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CC - 10-09-01• • APPROVED CITY OF RO EMEAD DATE QZ O/ MINUTES OF THE REGULAR MEETING ROSEMEAD CITY COUNCIL OCTOBER 9, 2001 The regular meeting of the Rosemead City Council was called to order by Mayor Imperial at 8:00 p.m. in the Council Chambers of the City Hall, 8838 E. Valley Boulevard, Rosemead, California. The Pledge to the Flag was led by Councilman Taylor The Invocation was delivered by Holly Knapp, Rosemead Traffic Commissioner ROLL CALL OF OFFICERS: Present: Councilmembers Clark, Taylor,Vasquez, Mayor Pro Tern Bruesch, and Mayor Imperial Absent: None APPROVAL OF MINUTES: SEPTEMBER 25, 2001 -REGULAR MEETING MOTION BY MAYOR PRO TEM BRUESCH, SECOND BY COUNCILMEMBER TAYLOR that the Minutes of the Regular Meeting of September 25, 2001, be approved as submitted. Vote resulted: Yes: Bruesch, Taylor, Clark, Vasquez, Imperial No: None Absent: None Abstain: None The Mayor declared said motion duly carried and so ordered. PRESENTATIONS: NONE ORAL COMMUNICATIONS FROM THE AUDIENCE John Massie, representing the RYA Colt Team, stated that he and the coaches and team members are here tonight to thank the Council for their support in sending the team to the Continental Amateur Baseball Tournament, and presented the Council with team caps and pins from different cities. II. PUBLIC HEARINGS - NONE III. LEGISLATIVE CC1,1INAO-9-01 Page # 1 • E A. RESOLUTION NO. 01-32 - CLAIMS AND DEMANDS The following Resolution was presented to the Council for adoption. RESOLUTION NO. 01-32 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $771,366.43 NUMBERED 35414 THROUGH 35552 MOTION BY MAYOR PRO TEM BRUESCH, SECOND BY COUNCILMAN TAYLOR that the Council adopt Resolution No. 01-32. Vote resulted: Yes: Vasquez, Taylor, Bruesch, Clark, Imperial No: None Absent: None Abstain: None The Mayor declared said motion duly carried and so ordered. B. RESOLUTION NO. 01-33 - INITIATING AN APPLICATION FOR THE ROBERTI-Z'BERG-HARRIS URBAN OPEN SPACE AND RECREATION PROGRAM BLOCK GRANT FOR THE GARVEY AVENUE COMMUNITY CENTER MOTION BY COUNCILMAN TAYLOR, SECOND BY MAYOR PRO TEM BRUESCH that the Council adopt Resolution No. 01-33. Vote resulted: Yes: Vasquez, Taylor, Bruesch, Clark, Imperial No: None Absent: None Abstain: None The Mayor declared said motion duly carried and so ordered. C. RESOLUTION-NO. 01-34 - APPROVING CUP PERMIT 01-832; APPEAL, REQUESTING A TYPE 20, OFF-SALE BEER AND WINE LICENSE IN CONJUNCTION WITH A MARKET AND GASOLINE STATION FOR A 7-ELEVEN BUSINESS AT 3366 SAN GABRIEL BOULEVARD MOTION BY MAYOR PRO TEM BRUESCH, SECOND BY COUNCILMAN VASQUEZ that the Council adopt Resolution No. 01-34. Vote resulted: CCMIN:10-9-01 Page #2 • • Yes: Vasquez, Taylor, Bruesch, Clark, Imperial No: None Absent: None Abstain: None The Mayor declared said motion duly carried and so ordered. IV. CONSENT CALENDAR (Items CC-A, CC-C, and CC-D were pulled for discussion purposes) CC-11 AUTHORIZATION FOR ROSEMEAD STAR DEPUTIES TO ATTEND THE CALIFORNIA NARCOTICS OFFICER'S ASSOCIATION TRAINING INSTITUTE, NOVEMBER 17-20,2001, MONTEREY CC-E RELEASE OF BONDS - TRACT 47192 -2401 DEL MAR AVENUE CC-F ACCEPTANCE OF WORK FOR REMOVAL AND REPLACEMENT OF STREET TREES ON MARYBETH AVENUE (MARSHALL/OLNEY) CC-G REQUEST TO EXTEND "NO PARKING" CURB AT 8657 GRAND AVENUE - CALIFORNIA AMERICAN WATER COMPANY CC-H PURCHASE OF PATRIOTIC BANNERS FOR VALLEY BOULEVARD AND GARVEY AVENUE STREETLIGHT POLES MOTION BY COUNCILMAN TAYLOR, SECOND BY COUNCILMAN VASQUEZ that the Council approve the aforementioned items on the Consent Calendar. Vote resulted: Yes: Bruesch, Taylor, Imperial, Clark, Vasquez No: None Absent: None Abstain: None The Mayor declared said motion duly carried and so ordered. CC-A ACCEPTANCE OF PARCEL MAP 26081- 9427 PITKIN STREET Councilman Taylor asked when a property owner dedicates land, what is the procedure in transferring it to the City? Ken Rukavina, City Engineer, responded that when the final map is recorded by the County Recorder's office, the dedication is then reflected on the County Assessor's records for that parcel and becomes a legal document. CCMIN:10-9-01 Page #3 • • Councilman Taylor asked what fees are charged to the property owner to dedicate land to the City? Mr. Rukavina replied that there are no additional fees charged to record a dedication. However, there are fees for recording subdivision maps. Councilman Taylor asked what amount is charged for recordation? Mr. Taylor requested a breakdown on what fees are paid by an individual for recordation or transfer of title. Mr. Taylor stated that he is requesting this information because a resident stated that he was charged $800 for the transfer of title upon dedication of his property for sidewalk easements. MOTION BY COUNCILMAN TAYLOR, SECOND BY COUNCILMAN VASQUEZ that the Council approve Parcel Map No. 26081; accept the street dedication; and direct the City clerk to arrange for the recordation of the map. Vote resulted: Yes: Bruesch, Taylor, Imperial, Clark, Vasquez No: None Absent: None Abstain: None The Mayor declared said motion duly carried and so ordered. CC-C APPROVAL OF SCANNING SERVICES Councilman Taylor asked if the Planning Commission resolutions and staff reports will be scanned in also. Karen Ogawa, Finance Director, responded that this is the initial phase of the scanning process, and once the 102,200 pages are scanned in by Viatron, an assessment will be made to determine if staff can do the scanning in-house from that point forward. Frank Tripepi, City Manager, stated that the $10,260 charged by Viatron does not cover all documents at City Hall. Mr. Tripepi explained that Council Memorandums, Resolutions, Ordinances and Minutes will be scanned first. Mr. Tripepi continued that the next items to be scanned will be the Planning Commission documents, followed by the Traffic Commission items, then other City departments. Mayor Pro Tern Bruesch asked if the system will be on CD's or DVD's. Mr. Bruesch pointed out that a lot more information can be stored on DVD's. Ms. Ogawa responded that they will be placed on CD's and stored on the server downstairs that will be backed up to a tape drive. Ms. Ogawa stated that the purpose of storing the items on CD's is for accessibility of retrieving documents and assisting research efforts by other departments. CCMIN: 10-9-01 Page a4 Councilman Taylor requested clarification on what staff will scan once Viatron completes scanning the documents as listed in the staff report. Will this include the Planning and Traffic Commission resolutions and actions, and other departments. Ms. Ogawa stated that it will take Viatron approximately three weeks to scan in the 102,000 pages. Ms. Ogawa continued that there is no criteria at present to determine how long it would take a part-time clerk to scan in an equal amount of pages in-house. Ms. Ogawa continued that with this system, a query on scanned documents can be conducted for quick retrieval purposes. Councilman Taylor stated that one concern he has is that there is no continuity yet. It is proposed tonight that Viatron will do the past two years scanning and then staff will take over and scando it in-house. Ms. Ogawa explained that two most recent years of information will remain at City Hall and that no documents would be destroyed. Councilman Taylor requested clarification on what years Viatron is being paid for. Ms. Ogawa replied that there are approximately 20 storage boxes that go back 15 years. Viatron will scan in those years and once that information is received on our CD's, the hard copies will be removed and stored at Iron Mountain. The most recent two years will remain at City Hall. Councilman Taylor asked when the Planning, Traffic and other departmental documents will be scanned in? Ms. Ogawa replied that that time frame has not been determined. Councilman Taylor stated that he wanted to assure that there is some continuity in place as to what documents will be scanned in. Mr. Tripepi added that once the time frame is determined in scanning documents in- house, a system can be configured to scan all other Commission and departmental documents. Councilman Taylor stated that he would be more comfortable with staff scanning documents in-house rather than all of our boxes being handled and transported by outside firms. Ms. Ogawa stated that Viatron is a reputable, professional firm and that one of their clients is the Department of Defense. MOTION BY MAYOR PRO TEM BRUESCH, SECOND BY COUNCILMAN VASQUEZ that the Council approve the contract and appropriate the necessary funds from appropriated reserves. Vote resulted: CCMIN:10-9-01 Page #5 E 0 Yes: Bruesch, Taylor, Imperial, Clark, Vasquez No: None Absent: None Abstain: None The Mayor declared said motion duly carried and so ordered. CC-D ADOPTION OF DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM Councilman Taylor stated that he intends to vote no on this item. MOTION BY MAYOR PRO TEM BRUESCH, SECOND BY SECOND BY COUNCILMAN VASQUEZ that the Council adopt the DBE goal for Federal Fiscal Year 2001- 02, authorize the City Clerk to advertise the proposed overall goal; and submit the adopted DBE goal to Caltrans for approval. Before vote could result, more discussion ensued. Councilman Taylor clarified that any qualified contractor is eligible to bid projects in the City. Ken Rukavina, City Engineer, explained that on federally funded projects, the City is required to set goals for prime contractors to use a minimum percentage of disadvantaged businesses. Mr. Rukavina continued that recent federal laws require that cities adopt these goals based on a review of past projects awarded and was the DBE participation. Mr. Rukavina stated that this year's proposed project will include bridge construction projects. Past DBE ,participation equated to 10% of the contracts, which will be the goal for this fiscal year. Mr. Rukavina explained that these are just goals to try to encourage the contractor to make a concerted effort to subcontract to the DBE participants. If the contractor made an effort but was unable to bring on DBE's , the City will still have to award the bid to the lowest responsible bidder as stipulated by state law. ' Mayor Pro Tern Bruesch pointed out the three complex calculations that are required to - determine those goals. Councilman Taylor also pointed out the long and complex calculations listed in the table for the Garvey Avenue Bridge Project Base Figure, which added up to more than eleven formulas. Mr. Taylor stated this type of bureaucracy puts a stranglehold on progress. Mr. Taylor stated that he is going to vote no on this item as there is a fair procedure already established. Anyone that is qualified can bid on the job. Vote resulted: CCNIIN:10-9-01 Page #6 • 0 Yes: Bruesch, Imperial, Clark, Vasquez No: Taylor Absent: None Abstain: None The Mayor declared said motion duly carried and so ordered. V. MATTERS FOR DISCUSSION AND ACTION A. FEES AND POLICIES FOR USING RECREATION FACILITIES Councilman Taylor stated that charging a non-profit organization 60% of the funds raised was excessive. Mr. Taylor stated that, however, if the fee is lowered or eliminated, then he is fearful that the City facilities will be abused by outside sources. Mr. Taylor asked if any outside groups are paying that 60%. Michael Burbank, Director of Parks and Recreation, replied that there may have been one or two outside groups requiring Council approval over the years. Mr. Burbank continued that if the group is chartered or from Rosemead, that request is handled departmentally and does not require Council approval. They are not charged the 60% fee. If the group is not chartered in Rosemead, but 51% of the members live in Rosemead, they also do not require Council approval nor are they charged the 60% fee. Mr. Burbank stated some of those groups are required to post a refundable deposit. Frank Tripepi, City Manager, stated that when an outside group discovers that 60% of what they raise is going to go to the City, they go elsewhere. Mr. Tripepi explained that the centers are mainly for use by Rosemead residents. If outside groups are allowed to use the centers for fundraisers and do not have to return a substantial portion back to the City, then the centers could possibly turn into fundraising centers. Mr. Tripepi suggested that the policy be left in place, and outside groups can appeal to the Council on a case-by-case basis. The Council can then decide whether the group provides a substantial benefit to the City of Rosemead and whether to waive or reduce the 60% fee. Mr. Burbank responded that when a group fills out a Facility Use Request, that request goes to the Supervisor of that Center for approval of availability. After approval, he meets with that group/individual to explain the policy to them. Councilman Taylor stated that he wants to prevent arbitrariness and inconsistency. Mr. Tripepi clarified that the policy as is works, and it will still be in the Council's purview as to whether or not they want to allow an outside organization to use the center. Mr. Tripepi recommended that the Council review each case on an individual basis and to leave the current policy in place. CCMIN:10-9-01 Page n7 Councilman Taylor stated that he is in favor of keeping the current policy in place and asked if Council will have the discretion to lower the 60% fee. Mr. Taylor, referring to the outside church group, asked what if this group wants to use the facility on an annual basis. Mayor Pro Tern Bruesch asked the City Attorney if it would be appropriate to have a written policy in place stating that the fundraising fee would be at the Council's discretion? Robert Kress, City Attorney, replied that he is comfortable with existing policy and the fact that Council is asked to rule upon any applications from outside groups. Councilman Taylor stated when the church representative from the last meeting was not able to provide their budget on a state-wide level, it raised an alarm. Mr, Taylor continued that he is not criticizing that organization, but in asking for their budgets, he is trying to ascertain what the organizations are doing with their money. Mr. Taylor cited as an example all the money that was donated to the New York disaster, no one can account where all the money is going, and that 50% may be skimmed off the top. Holly Knapp, 8367 E. Whitmore, Rosemead, stated that the local Boy Scouts, and other organizations give dues back to their parent organizations. Mrs. Knapp continued that most nonprofit organizations give a portion of money from their fundraisers to their national organizations. It was the conclusion of the City Council to keep the policy as is. No action was required on this item. VI. STATUS REPORTS - None VII. MATTERS FROM OFFICIALS A. COUNCILMAN TAYLOR Requested information on "Child Abuse Prevention Council Reports" regarding child deaths and abuse within the State and counties. B. MAYOR PRO TEM BRUESCH Stated that the Council received a copy of a report from the Congressional Budget Office on the energy crisis which was very concise and understandable. Mr. Bruesch suggested that copies be made for anyone that wants to pick up a copy at the counter. VIII. ORAL COMMUNICATIONS FROM THE AUDIENCE - None CCMIN:10-9-01 Page a8 IX. CLOSED SESSION Councilman Taylor asked if this was a closed session to discuss the City Manager's service to the City. Robert Kress, City Attorney, stated that it is appropriate at this time to meet in closed session to deal with the City Manager's terms and conditions of employment. Councilman Taylor stated that he wants to go on record as objecting to the closed session as salaries and expenses will be discussed, rather than Mr. Tripepi's performance to the City. Mr. Taylor continued that he does not have a problem whatsoever with Mr. Tripepi's performance. However, he believes that the discussion of monetary issues should be a public forum. The City Council convened to a closed session at 9:00 p.m., pursuant to Government Code §54957.6, for the following purpose: CONFERENCE WITH LABOR NEGOTIATOR, Agency Negotiator: City Attorney; Unrepresented employee: City Manager. The Council reconvened at 9:30 p.m. in an open session. The City Attorney announced that the Council met in a Closed Session for the purposes as stated on the agenda and no action was taken. IX. ADJOURNMENT There being no further action to be taken at this time, the meeting was adjourned at 9:31 p.m. The next regular adjourned meeting will be held on Tuesday, October 16, 2001, at 5:00 p.m. for the purpose of meeting to interview the Traffic Commission candidates. Respectfully submitted: ,o Ci y Clerk APPROVED: Y CCMIN:10-9-01 Page #9