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CC - Item 5B - Minutes of June 14, 2016 Regular MeetingMINUTES OF THE CITY COUNCIL AND THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION JOINT MEETING JUNE 14, 2016 Closed Session Meeting The meeting of the Rosemead City Council was called to order by Mayor Armenia at 6:01 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PRESENT: Mayor Armenia, Mayor Pro Tem Low, Council Members Alarcon, Clark, and Ly. STAFF PRESENT: City Manager Manis, City Attorney Richman, and Acting City Clerk Hernandez Mayor Armenia recessed the City Council meeting to closed session at 6:02 p.m. Council Member Ly arrived to the City Council meeting at 6:03 p.m. CLOSED SESSION The City Council will recess to Closed Session Pursuant to Government Code Section 54957 PUBLIC EMPLOYMENT: Assistant City Manager City Clerk The City Council reconvened the meeting to open session at 7:08 p.m. Regular Meeting The regular meeting of the Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission was called to order by Mayor Armenia at 7:08 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. City Attorney Richman stated that there was no reportable action taken by the Council during the closed session. PLEDGE OF ALLEGIANCE was led by Council Member Ly INVOCATION was led by Mayor Pro Tem Low PRESENT: City Council — Mayor Armenia, Mayor Pro Tem Low, Council Members Alarcon, Clark, Ly Successor Agency — Chair Armenta, Vice -Chair Low, Members Alarcon, Clark, Ly Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 14, 2016 Page 1 of 11 ITEM NO. 5.13 STAFF PRESENT: City Manager Manis, City Attorney Richman, Director of Community Development Ramirez, Director of Finance Chu, Director of Parks and Recreation Chacon, Acting Director of Public Works Fajardo, Special Projects Manager Cannon, and Acting City Clerk Hernandez Council Member Ly requested that the adoption of the 2016 -17 Fiscal Year Budget, be moved for discussion before the Consent Calendar. PUBLIC COMMENTS FROM THE AUDIENCE Lawrence Shih, Field Representative for Board of Supervisors of Hilda Solis' office invited the City Council and the public to attend the Hiring Spree /Job Fair to be held at the Rosemead Community Center, Wednesday, July 13, 2016 at 9:00 a.m. John Lowrey expressed concerns with the overnight parking issues at the Wal -Mart property. He stated that Wal -Mart has attempted to resolve the issues by Installing approximately 20 signs; however the signage was not consistent with the City's signage regulation or Information stated on the signs. Mr. Lowrey added that the phone number on the signs belongs to the Pico Rivera Sheriffs station and not the Temple Station Sheriff Department. Mr. Lowrey submitted a letter and photos to the City Council and Acting City Clerk for the record. Community Development Director Ramirez stated that Wal -Mart's conditional use permit requires them to have signage on their lot that states No Overnight Parking. However, the signs are not required to refer to any type of code. She added that staff was not aware of the new signs installed addressed by Mr. Lowrey. City Attorney Richman stated to Mr. Lowrey that the Council could not discuss his concerns because the Wal- Mart overnight parking issues were not on the agenda. Council Member Clark asked if the City Council could direct staff to talk to Wal -Mart about the new signage Mr. Lowrey addressed. City Attorney Richman replied that the City Council could direct staff to speak to Wal -Mart about the signage issues and update the City Council in the weekly update. 2. PRESENTATIONS . Introduction of new Parks and Recreation Director Mayor Armenta introduced the new Parks and Recreation Director Jason Chacon. Parks and Recreation Director Chacon stated he was very excited to join the City of Rosemead and start working with staff and Rosemead residents. . Presentation of a Proclamation of Life Saving Recognition of Sheriff Deputies Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes or June 14, 2016 Page 2 of 11 The City Council presented a proclamation honoring Deputy Eric Tung, Deputy Maria Urena, and Deputy Anthony LaDesma for their outstanding service to the Los Angeles Sheriff's department and commended their service. MATTERS FROM CITY MANAGER & STAFF A. Adoption of the 2016.17 Fiscal Year Budget Recommendation: That the City Council to approve Resolution No 2016 -27 and Resolution No. 2016 -07 RHDC respectively entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ADOPTING THE ANNUAL OPERATING AND CAPITAL IMPROVEMENT BUDGET FOR THE 2016.17 FISCAL YEAR A RESOLUTION OF THE ROSEMEAD HOUSING DEVELOPMENT CORPORATION ADOPTING THE ANNUAL OPERATING AND CAPITAL IMPROVEMENT BUDGET FOR THE 2016 -17 FISCAL YEAR Finance Director Chu reviewed the staff report and explained that the Sheriff's contract had increased by $249,500 and the Liability Trust Fund increase by $251,000. No financial changes were made to the budge since the preliminary workshop. Council Member Ly stated that he had brought some concerns at the preliminary workshop that have not been addressed, and he would like a report. For example, the re- alignment of the City Manager's Office, the crossing guard contract services, and correcting the graffiti removal time from 46 hours to 24 hours. Mr. Ly reiterated that since there were inconsistencies that were not corrected on the budge, he could not support the approval of the budget. Finance Director Chu explained that she was going to address the graffiti removal time frame and it was not stated on the staff report because it was not a financial issue. City Manager Manis stated that staff had discussed the matter and confirmed that graffiti is removed within the 24 hours unless unforeseen issues arise. He explained that the re- alignment of the City Manager's Office was not at the top priority for the reason that he would like to have his department heads on board first, and later reassess any internal adjustments if needed. As for the crossing guard services, the City Is in a two year commitment with the crossing guard service provider and staff will look into the new contract with the School Districts before the new term starts. Council Member Clark asked for clarification of the re- alignment of the City Manager's Office. Council Member Ly explained that the City Manager's office would get better use of resources if they had a Management Analyst. He stated that some concerns he addressed during the workshop, had not been Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes or June 14, 2016 Page 3 of 11 addressed such as the budget for Public Safety staff. Mr. Ly stated that there are three fulltime Code Enforcement Officers and they are understaffed to handle all the graffiti and all other code violations in the City. Mayor Armenta interjected and agreed with Council Member Ly's comments. Council Member Ly continued and stated that he had also expressed concerns with the Parks and Recreation staff. He proposed that the ''% part time employees should be fulltime to handle the amount of programing the City offers. Mayor Pro Tem Low stated she was concern that the budget would not be approved before the July 1n deadline if Council deferred the budget approval. Mrs. Low explained that since the City Manager is still new to the City, he needs to get his Team together before making any major changes to the structure of the organization. She suggested that any internal changes should be proposed at the mid -year budget review. City Manager Manis reiterated that once the Parks Recreation Director has had a chance to work with his department, he could recommend any changes. Council Member Ly reiterated that he disagreed with portions of the proposed budget and he fell that Council has been holding back on initiatives waiting on the new City Manager to start. Mr. Ly recommended to defer the approval of the budget to the June 28 ", City Council meeting. Mayor Pro Tem Low stated that if new adjustments are made to the budget, staff will need time to determine where the money will be taken from. She asked City Manager Manis if the budget is deferred for two weeks, will it be enough time to make any assessments. City Manager Manis replied that it was a short time, but would work with staff to discuss any assessments of the budget that may be feasible. He reiterated that the budget should be adopted before July 1st as mandated by the State. Council Member Clark asked if changes are needed to the Parks and Recreation budget, could those changes be made during the mid -year review. City Attorney confirmed that adjustments could be made if needed on the budget during the year. Council Member Clark stated for the record, she was willing to postpone the budget approval for two weeks. However, she did not agree with the re- alignment of the City Manager's office but would like to focus on Code Enforcement issues, graffiti problems and Parks and Recreation issues. ACTION: Moved by Council Member Ly, seconded by Mayor Pro Tem Low table the approval of the budget for 2016 -2017 Fiscal Year to the June 28th, 2016 City Council meeting. The motion unanimously carried by the following vote: AYES: Alarcon, Armenta, Clark, Low, Ly Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 14, 2016 Page 4 of 11 4. CONSENT CALENDAR A. Claims and Demands Resolution No. 2016.24 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $1,308,376.02 NUMBERED 92455 THROUGH 92612 INCLUSIVELY Recommendation: Adopt Resolution No. 2016 -24 Resolution No. 2016-30 A RESOLUTION OF THE CITY COUNCIL OF THEIR CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $526,225.04 NUMBERED92613 THROUGH 92727 INCLUSIVELY Recommendation: Adopt Resolution No. 2016 -30 Resolution No. 2016.09 SA A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD AS THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $7,020.00 NUMBERED 10174 THROUGH 10175 Recommendation: Adopt Resolution No. 2016 -09 SA B. Approval of Minutes Recommendation: Approve the Minutes of April 12, 2016, Minutes of April 26, 2016 and Minutes of May 20, 2016, C. Authorizing the Release of Unclaimed Checks Pursuant to Government Code Section 50050 Through 50056 Recommendation: That the City Council approve Resolution No. 2016 -25 and Resolution 2016 -26 respectively entitled: Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes or June 14, 2016 Page 5 0111 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD AUTHORIZING THE RELEASE OF UNCLAIMED CHECKS PURSUANT TO GOVERNMENT CODE SECTION 50050 AND 50053 TO THE CITY OF ROSEMEAD A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD AUTHORIZING THE RELEASE OF UNCLAIMED CHECKS PURSUANT TO GOVERNMENT CODE SECTION 50055 TO THE CITY OF ROSEMEAD D. LASD Annual Service Level Authorization Recommendation: That the City Council approve the Service Level Authorization with the Los Angeles County Sheriffs Department for police services and authorize the City Manager to sign any necessary documentation. E. Probation Officer Contract Renewal Recommendation: That the City Council approve the agreement with the Los Angeles County Probation Department and authorize the City Manager to sign any necessary documentation. F. School Resource Officer Program Funding Recommendation: That the City Council approve the agreement with the El Monte Union High School District for assistance in funding the SRO position. G. Adoption of the City of Rosemead's Fiscal Year 2016 -17 Appropriation Limit Recommendation: That the City Council adopt Resolution No. 2016 -29 entitled, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ADOPTING AN APPROPRIATION LIMIT FOR THE 2016 -17 FISCAL YEAR H. Memorandum of Understanding with Rosemead Employees Association and Annual Salary and Benefits Resolutions Recommendation: That the City Council approve a Memorandum of Understanding with the Rosemead Employees Association; adopt Resolution No. 2016 -18, Resolution No. 2016- 19, and Resolution No 2016 -20 respectively entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ESTABLISHING ANNUAL SALARY RANGES AND BENEFITS FOR CLASSIFICATIONS Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 14, 2016 Page 6 of 11 IN THE MIDDLE MANAGEMENT, PROFESSIONAL, AND CONFIDENTIAL SERVICE UNIT OF THE CITY OF ROSEMEAD A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ESTABLISHING ANNUAL SALARY RANGES AND BENEFITS FOR CLASSIFICATIONS IN THE MANAGEMENT SERVICE UNIT OF THE CITY OF ROSEMEAD A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ESTABLISHING ANNUAL SALARY RANGES AND BENEFITS FOR THE CITY COUNCIL OF THE CITY OF ROSEMEAD Crossing Guard Services — Annual Cost Sharing Agreements With School Districts Recommendation: That the City Council authorize the City Manager to execute the cost sharing agreements with Rosemead School District and the Garvey School District in funding the crossing guard services for the 2016 -17 Fiscal Year. Assignment of Hampton Inn & Suites Environmental Consulting Services Contract to Phil Martin & Associates, Inc. Recommendation: That the City Council authorize the Mayor to execute a contract agreement with Phil Martin & Associates, Inc. to assist in the preparation of required CEQA studies and direct staff to obtain a deposit of $44,850 from the developer to cover the full cost for contract services prior to authorizing the environmental studies consultant to proceed. Brian Lewin expressed concerns with the Hampton Inn and Suites project. He stated that in terms of the traffic impact analysis, the area on Rosemead Boulevard and Glendon Way is problematic and poorly designed. There is no cross walk for pedestrians to cross the street to go to the nearby restaurants. Mr. Lewin suggested that the City Council direct staff to hold outreach meetings with residents about the project. Mayor Armenta asked Community Development Director Ramirez if there had been notices given to the residents that live near the project area. Community Development Director Ramirez slated that there was a Public Hearing at a Planning Commission meeting and there a notice mailed to the residents, for those that live at a 300 foot radius of the project. Council Member Ly added that a sign was placed near the project location, which notified the surrounding residents of the project. He reiterated that some concerns that Mr. Lewin addressed, were concerns that the City Council also addressed and asked that they be relayed to the consultant. Community Development Director Ramirez confirmed that the project sign was installed ten days before the Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 14, 2016 Page 7 of 11 public fearing took place at the Planning Commission meeting. K. Hellman /Del Mar Intersection Improvements Project • Award of Contract Recommendation: That the City Council approve (1) the plans and specifications for the Hellman/Del Mar Intersection Improvement Project, and; (2) Authorize the City Manager to enter into a contract with PTM General Engineering Services in the amount of $ 593,395. In addition, authorize an amount of $59,339.50 (10 %) as a contingency to cover the cost of unforeseen construction expenses. Council Member Ly requested to table item H. Mayor Pro Tem Low asked if staff was comfortable with the cost of the Sheriffs contract, School Resource Office, and Probation Officer contracts. City Manager Manis replied that staff is comfortable with the service contracts, which includes 12 staff members from the Sheriffs Department that represent the City's Public Safety Team. Is the service contracts are altered, there will be a cost associated with any additional changes. Mayor Armenia asked if there were any plans to bring back the SAFE program or DARE program to the City. Chief of Police Lieutenant Somoano stated that he would like to work with the Parks and Recreation Director to start a youth program for the City. ACTION: Moved by Council Member Ly, seconded by Council Member Alarcon to approved the Consent Calendar Items A, B, C, D, E, F, G, I, J and K, with the exception of item H. The motion unanimously carried by the following vote. AYES: Alarcon, Armenta, Clark, Low, Ly 6. MATTERS FROM MAYOR & CITY COUNCIL B. Methodology to Determine Compensation for Members of the Planning Commission and Traffic Commission Recommendation: That the City Council approve Resolution No. 2016 -23 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD AMENDING THE COMPENSATION FOR MEMBERS OF THE PLANNING AND TRAFFIC COMMISSIONS. Community Development Director Ramirez reviewed the staff report stating that at the City Council's Budget session held on May 10, 2016, discussed re- evaluating the Commissioner's stipend practice. Under the new policy a Commissioner will only be compensated if the regularly scheduled meeting is held and they attend. The compensation amount will remain at $100,00 for each regularly scheduled meeting. From time to time Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 14, 2016 Page 8 of 11 Commissioners are invited to attend a joint Workshop with the City Council. These workshops are not regularly scheduled meetings but instead considered a special meeting. Commissioners will also be compensated $100.00 for attendance to special meetings when they have been invited to attend. ACTION: Moved by Council Member Ly, seconded by Council Member Alarcon to approved Resolution No. 2016 -23. The motion unanimously carried by the following vote: AYES: Alarcon, Armenta, Clark, Low, Ly B. Amending to City Council Policy Number 50.06 Beautification Committee Recommendation: That the City Council approve the amended City Council Policy Number 50 -08 increasing the number of appointed residents and /or Rosemead citizens with business or employment ties to Rosemead from six members to up to eight members. Community Development Director Ramirez reviewed the staff report and explained that due to the number of community members interested in participating on the committee; it is being request that the number of appointed community members increase up to eight members on the board, Mayor Armenia clarified that by updating the policy, it would allow up to eight members on the Beautification Board. Council Member Ly asked for clarification from Mayor Armenta if she wished to interview more candidates or were there residents already interested on the new vacant seats being added. In addition, would the City Council need to approve the new appointments to the Beautification Committee. Mayor Armenia stated there were two interested applicants that applied for the Beautification Committee. Furthermore, the recommendation of the policy update would only increase the number of committee members within the Beautification Committee. Community Development Director Ramirez explained that the appointments are made within the Council during the interview process. Council Member Clark reiterated that during the interviews of the Beautification Committee, the City Council agreed to increase the amount of members the committee. The two candidates expressed interested in serving on the committee. Mayor Armenia clarified that the direction and what the Council voted on was to include the two applicants in the Beautification Committee, pending the change to the bylaws of the committee. City Attorney Richman agreed and stated that if the Council's motion included changing the policy from six to eight members, and that those two positions would therefore be filled by those two particular people. Since the motion was made contingent on the understanding that when the policy is updated, then the appointments would happen. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 14, 2016 Page 9 or 11 ACTION: Moved by Council Member Ly, seconded by Council Member Clark to amend Administrative Policy 50 -08, increasing the number of appointed residents and for Rosemead citizens with business or employment ties to Rosemead from six members to up to eight members. The motion unanimously carried by the following vote: AYES: Alarcon, Armenta, Clark, Low, Ly C. Diversion Rate for Waste Disposal Recommendation: That the City Council receive and file the report Public Works Manager Wu reviewed the staff report and indicated that Republic Services representatives and Mariposa Eco Consulting were present at the meeting to discuss the diversion rates of the City of Rosemead as requested by the Council. Council Member Ly asked about the 4.8 per capita number is the City's diversion rate number submitted to LARA. Cynthia Van Holt, Representative of Mariposa Eco Consulting explained that the Los Angeles Regional Agency was created so assist cities that could not meet the 50% diversion rate. Under LARA, cities pay so much per ton for disposal that goes into a landfill. All the disposal numbers are put into one big pot, and the City of Rosemead has given up their authority as an independent City to be a part of this Authority. Council Member Ly reiterated his question and asked if there was no data specifically for the City of Rosemead, Ms. Van Holt stated that the City's disposal has gone down by over 30% because under SB 1016, in order to meet the compliance with the State of California, the City must meet that "per capita ", which is 7.1 and which Is 50% diversion. Rosemead is at 4.8 which is about 74% diversion as a whole by being part of LARA. Elizabeth Martinez, Representative of Republic Services stated that the City of Rosemead is at 72% because they are part of LARA, if they want Diversion numbers in regards to tons collected, Republic Services has that information as well. Mayor Pro Ten Low asked if the City wants to know what is being recycled appropriately and to continue to increase recycling, how the City could be informed and what is the number or percentage from the City Ms. Martinez replied that Republic Services has the information available and will provide It in regards to tonnages, disposal reports and everything that's reported to the County, to the City Council. B. CITY MANAGER COMMENTS City Manager Manis stated there were no staff comments. 9. COUNCIL COMMENTS Council Member Ly requested a presentation on the effectiveness of the graffiti removal program. Secondly, Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 14, 2016 Page 10 of 11 he asked when the Strategic Plan workshop was going to be scheduled. City Manager Manis stated that staff has been working on scheduling the Strategic Plan workshop and would notify the Council very soon of a date and time. Mayor Armenta stated that she received a text message from a resident reporting graffiti at Rosemead Park near the pool, and directed staff to look into removing the graffiti. 10. ADJOURNMENT The meeting adjourned in memory of the victims of the Orlando, Florida massacre at 8:47 p.m. The next regular City Council meeting Is scheduled to take place on June 26, 2016 at 7:00 p.m in the Rosemead City Hall Council Chamber. Marc Donohue, City Clerk Approved: Sandra Armenta, Mayor Rosemead City Council and the Successor Agency to the Rosemead Commundy Development Commission Joint Meeting Minutes of June 14, 2016 Page 11 of 11