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CC - Minutes - 09-10-13Minutes of the City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting September 10, 2013 The joint meeting of the Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission was called to order by City Clerk /Director of Public Information and Communications Molleda at 6:04 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PRESENT: Mayor /Chair Low, Council /Board Members Armenta, Clark, and Ly ABSENT: Mayor Pro Tem /Vice -Chair Alarcon STAFF PRESENT: City Manager Allred, City Attorney Richman, City Clerk /Director of Public Information and Communications Molleda. City Clerk/Director of Public Information and Communications Gloria Molleda announced that Mayor Low was arriving late to the meeting and would report directly to closed session upon arrival. In addition, Mayor Pro Tern Alarcon was absent due to a family matter. City Attorney Rachel Richman announced that the City Council would go into closed session at 6:04 p.m. and report out any actions taken by the City Council at the 7:00 p.m. meeting. Mayor Polly Low arrived to Closed Session at 6:09 p.m. 1. CLOSED SESSION A. CONFERENCE WITH LEGAL COUNSEL — Consideration of Initiation of Litigation: Government Code 54946.9 (d)(4); 1 case The joint meeting of the Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission reconvened at 7:01 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PLEDGE OF ALLEGIANCE: Mayor /Chair Low INVOCATION: Council /Board Member Clark PRESENT: Mayor /Chair Low, Council /Board Members Armenta, Clark, and Ly ABSENT: Mayor Pro Tem/Vice -Chair Alarcon Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 1 of 11 STAFF PRESENT: City Manager Allred, City Attorney Richman, Assistant City Manager /Finance Director Hawkesworth, Community Development Director Ramirez, Director of Parks and Recreation Montgomery- Scoff, Public Works Director Marcarello, and City Clerk/Director of Public Information and Communications Molleda. City Attorney Richman announced there was no reportable action taken by the City Council during closed session. 2. PUBLIC COMMENTS FROM THE AUDIENCE Lanny Aplanalp — inquired about the abandon shopping carts issue. City Manager Allred stated the abandoned shopping carts issue would be on the next agenda meeting. Council MemberArmenta asked Mr. Alplanalp to contact her to resolve any miscommunication issues in regards to the abandoned shopping carts issue. Mayor Low asked that staff work with Mr. Aplanalp to resolve his concerns regarding shopping carts. City Attorney Richman stated that there should not be a discussion on the shopping cart issue because the item is not on the agenda. She suggested that Mr. Aplanalp only state his questions on the issue. Mr. Aplanalp — stated his various concerns, such as, why shopping carts are not being picked up; asked why merchants are not being penalized; asked if the City has communicated with the owners of the carts. In addition, he asked what residents should do when they see abandoned shopping carts, and asked if shopping carts can be impounded. 3. CONSENT CALENDAR A. Minutes July 9, 2013 — Regular Meeting July 23, 2013 — Regular Meeting August 13, 2013 — Special Meeting B. Claims and Demands • Resolution No. 2013 — 48 Recommendation: to approve Resolution No. 2013 —48 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $72,498.81 NUMBERED 82101 AND 82118 THROUGH 82140 INCLUSIVELY Rosemead City Council and the SuccessorAgency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 2 of 11 Resolution No. 2013 — 49 Recommendation: to approve Resolution No. 2013 —49 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $1,184,373.74 NUMBERED 82102 THROUGH 82117 AND 82141 THROUGH 82258 INCLUSIVELY Resolution No. 2013 — 51 Recommendation: to approve Resolution No. 2013 — 51 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $61,686.2 NUMBERED 82297 THROUGH 82313 INCLUSIVELY • Resolution No. 2013 — 52 Recommendation: to approve Resolution No. 2013 — 52 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $1,193,165.32 NUMBERED 82259 THROUGH 82296 AND 82314 THROUGH 82407 INCLUSIVELY C. Proposed 2014 Rosemead 5K As City Council is aware, more than 200 runners participated in this year's Rosemead 5K which was held in conjunction with our 4t^ of July celebration. Given the success of the event, representatives of Pasadena Running Company (aka Pasadena Marathon) have submitted a letter requesting that the City of Rosemead, again, co- sponsor the event in 2014. Pasadena Running Company representatives have already begun working closely with staff to mitigate concerns related to the 2013 event including improved traffic control measures, registration procedures, and community notification. Additionally, they are confident that with expanded marketing participation levels will significantly increase. Lastly, the eventwould be hosted at Pasadena Running Company's expense. Recommendation: That the City Council approve co- sponsorship, with Pasadena Marathon, of the proposed 2014 Rosemead 5K Run, 1 -Mile Fun Walk, and Toddler Run as part of our annual July 4th Celebration. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 3 of 11 D. Assignment of Garvey 168 Environmental Consulting Services Contract to Impact Sciences, Inc. The City has received entitlement applications from Ken Kyi, which include a Design Review and Tentative Tract Map application requesting to construct a new 36,100 square foot mixed - use (residential /commercial) development consisting of two (2) buildings, located at 8479 Garvey Avenue. In addition, the applicant is proposing forty percent (40 %) moderate - income units for a thirty -five percent (35 %) density bonus. The project site is designated in the General Plan as Mixed Use: Residential /Commercial (30 du/ac) and on the zoning map it is designated C- 3- MUDO -D (Medium Commercial with Residential /Commercial Mixed Use and Design Overlays). On August 1, 2013, the Community Development Department issued a Request for Proposal (RFP) to seek a qualified environmental consultant to assist with the preparation of required California Environmental Quality Act (CEQA) studies. The cost to hire the consultant will be paid for in full by the developer. Recommendation: That the City Council: 1. Authorize the Mayor to execute a contract agreement with Impact Services, Inc. to assist in the preparation of required CEQA studies. 2. Direct staff to obtain a deposit of $37,410 from the developer to cover the full cost for contract services prior to authorizing the environmental studies consultant to proceed. E. City Hall Front Counter and Interior Furnishings Improvements — Phase 2 The City Council is requested to authorize the next phase of improvements to the City Hall public counter and interior furnishings. The Council reviewed and discussed the conceptual designs for these improvements on May 28, 2013. Based on the comments provided by the Council at the May 28th meeting, the designs have been fine -tuned and construction bids have obtained. Upon Council approval of the recommended actions, construction and furniture installation will occur in December of 2013. Funding for this project is included in the City's Capital Improvement Program (CIP) Budget. Recommendation: That the City Council: 1. Approve the plans and specifications for the City Hall interior improvements; 2. Authorize the City Manager to enter into an agreement with C.E.M. Construction in the amount of $70,000 for the completion of custom cabinetry work in the City Hall front counter area. In addition, authorize an amount of $10,500 (15 %) as a contingency to cover the cost of unforeseen construction expenses; Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 4 of 11 3. Authorize the City Manager to enter into a purchase order agreement with G/M Business Interiors in an amount not to exceed $247,620.30 for the procurement of furniture, fixtures and equipment for the entire City Hall building. In addition, authorize an amount of $37,143 (15 %) as a contingency to cover the cost of unforeseen expenses. Council Member Sandra Armenta made a motion, seconded by Council Member Steven Ly to approve the Consent Calendar. Vote resulted in: Yes: Armenta, Clark, Low, Ly No: None Absent: Alarcon Abstain: None 4. MATTERS FROM CITY MANAGER & STAFF A. Loan Agreement between the City and the Successor Agency of the Community Development Commission for Capital Improvement Projects to be Repaid by Excess Bond Proceeds of the Rosemead Successor Agency The City has been working to obtain approval from the State Department of Finance (DOF) for the completion of the capital improvement projects funded with existing bond proceeds from the former redevelopment commission. On August 9, 2013, the DOF provided a letter to the City outlining the steps the City must follow in order to expedite the intended bond funded projects. In the letter, the DOF suggests that the City may want to utilize the permitted loan procedures of Health and Safety Code section 34173(h) to permit the City to move forward with the capital improvement projects in a timelier manner. City staff and the City Attorney reviewed the DOF letter and the Health and Safety Code, and agree that executing a loan agreement between the City and the Successor Agency will provide for the most expedited method for moving forward with the intended capital improvement projects. Under the loan agreement, the City will loan the Successor Agency the funds to construct capital improvement projects, and the City will be reimbursed by the Successor Agency every six months with the first reimbursement on January 31, 2014. It is important to note that the Successor Agency has control of all the bond funds in a bank account and will not need to wait for funding through Tax Increment or the DOF. The City will loan the Successor Agency funds, which will allow staff to move forward immediately with some of the capital improvement projects, including the construction of the Public Plaza and the expansion of the Rosemead Community Recreation Center (RCRC). Bids have already been issued for the Public Plaza construction and an award may be made at the September 24, 2013 City Council meeting. Additionally, engineering and planning work necessary for the RCRC expansion will be completed as soon as possible in an effort to meet the previously promised deadline of July 1, 2014 for re- opening of the center. Recommendation: That the Successor Agency approve the Loan Agreement with the City of Rosemead for the completion of the previously approved capital improvement projects. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 5 of 11 Recommendation: That the City Council approve the Loan Agreement with the Successor Agency of the Rosemead Community Development Commission for the completion of the previously approved capital improvement projects. Assistant City ManagerlFinance Director Matt Hawkesworth reviewed the staff report. Successor Agency Member Sandra Armenta made a motion, seconded by Successor Agency Member Margaret Clark to approve the Successor Agency Loan Agreement with the City of Rosemead for the completion of the previously approved capital improvement projects. Vote resulted in: Yes: Armenta, Clack, Low, Ly No: None Absent: Alarcon Abstain: None Council Member Steven Ly made a motion, seconded by Council Member Margaret Clark to approve the Loan Agreement with the Successor Agency of the Rosemead Community Development Commission for the completion of the previously approved capital improvement projects. Vote resulted in: Yes: Armenta, Clark, Low, Ly No: None Absent: Alarcon Abstain: None B. Garvey Park Gymnasium Renovation Project At part of the City's Fiscal Year 2013 -14 Capital Improvement Program, City Council approved the Garvey Park Gymnasium Renovations. The project consists of restroom modernization and accessibility and other interior enhancements, window replacements and extensive facade work to architecturally correspond to Splash Zone. Additionally, if allocated funding allows, an amphitheater is proposed to be constructed abutting the west side of the gymnasium. The project is being funded through General Fund bond repayment funds and will likely be bid in multiple phases. Recommendation: That the City Council review and provide feedback regarding the proposed design of the Garvey Park Gymnasium Renovations. Director of Parks and Recreation Montgomery —Scott reviewed the staff report and presented a PowerPoint presentation. City Manager Allred stated that staff would bring back the item for discussion for additional appropriations if funding were not available for phase 3. Council MemberArmenta asked if the office in the gymnasium was being removed because staff rotates between park facilities. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 6 of 11 Director of Parks and Recreation Montgomery—Scott explained that the office was being removed to expand the men's restroom, since the majority of the users are from men's leagues. He added that an office space could be accommodated in an existing team room or storage space. Council MemberArmenta asked if the proposed amphitheater would have lighting and a sound system available. Director of Parks and Recreation Montgomery--Scoff replied no, the amphitheater would be a generic multi- function space that can accommodate concerts in the park in which the City brings their own lighting and sound. Other groups that wish to use the amphitheater could do the same. Council MemberArmenta stated the City of Monterey Park's amphitheater does provide their own lighting and sound system, and thought this could make Rosemead's amphitheater more user friendly. Director of Parks and Recreation Montgomery—Scoff stated the amphitheater would not be left in the dark because there is enough lighting around the park area. Council MemberArmenta asked if the City had its own lighting and sound equipment would that cut cost. Director of Parks and Recreation Montgomery—Scott explained there would be a shared cost over a long period. However, the amphitheater is not design to have proscenium lighting; that would require additional structure, which could be costly. Council Member Clark expressed concern with the removal of three canopies that are heavily used by the public and inquired about removable gazebos. Director of Parks and Recreation Montgomery—Scott explained that the three canopies need to be removed because of the natural sloping of the area. He stated the only types of removable gazebos available are E -Z Ups. Council Member Clark asked what was the proposed cost of the amphitheater. Director of Parks and Recreation Montgomery—Scott replied between $100,000 to $125,000 which includes new landscape in the affected areas. Council Member Clark expressed concern and asked to bifurcate the item for separate voting. Council Member Ly clarified there was no proposed vote on the item and staff was only seeking feedback. Mayor Low expressed support for the amphitheater where children will be able to perform. She added that there are seventeen canopies and only three are being removed to accommodate the seating terrace. Mayor Low commended staff for the design and renovating the Garvey Gymnasium. Council Member Ly - asked if a field trip could be arranged to the location to see visually and conceptually what would be done to the park. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 7 of 11 Director of Parks and Recreation Montgomery—Scott reiterated that the project proposed was included in the Capital Improvement Project program. However, Phase 3 -the amphitheater, is proposed only in the event Council approves the item and there is funding available. Mr. Montgomery-Scott added that Phase 3 could be brought back for discussion once Phase 1 and 2 are advanced. Council Member Clark asked how the project would get funded. Director of Parks and Recreation Montgomery—Scott replied that there is $400,000 in the Capital Improvement Project program, which is part of a bond repayment. The money has already been paid back to the general fund and is allocated for the project. C. City Hall Conference RoomlOffice Space Improvements The City Council will consider and provide direction on proposed improvements to the City Hall administrative conference room and legislative office space. The Council reviewed and discussed conceptual designs for City Hall interior improvements at its May 28, 2013 meeting. Based on the comments provided by the Council at its May 28th meeting, an alternative, revised design has been developed for these improvements. The revised design would provide for City Council office space (cubicles) in the area now occupied by the conference room adjacent to the Council Chamber. An administrative conference room would then be established in available space along the east side of City Hall. These interior, office space and conference room improvements would be made after completion of the City Hall front counter and interior furnishings improvements planned for December of 2013. Funding for these improvements is included in the City s Capital Improvement Program (CIP). Recommendation: That the City Council: 1. Approve the plans and specifications for the City Hall conference room /office space improvement project; and 2. Authorize the City Manager to enter into a purchase order agreement with G/M Business Interiors in the amount of $51,172.02 for the procurement of furniture, fixtures and equipment for the conference room and administrative offices. In addition, authorize an amount of $7,675.80 as a contingency to cover the cost of unforeseen expenses. Director of Public Works Chris Marcarello reviewed the staff report. Daniela Carter - of Pretty Smart presented a PowerPoint presentation of the proposed City Council work area. She explained that there will be a conference table, a lounging area, and each council member would have his or her own private cubicle area. Ms. Carter stated staff is working to possibly modifying the cubicles to include doors. Director of Public Works Marcarello stated that if the design is acceptable, staff would place the furniture order and any construction and insulation will coincide with the remainder of the public counter project. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 8 of 11 Council Member Ly suggested that the Council conference table seat 10 people rather than 8 people Council Member Clark expressed concern with the project because she did not think it was a good use of taxpayer's money. She stated the City has down sized in staff, raised fees, and the dissolution of the Redevelopment Agency has affected the City during the recession. Mrs. Clark suggested that staff work with the two existing council office spaces instead. Council MemberArmenta expressed support for the project renovation for council offices and stated that they are voting for future Council Members as well. She added the doors would be ideal for the cubicles so that they are able to meet with constituents or work on projects in a private manner. Council Member Clark stated the cubicle area would be less private to meet with a constituent because any conversations and opinions made by Council could be heard by another Council Member present, and could pose a violation of the open meeting act. City Attorney Richman explained that in order to violate the Brown Act a Council Member would have to create a collective concurrence. She stated that the first Council Member would have to hear back two other Council Members opinions, while the first Council Member responds with another opinion, which would violate the open meeting act. Council Member Ly stated the problem with the current office is that it creates the perception of violating the Brown Act because three Council Members can be in the office at the same time, although they may not be speaking to each other. However, with the new design there is new office space that automatically creates that division. Mr. Ly added that if Council Members wish to meet with constituents privately they are other conference rooms in City Hall. Mayor Low asked for clarification on the diagram design of the cubicles. Daniela Carter explained that there is an existing window in the room and therefore if doors are added to the cubicles, the design would have to be reconfigured. Director of Public Works Marcarello added that the panels of the cubicles will be 78 inches in height and there will be natural lighting from the windows in all the spaces. Mr. Marcarello explained there is space restrains to accommodate all the cubicles on one side of the room, a conference table, storage and filing capability. Mayor Low asked about installing doors in the cubicles. Daniela Carter reiterated that the room would have to be reconfigured because the doors required an 8 foot width. Council Member Armenta stated that all the cubicles dimensions should be the same Council Member Steven Ly made a motion, second by Council Member Sandra Armenta to approve the plans and specifications for the City Hall conference room /office space improvement and authorize the City Manager to enter into a purchase order agreement with GIM Business interiors. Vote resulted in: Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 9 of 11 Yes: Armenta, Low, Ly No: Clark Absent: Alarcon Abstain: None 5. MATTERS FROM MAYOR & CITY COUNCIL A. City Positions on League of California Cities' 2013 Annual Resolutions The City has received the League of California Cities' 2013 Annual Conference Resolutions Packet. Council will discuss authorizing the City Council's Delegate to either support or oppose the adoption of the League's Resolution No. 1, referred to the Environmental Quality Policy Committee; and the League's Resolution No. 2, referred to the Public Safety Policy Committee. Recommendation: That the City Council give staff further direction. City Manager Allred reviewed the staff report. Council Member Margaret Clark made a motion, seconded by Council Member Steven Ly to authorize the City Council's Delegate to support the adoption of the League of California Cities Resolution No. 1, referred to the Environmental Quality Policy Committee; and the League's Resolution No. 2, referred to the Public Safety Policy Committee. Vote resulted in: Yes: Armenta, Clark, Low, Ly No: None Absent: Alarcon Abstain: None 6. COMMENTS FROM CITY COUNCIL Council MemberArmenta commended staff and Director of Parks and Recreation Montgomery-Scott for a successful Family Fun Night. She suggested that in the future the event include a resource fair with sponsors and vendors. Council Member Clark requested to adjourn the meeting in memory of resident Mary Cardenas. 7. ADJOURNMENT The meeting adjourned In Memory of Mary Cardenas at 8:03 p.m. The nerd regular City Council meeting is scheduled to take place on September 24, 2013 at 7:00 p.m. in the Rosemead City Hall Council Chamber. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 10 of 11 Polly Low Mayor r_111 *4 1 :8 a �- rA Gloria Molleda City Clerk Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of September 10, 2013 Page 11 of 11 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS. CITY OF ROSEMEAD 1 I, Gloria Molleda, City Clerk for the City of Rosemead, do hereby certify that the meeting minutes from September 10, 2013, was duly and regularly approved and adopted by the Rosemead City Council on the 8th of October 2013, by the following vote to wit: Yes: Alarcon, Armenta, Clark, Low, Ly, No: None Abstain: None Absent: None 4 oria 1L Molleda City Clerk