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CC - Item 4B - Minutes of February 9, 2016MINUTES OF THE JOINT MEETING WORKSHOP OF THE CITY COUNCIL, PLANNING COMMISSION AND THE TRAFFIC COMMISSION; AND THE REGULAR JOINT MEETING OF THE CITY COUNCIL, AND THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION FEBRUARY 9, 2016 Workshop 6:00 p.m. The joint meeting of the Rosemead City Council, Planning Commission and Traffic Commission was called to order by Mayor Clark at 6:06 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PRESENT: City Council: Mayor Clark, Mayor Pro Tern Armenta, Council Members Alarcon, Ly; Planning Commissioners: Chair Tang, Vice Chair Lopez, Commissioners Dang, Eng, Traffic Commissioners: Chair Russell- Chavez, Vice Chair Masuda, Commissioners Hall, Quintanilla, Ornelas ABSENT: Council Member Low and Planning Commissioner Herrera STAFF PRESENT: City Manager Allred, City Attorney Richman, Community Development Director Ramirez, Interim Public Works Director La, Interim Director of Parks and Recreation Soash, and Interim City Clerk Cowley, 1. CALIFORNIA JOINT POWERS INSURANCE AUTHORITY (CJPIA) TRAINING City ManagerAllretl provided a brief background and history of the California Joint Powers Insurance Agency (CJPIA), of which the City of Rosemead is a member. The CJPIA provides insurance coverage for liability, workers compensation and property insurance. Periodically, the CJPIA conducts reviews and audits the operations of its member agencies. He introduced Norm Lefmann, Maria Galvan and Jeff Bills from the CJPIA who will present the training. Norm Lefmann, the Assistant Executive Officer of the CJPIA elaborated on the formation of the CJPIA with 33 cities in 1977. Membership has now expanded to 117 public agencies in a risk sharing pool in which the members share in the cost of risk for liability and workers compensation. The CJPIA began primarily as a claims administration organization and have now progressed to a risk organization which means they are very involved in trying to support good governance in the membership. Maria Galvan, the risk manager assigned to the City of Rosemead advised she works closely with City staff in providing guidance in matters of loss and risk, and assists with making recommendations, training plans, and reviewing contracts. She noted that part of the CJPIA services is training to staff and city councils and commissions advising some of the types of training provided by the CJPIA. Jeff Bills, President and CEO of Confidence Consulting a firm whose area of expertise is governance explained that he works with governing bodies of both public and private entities, and the principles of Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page I of 15 ITEM NO. 4.13 governance are the same for both. He advised that good governance requires high levels of discipline, commitment and preparation. Each year his firm asks its members to fill out a survey that asks what the five biggest challenges a city council has, as well as what the five things they do best are. Number one on the challenges list is dealing with conflict; the second is defining and staying consistent with roles and responsibilities; and the third is being prepared by reading the material and doing the background work. The item city councils list first on the things they do best is preparation. Sixty percent of the councils he works with say their third biggest challenge is being prepared to deal with the issues; but the other 40% say their best attribute in getting ready for their governing responsibilities is getting prepared. He said the difference between certain city councils coming from different cities defines how they work. He noted there are five or six critical principles that the very best councils always do. The first is understanding the role the council plays in creating community culture. He advised to be an effective governing body, the first thing that has to be understood is that the city council has a very important role in creating community culture. He explained if a member of the community comes to watch council work, based on what they see council do, that's the view they get of how the city operates and the way the city is. City council members and commissioners have a very serious responsibility to make sure that everything they do presents an image and a level of quality that speaks to the image and reputation wanted for the community. He noted a city council that is argumentative and constantly battles one another when they go into the community and talk to community members they sense the same kind of disruptive forces in their community. He provided an example of this type of behavior of an elected board for a district hospital. He noted that because of the critical roles city councils play in the community, the public looks to the City Council as an example of the best the City of Rosemead has to offer. He advised that some cities, especially in California, will not allow someone, even after they win an election, to be a representative of the city before they go through a serious amount of training. In these cases the cities recognize that this is an important visible role and it requires the best attributes of the best leaders. In in order to register to be a candidate for the city council, one has to go through a training session and sign that he /she will follow the tenants that are outlined in the training. Some of that has happened because there is so much conflict in the public setting for the last several years. This also means, the way the community is addressed by council members sends a strong message about how every individual is respected. There is a strong level of trust and the trust is especially important between all of the council members. So if the public sees the Council giving indifference, shifting respect, and allowing other people to receive the credit, it can be seen how important it is that that tenor permeates everything and everyone. He added when the city council recognizes that they have a responsibility to be a very highly professional body, it recognizes that training becomes a part of what is done on a regular basis. The benchmark cities take this professional role very seriously. Some of them train a couple of times a year. His company works with some cities that tape videos of their council meetings, have a professional communicator come in and together they go through the video and the professional communicator advises them on what is going good and what does not work. These city councils are not afraid to learn by evaluating themselves very carefully. The second component is to have a positive governance disposition. This is considered the ability to show respect, trust and candor. Good councils always make jumpy unintended mistakes; but the good councils have the ability to use a little humor and defer to one another in a way that shows huge levels of trust. Council members and commission members would never embarrass another council member or commissioner in Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 2 of 15 front of the public and they would never dominate the time in a meeting so much so that the other council members or commissioners don't have time to talk. There is this absolute sense of respect for one another. If a council member or commissioner is really serious about their role as a professional body, and they begin to show openly respect, trust and candor with one another, then momentum builds as it relates to the strength of that Council and those commissions sending a message about what kind of community you live in. Mr. Bills explained one of the things he sees in individual trainings is that council or commission members, when elected, think they have to singularly represent the constituency from which they come, but the reality of good governance is from the time of being elected, the council member's priority changes to do what is best for the entire city, and that changes the scope of responsibility and the level of accountability. Mr. Bills advised that as a governing body one has to understand that there are certain roles and responsibilities that allow them to delegate their trust, whether it be among themselves or whether it be two people who are part of the team. City Councils have to address some really difficult issues and it means as a council or commission dissent can be expressed among each other without creating personal intention. Meaning every single member of the council has to have a tolerance for one another that allows them to listen with respect to the other individual's points of view; that is even more important once a vote is taken. He explained that after a lively discussion in which one person disagrees with the rest if there is an embracing of the final decision after the vote is taken then that council is highly professional and well- functioning. Once a council or commission makes a vote they are all together based on the very premise upon which a democracy works. All members support and sustain that decision regardless of how it works out and every single member of the council and commission has a personal responsibility for the decision the group made. Third, is understanding the role as a governing body. This is specific in the difference between the governing body and the city manager as the overseer of everyday operations. It is not appropriate for a member of a governing body to get involved in personnel issues or into budgetary issues at the department level. He likened it to looking at a dashboard on a car. They recognize there may be a problem, ask the right questions, and hold their city manager accountable for goals that are established and communicated clearly ahead of time and then they ask for accountability and changes to address the problem. Once the council makes the vote, the city manager has the same responsibility to get on board and implement whatever that decision with a one hundred percent commitment. Roles and responsibilities when it comes to governance are the structures by which an organization can grow and become bigger and better. Therefore, the Council has to monitor that very carefully. Fourth, council members understand individual responsibility and accountability. The critical areas are regular and consistent meeting attendance, which is not a big deal for most city councils and commissions. Council members and commissioners have to be competent and have to show skill, and if anyone is in it for the wrong reasons, they will eventually be exposed. It takes hard work to be a commissioner or council member and it takes experience to get better. It means they participate at the right level and at the right time. Many good councils are now keeping track of how many minutes each council member speaks in a council meeting and afterwards they give that information back to the council members. If it is not evenly distributed they will discuss it. The distribution of voice among the Council at a meeting can be a dominate good thing or it can be a dominate bad thing because it cycles back to professionalism. If the public sees the council is being dominated by one or two individuals they gain an impression that keeps them from seeing the effectiveness of the Council itself. Councils and commissions show in front of the public and each other the ability and Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 3 of 15 willingness to delegate to the City Manager with full trust and respect and a sense that he or she will be accountable in that regard. Solid preparation is the most important thing. The very best councils understand they have been delegated to, by their community, the opportunity to show position, title and power and they actually deflect it away from themselves to other people. In this regard, they know they have to be absolutely prepared because without preparation they don't feel confident and comfortable enough to delegate to the right people. When that happens the city manager, city clerk, directors and managers begin to feel unappreciated and uninvolved creating a cycle of depressed incentive in the organization where no one is motivated to do anything because they don't have any authority or accountability for themselves. As a council, especially in the ultimate governing body role, an environment has to be created so everybody can do their best work and that means being absolutely prepared. Every time a council member or commissioner hears a problem doesn't mean they have to act on it immediately with a powerful statement. Mr. Bills explained that organizations have an unbelievable dynamic associated with it, especially organizations like Rosemead that has been around for a long time, has had success, and has good people. When something is discussed without having been directives or new policy, the organization has the ability to self- direct and, as a governing body, allow that to happen. Fifth, councils embrace performance evaluation. In the last several years, good councils are looking at how they are doing. Some of the councils are not afraid to have an evaluation form for every person who attends a council meeting who are asked to go on line and say whether the council acted professionally, showed respect for one another, and show respect for members of the community member. Every person that comes to the meeting is someone council has accountability to, and if they express their opinion, no matter how goofy it might be, they deserve a thank you and a show of respectjust because of the courage it took to stand up and address council. In that regard, council has to allow people to give feedback. Council has look at that feedback to determine where we can do better and where it is doing good. Mr. Bills concluded stating as a council member or commissioner remember these critical principles: (1) the council is the professional representative body of the community; (2) the council must understand that in everything it does, it must show ultimate dignity and respect to the people it works with and especially to each other; (3) understand its role and don't deviate because it creates confusion and tension within the organization; (4) be prepared, skillful, and a critical thinker. Council's task requires the best and when it does all those things, it has that governance disposition and good things happen as a decision - making body; inference is given to the community as a good and professional body to your community. Thereafter, followed questions from the City Council in which Mr. Bills responded. Mayor Pro Tem /Vice Chair Armenta addressed a situation that occurred with a city employee in which she became involved because she witnessed the action. Mr. Bills advised Ms. Armenta on the appropriate action that should be taken under the circumstances. Council /Board Member Ly followed up with an example, asking if it would be appropriate to bring the matter to the City Manager and ask the City Manager to report back to him and all of Council. Mr. Bills advised that the council member would have to weigh whether this is an issue requiring all of council's attention or whether it is a personal issue that is important to him. Most of the issues as a city council are personal issues that are very important to the individual council member and should not be addressed as a council unless it permeates the need for the entire council to address. He advised the City Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 4 of 15 Council that by allowing the City Manager to address the issue, a determination as to whether it is a matter for the entire council is made. Counci /Board) Member Ly asked how effective it would be to translate the principles discussed into a council and commission set of norms and practices that can be referred back to. Mr. Bills responded that the benchmark councils actually review three things on a regular basis: the Mission, Vision and Values of the organization, and their roles and responsibilities. They follow up with an assessment process where they actually evaluate themselves and ask for outside evaluations to see how they are really doing. Mr. Bills advised that he has included an exercise tool that can be used if Council wishes to use it. He felt that if the City Council reviewed the exercise they would be able to identify those areas where its governance role may or may not be in its right, proper place. That should be done as a city council member and have open and transparent discussion about the results of that assessment. He felt it would also be wise to have the city manager and senior management, and even sometimes middle management complete the same exercise and see how close together the organization is. There being no further discussion, the City Council recessed the workshop at 7:01 p.m. Regular Meeting 7:00 p.m. The meeting of the Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission was called to order by Mayor /Chair Clark at 7:15 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PLEDGE OF ALLEGIANCE was led by Mayor Pro Tem /Vice Chair Armenta INVOCATION was led by Council /Board Member Alarcon. PRESENT: Mayor /Chair Clark, Mayor Pro Tem /Vice -Chair Armenta, Council Members /Board Members Alarcon, Ly. ABSENT: Council Member /Board Member Low. STAFF PRESENT: City Manager Allred, City Attorney Richman, Community Development Director Ramirez, Interim Public Works Director La, Interim Director of Parks and Recreation Soash, and Interim City Clerk Cowley. 2. PUBLIC COMMENTS FROM THE AUDIENCE Cathi Eredia, President of the El Monte Women's Club invited the City Council to this year's annual scholarship dinner on February 18, 2016 in which Rosemead High School is one of the recipients of the scholarship funds raised by the Women's Club, The Rosemead High School Culinary Arts students will be cooking the dinner for the event. Ms. Eredia advised the City Council of the amount on money that is given Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 5 of 15 in scholarships each year and asked if the City would assist the Women's Club in obtaining donations for the students of Rosemead High School. 3. PRESENTATIONS Proclamation on the Volunteer Income Tax Assistance (VITA) Program and the Federal Earned Income Tax Credit (EITC) Mayor Clark advised the Proclamation is for the volunteer Income Tax Assistance (VITA) program and Earned Income Tax Credit (EITC) which provides free tax service to every resident earning less than $52,267 per year and may qualify for up to $6,242 in federal EITC. 4. CONSENT CALENDAR Mayor Clark pulled Items C and D for separate discussion and action. A. Claims and Demands Resolution No. 2016 05 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $1,192,908.95 NUMBERED 91372 THROUGH 91503 INCLUSIVELY Recommendation: Adopt Resolution No. 2016 -05 Resolution No. 2016 -03 SA entitled: A RESOLUTION OF THE CITY OF ROSEMEAD AS THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $1,016.00 DEMAND NO. 10161 Recommendation: Adopt Resolution No. 2016 -03 SA Resolution No. 2016 -02 RHDC entitled: A RESOLUTION OF THE ROSEMEAD HOUSING DEVELOPMENT CORPORATION ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $5,303.00 AND DEMAND NO.1577 THROUGH 1578. Recommendation: Adopt Resolution No. 2016 -02 RHDC B. INSTALLATION OF RED CURB AT 9241 VALLEY BOULEVARD Recommendation: That the City Council approve the installation of 30 feet of red curb between the two existing driveways to the Orchid Plaza, and 15 feet of red curb immediately to the east of the easterly driveway. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 6 of 15 ACTION: Moved by Council Member /Board Member Ly, and seconded by Mayor Pro Tem /Vice Chair Armenta, to approve Items A and B on the Consent Calendar. The motion unanimously carried by the following vote: AYES: Alarcon, Armenta, Clark, Ly. ABSENT: Low ITEMS PULLED FROM CONSENT C. LETTER TO LOS ANGELES COUNTY SUPERVISOR HILDA SOLIS IN SUPPORT OF A COUNTY ORDINANCE FOR PHARMACEUTICALS AND SHARPS COLLECTION AND DISPOSAL Recommendation: That the City Council authorize the Mayor to sign a letter to Supervisor Hilda Solis in support of adoption of a County ordinance for pharmaceuticals and sharps collection and disposal. Brian Lewin addressed the City Council in support of the letter to be sent to Supervisor Hilda Solis supporting the Los Angeles County ordinance for pharmaceuticals and sharps collection and disposal. He noted there is a persistent problem with trash and liquid waste being flushed down the drain which creates problems at wastewater treatment plants and waste water discharge. Mayor Clark noted some of the drugs being flushed into the sewer system cannot be removed and it affects the aquatic life. She mentioned she chairs the County Solid Waste Task Force and they have been pushing for this for years, so it is hoped the ordinance will pass. ACTION: Moved by Council Member Ly, and seconded by Council Member Alarcon to approve the letter to Los Angeles County Supervisor Hilda Solis in support of a County ordinance for pharmaceuticals and sharps collection and disposal. The motion unanimously carried by the following vote: AYES: Alarcon, Alarcon, Clark, Ly. ABSENT: Low. D. KLINGERMAN STREET /ANGELUS AVENUE INTERSECTION TRAFFIC EVALUATION Recommendation: That the City Council adopt Resolution 2016 -07, approving the installation of All -Way "STOP" control at the Klingerman /Angelus intersection. City Manager Alarcon presented a brief staff report reminding Council that at the last Council meeting after a presentation from Willdan Engineering, Council directed staff to further review the intersection of Klingerman Street and Angelus Avenue and to research agencies such as Pico Rivera and Monterey Park. After further review conducted by staff, staff determined that an all -way stop as requested by the council is feasible and would reduce conflicts between vehicles exiting driveways into through traffic. As a result, staff has prepared a resolution making findings to enable that to happen. Mayor Pro Tem /Vice Chair Armenta confirmed with Interim Public Works Director La that he contacted the cities of Pico Rivera and Monterey Park and asked him to elaborate on each of those cities' findings on their similar situation. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 7 of 15 Public Works Manager Jonathan Wu advised the City Council that he contacted each City and reviewed the records in Pico Rivera back to 2007. Unfortunately, neither City had any records that indicated findings for the stop signs. Interim Public Works Director La clarified for Mayor /Chair Clark that staff at Pico Rivera searched their records back to 2007 and could not find anything. The only records they were able to find was staff reports relative to the stop sign after the stop sign had been installed. Other than that, they were unable to locate any documentation that provides the background information as to why the stop sign was installed. He informed Council that Public Works Manager Wu had gone to the location in Pico Rivera and spoke with a resident who stated the stop sign was installed before 2001. Thereafter followed a brief discussion regarding there not being any records regarding the stop sign. In response to Mayor Pro Tem /Vice Chair Armenta's question regarding whether Pico Rivera had any documentation that tells whether the stop sign at the Pico Rivera location had made any impacts, Mr. La replied that staff received copies of staff reports requesting additional signage in addition to the stop signs as a result of incidents that occurred at that location. Mayor Pro Tem /Vice Chair Armenta discussed the fear is that many times action is not taken until after a major incident and she wants to be proactive to make sure that doesn't occur. Ms. Armenta then asked Mr. Wu if, in his professional opinion, without backup data, the Pico Rivera intersection could be applied to the curve at Klingerman and Angeles. Public Works Manager Wu replied that in his personal opinion he did not see anything concrete as an enhancement of safety. Velia Navarro addressed the City Council regarding the curve stating she almost got smashed once again today and she is becoming apprehensive to go in and out of her driveway. She felt it was crucial that the City do something about the situation as soon as possible, She also stated that if and when the City Council decides to install stop signs, she hoped that the chevron signs and delineators in the middle of the street will be removed because there are so many. Mayor Pro Tem /Vice Chair Armenta asked Ms. Navarro when the last time a collision occurred around the curve. Ms. Navarro replied about 25 years ago a neighbor who was intoxicated crashed his car into the wall. She did not think it was reported. She also mentioned the area looks blighted and needs some type of beautification. She did not think adding more signs would make it worse. John Tang advised the City Council that he lived about a block away from the curve and he was not notified about this project. He only learned about it toward the end of last week. He said he hasn't had time to look at the minutes and digest the information. He encouraged residents in the surrounding area be notified to foster an environment to solicit community engagement. He pointed out there have been a number of traffic calming measures the City has implemented such as the delineators, reducing the speed to 15 miles per hour, proper signage, and flags on the signs. He noted this was a 90 degree turn and in his experience the turn cannot be made any faster than 25 miles an hour. Anything more than that the car will lose control or will flip over. He felt the measures taken sufficiently addresses the issue of safety and collisions. In his eight years of residing in the area he does not know of any accidents. He asked if in the study that was recently Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 8 of 15 done, whether staff adequately addressed the safety concern, and whether the traffic calming measures had already met and addressed those safety measures. He also asked how many cars actually travel through this intersection and the speed at which they are traveling, and whether there have been any reported accidents or collisions. Mr. Tang discussed the responsibilities of the Traffic Commission to evaluate matters such as this, and from his understanding the Traffic Commission really hasn't had an opportunity to weigh in and vet this project as thoroughly as they should. It was his understanding that the Traffic Commission had only evaluated a stop sign to be placed on Graves and Angeles but not necessarily Klingerman and Angeles. He expressed his view that when backing out of a driveway, the driver has to be cautious and make sure that oncoming traffic sees you and you see them. He felt there was an opportunity to carefully evaluate the need for this stop sign and the City needs to be diligent about it. Mayor Pro Tem /Vice Chair Armenta questioned whether Mr. Tang knew for a fact that a car could not travel around the curve at more than 25 miles an hour. Mr. Tang responded that he is familiar with that intersection and for him driving 25 miles an hour is a little uncomfortable. Thereafter Mr. Tang responded to questions Mayor Pro Tem /Vice Chair Armenta asked regarding some of the statements made by Mr. Tang regarding the curve. Council /Board Member Ly asked the City Attorney what the requirement for public notification was for issues of public works. City Attorney Richman stated that this would not be a project that required 300 feet radius notice, because it is just a decision to install a stop sign. Thereafter followed a discussion regarding the residents not receiving notification and staff's practice in notifying residents of a project. Council /Board Member Ly confirmed with Mr. Tang that he did not receive the notice and neither did his parents. Mr. Wu confirmed for Mayor /Chair Clark that the staff report was hand delivered. Mayor /Chair Clark added that this matter came before the Traffic Commission and the City Council on two occasions and asked if all three meetings were noticed. Mr. Wu confirmed all three meetings were noticed. Thereafter followed a brief discussion regarding residents not receiving the notices. Council /Board Member Ly added that he agreed with the speaker that the area is blighted and needs improvement whether it be proper lighting or whether it just needs to be cleaned up and the City needs to look into it. Mayor Pro Tern Armenta asked staff if extending Klingerman over the wash to Walnut Grove has ever been considered. City Manager Allred responded that would require building a bridge over the wash which would be a multi - million dollar project that the City does not have funding for. Joanne Russell- Chavez commended the City Council on the workshop earlier in the evening. She advised she lives around the corner from Klingerman and was speaking as a resident and as a Traffic Commissioner. She advised that at the Traffic Commission meeting last month this matter was brought to the Commission's Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 9 of 15 attention based on the fact that a stop sign was originally requested and Willdan advised the Commission that the stop sign could not be there based on the California requirements on traffic signs. At that point the Commission was told the installation of the sign needed to be adjusted and perhaps placed where Graves and Angeles meet and that would possibly slow down the option of going around the corner. Based on that, the Commission voted on it and because they had additional questions about it the Commission was told by staff that they would look into the situation some more and bring the matter back. She did not realize a resolution was going to be adopted until Sunday night when she was looking at the agenda for the joint staff meeting that she saw it on the agenda. She thought that was strange because she thought the matter was still under discussion. Ms. Russell- Chavez stated as a resident, the curve is a 90 degree curve and she is not asking Council to change its mind on the resolution; however, the community in that entire area should be looking at this issue to determine the best outcome. She discussed the traffic calming measures the City has taken over the years and asked the City Council to sit down collectively to determine what is best for all the neighbors in that area. She advised that the four residents on the end cannot make a left into their driveways since the delineators were installed, and the urban blight is awful; there are weeds that are almost covering one sign. She reiterated her feelings that this matter should be tabled, and work out the best solution for everyone involved. Further discussion regarding the removal of the delineators ensued between Ms. Russell- Chavez and Mayor Pro Tern/Vice Chair Armenta. Velia Navarro addressed the City Council, referring to Mr. Tang's statements that cars leaving their driveways have to be careful is true and advised the City Council of the precautions she takes to pull in and out of her driveway. She invited anyone to park in her driveway and see what she goes through. Brian Lewin suggested The City Council may want to consider convex mirrors in the future stating they are used in Japan where there are an unbelievable number of blind corners and perhaps the mirrors can be used in this situation so that inbound traffic and exiting residential traffic might be able to use those to see the inbound traffic. Thereafter followed a brief discussion between Mr. Lewin and Ms. Armenta regarding convex mirrors. Joanne Russell- Chavez advised Council that there was a mirror in that location for at least twenty years and there was also a horn in case of an attack. Council /Board Member Ly did not anticipate so many points of view on this issue and he wants to make sure it is done correctly. He expressed his concern that staff was directed to bring a resolution for a stop sign, but staff wasn't given direction to analyze the other measures that Willdan was recommending. He knew there were several concerns about the signage and other issues so he would like to see staff to re- evaluate this acknowledging the Public Works Director, Public Works Manager, and City Engineer are all experts on engineering. He wanted to know from them what they truly believe is needed for this area. He thought that after listening to the residents who live in that area he would like to know, based on what the residents are recommending, as well as the technical study from Willdan and staff's recommendations, what is technically best for all the residents in that area. Mayor Pro Tem /Vice Chair Armenta felt It was very important to hear from all the residents but her fear was the longer the City waits the more potential of a collision occurring. She asked why the residents didn't Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 10 of 15 receive notice when staff said that notice was given. She felt there was a break in communication because she would love to hear what other people have to say. She expressed her concern that John Tang and Joanne Russell- Chavez only knew about the issue because they had to be here for a meeting at 6:00 p.m. Ms, Armenta expressed her personal experiences with the traffic problems regarding the curve. Ms. Armenta stated for the record that she was in favor of installing a stop sign and some botts dots to slow traffic. She felt removing the delineators would allow the residents to access their driveways. Council /Board Member Alarcon agreed that Council needed more information before making a decision. Mayor /Chair Clark asked if the City could hold a workshop at Rice School. Council /Board Member Ly felt that was a good idea to get the residents' thoughts on the suggestions and recommendations for traffic safety in that area. Mayor Pro Tem /Vice Chair Armenta wanted to make sure that everyone knew that this is for the public's safety and the well -being of the people that live around that area. After a motion by Council /Board Member Ly was made to hold a workshop and notice residents within 300 feet, a brief discussion ensued regarding the radius of the notification. ACTION: Moved by Council Member /Board Member Ly, and seconded by Council Member /Board Member Alarcon to direct staff to conduct a forum workshop for the residents and notice the community within 500 feet of the area. The motion unanimously carried by the following vote: AYES: Alarcon, Armenta, Clark, Ly. ABSENT: Low Mayor Pro Tern/Vice Chair Armenta asked to have the record reflect that she was very much in favor of the possibility of a stop sign even though she voted to table this to get more data and make a more comprehensive decision. Mayor /Chair Clark agreed with Mayor pro Tem /Vice Chair Armenta. 5. MATTERS FROM CITY MANAGER & STAFF A. MIDYEAR BUDGET AMENDMENTS Recommendation: That the City Council approve Resolution No. 2016 -06 approving various appropriations for the remainder of the current fiscal year. Finance Director Chu presented a brief report advising that there are several items that will require additional appropriations as well as projected revenues to the City's 2015 -2016 Fiscal Year budget. The net impact of all of these adjustments to the General Fund operating budget is positive reflecting more anticipated revenues than expenditures. Ms. Chu recommended the City Council approve Resolution 2016 -06 approving the various appropriations for the remainder of the fiscal year. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 11 of 15 ACTION: Moved by Council Member Ly, and seconded by Mayor Pro Tem /Vice Chair Armenta to approve the mid -year budget amendments. The motion unanimously carried by the following vote: AYES: Alarcon, Armenta, Clark, Ly. ABSENT: Low. Mayor Pro Tem /Vice Chair Armenta thanked Finance Director Chu for her hard work. B. ZAPOPAN PARK IMPROVEMENT PROJECT — DESIGN AND CONSTRUCTION UPDATE Recommendation: That the City Council provide direction regarding the final project improvements scope and construction bidding strategies. Interim Public Works Director La provided the staff report and PowerPoint of the design improvements to Zapopan Park. Mr. La acknowledged Frank Borghetti and Sal Ramirez, representatives from Southern California Edison who were present at the meeting and who have been working very closely with staff. Mr. La gave an overview of the existing park conditions and reviewed the conditions of the playground fixtures, restrooms, and volleyball and basketball courts. He noted the playground in the north of the park was in fairly good condition, only needed some rehabilitation. Mr. La advised that the park design and construction was approved by the City Council in the 2015 -16 budget with approximately $1 million from the redevelopment fund. The design of the project began in March of last year and staff has been working closely with Southern California Edison to meet Edison's requirements because of the power structures and the drip line. The design is now substantially complete and has received approval from Edison. Mr. La provided the City Council with the proposed improvements which includes rehabilitation of the playground equipment; new asphalt overlay, sand blast the top layer of the existing basketball court and adding another coat of very fine concrete; the volleyball court will be relocated and it will be new; a new 1/3 -mile rubberized pedestrian trail like the one at Rosemead Park; new landscaping of the entire park with recycled water irrigation; new restroom facility; security lighting along the trail, and the parking area working within the parameters of Edison's requirements. Staff also proposes to enhance the entrance way, making it more open so the park and Public Safety Center are more visible. Staff also wants to include the expansion of the parking lot which will give people direct access to the Public Safety office which will create more activity that will include the park in terms of safety and security. Mr. La provided a cost estimate of what will be included in the basic bid and separated the more expensive items to allow for flexibility in the event the City does not have enough funds. He stated staff was seeking Council direction on how to package the bid and the amount of money the Council wants to allocate towards the project, adding the project costs approximately $1.2 million plus the standard 15% contingency, plus 10% for construction management, inspection and contingency bringing the construction cost to $1.5 million and a total cost of $1.6 million with the design costs. He advised the City Council that the City is approximately $547,000 short to finish the project. He added that the City can consider using lighting district funds or some general fund, or a combination of both, depending on the final bid. Mr. La stated that if staff receives direction from the City Council, the design and construction documents will be finalized immediately and advertised for bid. The bid opening will be on March 231d, after which the bid will be evaluated, and awarded on April 12 Hopefully the project will be completed before the major El Nino storm hits. Council /Board Member Ly asked if the rubberized track could be expanded to accommodate the number of people using the park, basing his request on the popularity of the track at Rosemead Park and because of the expansion that is taking place in that area. Mr. La responded that the design of the track is five feet wide and could be made wider if approved by Edison and would cost more money. Mr. La also responded that the reason staff suggested the Lighting District funds is because Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission .Joint Meeting Minutes of February 9, 2016 Page 12 of 15 the lighting component of the project is roughly one -half million dollars and there is a nexus for using $500,000 from the Lighting District funds. City Manager Allred advised the City Council that the Lighting District is citywide and collected by property taxes. There is over $1 million in that fund now which must be used for public lighting so this would be an appropriate use and staff is recommending the shortfall be covered by Lighting funds. Council /Board Member Ly liked the idea of using the Lighting funds as well as having the extra lighting in that area for safety. Mayor Pro TemNice Chair Armenta asked about the removal of the playground by the south parking lot, expressing her concern that that playground is used more than the playground to the north because it is closer to the public safety center. She asked if there was any way the north playground could be moved closer to the public safety center. Mr. La explained that he did not know because staff worked with Edison, and because of the drip line there is not a lot of places to erect a new playground. He noted that Edison's policy is that if there is an existing structure in a spot, it can stay; however, if the City adds a new playground then staff has to go back to Edison to determine where it can be located. Mayor Pro TemNice Chair Armenta expressed concern about compromising a playground for parking in a park where children can play. Thereafter followed discussion regarding the fact that while it is a park it is also home to the City's Public Safety Center where a lot of community meetings are held and parking is hard to find. In response to Mayor Pro TemNice Chair Armenta's question as to whether it is possible to put a path from the parking lot to the Public Safety Center, Mr. La said that is a question staff considered earlier this week and staff can look into see if there is something that can be built within the parameters of Edison's requirements. Mr. La also confirmed the fencing will only be taken down in the front, at the pedestrian opening at Delta and the gates will no longer be locked. Mayor Pro TemNice Chair Armenta thought the park design looked beautiful and she understands the need for more parking by the Public Safety Center but she hates to see a heavily utilized playground be compromised for parking. City Manager Allred responded that staff feels parking is needed and this is the first time the City has public parking expansion in the Garvey Commercial area. In addition to the Public Safety Center operations and activities, staff thinks the public will also park there for commercial use as well. Staff thinks parking is a very important part of this project. Further discussion ensued regarding whether the parking lot would be closed at night and the children not having a playground close to the Public Safety Center area. Mayor /Chair Clark asked if there was any way the playground could be moved. Mr. Allred advised that the Edison requirements are the existing facilities can be replaced but new facilities cannot be located in the park. Council /Board Member Ly discussed the public policy concept of "tragedy of the commons" in which there is only a limited amount of space and the wish to accommodate everyone's desires to use that space but it can't be done. It's the Council's job to find that balance and it is hard to do. Council /Board Member Ly asked if any exercise equipment is going to be added. City Manager Allred advised that exercise equipment is already there and is relatively new. Council /Board Member Ly commented that the front part of the park is going to be mostly focused on the Public Safety Center and the back part is going to be more of a general service park. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 13 of 15 Mayor Pro TemNice Chair Armenta asked if about doggie bags and receptacles and water fountains are included in the project. City Manager Allred staff will look into the water fountains and the doggie bag facilities and whether the City Council generally concurs with the design. Council concurred and confirmed staff had direction. 6. MATTERS FROM CITY COUNCIL Mayor Pro Tem /Vice ChairArmenta announced she received a scholarship to attend a Smart City conference regarding Smart City Development in Portland on Wednesday and she hoped to bring back lots of information. Mayor Pro Tem /Vice Chair Armenta expressed concern about the attitudes of some employees addressing an incident that occurred between her and a CSO officer and his response to her when she addressed him regarding the incident. Council /Board Member Ly stated when he returned from the military in December he had asked for another workshop on graffiti use and graffiti levels be put on an agenda where the Council did not have any 6:00 p.m. workshop meetings. It was his understanding that there is a meeting coming up where there is no 6:00 p.m. workshop scheduled and he would like that to be the meeting where there is an update on graffiti statistics and what is being done. Council /Board Member Ly noticed in City Hall and outside City Hall at the Community Center and in the parks the trash is comingled with recycling material even though there are separate cans for each. He expressed concern because when the City entered into a contract with Republic Trash Services, the City made a decision to focus more on recycling and Republic would start a recycling campaign to make sure the residents are recycling by giving out gift cards and things of that nature. He wants to know what the diversion rates are, how well the City has done since beginning the new contract, and how the recycling program is going to ensure that recycling is actually being implemented and the residents as well as staff are doing their best to recycle. Council /Board Member Ly, thought the 6:00 p.m. session on Council roles and Council norms was great. He thought it was very informative and felt a discussion on having a set of Council and Commission norms and practices to follow should be scheduled. Council /Board Member Ly acknowledged that during the Klingerman /Angeles discussion earlier, everyone agreed that area does look a little drab and needs to be improved. He asked staff to look at ways to beautify that area and made some suggestions.. Council /Board Member Alarcon announced that residents of Rosemead celebrated their 50th anniversary at St. Anthony's last weekend and were given a proclamation at the end of the ceremony. Council /Board Member Ly announced that Les Gentry passed away and asked if the meeting could be adjourned in his memory. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of February 9, 2016 Page 14 of 15 Mayor /Chair Clark advised she was just going to mention that stating he was a long -time resident and husband of Julie Gentry. She expressed sorrow in his passing. Council /Board Member Armenta mentioned that other cities acknowledge residents when they celebrate a milestone events and requested the City Council begin to acknowledge residents who meet those milestones. She felt that would help Council connect with the residents and bring the community closer together. Council concurred and City Manager Allred stated staff would rely on City Council input as to when those events occur. Mayor Pro Tem /vice Chair Armenta asked about the plaques with the City seal that other cities have. Council /Board Member Ly responded that he asked staff about that previously and there is no one in the State of California that makes them any longer. The City Manager's Assistant, Linda, has been researching prices outside of the State for companies that make them. . 7. COUNCIL COMMENTS 8. CLOSED SESSION The City Attorney announced that the City Council would recess to closed session to discuss the following items as listed on the agenda. PUBLIC EMPLOYMENT pursuant to Government Code Section 54957: City Clerk City Manager The City Council reconvened to open session at 9:15 p.m. at which time City Attorney Richman announced there was no reportable action. 9. ADJOURNMENT There being no further business to come before the City Council, Mayor Clark adjourned the meeting in memory of Les Gentry at 9:15 p.m. The next regular City Council meeting is scheduled to take place on February 23, 2016 at 7:00 p.m. in the Rosemead City Hall Council Chamber. Carol Cowley, Interim City Clerk _0.50 Margaret Clark, Mayor Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission .joint Meeting Minutes of February 9, 2016 Page 15 of 15