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CC - Item 5B - Minutes of May 10, 2016 Regular Meeting (2)MINUTES OF THE CITY COUNCIL, HOUSING DEVELOPMENT CORPORATION AND THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION REGULAR JOINT MEETING MAY 10, 2016 Workshop The workshop meeting of the Rosemead City Council was called to order by Mayor Armenta at 6:11 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PRESENT: Mayor Armenta, Mayor Pro Tem Low, Council Members Alarcon, Clark, Ly 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 WORKSHOP A. 2016 -17 Budget Development Workshop Recommendation: That the City Council provide direction regarding development of the 2016 -17 Fiscal Year Budget, Finance Director Chu review and presented a PowerPoint presentation on the Preliminary Annual Budget for Fiscal Year 2016 -17. City Manager Manis stated that because of Capital Improvements Projects of $835,000 there would be a deficient balance of $281,000. In the preliminary budget, staff is asking to pull $281,000 from the fund balance to balance the budget for Fiscal Year 2016 -2017. Council Member Ly clarified that in previous years the City has pulled from the fund balance for a one time use on Capital Improvement projects and not taken from operational cost. The fund balance transfer will be used for fiscal year 2016 -2017, towards the Jay Imperial Park and other park improvements. Mayor Armenta inquired on the additional cost for the lighting of the Zapopan Park project and asked if there would be any revenue from the grant for additional improvements. Special Projects Manager Cannon confirmed there are additional funds from the lighting fund, as well as new requirements from Southern California Edison, such as the anti - climbing devices. The estimate cost received by Southern California Edison for the anti - climbing devices is $130,000, which may be the same cost for the Jay Imperial Park. Council Member Low asked how much of the $1.5 million cost of the park, will be taken from the general fund. Rosemead City Council, Housing Development Corporation, and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of May 10, 2016 Page 1 of 10 ITEM NO. 5.6 Finance Director Chu replied that the request to take from general fund amount is $590,000 for the 2016/2017 budget. Mayor Armenta Inquired on the Safe Routes to Schools program on Savannah Elementary . Acting Public Works Director Fajardo replied that there is a grant already applied for that project. Mayor Pro Tem Low asked staff where In the books, are the carry over funds of projects already approved. Finance Director Chu replied that the 2015 -2016 projects were booked in the current budget as if they were spent. For prior budget years, those project funds are noted as closed, and the actual amounts of the projects are adjusted to avoid overstating amounts for the current budget. Brian Lewin suggested that the City set aside Metro grant money received for Garvey Avenue, to be used for relevant sources. Also, suggested to set aside a sum of money of the grant to upgrade the City's website and provide online and pubic counter surveys for the public. Mayor Armenta asked staff how much money has been budgeted for upgrading the City's website. Finance Director Chu replied that there is $30,000 budgeted for the website upgrade, Council Member Ly expressed some concerns with the preliminary budget and suggested moving the Human Resource specialist to the City Manager's Office as a Management Analyst and not hire a paid intern for the Human Resource Division. He recommended that each council member be allocated a meeting and travel expense separately, to better track expenses. Mr. Ly directed staff to look into revising the Commissioners stipend practice. He asked staff to provide itemized breakdown of the Sheriffs contract and the City's obligation to the Liability Trust Fund and asked if Public Safety Department will look into applying for grants. City Manager Manis explained that the Sheriffs contract has gone up in cost at least 3.7 percent and City staff has discussed grants with the Sheriffs Department, The Sheriffs Department expressed they would not take the lead on applying for a grant, therefore the City would have to take the lead. Council Member Ly requested that staff look Into possibly having the cost of the crossing guard services be the responsibility of the School Districts, He addressed the time frame of graffiti removal be within 24 hour and not 48 hours. Mr. Ly inquired about the requested funding of facility maintenance for $100,000. Finance Director Chu replied that $23,000 is the cost for professional engineering services and $77,000 is the cost for the post alarm upgrades for all of the City buildings. Special Project Manager Cannon explained that six City buildings have not been converted from 2G to 4G and therefore will need upgrades to sequence all buildings together . Council Member Ly continued and requested solid waste diversion reports for the City. He asked staff to look Rosemead City Council, Housing Development Corporation, and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of May 10. 2016 Page 2 of 10 for opportunities when resurfacing roads, to implement color pavement or color concrete. Mr. Ly asked that staff look for other grant opportunities to convert, open park space to park space in the City. Council Member Low requested that some descriptions of the preliminary budget items be itemized to understand what is being budgeted. City Manager Manis stated that staff can provide a separate summary sheet for reference on future budget workshops. Council Member Clark reiterated that she agreed with Council Member Ly to have staff review the Commissioners stipend practice and the graffiti time frame removal within 24 hour versus 48 hours. Mayor Armenia Inquired about providing smart phones to the Public Safety Department to conduct City business. City Manager Manis stated that staff has been looking at smart phones and soliciting different vendors. There being no further business to come before the Council, Mayor Armenta adjourned the workshop at 7:03 p.m. Regular Meeting The regular meeting of the Rosemead City Council, the Housing Development Corporation, and the Successor Agency to the Rosemead Community Development Commission was called to order by Mayor Armenia at 7:03 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PLEDGE OF ALLEGIANCE was led by Mayor Armenta INVOCATION was led by Council Member Alarcon PRESENT: Mayor/President/Chair Armenta, Mayor Pro TemlVice- PresidenWlce -Chair Low, Council Members /Board Members Alarcon, Clark, Ly. 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 1. PUBLIC COMMENTS FROM THE AUDIENCE John Lowrey, Rosemead resident, expressed concerns with overnight parking at the Wal -Mart parking lot. He suggested that the City direct the City Attorney to write a letter to Wal -Mart indicating the violations with a copy of their original Conditional Use Permit. Also, nolity Wal -Mart that they will have 30 days to resolve the Rosemead City Council, Housing Development Corporation, and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of May 10, 2016 Page 3 of 10 issue, and lastly obtain a statement from them acknowledging they will resolve the overnight parking issue. PRESENTATIONS . Recognition of Civic Pride Day Organizers Mayor Armenta introduced and thanked all organizers of the Civic Pride Day and recognized members of the Beautification Committee, Members of El Monte Cemetery Association, and City staff. . El Monte Cemetery Association Presentation to City Council. Beverly Morten, president of the El Monte Cemetery Association, thanked the City for their support and presented the City Council with a certificate of appreciation and a framed picture of the Civic Pride Day event. James Berry, Beautification Committee Member expressed his appreciation to the City, friends, neighbors, and businesses for participating in the Civic Pride Day event, along with the El Monte Cemetery Association. Veronica Pena, Beautification Committee Member expressed her gratitude to everyone who participated in the event and thanked the City for their support, Council Member Clark thanked everyone involved in the event and stated she was impressed with the different groups of teenagers that participated. Bob Bruesch, expressed his gratitude to the City for their support and stated that the event was an answer to 30 years of prayers and a weekend to remember. Mayor Pro Tem Low thanked Mayor Armenta for her leadership and the volunteers who worked so hard to make the community a special place. 3. CONSENT CALENDAR A. Claims and Demands . Resolution No. 2016.22 Recommendation: Adopt Resolution No. 2016 -22 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $926,353.92 NUMBERED 92325 THROUGH 92454 . Resolution No. 2016.08 SA Recommendation: Adopt Resolution No. 2016 -08 SA entitled: A RESOLUTION OF THE CITY OF ROSEMEAD AS THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY Rosemead City Council, Housing Development Corporation, and the Successor Agency to the Rosemead Commundy Development Commission Joint Meeting Minutes of May 10, 2016 Page 4 of 10 DEVELOPMENT COMMISSION OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $545,026.74 DEMANDS NO. 10171 THROUGH 10173 B. Approval of Minutes . Minutes of April 22, 2016 Recommendation: Approve the Minutes of April 22, 2016, as presented. C. Consideration to Cancel the May 24, 2016, City Council Meeting Recommendation: That the City Council cancel the May 24, 2016, City Council Meeting. D. HOME Funds Commitment Agreement between the City of Rosemead and Rosemead Housing Development Corporation for the Implementation of Certain HOME Funded Programs Recommendation: That the Rosemead Housing Development Corporation and the City Council take the following actions: (1) Approve a HOME Funds Commitment Agreement between the Rosemead Housing Development Corporation and the City Council for the implementation of the City's Owner - Occupied Rehabilitation Loan Program in the amount of $674,919 (approximately) and Mortgage Assistance Program in the amount of $140,000; (2) Authorize the Mayor to execute the contract on behalf of the City; and (3) Authorize the President to execute the contract on behalf of the RHDC. E. City Investment Policy Recommendation: That the City Council approve the Investment Policy as presented. ACTION: Moved by Mayor Pro Tem Low, seconded by Council Member Alarcon to approve items A through E on the Consent Calendar. The motion unanimously carried by the following roll call vote: AYES: Alarcon, Armenta, Clark, Low, Ly 4. MATTERS FROM CITY MANAGER & STAFF A. Comprehensive Fee Resolution Update Recommendation: That the City Council approve Resolution No. 2016 -21 "Annual Comprehensive Fee Schedule" Finance Director Chu reviewed the Comprehensive Fee Scheduled with the new proposed fees. Mayor Armenta clarified that the new passport fee is an administrative fee only and applicants must still pay Rosemead City Council, Housing Development Corporation, and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes or May 10, 2016 Page 5 of 10 the State fee for the passport. She asked if the parcel map for the dedication fee was for the same dedication of a tree because the fee schedule did not specify what kind of dedication. Mayor Pro Tern Low asked for clarification on the fully burdened hourly rate fee and how would a customer know the fee. Finance Director Chu explained that the fully burdened hourly rate would be the hourly cost of the employee performing a specific service for the customer. Community Development Director Ramirez explained that staff will estimate how long it will take to complete the task based on what the service is. The customer Is given an estimate, and at the conclusion of the project, they are given an invoice explaining the charges. Mayor Armenia asked about the fee reduction for temporary No Parking during Street Sweeping penalty. Chief of Police, Lieutenant Somoano explained that there were two sections being used limiting temporary parking on the street. Staff surveyed surrounding cities and most are using the Los Angeles County Code for limited parking. Staff is recommending $50 penalty fee to be in the middle range of the fee among other cities for no parking during street sweeping. Mayor Armenia asked for clarification on the difference between obeying a sign that states No Parking on Street Sweeping Day and a Temporary No Parking Street Sweeping. Chief of Police, Lieutenant Somoano explained that staff was using both sections of the code for limited parking. When the survey was conducted, surrounding cities were using code section 15.64.140 of Los Angeles County. To be consistent with other cities and the average cost being $55.00 and above, it was recommended to set the street sweeping fine at $50.00. He added that the City fees are lower than other surrounding cities for street sweeping. Mayor Armenia asked If the citation will have the corrected section with the appropriate fee for street sweeping. Chief of Police, Lieutenant Somoano confirmed that citations will be updated to the new section with the new fee to be consistent. Mayor Armenta announced that she wanted to make it clear that once the street sweeper passes by, the residents can park afterwards, and they will not receive a citation. Chief of Police, Lieutenant Somoano replied correct, and Parking Enforcement staff will take a picture of any vehicles violating the no parking signs during street sweeping day before the street sweeper passes by Mayor Pro Tern Low inquire on how the business license renew fee is calculated, Community Development Director Ramirez explained that staff looks at the County fees and determines how Rosemead City Council, Housing Development Corporation, and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of May 10, 2016 Page 6 of 10 much to increase slowly to try to be near the County Fees Mayor Armenia inquired about various business license requirements for different businesses such as a funeral escort service, and asked if the public was aware of the business license requirements of the City. Community Development Director Ramirez stated that a lot of business owners are not aware of all the business license requirements of the City. Sometimes Code Enforcement may catch them doing business without a license. In addition, some fees are not new fees; they are broken down into other categories based on the business. Council Member Clark expressed concerns with the Stray Cat Drop -off fee of $10.00. She read a letter by a resident stating the concerns on having to pay $10.00 for each trapped cat to the City. Mrs. Clark stated that residents who trap cats are helping the City with the feral cat problem and should not be charge the $10.00 fee. She made a motion to delete the $10.00 drop -off cat fee. Mayor Pro Tem Low stated she remembered that the previous City Manager had stated there was a cost when people drop off cats. Mayor Armenia explained that when the City used to fully handle animal control and housed cats until taken to the Baldwin Park Animal Shelter, there was cost incurred. Since the City contracts with the San Gabriel Humane Society they do not charge the $10.00. Chief of Police, Lieutenant Somoano slated that the City charged a fee because the Los Angeles County Animal Control at Baldwin Park would charge the City a fee for all animals dropped off. Public Safety Supervisor Reyes explained that a stray cat is not the same as a feral cat. A stray cat can be rehabilitated and adoptable, a feral cat is a cat that's wild and was raised wild. They're interchanging the words "stray" and 'feral" the Humane Society will spend time with the cats to determine that. Chief of Police, Lieutenant Somoano stated that people bring In perfectly healthy looking cats and say it's not their cat to avoid paying the $10.00 fee. Mayor Armenta stated that restrictions should be put in place, so the public does not take the feral cats to the Public Safety Center. The public needs to take the cats to the Humane Society so the City doesn't have to incur any costs. Veronica Pena, Rosemead resident express concerns with the cat nuisance and the $10.00 fee. She also, stated that staff had disclosed information to her neighbors, that she reported them to the City about their cat issues. City Attorney Richman explained to Mrs. Pena that the discussion was on the fees and not on personnel matters. She could meet with staff to discuss her issues. Rosemead City Council, Housing Development Corporation, and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of May 10, 2016 Page 7 of 10 Council Member Ly reiterated that a resident could trap a cat and be directed to take it to the Humane Society, and they will not be charge a $10.00 fee. Mayor Armenta stated that Council Member Clark made a motion to remove the $10.00 drop -off fee. ACTION: Moved by Council Member Clark, seconded by Mayor Pro Tem Low to approve Resolution 2016 -21 as amended and remove the cat drop -off fee of $10.00. The motion unanimously carried by the following vote. AYES: Alarcon, Armenta, Clark, Low, Ly MATTERS FROM MAYOR & CITY COUNCIL A. Ratification of Mayor's Appointments 2016.17 Recommendation: That the City Council approve the ratified list of Mayor Appointments for 2016 -17. Mayor Armenta stated that at the April 26th meeting, the City Council approved the Mayor's Appointment List for 2016 -17. Upon approval of the Mayor's appointments, some discrepancies were discovered on the list of appointments. To confirm the final appointments for 2016 -17, corrections have been made to four committee appointments to reflect the approval of the Mayor's Appointments, ACTION: Moved by Mayor Pro Tern Low, seconded by Council Member Alarcon to approve the ratified list of Mayor Appointments for 2016 -17. The motion unanimously carried by the following vote: AYES: Alarcon, Armenta, Clark, Low, Ly B. Klingerman Street/Angelus Avenue Intersection Improvements Recommendation: That the City Council provide directions regarding the appropriate improvement measures for the Klingerman /Angelus intersection. Special Projects Manager Cannon reviewed the staff report and explained that a workshop was conducted to obtain feedback from residents. There were 19 attendees at the workshop, which 14 of the attendees provided responses to the survey questions given. Mayor Armenta stated that there was confusion that some people thought a cross walk was going to be installed and clarified that the scope of work did not include a crosswalk. Mayor Pro Tern Low staled that the option to install interlocking delineators and the raised markers at the intersection would not resolve the traffic issues. She expressed that installing a slop sign is the best option. Council Member Clark agreed with Council Member Low to install a stop sign at the intersection of Klingerman and Angelus. Rosemead City Council, Housing Development Corporation, and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of May 10, 2016 Page 8 of 10 Mayor Armenia staled that by installing a stop sign at the intersection, people who cross the street near the Head Start school, could cross the street safely. Mayor Pro Tem Low made a motion to request a stop sign to be installed. Brian Lewin expressed support for a slop sign on the intersection and suggested, installing convex mirrors as well. City Attorney Richman clarified that there was a resolution for installing a stop sign on the intersection of Klingerman and Angelus Avenue. ACTION: Moved by Mayor Pro Tem Low, seconded by Council Member Clark to approve Resolution 2016 -07. The motion unanimously carried by the following vote: AYES: Alarcon, Armenta, Clark, Low, Ly C. Out of State Conference Expenditure Reimbursement Recommendation: That the City Council approve the expenses incurred by Mayor Pro Tem Low at the Asian Pacific American (APA) Leaders Roundtable in honor of APA Heritage Month conference and reimburse her for these expenses. Mayor Pro Tem Low commented that this was her item and briefed the City Council. She stated that on April 27th, she received an email invitation from Congresswoman Judy Chu to participate in the Asian Pacific American Leadership Roundtable, in honor of the APA Heritage Month. She stated that she hopes the Council would support her reimbursement, even though it was a late submittal. Council Member Ly stated that he could not support Council Member Low's request. He stated that because the expense was inconsistent with the administrative policy on Travel and Expenses 20 -02 which stales, that the travel expenses require prior Council's approval, which include out of state travel except to an adjacent State. Secondly, the flyer of the event is on the House Democrats letterhead from the House Democratic Caucus. The Travel and Expense Policy stated that the City will not reimburse personal expenses to events that are specific to a political party. Council Member Clark asked how much was the total expense incurred by Mayor Pro Tem Low. City Manager Manis stated that Mayor Pro Tem Low incurred $1,797.70 for flight and hotel in expenses. Mayor Armenia stated that Mayor Pro Tem Low had spoken with her and she encouraged Mrs. Low to attend the roundtable and to submit her reimbursement. To be asked to be part of a roundtable, the information provided is vital to be brought back to the City. In addition, for Congresswoman Judy Chu to acknowledge that the City does have a high percentage of Asian residents and expressed interested to hear how to better that relationship with the constituents and find different solutions is important. Rosemead City Council, Housing Development Corporation, and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of May 10, 2016 Page 9 of 10 Council Member Alarcon asked if Congresswoman Judy Chu would sponsor Mayor Pro Tem Low's trip to cover the expenses. Council Member Clark agreed with Council Member Alarcon to inquire if Mrs. Low trip could be sponsored by the Office of Congresswoman Judy Chu. She was not in favor about supporting the expense because the policy states that no reimbursement is allowed of an event sponsored by a political party. Mayor Pro Tem Low explained that the email invitation was from Congresswoman Judy Chu and she did not realize it was from the Democratic Caucus, which most of the attendees were Asian American from different political parties. Mrs. Low withdrew her request far reimbursement. COUNCIL COMMENTS Mayor Armenia expressed concerns with releasing information when residents call anonymously to report an issue. She explained that It hinders people from calling the City and their safety and directed staff to look into Mrs. Pena's privacy problem regarding her Issue. Council Member Alarcon slated he received several complaints on a construction project on the La Victoria property near his home which has caused increase transient issues. Chief of Police Lieutenant Somoano replied that staff has been working with the property owner about transient issues. Mayor Armenta directed staff to look into the graffiti abatement time frame of 48 hours versus 24 hours ADJOURNMENT The meeting adjourned at 9:06 p.m. The next regular City Council meeting Is scheduled to take place on June 14, 2016 at 7:00 p.m. in the Rosemead City Hall Council Chamber. Marc Donohue, City Clerk APPROVED: Sandra Armenta, Mayor Rosemead City Council, Housing Development Corporation, and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of May 10, 2016 Page 10 of 10