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CC - 12-05-89 - Special Meeting1r 1 u MINUTES OF A SPECIAL MEETING ROSEMEAD CITY COUNCIL AND ROSEMEAD REDEVELOPMENT AGENCY DECEMBER 5, 1989 ANPROV EllJ CITY OF ROSEMEAD DATA 90 _ BY c. -a A Special Meeting of the Rosemead City Council and the Rosemead Redevelopment Agency was called to order by Mayor McDonald at 7:00 p.m. in the Conference Room of City Hall, 8838 E. Valley Boulevard, Rosemead, California. ROLL CALL OF OFFICERS: Present: Councilmen Bruesch, DeCocker, Taylor, Mayor Pro Tem Imperial, and Mayor McDonald Absent: None 1. RRA RESOLUTION NO. 89-50 - CLAIMS & DEMANDS - ADMINISTRATION The following resolution was presented to. the Agency for adoption: RESOLUTION NO. 89-50 A RESOLUTION OF THE REDEVELOPMENT AGENCY OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $150.00 AND DEMANDS NO. 2563 THROUGH NO. 2567 MOTION BY MAYOR PRO TEM IMPERIAL, SECOND BY COUNCILMAN BRUESCH that Resolution No. 89-50 be adopted.. Vote resulted: Aye: DeCocker, Taylor, McDonald, Bruesch, Imperial No: None Absent: None Abstain: None The Chairman declared said motion duly carried and so ordered. 2. MODERN SERVICE TRASH AUDIT Frank G. Tripepi, City Manager, presented the background on this item, explaining that there is a difference between the trucks used for commercial pickups and the trucks used for residential pickups, thus minimizing any mix of these two types of trash collections. It was noted that this type of audit was unique and was being conducted in Rosemead for the first time during the twenty-year contract. Councilman Bruesch requested that the form be amended to add a column showing weight-in and weight-out to verify the net tonnage reports. Jim Knutsen, representing McGladrey & Pullen, agreed with this request. Mr. Bruesch was also concerned with the differentiation between the routes, ascertaining that none of the commercial routes were combined with South E1 Monte trash. Councilman Taylor reiterated the importance of the audit-drivers being familiar with the map that will be provided so that no overlap of pickup from non-Rosemead areas will occur. It was noted that the independent weigh station on valley Boulevard would be used to weigh the trucks before returning to the yard if the trucks are partially full. Councilman Taylor stated a preference for a full audit rather than an informal audit. Mr. Knutsen stated that a full audit would be substantially more expensive. SPECIAL CC/RRA 12-5-89 Page 41 Frank G. Tripepi, City Manager, summarized the Council's concerns that McGladrey & Pullen would spend the necessary hours with Modern Service's accountants to audit their books, take that information and supplement it with the audit being conducted on the trucks, and present those findings to the Council. Mr. Tripepi stated that this would require another letter of agreement from Mr. Barzen. MOTION BY COUNCILMAN BRUESCH, SECOND BY MAYOR PRO TEM IMPERIAL that the council approve the auditing procedures as outlined and amended. Vote resulted: Aye: DeCocker, Taylor, McDonald, Bruesch, Imperial No: None Absent: None Abstain: None The mayor declared said motion duly carried and so ordered Staff was directed to place on the next city council agenda a supplemental agreement with McGladrey & Pullen directing the performance of an audit similar to the one conducted in 1983, including a copy of the agreement used at that time. 4. COMPLETE COUNT FOR 1990 CENSUS This item was taken out of order at the request of Mayor Pro Tem Imperial. Mayor McDonald reported on the importance of this census count and the importance of informing the public. Mr. McDonald suggested that the Council consider including an informational brochure in the City Calendar explaining the procedure in several languages, thus making the Rosemead residents more comfortable with the process. Mayor McDonald suggested that the City coordinate with any similar efforts that would be made by Los Angeles County. The council was in agreement on the importance of the Census and the need for an accurate count. No vote was required on this item. 3. CITY ENGINEER POSITION Frank G. Tripepi, City Manager, noted that this subject had been raised at a previous Council Meeting. Mr. Tripepi summarized the duties of the position and the methodology of payment for services rendered. Councilman Bruesch reiterated that he had no criticism of the quality of service being provided but was trying to find an alternative to the supplemental requests currently being utilized. Mr. Bruesch suggested an increase in the number of hours covered in the retainer to reduce the amount of supplemental hours being charged. Councilman Taylor noted that the City was at a minimum retainer charge and that the rate would be the same if presented on a 40-hour basis. Mr. Bruesch felt that the supplemental engineering charges being shown on the warrant register were misleading to the public. It was ascertained that the rate charged on the retainer was less than the rates charged as supplemental. Councilman Bruesch requested that the exact figures comparing the costs between using a retainer and using supplemental engineering be presented to the Council for review. SPECIAL CC/RRA 12-5-89 Page #2 0 Alfonso Rodriguez, City Engineer, explained that the increase in supplemental charges was to cover the increase in counter activity and phone calls. Frank G. Tripepi, City Manger, pointed out that an increase in the retainer hours could become excessive if the work load in the City should decrease. Mr. Bruesch pointed out that the contract with Willdan's was budgeted each year. Mayor Pro Tem Imperial stated that Willdan gave excellent service compared to past consultants and was not interested in changing the current contract. Mr. Bruesch reiterated his conviction that the services being provided by Willdan's were more than adequate. Mr. Bruesch was merely investigating the possibility of more hours at the lesser rate of pay. Tom Brohard, representing Willdan's, stated that the low retainer is tied to the level of service required by the city, allowing the City to be billed only for those items that are needed. Mr. Brohard suggested caution in raising the level of the retainer beyond the City's needs. Mayor McDonald noted that the amount of development in the City had increased dramatically since the original contract with Willdan's in 1981. Councilman Taylor requested a summary of the costs to Willdan over the past several years. Frank G. Tripepi, City Manager, stressed that the retainer fee does not cover any individual street project. The retainer only covers those activities that are connected to the position of City Engineer, such as attending Council Meetings, signing maps as City Engineer, or meeting with developers to explain the Subdivision Map Act. The retainer does not cover such things as working on the Del Mar Avenue street project, the Landis View or Walnut Grove widening. Those items would still be billed as supplemental engineering. Councilman DeCocker suggested that the City consider having its own City Engineer instead of contracting for one. Mayor Pro Tem Imperial preferred that the City contract for Engineering services, citing satisfaction with the current system. Councilman Bruesch requested a survey of activities to determine if a savings would occur if the amount of hours covered under the retainer were increased. Dan Heil, Willdan's, stated that an estimate could be prepared. Mr. Heil added that the city has a good agreement at this time. Mr. Tripepi stated that a survey would be conducted of the surrounding cities regarding their City Engineer budgets. Mr. Bruesch requested this information be provided before the next budget discussions begin. Councilman Taylor questioned the claims and demands, asking how this meeting had tied into the Redevelopment Agency. Mr. Tripepi stated that the majority of work being done by the City Engineer was for projects in the Redevelopment area. MOTION BY COUNCILMAN TAYLOR, SECOND BY MAYOR PRO TEM IMPERIAL that the Council reconsider Item No. 1, RRA RESOLUTION NO. 89-50. SPECIAL CC/RRA 12-5-89 Page #3 Councilman Taylor stated that he was uncomfortable with this item, citing the requirements necessary to meet as the Redevelopment Agency. Mayor Pro Tem Imperial concurred with Mr. Taylor. MOTION BY COUNCILMAN TAYLOR, SECOND BY COUNCILMAN DeCOCKER that Resolution No. 89-50 be rescinded. Vote resulted: Aye: DeCocker, Taylor, McDonald, Bruesch, Imperial No, None Absent: None Abstain: None The Mayor declared said motion duly carried and so ordered. It was noted that the checks would be voided. There being no further action to be taken at this time, the meeting was adjourned at 8:30 p.m. The next regular meeting is scheduled for December 12, 1989, at 8:00 p.m. Respectfully submitted: C' y Clerk SPECIAL CC/RRA 12-5-89 Page #4 T 11n11 Fv+ .