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CC - 08-26-08Minutes of the REGULAR CITY COUNCIL MEETING August 26, 2008 The regular meeting of the Rosemead City Council was called to order by Mayor Tran at 7:10 p.m. in Council Chambers, 8838 E. Valley Boulevard, Rosemead, California. FLAG SALUTE: Mayor Pro Tern Nunez INVOCATION: Venerable Barite Chao Chu ROLL CALL OF OFFICERS PRESENT: Council Members Clark, Low, Taylor, Mayor Pro Tem Nunez, Mayor Tran. OFFICIALS PRESENT: City Manager Chi, City Attorney Yin, Assistant City Manager Saeki, Assistant City Manager Hawkesworth, Director of Finance Brisco, Public Affairs Manager Flores, Director of Parks and Recreation Montgomery-Scott, Deputy Public Works Officer Marcarello, and City Clerk Molleda. City Manager Chi introduced the new Lieutenant and Sergeant, Tim Muraka and Sergeant Mark Flores to the City Council and the public. 1. PUBLIC COMMENT FROM THE AUDIENCE Juan Nunez - spoke regarding home owners and their properties. 2. PUBLIC HEARING A. Public Hearing on the Expenditure of Commission Funds for the FY 2008- 2009 Capital Improvement Plan Pursuant to Health & Safety Code Sections 33679 and 33445 Redevelopment Law (Health and Safety Code Section 33445) requires that, if redevelopment funds are to be used to pay for improvements which will be publicly owned, both within and outside of the project area, the City Council and the Community Development Commission must make three findings: a) that the proposed improvements are of benefit to the Project Areas or the immediate neighborhood in which the projects are located; b) that there are no other reasonable means of financing the proposed projects available to the community; c) that the projects will assist in the elimination of blighting conditions in the Project Areas and are consistent with the adopted Implementation Plan. For the FY 2008-2009 Capital Improvement Plan, there are two projects that require the use of Commission funds. u 0 The Rosemead Parks Trail Project was considered and approved by the City Council as a part of the recently adopted budget. The Project will beautify the park by adding landscaping, adding a new walkingfjogging trail around the park's perimeter, and adding new exercise and fitness equipment adjacent to the new trail. The Sewer Plan Project was also considered and approved by the City Council as a part of the recently adopted budget. The Project will conduct an overall analysis and needs assessment of the City's sewer system infrastructure. The plan will also allow staff to develop needed capital improvements projects over the next 5 and 10 years. Construction of the Rosemead Park Trails is expected to occur between September 2008 and November 2008. The Sewer System Master Plan is expected to be completed by April 2009. Recommendation: That the City Council adopt Resolution No. 2008-58 making the appropriate findings under Health and Safety Code Section 33445 and the Council consent to the proposed Commission expenditures. Mayor Tran opened the Public Hearing at 7:15 p.m. Barbara Murphy - gave the City Council a communication with signatures of residents who are in favor of the park trail. She stated it was signed by residents who live in the north, south, children, adults, teenagers, and senior citizens, which total a total of 400 signatures. Mayor Tran closed the Public Hearing at 7:20 p.m. Council Member Clark made a motion, seconded by Council Member Taylor to bifurcate this issue and vote separately on Item 1 and 2. Vote resulted in: Yes: Clark, Taylor No: Low, Nunez, Tran Abstain: None Absent: None Council Member Low made a motion, seconded by Mayor Pro Nunez to approve the staff recommendation. Vote resulted in: Yes: Low, Nunez, Tran No: Clark, Taylor Abstain: None Absent: None 3. PRESENTATIONS Mayor Tran presented a Plaque of Appreciation to Joan Hunter for her term served as a Rosemead Traffic Commissioner Mayor Tran presented a Plaque of Appreciation to Howard Masuda for his term served as a Rosemead Traffic Commissioner The presentation scheduled by Rosemead Youth Association as moved to the next regular scheduled Council meeting. Mayor Tran presented certificates of Congratulations to the Rosemead Lady Hawks Softball Team for winning the National Championship. 4. CONSENT CALENDAR B. Resolution No. 2008.56 Claims and Demands Recommendation: Adopt Resolution No. 2008-56, for payment of City expenditures in the amount of $1,046,365.15 numbered 63211 through 63322. C. Resolution No. 2008.57 Claims and Demands Recommendation: Adopt Resolution No. 2008-57, for payment of City expenditures in the amount of $1,023,724.63 numbered 59620 through 59696 and 63323 through 63507. D. Resolution No. 2008-59 Claims and Demands Recommendation: Adopt Resolution No. 2008-59, for payment of City expenditures in the amount of $59,358.11 numbered 63590 through 6369. E. Resolution No. 2008.60 Claims and Demands Recommendation: Adopt Resolution No. 2008-60, for payment of City expenditures in the amount of $617,748.15 numbered 59697 through 59749 and 63508 through 63589. National League of Cities Congress of Cities & Expo - Orlando, Florida November 11-15, 2008 The National League of Cities Congress of Cities & Expo will be held in Orlando, Florida, November 11-15, 2008. Recommendation: That the City Council authorize any Council Member, the City Attorney, the City Manager, or a staff designee to attend the event at City expense. 0 G. Approval of License Agreement with AYSO Region 40 for the Use of the Rosemead Park Snack Bar For a number of years, Region 40 of the American Youth Soccer Organization (AYSO) has used the Snack Bar at Rosemead Park during their soccer season as a means of fundraising and to serve park patrons. This year, they are once again requesting use of the Snack Bar from September 1 through December 1, 2008. Recommendation: That the City Council allow the Rosemead Youth Association to operate the Snack Bar at Garvey Park and that the Mayor be authorized to execute the License Agreement. H. Classification and Compensation Study Staff would like to request proposals from qualified professional consultants to conduct a City-wide classification and total compensation study. The classification and compensation processes provide the foundation for all personnel functions within the City. The purpose of the study is to define job duties, responsibilities, qualifications, ensure equal pay for equal work, aid in organizational planning, performance evaluations, staff development, training, and salary and budget administration. A classification study is the process of thoroughly researching, analyzing, determining, and documenting the responsibilities, duties, knowledge, skills, and abilities related to a position. It serves as a legal and official written record identifying the basic parameters of any job in the classification plan. The compensation component will establish internal and external equities and ensure that our team members are compensated fairly with the labor market. The City's classification plan needs to be developed with class specifications that are consistent with current changes and requirements in the law. It needs to reflect current job duties and requirements of the position, including physical requirements and essential job functions to comply with the Americans with Disabilities Act (ADA). In addition, the compensation plan needs to be examined to determine comparable survey agencies, benchmark classes, internal and external salary relationships, and to assign a salary range to each classification. By aligning job duties with job titles and descriptions, the results of the study will assist in developing a fair, consistent and competitive total compensation program in order to attract and retain quality staff. The City plans to select the consultant by October 14, 2008 and the completion study is to be on or before April 15, 2009. Recommendation: That the City Council approve the Request for Proposals for a classification and compensation study. Adoption of the Updated 2008 Congestion Management Program and 2008 Local Development Report The Congestion Management Program (CMP) is a state mandated program that helps address the impact of urban congestion in local communities. The CMP requires that cities in Los Angeles County file a local Development Report (LDR) indicating the City's actions taken to reduce traffic congestion in the region. In order to meet its requirements, the City must adopt a resolution finding the City of Rosemead in compliance with the CMP for Los Angeles County and also submit a Local Development Report. Recommendation: That the City Council: Adopt the resolution finding that the City is in conformance with the Congestion Management Program (CMP) for the County of Los Angeles; Adopt the 2008 Local Development Report; Authorize staff to submit the CMP Local Development Report to the Los Angeles County Metropolitan Authority. Juan Nunez - stated that the City keeps packing people in the same area. Asked for the businesses that are currently vacant. J. Adoption of the City of Rosemead Floodplain Management Urgency Ordinance No. 866 The City of Rosemead is a participant in the National Flood Insurance Program (NFIP). The NFIP is a federal program that enables property owners in participating communities to purchase insurance protection against losses from flooding and mudflow damage. As a condition of continued eligibility in the NFIP, the City must adopt floodplain management regulations that meet the standards of Title 44 of the Code of Federal Regulations Part 60.3(a) of the NFIP prior to September 26, 2008. Recommendation: That the City Council adopt the proposed Urgency Ordinance No. 866, establishing floodplain management regulations based on the State of California Model Floodplain Management Ordinance in order to secure the City's continued eligibility in the National Flood Insurance Program. K. Authorization to Obtain the Services of Hudson Consulting Services for the Special Consolidated Municipal Election- November 4, 2008 and the General Municipal Election - March 3, 2009 Election consultant services are being requested for the upcoming Special Consolidated Election to be held November 4, 2008, as well as, the. General Municipal Election to be held on March 3, 2009. The City of Rosemead is under • the Department of Justice's Consent Decree to conduct the City's election to meet the Voting Rights Act (VRA). The Decrees are numerous and must be followed exactly. It requires that the City be concise and deliberate in our actions and that staff is allocated the appropriate amount of time to be able to carry out the Decrees. That task alone would require the full attention of a City Clerk, who must also run the election. The consultant will assume much of the burden of addressing the Consent Decree mandates and offer assistance and advise as we conduct these elections. Some of the responsibilities the consultant will provide are to assist the City Clerk with coordination of all items as stated in the Consent Decree; ensure that all election time lines will be adhered as required by the Election Code; assist with the coordination in connection with Absentee Voters, voter signature verification, and coordination with the County Register Recorder regarding the same; coordinate the recruitment and training of bilingual workers at the polling places and City Hall; assist with the completion of post-election processing; and assist the City Clerk as needed. The consultant will be used "as needed" during the Special Consolidated Election scheduled November 4, 2008, given that the Los Angeles County Register will be conducting most of that election: However, during the March 3, 2009, General Municipal Election the consulting services will be used in a continuous basis. The Election Consulting Services shall be provided at sixty dollars ($60.00) per hour. Recommendation: That the City Council approve the agreement with Hudson Consulting Services and authorize the City Manager and the City Clerk to execute the agreement. L. Development Impact Fee Justification Study In 1987, the California Legislature adopted Assembly Bill 1600, or the Mitigation Fee Act, that established a uniform process for formulating, adopting, imposing, collecting, accounting for, and protesting developer impact fees. Impact fees are charges assessed by local governments against new development projects that attempt to recover the cost incurred by government in providing the public facilities required to serve the new development. Impact fees are only used to fund facilities, such as roads, schools, and parks, that are directly associated with the new development. They may be used to pay the proportionate share of the cost of public facilities that benefit the new development; however, impact fees cannot be used to correct existing deficiencies in pubic facilities. Given that the City is in the process of updating its General Plan, proposals were solicited for a Development Impact Fee Study in the interest of establishing a • • development impact fee program for streets and transportation, general government, law enforcement, libraries, parks, wastewater treatment, and public art in the City of Rosemead. In completion such a study, all projects and needs must be identified and a methodology developed with a nexus justifying the fees that are established in compliance with AB 1600. Recommendation: That the City Council authorize the City Manager to enter into a professional services agreement with Willdan Financial Services to provide a Development Impact Fee Study for the City of Rosemead, in accordance with the requirements of the Mitigation Fee Act (California Government Code Sections 66000 to 66025) in the amount of $50,860. Mayor Pro Nunez made a motion, seconded by Council Member Low to approve the consent calendar with the exception of Item 4A. Vote resulted in: Yes: Clark, Low, Nunez, Taylor, Tran No: None Abstain: None Absent: None A. Minutes July 8, 2008 - Special Meeting July 8, 2008 - Joint Regular Meeting July 22, 2008 - Regular Meeting Council Member Low made a motion, seconded by Mayor Pro Nunez to approve the consent calendar Item 4A. Vote resulted in: Yes: Low, Nunez, Tran No: Clark, Taylor Abstain: None Absent: None Marcos Benites - submitted and spoke regarding a letter given to him by the attomey representing the owners of Park Monterey. 5. MATTERS FROM CITY MANAGER & STAFF A. Proposed Partnership with Boys & Girls Club at Duff School At its regular meeting on April 22, City Council authorized a Master Plan for Garvey Park. That process is well underway and City Council will see a draft of the design in October. The Garvey School District and the Boys and Girls Club of West San Gabriel Valley have both been involved in the process. With the closure of Duff School, the School District is seeking how best to use the site, which is located directly adjacent to Garvey Park. The Boys and Girls Club offered lunch • 0 time activities at Duff School last year and wants to expand its service to Rosemead residents. The Master Plan process has provided the impetus for evaluating not only our recreation facilities but the programs provided to the community by the Parks and Recreation Department. There are several agencies that currently offer similar services to local youth. Through state funds, the Rosemead School District (RSD) and Garvey School District (GSD) contract after-school services at all of their sites. RSD is served by the After School Education and Safety (ASES) Program and GSD by the Woodcraft Rangers. The programs consist of four mandatory components including homework help, enrichment activities, physical exercise, and a nutritious snack. Further, as noted above, the Boys and Girls Club, which offers leadership, volunteerism and social skills training, homework assistance, and a variety of recreation activities, is seeking to expand its programs. Recommendation: That the City Council take the following action: • Authorize the creation of an informal "Recreation Roundtable" comprised of local agencies offering recreation and similar activities to Rosemead residents; • Direct staff to establish a Service Agreement with the Boys and Girls Club of West San Gabriel Valley; and • Direct staff to pursue a long-term lease agreement with the Garvey School District for use of the Duff School site and subsequent Joint Use Agreement with the Boys and Girls Club.. Council Member Low made a motion, seconded by Mayor Pro Nunez to approve staff's recommendations. Vote resulted in: Yes: Clark, Low, Nunez, Taylor, Tran No: None Abstain: None Absent: None B. Electronic Document Management System (EDMS) At the May 13, 2008 meeting, City Council approved a Request for Proposal for an electronic document management system (EDMS). A Request for Proposal was issued on May 14, and on June 18, 2008, four bids were received for this project. The project will enable the City to create an electronic image of vital documents. The system has the ability to index all imaged documents, enabling staff and the public to search for past agendas, minutes, staff reports, resolutions, ordinances, and other public documents. Document imaging also helps with the preservation of vital City records and provides back up in the event of damage from water, fire, and deterioration. • • Recommendation: That the City Council award the contract to Datanet Solutions Inc., for the total bid price of $57,789.31, and authorize the City Manager and the City Clerk to execute the contract. Mayor Pro Nunez made a motion, seconded by Council Member Low to approve staff's recommendations. Vote resulted in: Yes: Clark, Low, Nunez, Taylor, Tran No: None Abstain: None Absent: None C. Rosemead Park Trail Enhancement Project - Award of Contract At its July 22nd meeting, the City Council selected a trail design for the Rosemead Park Trail Project and authorized staff to advertise and solicit bids for the completion of a fitness trail and recreational enhancements at Rosemead Park. This project will include the addition of a jogging trail, recreational equipment, and a tai-chi exercise pad. On August 20, 2008, bids were received and reviewed for the project. Recommendation: That the City Council award a contract to the lowest responsive bidder, The Nazerian Group, and authorize the Mayor and the City Clerk to execute the contract. Mayor Reconvene the Community Development Commission meeting at 7:53 p.m. to discuss the Rosemead Park Trail Enhancement Project (Item 4C) concurrently with the City Council meeting. Chuck Lyons - submitted pictures to City Council for their consideration in regards to the park trail design. Barbara Murphy - stated she wanted to make clarifications to comments made by Council Member Clark and stated she did not fool anyone when she had residents sign a communication in favor of the Rosemead Park Trail Project. Mayor Pro Tern Nunez made a motion, seconded by Council Member Low to award a contract to the lowest responsive bidder, The Nazerian Group, and authorize the Chairman and the City Clerk to execute the contract. Vote resulted in: Yes: Low, Nunez, Tran No: Clark, Taylor Abstain: None Absent: None • 6. MATTERS FROM MAYOR & CITY COUNCIL A. Traffic Commission Appointments On July 8, 2008, the City Council appointed Traffic Commissioner Ronald Gay to the Planning Commission, as a result of that, his seat on the Traffic Commission became vacant. In addition, the term for Traffic Commissioner Howard Masuda expired on August 6, 2008. Staff was directed to advertise for both vacant seats and set a time to conduct interviews. The vacancies were advertised in the San Gabriel Tribune, the Rosemead Resources Newsletter, and the City's website, and interviews of the candidates were conducted at 5:00 p.m. on August 26, 2008. Recommendation: That the City Council provide direction regarding the appointments for the two new Traffic Commissioner Seats. Mayor Tran announced that Howard Masuda had been reappointed to the Traffic Commission and Joan Russell was appointed to the Traffic Commission to finish Ronald Gay's term. The following actions were taken during the Special City Council Meeting held August 26, 2008 at 5:00 p.m. Council Member Clark made a motion, seconded by Council Member Low to re-appoint Howard Masuda to serve on the Traffic Commission. Vote resulted in: Yes: Clark, Low, Nunez, Taylor, Tran No: None Abstain: None Absent: None Council Member Clark made a substitute motion, seconded by Council Member Taylor to appoint Joan Hunter to serve on the Traffic Commission. Vote resulted in: Yes: Clark, Taylor No: Low, Nunez, Tran Abstain: None Absent: None Mayor Pro Tern Nunez made a motion, seconded by Council Member Low to appoint Joan Russell to serve on the Traffic Commission. Vote resulted in: Yes: Clark, Low, Nunez, Taylor, Tran No: None Abstain: None Absent: None • B. San Gabriel High School Football Team and Savannah Memorial Park Donation Requests Recently, Mayor John Tran was contacted by the San Gabriel High School Football Team for financial assistance to purchase new uniforms and requested a donation in the amount of $15,000. Mayor Tran was also contacted by Savannah Memorial Park for a donation in the amount of $14,268.92. Their request is for the replacement of their chain link fence to be replaced with a wrought iron fence and for the continuation of the maintenance of the landscaping of the Savannah grounds. Based on those requests, Mayor Tran has requested that the Council discuss the potential for the City to assist both organizations. Recommendation: That the City Council provide direction regarding assistance for the San Gabriel High School Football Team and the Savannah Memorial Park. Council Member Taylor made a motion, seconded by Council Member Low to grant both the San Gabriel High School Football Team and the Savannah Memorial Park with the donations requested. Vote resulted in: Yes: Clark, Low, Nunez, Taylor, Tran No: None Abstain: None Absent: None 7. ADJOURNMENT The meeting adjourned at 8:30 pm. The next regular City Council meeting is scheduled to take place on September 8, 2008 at 7:00 p.m. ATTEST: Gloria AMolleda, City Clerk Jo Tran or STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS. CITY OF ROSEMEAD ) • I, Gloria Molleda, City Clerk of the City of Rosemead, do hereby certify that the minutes from September 23, 2008, were duly and regularly approved and adopted by the Rosemead City Council on the 23"d of September 2008, by the following vote to wit: Yes: Low, Nunez, Tran No: Clark, Taylor Abstain: None Absent: None Gloria Molleda City Clerk