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CC - Minutes - 02-25-14Minutes of the City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting February 25, 2014 The joint meeting of the Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission was called to order by Mayor Low at 7:00 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PRESENT: Mayor /PresidentlChair Low, Mayor Pro Tem /Vice- Chair /Vice - President Alarcon, Council Members /Board Members Armenta, Clark, and Hall PLEDGE OF ALLEGIANCE: Council /Board Member Clark INVOCATION: Council Member /Board Member Hall STAFF PRESENT: City Manager Allred, City Attorney Richman, Assistant City Manager /Finance Director Hawkesworth, Community Development Director Ramirez, Director of Parks and Recreation Montgomery- Scott, Public Works Director Marcarello, and City Clerk /Director of Public Information and Communications Moll 1. PUBLIC COMMENTS FROM THE AUDIENCE The City Council will receive public comments on matters not listed on the agenda. Nancy Eng — Stated that she wanted to thank the City Council and staff for the great Lunar New Year festival that took place. It was a nice turn out and she stated that as she was working first aid towards the end of the event she was asking people about their experience and received great feedback and wanted to share with Council. Brian Lewin — Stated that he would like to second Ms. Eng's comments regarding the Lunar New Year event. He added that there were several visitors that stopped by the Beautification Committee's table and hoped some will become volunteers. He stated he has spoken to several people over the last few months in regards to an ordinance that requires sidewalk installation on new construction projects or significant improvements to homes. He stated that he keeps hearing that there was an ordinance at one point and if there is still one and if not why and how it went away and if it can be reinstated. Council MemberArmenta stated that in about 2009 when Mr. Gary Taylor sat on City Council he made reference to some sort of implementation of a sidewalk if a house was so many square feel. She recalled him making specific reference to Ellis Lane due to the gaps. She believes there may have been an ordinance because he brought that up. Rosemead City Council, Housing Development Corporation and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 25, 2014 Page 1 of 8 Council Member Clark stated she served on the Planning Commission prior to being elected to City Council and recalled that several properties when being built had to pay for the sidewalks or put money into a City account. 2. PRESENTATIONS . Volunteers for the Christmas Decorations Contests — Beautification Committee Council MemberArmenta thanked Amy Wong and the Beautification Committee for their assistance in getting businesses to participate in the Christmas Decoration Contest. Mayor Low thanked all the Beautification Committee members for taking the time to get involved. Amy Wong — Thanked Council Member Armenia for her assistance and extending the deadline. She stated she is proud to be part of the City of Rosemead. Council Member Clark thanked everyone for their help and stated that the decorations looked great. . Relay for Life Presentation Public Safety Coordinator Mandy Wong introduced Miguel Flores from Don Bosco High School and Bridget Valdez from the American Cancer Society to provide information regarding the Relay for Life event that is scheduled to take place on April 12th &13t at Rosemead High School. Council MemberArmenta stated that at the Lunar New Year Festival Don Bosco was at the table next to the Beautification Committee and she saw them pushing their event. She stated she will be selling the bags for the Luminary ceremony. 3. CONSENT CALENDAR A. Claims and Demands . ResolutionNo.2014 -04 Recommendation: to approve Resolution No. 2014 — 04, entitled, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $617,819.36 NUMBERED 83890 THROUGH 84053 INCLUSIVELY . ResolutionNo.2014 -04 Recommendation: to approve Resolution No. 2014 -04, entitled Rosemead City Council, Housing Development Corporation and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of Febmary 25, 2014 Page 2 of 8 A RESOLUTION OF THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $1,430.50 NUMBERED 10075 THROUGH 10076 INCLUSIVELY B. Declaration of Surplus Property As City Council is aware, much of City Hall was recently renovated. In addition to interior construction throughout the building, the project included replacement of old furnishings and fixtures. As a result of the project, outdated furniture (desks, chairs, file cabinets, etc.), small electronics (tape recorders, typewriters, etc.), and office equipment and supplies were removed from City Hall. These items, due to their age and condition, are no longer of any practical use or value to the city. In accordance with section 3.24.130, subsection 11, of the Rosemead Municipal Code, they may, therefore, be deemed surplus property. This property, if declared surplus, will, be sold to residents during the City of Rosemead's Community Yard sale scheduled for Saturday, March 8, in the northwest parking lot at Southern California Edison. Funds resulting from the sale will be placed in the donor account for our Rockin' Rosemead Summer Concerts. Any items that do not sell will be donated to People for People as with all items remaining following the Community Yard Sale. People for People typically resells these items as thrift to offset their operational costs. Recommendation: That the City Council declare all referenced City property as surplus, pursuant to sections 3.24.130 subsection 11 (e) of the municipal code, and authorize its sale during the upcoming Community Yard Sale on March 8, 2014, and to donate all items that do not sell to People for People for re -sale or other disposition as they deem appropriate. C. Garvey Park Gymnasium Renovations — Window Replacement Project In September 2013, the City Council reviewed the existing conditions of the Garvey Gymnasium and determined there was an imminent need for maintenance and repair work at the building. The facility was built prior to the incorporation of the City and is in significant need of repair. During the discussion, the Council identified three key maintenance needs for the gym including restroom facilities, window replacement, and exterior improvements. The renovation of restroom facilities at the Gymnasium was completed in February 2014, including plumbing repairs, ventilation upgrades, and the replacement of restroom fixtures. At this time, bids have been received for the next phase of the facility renovation which includes the replacement of windows and framing. Recommendation: That the City Council: Rosemead City Council, Housing Development Corporation and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 25, 2014 Page 3 of 8 1. Approve the plans and specifications for the Garvey Park Gymnasium Renovations — Window Replacement Project; and 2. Authorize the City Manager to enter into a contract with CEM Construction in the amount of $94,950.00 and authorize a contingency in the amount of $14,250 (approximately 15 %) to cover the cost of unforeseen construction expenses. E. Review of Traffic Conditions and Installation of All-Way Stop Signs at the Intersection of Angelus Avenue and Keim Street The Traffic Commission recently reviewed a request to evaluate traffic conditions in the vicinity of Rice Elementary School. The school principal and several parents indicated that there are pedestrian and vehicle safety concerns during school drop -off times, due to the lack of a stop sign and crosswalk at the intersection of Angelus Avenue and Keim Street. A traffic study was conducted at the location, including a warrant study to determine if the installation of stop controls and crosswalks was appropriate. After studying the location, it was determined that the intersection did not meet minimum volume or accident thresholds for the installation of stop controls. However, based on several additional a safety factors the traffic engineer determined that stop controls should be installed in order to increase pedestrian and traffic safety. Based on the review of the location, the Traffic Commission concurred with the recommendation to install stop controls to help improve pedestrian and traffic safety. Recommendation: That the City Council approve Resolution No 2014 -05, entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD ESTABLISHING STOP SIGNS AT THE INTERSECTION OF ANGELUS AVENUE AT KEIM STREET Council Member /Board Member Sandra Armenta made a motion, seconded by Council Member /Board Member Margaret Clark to approve the Consent Calendar with the exception of Item 3D. Vote resulted in: Yes: Alarcon, Armenta, Clark, Hall, Low No: None Absent: None Abstain: None Rosemead City Council, Housing Development Corporation and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 25, 2014 Page 4 018 D. Rosemead Community Recreation Center Improvements— Furniture, Fixtures, and Equipment As part of the 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 (RCRC). The existing facility was built in 1975 and is approximately 17,000 square feet in size. RCRC serves as a major community recreation facility that houses senior programs, recreation classes, special functions, and community events. Renovation on the RCRC facility has progressed in several phases that initiated in the spring of 2012. Since this time, a portion of the design and construction has been completed, including the replacement of roof materials, heating /cooling systems, and interior renovations. The final phase of the facility modernization includes the construction of 3,000 square foot annex and renovation of the exterior of the existing building. It is expected that this work will begin in the spring of 2014. With the recent completion of the interior renovations at the existing facility, a package of furniture, fixtures and equipment has been selected to complete the interior portions of the building. Funding for these materials were included as part of the 2010 bond issuance by the former Redevelopment Agency. Recommendation: That the City Council authorize the City Manager to execute a purchase order with G/M Business Interiors in an amount not -to- exceed $84,015.86 for the procurement of furniture, fixtures, and equipment for the Rosemead Community Recreation Center Improvement Project. Director of Parks and Recreation Montgomery-Scoff reviewed the staff report Council MemberArmenta asked if the company that is designing RCRC is the same company that designed City Hall. Mr. Montgomery-Scoff stated that there is not much design work involved because the City worked directly with the architect. He stated the furniture was from the same company utilized to purchase the furniture for City Hall. Mayor Pro Tern Alarcon asked Mr. Montgomery-Scott if all the improvements will be done on time and asked if the reopening dale of RCRC was still the same. Mr. Montgomery-Scoff stated the goal was to open the facility by July 1st. In order to do that the completion of the current phase is needed but there are several items that need to be addressed that have recently come to light; such as the moisture retention in the Flooring that needed to be resolved and issues with the doors and windows. The kitchen does not meet current codes and that needs to be addressed. He added staff is seeking funds from Los Angeles Supervisor Molina's office and that the City should hear back from Supervisor Molina's office in March, Rosemead City Council, Housing Development Corporation and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 25, 2014 Page 5 of 8 Council Member Clark stated she has been working with Edison and was made aware that they will give free lighting upgrades, Director of Public Works Marcarello stated there are some rebates that the City can apply for; however, the City is looking to just install LED lights. Council MemberArmenta staled that Edison replaces existing lighting features; however, currently the City still needs to find funding to replace the fixtures and then the City can apply for rebates to replace the lights at a later date. She added that when worked in the facility there were problems with the windows then and it used to cause the AC unit to break down. Mayor Polly Low asked how the new computer lab would be protected. Mr. Montgomery-Scott stated the facility currently has an alarm system as well as a camera system that will keep the lab monitored. He also stated there will be no activity in the facility including the lab when staff Is not present and additionally the computers will be locked to the desks. Mayor Polly Low stated her concern about the upkeep of the furniture due to the high volume of people using the facility. She wanted to make sure the quality of the furniture will withstand the use. Mr. Montgomery-Scott stated that he expressed that concern to the architect from the beginning and the furniture that is being put into the facility is high quality and the volume has been considered. Council MemberArmenta stated that some furniture is light in color and wanted to confirm that those pieces will be stained guarded. Mr. Montgomery-Scott stated that he presumes the furniture will be scotch guarded; however, he will confirm with the design team. He stated that it will also be the responsibility of the staff to ensure the upkeep of the furniture. Council Member /Board Member Sandra Armenta made a motion, seconded by Council MemberlBoard Member Jean Hall to approve Consent Item 3D. Vote resulted in: Yes: Alarcon, Armenta, Clark, Hall, Low No: None Absent: None Abstain: None Rosemead City Council, Housing Development Corporation and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 25. 2014 Page 6 of 8 4. MATTERS FROM CITY MANAGER & STAFF A. Agreement Extension for Landscape Maintenance Services The City of Rosemead provides landscape maintenance services through a contractual agreement with TruGreen Landcare. The service specified in the agreement include turf mowing, turf edging, blowing, turf aeration, weed eradication, pest control and general cleanup for City parks, facilities and public right -of -way areas. The initial agreement for these services began in March 2009 for a five (5) year term. The agreement is set to expire at the end of February 2014. Based on a survey of recent landscape maintenance unit prices in nearby public agencies, it has been determined that the City's current rate for these services is highly competitive and that cost savings may not be realized through a competitive bid process. In considering the existing rates and the high level of service provided by the current contractor, it is beneficial for the City to extend the agreement for another five (5) year term. The proposed term is consistent with other City maintenance agreements and includes performance provisions to ensure that the City's high level of maintenance services are continued. Recommendation: That the City Council: 1. Approve the extension of the City's landscape maintenance agreement; and 2. Authorize the City Manager to execute the agreement with TruGreen Landcare for a fixed annual cost of $236,460 for the first three (3) years, with a City option to renew for the following two (2) years. Director of Public Works Marcarello reviewed the staff report Council Member Armenia congratulated Mr. Marcarello on his negotiation with TruGreen Landcare. She asked if there will be a discount until the Jay Imperial Park opened or if after its opening TruGreen will continue the upkeep of the new park. Mr. Marcarello stated the City would not start paying for those services until they actually began and tentatively that will be until December. Council Member Hall asked if TruGreen Landcare was in charge of the medians and slopes on Rosemead Boulevard and the watering of these areas, Mr. Marcarello stated the State incurs the cost of the areas right off the freeways and the City just maintains them. These areas are on slate water meters. Council Member Hall stated that the rain birds are going on in the mornings and watering the ice plants which are not necessary. Rosemead City Council Housing Development Corporation and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 25, 2014 Page 7of8 Mr. Marcarello stated he will address that with CalTrans. Council MemberArmenta asked about proceeding with reclaimed water and how the City will go about that in the future. Mr. Marcarello stated the City is at the mercy of the wholesaler and right now the City is using what is called purple pipe on Garvey Ave. It is dependent on funding and how fast they can move through the city. Council Member /Board Member Sandra Armenta made a motion, seconded by Council Member /Board Member Jean Hall to approve the extension agreement with TruGreen for landscape maintenance services. Vote resulted in: Yes: Alarcon, Armenta, Clark, Hall, Low No: None Absent: None Abstain: None 5. MATTERS FROM MAYOR & CITY COUNCIL Council MemberArmenta again congratulated staff on the Lunar New Year event and Amy Wong on her assistance with the vendors she was able to get to participate. The event was a huge success thanks to her. She thanked Mayor Low for her contributions to this event. Council Member Clark thanked everyone for their hard work during the Lunar New Year event and making it a success. She stated she would not be present at the next City Council meeting because she will be in Washington, D.C. for the National League of Cities conference. Mayor Low again thanked and congratulated staff on the success of the Lunar New Year event. She also thanked Amy Wong for pulling all the vendors, 6. ADJOURNMENT The meeting adjourned at 7:58 p.m. The next regular City Council meeting is scheduled to take place on March 11, 2014 at 7:00 p.m. in the Rosemead City Hall Council Chamber. — -) I—'—. Polly Mayor ATTEST: one Molleda City Clerk Rosemead City Council, Housing Development Corporation and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 25, 2014 Page 8 of 8 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS. CITY OF ROSEMEAD ) I, Gloria Molleda, City Clerk of the City of Rosemead, do hereby certify that the minutes from February 25, 2014 of the City Council meeting were duly and regularly approved and adopted by the Rosemead City Council on the P of July, 2014, by the following vote to wit: Yes: Alarcon, Armenta, Low,Ly No: None Abstain: None Absent: Clark o Molleda City Clerk