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OB - Item 2A - Minutes of the Oversight Board Meeting for June 12, 2013Minutes of the Oversight Board for the Successor Agency to the Rosemead Community Development Commission Meeting June 12, 2013 The regular meeting of the Oversight Board for the Successor Agency to the Rosemead Community Development Commission was called to order by Chair Wallach at 5:00 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PLEDGE OF ALLEGIANCE: Board Member Jones PRESENT: Board Members Allred, Jones, Lash, Redondo- Churchward, Wallach ABSENT: Board Members Miller, Sotelo STAFF PRESENT: Assistant City Manager Hawkesworth and City Clerk Molleda 1. PUBLIC COMMENTS FROM THE AUDIENCE — None 2. MATTERS FROM STAFF OF THE ROSEMEAD SUCCESSOR AGENCY A. Designation of a Regular Meeting Schedule California Health and Safety Code section 34179 requires the Oversight Board meetings to be subject to the Ralph M. Brown Act (Brown Act). As such, a regular meeting schedule needs to be approved. The current regular meeting is set for the second Monday of each month; however, in order to facilitate the needs of Board members and improve coordination with the City's schedule, the regular meeting date is being moved to the second Wednesday of each month. If there are no items on the agenda, the meeting would be cancelled with the posting of appropriate notices. Recommendation: That the Oversight Board approve Resolution 2013 -0004, entitled: A RESOLUTION OF THE OVERSIGHT BOARD FOR THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION ESTABLISHING A REGULAR MEETING SCHEDULE Assistant City Manager Matt Hawkesworth reviewed the staff report. The regular Oversight Board for the Successor Agency to the Rosemead Community Development Commission was moved to the THIRD Wednesday of each month. Board Member Jeff Allred made a motion, seconded by Board Member Nichol Lash, to approve Resolution No. 2013.0004. Vote resulted in: Rosemead Oversight Board Meeting Minutes of June 12, 2013 Page 1 of 6 ITEM N®. 2A ---- Yes: Allred, Jones, Lash, Redondo - Churchward, Wallach No: None Abstain: None Absent: Miller, Sotelo B. Confirmation of Board Members and Selection of a Vice - Chairperson The Board's former Vice - Chairperson, Raul Alvarez, is no longer the appointee to the Rosemead Oversight Board by County Supervisor Molina and has been replaced by Dalila Sotelo. Therefore, the Oversight Board needs to adopt a resolution to confirm the names of all Board members and select a new Vice - Chairperson. Recommendation: That the Oversight Board approve Resolution 2013 -0002, entitled: A RESOLUTION OF THE OVERSIGHT BOARD FOR THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION CONFIRMING THE LIST OF INDIVIDUALS SERVING AS OVERSIGHT BOARD MEMBERS AS REQUIRED BY HEALTH AND SAFETY CODE SECTION 34179 Board Member Irene Redondo - Churchward nominated Board Member Nicole Lash as the boards Vice - Chair. There being no other nominations the Nicole Lash was appointed as the Vice -Chair for the Oversight Board. Board Member Irene Redondo - Churchward made a motion, seconded by Board Member Jeff Allred, to appoint Nicole Lash as the boards Vice -Chair and approve Resolution No. 2013.0002. Vote resulted in: Jon6 Uih, Red ? o :.. ndo- Churchward, Wallach No: Abstain: None Absent: Miller, Sotelo C. Confirmation of the Master Bond Agreement In order to expedite the completion of the capital improvement projects funded by the July 2010 tax increment bond proceeds, the Rosemead City Council and the Rosemead Successor Agency have approved a Master Bond Agreement (Agreement) to be utilized as the enforceable obligation to be included on the Recognized Obligation Payment Schedule (ROPS). As stated in the proposed Resolution 2013 -0005, the Oversight Board will be confirming the execution of the Agreement, including the transfer of existing bond proceeds from the Successor Agency to the City of Rosemead. The Agreement will serve as the enforceable obligation between the Successor Agency and the City for the completion of the capital improvement projects in accordance with the bond covenants. Through the utilization of this agreement, authority to review contracts for individual projects to ensure compliance Rosemead Oversight Board Regular Meeting Minutes of June 12, 2013 Page 2 of 6 with the bond covenants will remain with the Oversight Board; however, it would eliminate the need to itemize every contract related to these projects on the ROPS. This would ensure that the funds are spent appropriately while allowing the City to move forward in a timely manner without having to wait for the Department of Finance to review and approve projects, which could potentially take several months. Assembly Bill 1484 enabled Successor Agencies to expend bond proceeds once a Finding of Completion is received; however, there continues to be ambiguity regarding the Department of Finance's role in the oversight of these projects. Under the current Health and Safety Code, the Successor Agency has very strict timelines in which it must submit a ROPS or amended ROPS. These strict timelines create a very real potential for a delay of at least 180 days between the issuance of a request for proposal, and the actual work being allowed during a ROPS period. This type of delay would cause significant problems for the completion of any of the City's proposed projects. In order to clarify how the expense of bond proceeds may be spent, Assembly Bill 564 (AB 564) has been drafted, and is currently being considered by Legislators. AB 564 would transfer the approval authority of all bond proceed funded projects to the Oversight Board, eliminating the requirement of having the Department of Finance review and approve every contract related to a project. AB 564 has been unanimously approved by the Assembly and is awaiting approval in the Senate. Through the adoption of the Master Bond Agreement, the Successor Agency will be establishing a system very similar to the intent of AB 564 in which the larger projects are provided on the ROPS, but the management of the contracts and oversight will be delegated to the Oversight Board, Recommendation: That the Oversight Board approve Resolution 2013 -0005, entitled: A RESOLUTION OF THE OVERSIGHT BOARD FOR THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION " ROSEMEAD SUCCESSOR AGENCY" CONFIRMING THE MASTER AGREEMENT FOR EXCESS BOND PROCEEDS "AGREEMENT" BETWEEN THE CITY OF ROSEMEAD AND THE SUCCESSOR AGENCY FOR THE COMPLETION OF CAPITAL IMPROVEMENT PROJECTS AND APPROVAL OF THE TRANSFER AND EXPENDITURE OF EXCESS BOND PROCEEDS TO THE CITY OF ROSEMEAD IN ACCORDANCE WITH THE AGREEMENT Assistant City Manager Matt Hawkesworth reviewed the staff report. Board Member Irene Redondo - Churchward made a motion, seconded by Vice -Chair Nichol Lash, to approve Resolution No. 2013.0005. Vote resulted in: Yes: Allred, Jones, Lash, Redondo - Churchward, Wallach No: None Abstain: None Absent: Miller, Sotelo Rosemead Oversight Board Regular Meeting Minutes of June 12, 2013 Page 3 of 6 Review of Project and Contract — Public Plaza As a part of July 2010 tax increment bond issuance by the former Redevelopment Agency, the City included funding for a project to build a public plaza in the area between City Hall and the Library. Construction of the new parking lot, known as Phase I and Phase II, was completed in spring 2012. At this time, the City desires to utilize existing tax increment bond proceeds for the construction of Phase III, the Public Plaza in the area between City Hall and the Library. Prior to the dissolution of the Redevelopment Agency, city staff worked with a landscape architect and multiple other consultants to create a project that includes multiple water features, improved landscaping and irrigation, and decorative paving throughout to increase the aesthetics and utility of the Civic Center. The plaza will be a complement to the already completed work at the Civic Center and will encourage public use with the multiple seating areas, interactive water features, and space for public events. City staff conducted a public bid process for the construction of this project and received four bids. Because this is a joint project on both County Library and City property, the City is awaiting the approval of the license agreement by the County Board of Supervisors, which is expected to occur in the next couple of weeks. Staff will present this project to the City Council for award as soon as the license agreement is approved by the County, and will recommend that a contract for construction be awarded to E.C. Construction. Recommendation: That the Oversight Board approve Resolution 2013 -0006, entitled: A RESOLUTION OF THE OVERSIGHT BOARD FOR THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION CONFIRMING THE SELECTION OF E.C. CONSTRUCTION FOR THE CONSTRUCTION OF THE PUBLIC PLAZA Assistant City Manager Matt Hawkesworth reviewed the staff report. Board Member Irene Redondo - Churchward made a motion, seconded by Vice -Chair Nichol Lash, to approve Resolution No. 2013.0005. Vote resulted in: Yes: Allred, Jones, Lash, Redondo - Churchward, Wallach No: None Abstain: None Absent: Miller, Sotelo Rosemead Oversight Board Regular Meeting Minutes of June 12, 2013 Page 4 of 6 E. Review of Project and Contract — Rosemead Community Recreation Center Expansion As a part of July 2010 tax increment bond issuance by the former Redevelopment Agency, the City included funding for a project to renovate and expand the Rosemead Community Recreation Center. Work on the Community Center has commenced in phases. In Fiscal Year 2012 -13, the roof and HVAC systems were upgraded and replaced through a federal energy efficiency grant. In June 2013, work began on interior renovations and modernizations to the building that was constructed in 1976. These interior renovations are being funded through a grant from Los Angeles County. The third phase of this project would be the upgrade of the existing fagade as well as the construction of a nearly 3,000 square foot annex. At this time, staff desires to complete preliminary design work through the use of consultants. Recommendation: That the Oversight Board approve Resolution 2013 -0007, entitled: A RESOLUTION OF THE OVERSIGHT BOARD FOR THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION CONFIRMING THE SELECTION OF CEJ ENGINEERS FOR THE PRELIMINARY ENGINEERING WORK OF THE ROSEMEAD COMMUNITY CENTER EXPANSION Assistant City Manager Matt Hawkesworth reviewed the staff report. Board Member Irene Redondo - Churchward made a motion, seconded by Vice-Chair Nichol Lash, to approve Resolution No. 2013.0007. Vote resulted in: Yes: Allred, Jones, Lash, Redondo•Churchward, Wallach No: None Abstain: None Absent: Miller, Sotelo Review of Project and Contract — Rosemead Park Improvements Project As a part of July 2010 tax increment bond issuance by the former Redevelopment Agency, the City included funding for a project to renovate and improve the facilities at Rosemead Park. The bond issuance included approximately $280,000 for miscellaneous improvements at Rosemead Park, including new play equipment for the north playground, improvements to the parking lot and lighting, and removal and replacement of the existing basketball courts. This project will be completed in phases based on the varying components of the project. At this time, staff is ready to procure and install the new play equipment for the north playground and award contracts for design services for the basketball courts, parking lot and lighting enhancements. As a part of the basketball court improvements, staff will issue a purchase order for the procurement of new basketball standards to be installed during the Rosemead Oversight Board Regular Meeting Minutes of June 12, 2013 Page 5 of 6 construction phase. Finally, staff would like to award a construction contract for improvements to the north parking lot, which include removal of the existing boundary wall and replacement with landscape and removal of concrete from the parking lot medians to accommodate landscaping. Recommendation: That the Oversight Board approve Resolution 2013 -0008, entitled: A RESOLUTION OF THE OVERSIGHT BOARD FOR THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION CONFIRMING THE SELECTION OF VARIOUS VENDORS FOR THE ROSEMEAD PARK IMPROVEMENT PROJECT Assistant City Manager Matt Hawkesworth reviewed the staff report. Vice-Chair Nichol Lash made a motion, seconded by Board Member Irene Redondo - Churchward, to approve Resolution No. 2013.0008. Vote resulted in: Yes: Allred, Jones, Lash, Redondo- Churchward, Wallach No: None Abstain: None Absent: Miller, Sotelo N . 3. ADJOURNMENT :. ; ::.... .. :... . The meeting adjourned at 5:46 pm. The next regular Rosemead Oversight Board meeting is scheduled to take place on Wednesday July 17, 2013 at 5:00 p.m. Pat Wallach Chair ATTEST: Matt Hawkesworth Successor Agency Staff Assistant City Manager Rosemead Oversight Board Regular Meeting Minutes of June 12, 2013 Page 6 of 6