelled out here we have to give a person who tacks up a "vote for Joe.Doakes°" sign on one of our stop signs has to have 72 hours notice before we can remove it. If that is the case then I think this ordinance needs something more into it. Mr. Newton: Mr. Mayor, I am not familiar with the City Attorney specific provisions of your ordinance regard- ing signs on public property., but most cities and the ordinances,I .am familiar with do provide that signs may not be erected on public property without permission of the City. Therefore, if any sign was put up.without permission it could immediately -be taken down. I am not sure that is in your ordinance. with regard to signs on. -public -property. Regarding signs on.p.ublic .utility premises it is a violation of State Law to put signs on the public utility -property without permission from the utility. Specifically,.any of those signs that did not have permission to be put-on public utility property can be taken down immediately. Councilman Shearer: Mr. Newton: By city forces? Yes, that is correct. Councilman Shearer: I direct your attention to Section 3185, the first part prohibits - "No person shall have the right, etc.," and it does mention signs, advertising signs, placards_, notices, etc., and on Page 6 the new addition says "any obstructions found to exist withouta permit the owner shall be advised to remove within 72 hours and if it hasn't - 21, - CITY COUNCIL 6/12/72 Page Twenty-two CITY ATTORNEY - Ordinance Introduction been removedthen it can be removed. I want to make sure we don't write into this ordinance that every time we want to tear down a sign tacked up on one..o'f our stop signs or somewhere else that we have to give somebody 72 hours notice to remove the sign, Mayor Young: It would be the adjacent property owner according to this. Councilman Shearer: What if it is tacked on a median strip on Azusa Avenue? Councilman Nichols: I..think a very good point has been made here. I think the question Council needs to know is does the City have the authority to - summarily remove any of these things defined here in this ordinance that are placed on the City streets? If the Council does have that right then it seems -to me that this section is an unnecessary section. That if a sign is illegally placed there should not be the necessity of notifying the party and allowing a certain length of time. I would like to see that in fact extended to include city streets and city property, including the city right-of-way and the curbside setbacks. Mayor Young: The City has generally functioned that way. I know from my personal, experience in the matter. If you want to go ahead and introduce this tonight and request Councilman Shearer°s point to be specifically dealt with by an authoritative opinion - and Mr. Newton is not prepared to give that this evening - but he would be or Mr. Wakefield would be, whoever is here the next time, to give us an authoritative opinion and then take such action as is deemed necessary by that opinion. Councilman.Shearer:' If we introduce and then decide not to adopt or to change it,there would be no problem? Mr. Newton: No problem. Any modification would be another introduction of the ordinance. Councilman Young: Does that take care of,;it, Councilman Shearer? Councilman Shearer: Providing we get something in there. Granted we have been doing this but we may be operating in conflict with our ordinance just as prior to this anytime you washed your car and drained water out onto the city street you were in violation of the ordinance, which has been adequately taken care of. Councilman Young: May we have an opinion on that next time, Mr. City Attorney? Mr. Newton: Yes, and I would suspect there are other ordinances in the City which do empower the City to summarily remove signs or other property which constitute a use inconsistent with the public purposes. . Councilman Shearer: There is a reason for giving 72 hours notice in some instances because it might be a situation where somebody might build an encroachment and not realize he was encroaching and to go out and just take it down could result in a bad situation, but not so with a "vote for somebody" sign. Mr. Aiassa: Mr. Mayor. There is a separate ordinance which the City Attorney is working on and which has. been tabledfor sometime and if Council would like to reactivate it it would take care of exactly what Councilman Shearer is talking about. - 22 - 0 CITY COUNCIL 6/12/72 Page Twenty-three CITY ATTORNEY - Ordinance Introduction Mayor Young: We are asking that this be brought back to us, Mr. Aiassa. Councilman Nichols: Mr. Mayor, one point. It seems to me that on the fees for subdivisions, that _both on a comparative basis and a basis of equity within the..communit.y that the -fee schedule, particularly in the lower ranges that have been moved up to 7% of the cost of the project, is a schedule that will in fact work a very considerable additional hardship on individuals. I wanted to clarify that. If someone comes to 'the City for a lot split, let's say they have a half acre lot and they wish to make it.into two lots and build two homes, would that come under this ordinance and would these fees apply? Mr. Zimmerman: Mr. Mayor and members of Council. Yes the fees are largely for construction and inspection of public works where required in connection with a lot split and it would come under this ordinance. Councilman Nichols: It seems to me that 7/'of the value of the construction is a very considerable sum of money. (Explained further.) It doesn't take very much mathematic expertise to determine that a considerable amount of dollars are involved and I wonder really by any stretch of the imagination that the City would expend that type of cost to provide the inspection necessary for having two or three house subdivision that might involve $50,000 or $60,000 in total cost. We all know that you can go out and get financing for a project dhd'a $50,000 or $60,000 pro- ject might literally involve no cash do the part of the. owner of the property and to talk in terms of 6/ or 7/ of the total amount of the construction pricejjustseemed to me like a great deal of money for levy- ng fees"for the Dfivil'ege of. bringing' -that: into our community.- I don't plan to.,be doing*it, and obviously major builders have accepted this or they would be here in large numbers, but I thought I should express; that, it seemed like a very .high amount to .me. Mr. Zimmerman: I might comment on that, Mr. Mayor. There is some precedent for that. We have the City of Cerritos which has subdivision fees starting at $500. plus 6.5/ of the first $50,000. So there is some precedence. Many agents, such as the County, use a fee which is equivalent to the actual cost of the inspection and they have an accounting made of the actual cost and charge that to the subdivider after the work is done. The Engineering Department°s,e.ffort in this case was to avoid some of the large amount of accounting involved in that method and antici- pate an approximation of costs which are higher in small developments due to the cost of setting it up, etc., and that it has to be spread over a small amount of units. Really we have our cost in a similar manner without having to do all the accounting- Mr. Aiassa: find we also experienced that some of our smaller developers require a considerable amount of timein their analysis, etc. Councilman Nichols: Yes, I don't know all these things, all I know is it did seem rather high to me and if I had to spend $4,000 in fees to the City.for the privilege of having it properly shepherded through the City I would drop my teeth and then some. It would scare me to death. Mr. Zimmerman: The fee is a percentage of the public works improvements only. Councilman Shearer: We are talking about curbs, gutters and sidewalk improvements - not the cost to build a house. Mr. Zimmerman: This is only for the public works. - 23 - CITY COUNCIL 6/12/72 CITY ATTORNEY: Ordinance Introduction `Page Twenty-four Councilman Nichols: Then I, misunderstood it - that is why I inquired of staff initially if I were going to ' subdivide and build two houses wouldthese fees apply and the answer I got was "yes". So it is strictly to the curbs, 'gutte'rsB sewers etc. Mayor Young: Yes. Is there any further question or . discussion on the report? Motion carried. ORDINANCE NO. 1194 The City Attorney presented: ADOPTED "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF WEST COVINA AMENDING THE WEST COVINA MUNICIPAL CODE SO AS TO REZONE CERTAIN PREMISES. (Zone Change Application No. 465 - Donald L. Mellman.) Motion by Councilman Chappell, seconded by Councilman Shearer and carried, to waive further reading of the body of said ordinance. Motion by Councilman Chappell, seconded by Councilman Shearer, to adopt said Ordinance. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Youncg NOES: None ABSENT: None ORDINANCE NO. 1195 The City Attorney presented: ADOPTED "AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF WEST COVINA AMENDING THE WEST COVINA MUNICIPAL CODE SO AS TO,REZONE CERTAIN PREMISES. (Zone Change Application No. 466 - City Initiated.)" Motion by Councilman Chappell, seconded by Councilman Shearer and carried, to waive full reading of the body of said ordinance.. , Motion by Councilman Chappell, seconded by Councilman Lloyd, to adopt said ordinance. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None RESOLUTION NO. 4578 The City Attorney presented: ADOPTED °"A RESOLUTION OF THE_CITY COUNCIL OF THE CITY OF WEST COVINA DENYING AN UNCLASSIFIED USE PERMIT AND A VARIANCE. (Unclassified Use Permit No. 176, Variance No. 674 - Max M. Newman)." Motion by Councilman Chappell, seconded by Councilman Shearer and carried, to waive full reading of the body of said resolution. Motion by Councilman Chappell, seconded by Councilman Shearer, to adopt said resolution. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None . ABSENT: None (THE CHAIR RECESSED THE COUNCIL MEETING AT 9:33 P.M., AND OPENED THE REDEVELOPMENT AGENCY MEETING. CITY COUNCIL RECONVENED AT 9:40 P.M.) CITY MANAGER REVISION OF FEE Mayor Young: Counyil has received a SCHEDULE & USE OF staff report on this. Are SCALES AT B.K.K. there any questions? DISPOSAL 24 - CITY COUNCIL 6/12/72 B.K.K. DISPOSAL - Cont°d. Page Twenty-five Motion by Councilman Nichols, seconded by Councilman Chappell and. carried, to refer the revision in the rate basis to the Planning Commission for the change in the Unclassified Use Permit No. 71. WEST COVINA Mayor Young: You have before you a staff INDEPENDENCE DAY report indicating this PARADE COMMITTEE funding is not available REQUEST from any city account. Any questions? Councilman Shearer: This is sort of between the rock and the hard place type of thing. If you take the attitude and go along with the recommendation it means you are against the 4th of July, just as if you are in favor of planned parenthood I guess you are against motherhood also. I think we have a situation here, and with all due respect to the Parade Committee, where it appears to be something lacking when over a period of a year's time they have only been able to raise $110. $100 from the Chamber of Commerce and $10. from Smith Brothers Auto Shop, only this from all the people in the business community and the civic groups. I think it is a matter of not getting out and working at it and for that reason I would suggest we approve the $800. we have in our budget and if it won't spread that far then the Parade Committee is faced with the situation of perhaps cancelling one of the bands or some of the other items to make up that deficit or going out and securing additional donations. My wife is finding good luck in con- tacting the merchants in the City and getting door prizes for the Little League Banquet coming up. I think if they worked at it they can find the support. Councilman Nichols: Like Councilman Shearer I recognize that the Council can not be good guys in this type of a situation. I think we have reached the point on ail of these various organizations where we have to indicate that it is not a function of the Council. The Parade Committee has done a lot of wonderful work and is a fine addition to our community. It has been in existence now for several years. The pugpose of Council support initially as we said at that time was to provide seed corn to get them started. We find a trend in various organiza- tions within our community as their expenses grow to come back to the City Council .alone for more funding. I agree wholeheartedly, I think a City of 70,000 people if we are ever going to generate a community of greater interest and participation the Council is just going to have to take theposition of urging various groups to turn back to the community itself rather than to the Council. So I subscribe to your point of view and it is in no way any negative comment on the hard work of the Parade Committee.. Mayor Young: Any further discussion? Perhaps we could have a motion requesting the City .Manager to address a reply to the request for .funds stating that the funds .are not available beyond the budgeted amount. So moved by Councilman Lloyd, seconded by Councilman Chappell and carried. SAN GABRIEL VALLEY Motion by Councilman Chappell, seconded by . HUMANE SOCIETY CONTRACT Councilman Lloyd, that license fees be RENEWAL increased to $5.00 in order to retain the 20% returned to the City for costs arising from annual control requirements. Councilman Shearer: Mr. Mayor, my only comment. I assume it is covered but I don't like the concept of this letter going out. I definitely would like to make sure that they don't get the understanding that we are authorizing a letter such as this one going out on city letterhead. - 25 - CITY COUNCIL 6/12/72 Page Twenty-six CITY MGR.: SGV Humane Society contract Mayor Young: I thought I saw in the report a suggestion by staff for a letter that would be more public relations minded. Mr. Aiassa: Councilman Shearer: Mayor Young: AYES: Councilmen: NOES: None ABSENT: None Councilman Nichols: Yes we will redraft it. All right, I missed that. And there is no question but that the City Council will review the letter before it goes out. Motion carried on roll call vote as follows: Shearer, Nichols, Lloyd, Chappell, Young One question. How long has it been Mr. Aiassa since there was a rate adjustment do the annual license fees in the City of West Covina. Mr. Aiassa: Just from memory I believe it has been over 4 years. Mr. Mayor, there is one motion I failed to put in, to authorize the Mayor and City Clerk to execute the agreement. So moved by Councilman Shearer, seconded by Councilman Lloyd and carried. AD HOC COMMITTEE Motion by Councilman Shearer, seconded by AMENDED RIGHT-OF-WAY Councilman Chappell and .carried, to approve ACQUISITION POLICY the Revised Case IV, per the City Engineer's AMENDMENT report dated May 25, 1972, in the Street Widening Participation Policy. ANNUAL WEST COVINA Mayor Young: This informational report CLEAN-UP WEEK was requested by Council. Is there any further dis- cussion? Motion. by Councilman Shearer, seconded by Mayor -'Young and carried, to receive and file informational report. Councilman Shearer: Mr. Mayor, one question. On that basis what is Staff going to do - anything? Mr. Aiassa: Next year. Every other year. Councilman Shearer: I was wondering in that regard if we could pursue the .idea .without city participation of a free .pickup by West Covina Disposal. This might be an opportune time to perhaps try for that .in light of other things rather than just leaving it drop. Mr. Aiassa: The problem is that with the heavy items special equipment.is needed to lift the . large appliances and if we only do it on a one weekend or two weekends basis somebody will miss it and then there is a call back. We did reduce the rates on these large items. I think what we are usually faced with is an accummulation of large items - people clean out a basement or a garage. and put out several large pieces and West Covina Disposal has to go out and hire a forklift to put those onto a special truck. My recommendation would be not to pursue until the next fiscal year. Councilman Nichols: Didn't the BKK Company donate free dumping privileges for that period? - 26 - • r� CITY COUNCIL 6/12/72 CITY MGR.: Annual Clean -Up Week Page Twenty-seven Mr. Aiassa: They did after considerable negotiations. Our contract on the dump operation is with Home Savings and Loan and their contract is with BKK.. Indi:rectl.y we control the fees. So all materials deposited during clean-up week Home Savings was entitled to a fee and it took some persuasion to convince the present operator of BKK for him to absorb the $800 or $900 charges that were placed there and he had to pay. Councilman Nichols: Don't you think right at this time that they are seeking an increase in the rate structure would be a good time to ask them to absorb that again? Mayor Young: I think it would be very bad. I don°:t want to feel obligated at this particular stage of the procedures. I don't want anything to interfere with my objectivity. Mr. Aiassa: I think I read what Mr. Nichols is presenting. Councilman Shearer: Pursuing this a bit further. You said if I as a homeowner put out a refrigerator or something of that nature that by paying a special fee of a $1.00 or $2.00 it would be picked up? Mr. Aiassa: Yes, there is a rate published but I would have to check it again but it lists every item with a fee. So if you have a specific item such as a refrigerator or washing machine they have to make a special trip. Councilman Shearer: Yes/ I know that but what are we talking about in cost? It is not an exorbitant -amount so if somebody has a lot of junk in their backyard they can put, :it out o.n the ,street and get it hauled away -without having to pay- too much? Mr. Aiassa: No, it is not that much in cost and there isn't that big of a demand, and the costs shown in the report were also absorbed by the City and I would have to say for the West Covina Disposal they did have to hire extra trucks and they tried to do the best job they could and the City did have to do some of it,because we couldn't allow that junk.. to stand out there too long. I think we did a real clean-up because the BKK dump yard was quite full. Councilman Nichols: I.would conclude by. saying I know it is a lot of work but it is a very worthwhile service to the community and there are few things that we have done that have gotten more favorable comments from our citizenry. As soon as we are able financially to establish this again /I think we definitely should. Mr. Aiassa: I will get that list regarding rates to Mr. Shearer. JAMES BUTLER Mayor Young: This item is with regard RESOLUTION to a resolution commending an employee. RESOLUTION NO. 4579 The City Attorney presented: ADOPTED "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA COMMENDING JAMES BUTLER FOR HIS ..SERVICE"S '-TO THE CITY. Motion by Councilman Chappell, seconded by Councilman Lloyd and carried, to waive full reading of the resolution. - 27 - CITY COUNCIL 6/12/72 Page Twenty-eight CITY MGR.: Resolution No. 4579 Motion by Councilman...Chappell, seconded by Councilman Lloyd, to adopt said resolution. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None REQUEST FOR LEAVE Motion by Councilman.Chappell, seconded by OF ABSENCE WITHOUT Councilman Shearer and carried, to approve PAY BY JOHN F. CALVERT the request of Fireman Calvert for an additional 30 days Leave of Absence without pay ending July 19, 1972. KINDERGARTEN CULTURAL Mayor Young: We have 'a staff report on ENRICHMENT PROGRAM the Kindergarten Cultural Enrichment Program - is there discussion? Councilman Lloyd: Yes, I believe I asked for this. Is there any oral comment, Mr. Aiassa? Mr. Aiassa: No, I think we explored it in the written report pretty thoroughly. Councilman Lloyd: I still feel we are getting into what right- fully should be the educatorsifield. Councilman Nichols: I feel that very, very strongly and did from the beginning. I really.do believe we moved into an area that only by .minor definition becomes recreation. There was some talk that the Covina Unified School District could not do this so therefore the City of West Covina would sanction it although it is conducted on the school premises with the cooperation of the schoolprincipal and the active parents in the school. There was always a question in my mind why the City had to become involved in this at .all. It is .a very worthwhile program and their experience has been good with it. I notice the Department's comment that they want to hand this off and become less involved in it in the future but there is always that close line between recreation and something else in our community and I think this has ,just about crossed.over the line. Mayor Young: I would concur with the remarks made and suggest that they be transmitted to the Recreation and Parks Commission for further consideration and action. Mr, Aiassa: Yes, I will take the comments made from the minutes...and..pass forward. Motion by Councilman Lloyd, seconded.by Councilman Shearer and carried, to receive and file informational staff report. CALIFORNIA OFF -RAMP Mr. Aiassa: Mr. Mayor, I have one ACQUISITION item not on the agenda and which I would like permission of Council to put on. I think it .would best be handled by Carl Newton. It is the City of West Covina versus Guarantee Savings and .Loan regarding the California Off -ramp .acquisition. Mayor Young: We have a report given to us by Mr. Wakefield, apparently a very nice report. Mr. Aiassa: Except in the _last-par-agraph - youhave to au-thorize the City Controller to draw a - warrant fo.r . $ 23,.50.0._.and-deposit it in Court. Mr. Newton: Mr. Mayor, I believe that should be $25,000. City Attorney as the value of the part taker.' There was a stipulation as to the value of the part taken. 28 - CITY COUNCIL 6/12/72 Page Twenty-nine CITY MGR: California Off -Ramp Acquisition Mr. Aiassa: I can't argue with the City Attorney. Mr. Wakefield wrote the letter so if you say that is so,I will waivErit to your department but the bottom of the letter -says $23,500. • Mr. Newton:. I think he was :thinking of the original appraised valuation, but -the stipulation in court was $25,000. Motion by Councilman Shearer, seconded by Councilman Nichols, to authorize an amount not to exceed $25,000 to be placed in the Superior Court. Mayor Young: Is the figure correct - Mr. Newton - $25,000? Mr. Newton: Yes that is the total authorization. I believe there has already been a deposit of $23,500 so it would just be the balance of that. Councilman Shearer: Is there an appeal period? Mr. Newton: There is a 60 day appeal period from the date of judgment in which the defendant can file notice of appeal. We will deposit the money upon entry of the .interlocutory judgment. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Chappell, Young NOES: None ABSENT: None ABSTAIN: Councilman Lloyd MAYOR'S REPORTS PROCLAMATION. Mayor Young: I. have been asked to proclaim June 11 - 17, 1972.as "National Flag Week". So if there are no objections. I so proclaim. COMMISSIONS& Mayor Young: Gentlemen, I should bring BOARDS your attention to the three' letters of resignation which I have received. I-don°t know if you have received copies of those letters or not. Mrs. Plesko asked to be relieved from the Recreation and Parks Commission at the end of this month. Mr. Sanborn requests to be relieved from the Personnel Board and Mr. Beem has requested to be relieved from the Human Relations Commission. These_requests..would.require Council :.a.ction.:. Councilman Shearer: Did their terms expire? Mayor Young: Mr. Beem°s.term do.es.expire'._so we don't need action on that. Mr-s..P.le.s.ko nor Mr. Sanborn°s terms have not expired. I have written to both of the indi.viduals..involved acknowledging receipt of their letters. Councilman Chappell: Aren't_ we -supposed to get.copies of all the letters youwrite in that type of situation,..,,.' Mr. _.Mayor? Mayor Young: I sent the letters today. I..don°t know that I..sent copies to the Council to tell you _..the ,:truth. - Councilman Nichols: ..It -has. been, standard...pro.cedure in the past. (Mayor Young.:indicated it would be done in the future.) Are we scheduled to have a 29 - CITY COUNCIL 6/12/72 Page Thirty Mayor's Reports - Cont°d. discussion on the appointments to the various Boards and Commissions?' Mayor Young: Yes�I think.we should have a Personnel Session on that. Councilman Nichols: Would it be appropriate to discuss these 6 particular.resignations concurrently? Mr. Newton: Yes/,that would be permissible. (Discussion followed on date of the next budget meeting and whether this could be discussed at the same time, or hold a Personnel Session tonight. Councilman Chappell recommended that when it is discussed that the Council should have a list of the people interested in going into these jobs. Mayor Young stated he had such a list furnished to him by the City Manager's office.) Councilman Nichols: May I suggest/so that we might firm this up� that we definitely set a preliminary discussion date and review existing lists and discuss the resignations of these three.and set up a screening procedure/ and do what we have done in the past asking staff to place a news release in all the .papers that -the Council will be considering candidates for the Personnel Board, Recreation & Parks Commission, Human Relations Commission and the Youth Advisory Board, and if there are citizens who are interested they should contact the City Manager's office at City Hall and .file an application. Mr. Mayor, I would make that in the form of a motion that we have an initial Personnel Session prior._.to the.'.', next budget session and at that time set screening dates, procedure, etc., for appointments to the various Boards and Commissions to fill vacancies, and in the interim such a notice be released to the press. Seconded by Councilman Chappell, and carried. Mayor Young: Along that line there has beenla request from the City Manager's office - we were scheduled for our next budget session tomorrow afternoon at 4 and request is that we .postpone that session to give him some additional time to Monday, June 19th - whether it would be 4 P.M. or 7:30 P.M. would be._up.to us to decide. (Council discussed and decided on 4 P.M. on June 19, 1972 and to hold the Personnel Session at the same time'.) COUNCILMEN°S REPORTS ..Councilman Chappell. Nothing,Mr...Mayor other than to remind everyone that tickets for the Godfather are available in case somebody hasn't heard about it - there are still some available _through the ..Lions of West Covina. Councilman Nichols: Councilman..Chappell�when.you-so:ld me my tickets .you said. I .could have...all the Champagne I could drink. and. I heard afterwards that somebody was going to offer me one -.glass when I got there? Councilman Chappell: Councilman Nichols)I told you you could have .y -all .that .ou..o :...cul.d�drink and.that still stands. Councilman Lloyd: I met.today.wi.th some people at Tri-Community ..Adul_t.Education with regard to our.problems .....on recreation. I think, Mr. Aiassa, it would be an excellent_idea...if._.your staff would renew its efforts in a meeting and if you -so .des -ire ,and with the concurrence of the Mayor - I believe I was appointed to work with such a Committee? - 3.0 - CITY COUNCIL .6/12/72 Page Thirty-one COUNCILMEN'S REPORTS Mayor Young: If you were not, you will be now if agreeable to you. Councilman Lloyd: Yes, I will be glad to assist. To be very frank I would say that I just don't understand the problem - if you ask me /I think it is just a case of communications. DEMANDS Motion by Councilman Lloyd, seconded by Councilman Shearer, to approve Demands totalling $360,114.98 as listed on Demand Sheets C828A, C828 through 832 and B530 through 532A. Motion carried on roll call vote as follows: AYES: Councilmen: Shearer, Nichols, Lloyd, Chappell, Young NOES: None ABSENT: None ADJOURNMENT' 'Motion by Councilman Shearer;" seconded' by Councilman -Chappell and carried, to adjourn at 9:55 P.M. to 4 P.M. on June 19, 1972. ATTEST: CITY CUERIK • APPROVAL: MAYOR - 31 -