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05-15-2001 - Regular Meeting - Minutes• • MINUTES REGULAR MEETING WEST COVINA CITY COUNCIL MAY 15, 2001 The regular meeting of the West Covina City Council was called to order at 7:50 pm in the City Hall Council Chambers, 1444 W. Garvey Avenue, West Covina. The invocation was given by Pastor Bob Reeves of Faith Community Church and the Pledge of Allegiance was led by Councilmember Sanderson. ROLL CALL Mayor Wong, Mayor Pro Tem Touhey, Councilmembers Herfert, Miller, Sanderson Others Present: Chung, Alvarez-Glasman, Fields, Mayer, Greene, Fox, Hatch, Bommarito, Wills, Freeland, Lyndel, Swink, Keating, Samaniego, Yauchzee, Berry APPROVAL OF MINUTES The following minutes were approved as presented: Special meeting of April 3, 2001 Regular meeting of April 3, 2001 Special meeting of April 17, 2001 Regular meeting of April 17, 2001 Special meeting of May 1, 2001 Regular meeting of May 1, 2001 PRESENTATIONS Mayor Wong recognized the 50a' Anniversary of the Japanese Community Center and presented a Certificate of Recognition to Glenn Nakatani, the current First Vice President of the Board of Directors of the East San Gabriel Valley Japanese Community Center that is located in West Covina. Mr. Robert Rodriquez, Chairman of the City of West Covina's ADA committee, presented recommended improvements around City Hall to make it more ADA compliant. Mayor Wong introduced John Lindow, a long time resident of the community who was recently recognized for 55 years of member- ship by United Association of Journeymen and Apprentices of the Plumbing Pipefitting Industry of the United States and Canada. HEARING FY 01/02 COMMUNITY DEVELOPMENT BLOCK GRANT City Clerk Berry verified the affidavit of publication. Mayor Wong opened the hearing and Community Services Director Hatch presented the staff report. Public Testimony Mayor Wong opened the public testimony portion of the hearing and the following individuals requested Council to allocate up, to the amount of requested funds, if at all possible: Diane Kelly Diana Kelly, RUOK Program, telephone reassurance program for homebound or soon -to -be homebound seniors. Her agency requested $5000 of CDBG funds from West Covina and the Community Services Commission recommended an allocation of $1320. Council Minutes of 5/15/01 Clarence Pulliam Clarence Pulliam and Yolanda Davis-Quarrie represented the West Covina Community Services Center, a program of the Citrus Valley Health Foundation. The agency requested $15,000 and the Community Services Commission recommended an allocation of $9320. . Pat Corpe Pat Corpe addressed Council as the Executive Director of Pillars of Faith Christian Center Food Panty. The agency requested $53,500 and the Community Services Commission recommended no allocation. Ron Sachs Ron Sachs spoke on behalf of the East San Gabriel Valley Coalition for the Homeless. The agency requested $9000 and the Community Services Commission recommended an allocation of $3320. Carol Mudra Carol Mudra of Joshua's House, which provides shelter and other services for abused teens, noted that this was her agency's first time in seeking funds and had requested $30,000. She reduced that request to $17,000. The Community Services Commission recommended no allocation. Kathleen Miller Kathleen Miller spoke on behalf of the Community Food Bank of West Covina. The agency requested $14,000 and the Community Services Commission recommended an allotment of $9320. Ed Frischling Dr. Ed Frischling, Board Member of the Interfaith Caregivers of San Gabriel Valley, spoke on behalf of his agency. The agency requested $15,000 and an allocation of $2570 was recommended by the Community Services Commission. Royal Brown Royal Brown, 2153 Aroma Drive, thought the Senior Citizens Commission had been ignored throughout the CDBG process. He also thought that the $55,000 earmarked for code enforcement should be used to alleviate the ADA barriers at City Hall. Victoria Cortez Victoria Cortez, Service Center for Independent Living, poke on behalf of SCIL. SCIL had requested $10,000 and the Community Services Commission recommended an allocation of $6820. Testimony closed There being no others wishing to address Council, Mayor Wong closed the public testimony portion of the hearing and commenced Council discussion. In response to Council questions and comments, Community Services Director Hatch stated that by the end of this current fiscal year there would be neither extra funds nor unused funds that could be reallocated. Mr. Hatch explained the process used to review the various requests for funds, involving both the Senior Citizens Commission and the Community Services Commission. City Engineer Mayer and Community Services Director Hatch explained the $55,000 of CDBG used for code enforcement purposes. Staff was directed to provide a report on the use of the $55,000 and statistical results. Councilmember Sanderson agreed with Councilmember Herfert's suggestion to move forward with approving the social programs as presented and to wait on the allocation of the $55,000 until the report is received from staff. It was noted that the report would be ready for the next budget session, scheduled for the 16`h of May. 2 Council Minutes of 5115101 In response to Councilmember Sanderson's question regarding other uses of the $55,000.00, Mr. Hatch responded that the money could not be used toward other public service programs but could be added to the CIP portion or the home improvement portion. Motion by Herfert and seconded by Touhey to approve all the • entities of the CDBG funding as presented in the staff report, holding over the allocation of the $55,000 until tomorrow night's budget study session. Motion carried 5-0. Motion by Miller and seconded by Herfert to continue the public hearing until tomorrow to conclude the discussion on the $55,000 and then adopt the resolution incorporating all the components. Motion carried 5-0. Recess Mayor Wong called a recess at 9:45 pm. The City Council recon- vened at 10:05 pm with all members present. HEARING WEST COVINA LANDSCAPE MAINTENANCE DISTRICT NO. 4 City Clerk Berry verified the affidavit of publication. Mayor Wong opened the hearing and the staff report was presented by City Engineer Mayer. Mr. Mayor stated that no increase in the rate is proposed and the total amount to be assessed is $773,100. Public Testimonv Mayor Wong opened the public testimony portion of the hearing and City Clerk Berry stated that no written communications had been received. Mayor Wong asked for verbal comments or objections and no one addressed the City Council. Mayor Wong Testimony closed closed the public testimony portion of the hearing. City Clerk presented: Resolution 2001-34 RESOLUTION NO. 2001-34 — A RESOLUTION OF THE CITY MD 44 COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, CONFIRMING THE ENGINEER'S REPORT OF THE ASSESSMENT CONTAINED IN THAT REPORT; ORDERING CERTAIN LANDSCAPING MAINTENANCE, RENOVATION AND REPLACEMENT AND APPURTENANT FACILITIES TO BE MAINTAINED FOR FISCAL YEAR BEGINNING JULY 1, 2001 (West Covina Landscape Maintenance District No. 4) Motion by Herfert and seconded by Miller to waive further reading of the resolution and to adopt. Motion carried 5-0. HEARING WEST COVINA LANDSCAPE MAINTENANCE DISTRICT NO. 6 City Clerk Berry verified the affidavit of publication. Mayor Wong opened the hearing and the staff report was presented by City Engineer Mayer. No increases to the current rates were pro- posed and the total amount to be assessed is $67,500. Public Testimony Mayor Wong opened the public testimony portion of the hearing and City Clerk Berry stated that no written communications had been received. Mayor Wong asked for verbal comments or objections from the audience and no one addressed approached the Testimony closed City Council. Mayor Wong closed this portion of the hearing. 3 Council Minutes of 5115101 City Clerk Berry presented: Resolution 2001-35 RESOLUTION NO. 2001-35 — A RESOLUTION OF THE CITY MD #6 COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, CONFIRMING THE ENGINEER'S REPORT OF THE ASSESSMENT CONTAINED IN THAT REPORT; ORDERING CERTAIN LANDSCAPING MAINTENANCE, RENOVATION . AND REPLACEMENT AND APPURTENANT FACILITIES TO BE MAINTAINED FOR FISCAL YEAR BEGINNING DULY 1, 2001 (West Covina Landscape Maintenance District No. 6) Motion by Herfert and seconded by Miller to waive further reading of the resolution and adopt. Motion carried 5-0. HEARING WEST COVINA LANDSCAPE MAINTENANCE DISTRICT NO. 7 Mayor Wong stated that conflict of interest laws prevent him from voting on an issue in which he may have a financial interest. Since he resides in Maintenance District No. 7, the subject of the next public hearing, he would have to abstain from the discussion and vote. He turned the gavel over to Mayor Pro Tem Touhey and stepped down from the dais. City Clerk Berry verified the affidavit of publication and Mayor Pro Tem Touhey opened the hearing. City Engineer Mayer pre- sented the staff report. Mr. Mayer stated that this maintenance district is rather unique in that it is a work in progress. Public Testimonv Mayor Pro Tem Touhey opened the public testimony portion of the hearing and City Clerk Berry stated that no written commun- ications had been received. Mayor Pro Tem Touhey asked for verbal comments or objections and no one addressed the City Council. Mayor Pro Tem Touhey closed the public testimony por- Testimony closed portion of the hearing. City Clerk Berry presented Resolution 2001-36 RESOLUTION NO. 2001-36 — A RESOLUTION OF THE CITY MD 47 COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, CONFIRMING THE ENGINEER'S REPORT OF THE ASSESSMENT CONTAINED IN THAT REPORT; ORDERING CERTAIN LANDSCAPING MAINTENANCE, RENOVATION AND REPLACEMENT AND APPURTENANT FACILITIES TO BE MAINTAINED FOR FISCAL YEAR BEGINNING JULY 1, 2001 (West Covina Landscape Maintenance District No. 7) Motion by Herfert and seconded by Miller to waive further reading of the resolution and adopt. Motion carried 4-0-1 with Wong abstaining (conflict of interest). Mayor Pro Tem Touhey returned the gavel to Mayor Wong. ORAL COMMUNICATIONS Bruce Leinbach Bruce Leinbach, member of the West Covina Lion's Club, announced this year's movie fundraiser PEARL HARBOR and to obtain tickets for the big event. Ed Casanova Ed Casanova, 809 Avington, addressed Council as the president of the San Gabriel Valley Hispanic Chamber of Commerce, a non - staffed organization. He invited the City of West Covina to join the S.G.V. Hispanic Chamber of Commerce for $1000/year. 4 Council Minutes of 5/15/01 John Shewmaker John Shewmaker, 1825 Borrego Drive, suggested that when staff reports or other reports are given during the Council meeting, that someone explain the acronyms used. John Scheuplein John Scheuplein, 1800 Aroma Drive #247, encouraged interested citizens to participate in the Visioning Program, a newly formed • committee that will be addressing future needs and desires for the community. Mayor Wong thanked Mr. Scheuplein for "plugging" the Visioning Program. CONSENT CALENDAR Commissions' Summary of Actions (receive & file) Community Services 4/23/01 Personnel 4/11/01 Planning 5/3/01 & 5/8/01 Senior Citizens 4/23/01 Waste Mngt/Environmental Quality 4/19/01 Claims Against the City (deny & notify claimant) On January 2, 2001 the City Clerk's Office received multiple claims from: Erika Olivo, Darlene Estrada, Ricky Morales, Conrad Morales, Destiny Morales, April Cevallos, Vanessa Gallardo, and Angel Ruiz relating to an incident that occurred on July I, 2000. Each claimant is alleging personal injuries relating to emotional stress in the amount of $100,000. On January 4, 2001 the City Clerk's Office received a claim from Teresa Cordova for property damage in the amount of $3,750. On February 28, 2001 the City Clerk's Office received a claim from Dustin P. Lovell for property damage in the amount of $1,036.03. On March 22, 2001 the City Clerk's Office received a claim from Rommer Villar for personal injuries. The amount of the claim had not been determined at time of presentation. Award of Bid PP 01230 - Design Services Contract for a Skate Park Facility at Orangewood Park PP 01230 - Recommendation is to take the following actions: Purkiss Rose-rsi * Accept the proposal of Purkiss Rose-rsi in the amount of $36,420 and authorize the City Manager to execute a consultant agreement with Purkiss Rose-rsi to complete the work. * Appropriate $42,000 Fund 172 from Park Dedication Fee District "C" reserves to PP 0 1123 0 (172-320-3163-7700). South Azusa Avenue Median Landscape for SP 97111 & SP 00112 (Federal Project STPLER-5259[0071) SP 97111 & SP 00112 Recommendation is to take the following actions: Terra -Cal Construction Inc. & * Accept the bid of Terra -Cal Construction, Inc., of Baldwin W.F. Herring Park in the amount of $384,561.00 as submitted at the bid opening on May 1, 2001 and authorize the Mayor and City Clerk to execute the contract. * Authorize a professional engineering services contract with Mr. W.E. Herring, not to exceed $4,750. 5 Council Minutes of 5115101 • • Project NoJOI-2 - Installation of "Infrared Activated Data - Encoded Traffic Signal Priority Control System" Project TO 1-2 Recommendation is to authorize the award of bid to Henberger Henberger Traffic Traffic as the lowest responsive bid of $69,913.00 for the installation of an emergency vehicle traffic signal control system. Miscellaneous — Community Services Agreement with Rowland Unified School District to Grant Funds for Approved Projects R.U.S.D. agreement Recommendation is to approve the agreement as signed by the Rowland Unified School District and authorize Acting City Manager Christopher J. Chung to sign the agreement. Miscellaneous — Public Works Sale of Excess Rights-of-Wav Alone Hollenbeck Street Recommendation is to a) approve the sale of the excess rights -of - way along the west side of Hollenbeck Street from Garvey Avenue North and Garvey Avenue South, and b) adopt the following reso- lution: Resolution 2001-37 RESOLUTION NO. 2001-37 — A RESOLUTION OF THE CITY Hollenbeck Street lots COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CORPORATION GRANT DEED IN FAVOR OF PMB MOTORCARS, INC. (Penske Motorcars) Miscellaneous — Environmental Management Used Oil Recycling Block Grant Recommendation is to adopt the following resolution: Resolution 2001-38 RESOLUTION NO. 2001-38 — A RESOLUTION OF THE CITY Used Oil Block Grant COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING PARTICIPATION IN THE USED OIL RECYC- LING BLOCK GRANT FOR THE FISCAL YEAR 2001/2002 BKK Landfill Closure Plans Status Report Recommendation is to receive and file. Miscellaneous — Police Department Appropriating the CLEEP State Technology Grant Recommendation is to take the following actions: CLEEP technology grant 1) Appropriate $137,105 CLEEP grant from fund balance to 194-320-2110-7160 as follows: $66,976 in the current fiscal year and the remaining $70,219 in FY 2001/02. Any unspent funds remaining in the current fiscal year will be carried over. Dialogic Communications Corp. 2) Authorize the purchase, installation, and training associated with the Communicator .GeoNotify System from Dialogic Communications Corporation of Franklin, TN for $33,000. Instant Reply Communications 3) Authorize the purchase, installation, and training associated with the jail recording system from Instant Reply Communications of Marina Del Rey, for $8,239.55. Miscellaneous — Finance Department Purchase of Motor Vehicle Fuels and/or Oil Products Recommendation is to adopt the following resolution: Resolution 2001-39 RESOLUTION NO. 2001-39 — A RESOLUTION OF THE CITY on Council Minutes of 5115101 Motor Fuel Purchasing COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, WAIVING THE FORMAL BID PROCEDURE FOR MOTOR VEHICLE FUELS AS DEFINED IN SECTION 2-333 OF THE WEST COVINA MUNICIPAL CODE Los Aneeles Countv Investment Pool (LACIP) Resolution • Recommendation is to adopt the following resolution: Resolution 2001-40 RESOLUTION NO. 2001-40 — A RESOLUTION OF THE CITY LACIP COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AUTHORIZING AND REQUESTING THE INVESTMENT OF EXCESS FUNDS IN THE LOS ANGELES COUNTY TREASURY POOL Miscellaneous — City Manager's Office Appropriation of Funds for City Manager Recruitment City Manager recruitment funds Recommendation is to appropriate $23,500 from the general fund reserves and deposit into the Personnel Department Consultant Services Account 110-320-2560-6117 to cover the costs associated with the City Manager recruitment. The ADA Committee Status Report and Recommendations ADA Committee Recommendation is to receive and file the report, authorize the drafting of an ADA Compliance Plan and approve the conceptual recommendations to be approved as part of the CIP budget process. CONSENT CALENDAR ACTION Motion by Herfert and seconded by Touhey to waive further reading of the resolutions and adopt, and to approve all other items except C-4a, C-4d, and C-4h. Motion carried by roll call vote: AYES: Herfert, Miller, Sanderson, Touhey, Wong NOES: None Item C-4a In relation to Item C-4a (Agreement with Rowland Unified School District), Mayor Pro Tem Touhey requested additional infor- mation. Motion by Touhey and seconded by Herfert to hold over this item until tomorrow night's meeting (May 16) at which time staff will have compiled the additional information. Motion carried 5-0. Item C-4d In relation to Item C-4d (BKK Landfill Closure Plans Status Report), Councilmember Herfert stated that he would abstain on this issue due to a lawsuit settlement agreement between BKK Corporation and himself. Motion by Miller and seconded by Touhey to receive and file the status report. Motion carried 4-0-1 with Herfert abstaining. Item C-4h In relation to Item C-4h (Appropriation of Funds for City Manager Recruitment), Mayor Wong discussed utilizing salary savings to cover the cost associated with the City Manager recruitment before making use of General Fund Reserves. • Motion by Miller and seconded by Herfert to appropriate from salary savings up to $23,500 to cover the costs associated with the City Manager recruitment with any additional funding needed from the General Fund Reserves. Motion carried 5-0. END OF CONSENT CALENDAR 7 Council Minutes of 5/15/01 • PUBLIC WORKS CITY HALL AND POLICE BUILDING HVAC REPLACEMENT —PROJECT NO. GP 01320 HVAC Building Official Yauchzee presented the staff report with over- head charts and diagrams. Mr. Yauchzee responded to questions and comments of Council and introduced consultant, Mr. Klaus Schiess of KS Engineering, La Jolla. Mr. Schiess was retained to conduct an energy efficiency study of the City's current heating, ventilation, and air conditioning system that serves City Hall as well as the Police Department. Mr. Yauchzee stated that there are several recommendations contained in the staff report, but in actuality the Council may want to approve one or more of the following items this evening: * Hire a mechanical engineering consultant * Approve the application for a low interest rate * Move forward with the hybrid demonstration Lengthy Council discussion ensued regarding a) breakdown of project costs, b) time frame of total project, c) high efficiency electrical chillers vs the hybrid chiller vs gas chillers vs solar systems, d) how exactly the proposed hybrid system works, particularly in conjunction with the current equipment, and e) the apparent selection of a sole source hybrid chiller as suggested by the consultant. Motion by Herfert and seconded by Touhey to receive and file the report. Further discussion ensued regarding receiving more information from staff. Motion by Miller and seconded by Wong to establish the project and provide funding for the program and request further information to come back to Council for a side by side comparison of the cost and efficiencies of the hybrid system and a totally electric system. Motion failed 2-3 with Herfert, Sanderson, and Touhey voting no. Report received & filed Motion by Herfert and seconded by Touhey to receive and file the report. Motion carried 3-2 with Miller and Wong voting no. PLANNING DEPARTMENT No reports for this meeting. ADMINISTRATIVE SERVICES No reports for this meeting. REDEVELOPMENT AGENCY Mayor Wong recessed the City Council meeting at 11:55 pm to convene the Redevelopment Agency meeting. The City Council reconvened at 11:57 pm with all members present. COMMUNITY SERVICES No reports for this meeting. ENVIRONMENTAL MANAGEMENT No reports for this meeting. PUBLIC SAFETY No reports for this meeting. GENERAL ADMINISTRATION No reports for this meeting. 0 Council Minutes of 5/15/01 APPROVAL OF DEMANDS AND WIRE TRANSFERS Motion by Miller and seconded by Herfert to approve Demands totaling $2,867,783.59 (wire transfers = $1,405,419.65) as listed on check register numbers 3028887 through 3029176. Motion carried by roll call vote: AYES: Herfert, Miller, Sanderson, Touhey, Wong • NOES: None MAYOR'S REPORT No reports for this meeting. COUNCILMEMBERS' REPORTS Herfert Councilmember Herfert requested that staff report back to Council during the budgetary process a study of the surrounding Chambers of Commerce and to what extent their corresponding cities assist them financially. Touhey Mayor Pro Tern Touhey expressed concern about the bid specifi- cations for the HVAC project that already included a recommended manufacturer. Sanderson Councilmember Sanderson requested that a community meeting in the area of the Amar/Azusa project be scheduled for citizen input. ADJOURNMENT Motion by Miller and seconded by Touhey to continue the meeting to 6:00 pm Wednesday, May 16, to consider the two items held over this evening. Motion carried 5-0. Mayor Wong reminded Council that they must reconvene at the present time to the City Manager's Conference Room to finish the closed session started earlier this evening. Attest:' 7 CityClerk Janet Berry • jN"NS3i L �.�.�._ � • ` Mayor C 9