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CC - Item 3A - Minutes 05-13-08• 0 Minutes of the REGULAR CITY COUNCIL MEETING May 13, 2008 The regular meeting of the Rosemead City Council was called to order by Mayor Tran at 7:00 p.m. in the Rosemead Community Recreation center, 3936 N. Muscatel Avenue Rosemead California. FLAG SALUTE: Commissioner Taylor INVOCATION: Chairman Tran ROLL CALL OF OFFICERS PRESENT: Council Member's Clark, Low, Taylor, Mayor Pro Tern Nunez, Mayor Tran. OFFICIALS PRESENT: City Manager Chi, City Attorney Garcia, Assistant City Manager Saeki, Assistant City Manager Hawkesworth, Director of Finance Brisco, Public Affairs Manager Flores, Director of Parks and Recreation Montgomery-Scott, Economic Development Administrator Ramirez, Deputy Public Works Officer Marcarello, and City Clerk Molleda. 1. PUBLIC COMMENT FROM THE AUDIENCE Dolly Leona - submitted a copy of past minutes to the Council and spoke in favor of mixed use. Council Member Taylor asked that 2E be removed for separate discussion. 2. CONSENT CALENDAR A. Resolution No. 2008-33 Claims and Demands Recommendation: Adopt Resolution No. 2008-33, for payment of City expenditures in the amount of $806,183.09 numbered 59314 through 59368 and 62383 through 62564. B. Removal of Red Curb at 9102 Valley Boulevard On April 3, 2008, the Traffic Commission reviewed this item in response to a request from a nearby property owner. At this meeting, the Commission approved staffs recommendation that red curb be removed at 9102 E. Valley Boulevard to accommodate two additional parking spaces. Recommendation: That the City Council approve the Traffic Commission's recommendation to remove red curb at 9102 E. Valley Boulevard. City Council Meeting Minutes of May 13, 2008 Page I of 7 • 0 C. Hybrid Vehicle Purchase Since 1991, local governments have received AB 2766 funds to implement programs that reduce air pollution from motor vehicles. These funds are generated by a State mandated vehiclo registration fee surcharge through the Department of Motor Vehicles and are subverted to the South Coast Air Quality Management District (AQMD) for disbursement. With these funds, cities are able to purchase alternative fuel vehicles for their fleets. To date, the City of Rosemead has approximately $150,000.00 in AB 2766 funds available for this purpose. Recommendation: That the City Council appropriate $145,000.00 of AB 2766 funds to purchase four (4) hybrid vehicles. D. Name Steven Brisco as Chief Financial Officer and Finance Director and Give him Authority to Give Banking Directions to Bank of the West On November 5, 2007 Steven Brisco was appointed as Chief Financial Officer and Finance Director of the City. However, for internal control purposes, he is not a signer on any of the Bank of the West bank accounts. From time to time, it is necessary to perform routine City banking actions such as opening or closing accounts, adding or deleting signers on the accounts or transferring money from one account to another account as well as transferring money to and from the Local Agency Investment Fund (LAIF). Accordingly, Bank of the West requires a resolution naming Steven Brisco as the City's Chief Financial Officer and Finance Director and giving him authority to execute banking transactions for all City bank accounts held at Bank of the West. Recommendation: That the City Council name Steven Brisco as Chief Financial Officer and Finance Director and authorize him to perform any transactions, except signing checks, on any City accounts held at Bank of the West. Mayor Pro Tem Nunez made a motion, seconded by Council Member Low, to approve Consent Calendar Items A, B, and C, with corrections to the minutes. Vote resulted in: Yes: Clark, Low, Nunez, Taylor, Tran No: None Abstain: None Absent: None E. Electronic Document Management System (EDMS) - Request for Proposal The City has thousands of vital records and important documents that exist only on paper. These records are stored throughout City Hall in numerous file cabinets, boxes, and shelves. There is also a large amount of files at our off-site storage location. City Council Meeting Minutes of May 13, 2008 Page 2 of 7 • During the last budget cycle, City Council approved the appropriation of $58,000 in order to purchase an electronic document management system (EDMS). The EDMS is a process that converts paper documents into electronic images that can be viewed and printed from almost any computer. EDMS also indexes documents so they can be searched electronically. Most importantly, it would provide the community a way to easily access public records online, at anytime. Staff has researched and analyzed the City's needs for storing and retrieving official City documents. To identify a company that would provide the most effective document imaging system that is customized for the needs of the City and community, staff has prepared a Request for Proposal. Recommendation: That the City Council approve the specifications for an EDMS and authorize staff to solicit bids from qualified EDMS providers. Mayor Pro Tem Nunez made a motion, seconded by Council Member Low, to approve Consent Calendar Item E. Vote resulted in: Yes: Clark, Low, Nunez, Tran No: Taylor Abstain: None Absent: None 3. MATTERS FROM CITY MANAGER & STAFF A. Eastside Transit Corridor Phase 2 Extension Metro has initiated an Alternatives Analysis (AA) study to evaluate potential alternatives for the second phase of the Metro Gold Line Eastside Extension currently under construction. The goal of the proposed study is to improve mobility in the corridor by connecting the Extension to cities further east of Los Angeles. The Eastside Transit Corridor Phase 2 is east-west oriented and includes all or portions of the City of Los Angeles, cities of Rosemead, Pico Rivera, Monterey Park, Industry, Downey, Whittier, Commerce, Montebello, South El Monte, El Monte, Santa Fe Springs, Bell, as well as unincorporated portions of Los Angeles County. The Alternatives Analysis will look at various modes, including Bus Rapid Transit (BRT) with dedicated bus lanes, as well as at-grade, below-grade, and above-grade rail options. Additionally, funding constraints could dictate a series of phased extension segments that would need to be identified and evaluated. Staff would like to encourage the Council's support for the potential route that parallels the 60 freeway. Staff is excited about the potentially positive social, transportation, and economic related effects that such an opportunity could bring City Conned Meeting Minutes of Map 13, 2008 Page 3 of 7 • • to Rosemead. Staff encourages the Council to commit to working with Metro for the possibility of making this potential route a reality. Metro staff will visit Rosemead this month to discuss the refined alternatives in greater detail and brief City staff on the latest project developments and key milestones as the Alternatives Analysis process moves towards completion. Currently, the Metro Board is scheduled to consider the results of this study this Fall and make a determination on what, if anything, will move forward for environmental evaluation. Recommendation: That the City Council support the potential route that parallels the 60 freeway and direct staff to continue working with Metro. Todd Kunioka - spoke in favor of the potential route. Mayor Pro Tem Nunez made a motion, seconded by Council Member Low, to continue working with Metro in support of the potential route that parallels the 60 freeway. Vote resulted in: Yes: Clark, Low, Nunez, Taylor, Tran No: None Abstain: None Absent: None B. Proposed Changes to Facility Use Polices and Fees Staff recently reviewed Community Center use and surveyed local cities regarding use, policies, and fees. The staff review indicates that a disproportionate use of the Rosemead Community Recreation Center (RCRC) and the Garvey Center is by non-residents and non-resident groups. Non-residents frequently come from as far away as Glendora, San Dimas, and Los Angeles to use Rosemead facilities because of our extremely low costs. Non-resident organizations come for much the same reason, though they also take advantage of our very lax policies for weekly and several times per week use which limits resident access to facilities including during peak weekend hours. Facility use policy should favor resident use of Rosemead's Community Centers. Further, we do not adequately provide for ongoing maintenance of our Community Centers nor sufficiently limit liabilities related to public use. As a result, they are in serious disrepair and users are not held accountable. Creation of a Building Maintenance Fund (BMF), by setting aside a percentage of facility use fees, would begin to pay for ongoing maintenance and repairs. Additionally, as most cities do, requiring that facility users obtain Special Event Insurance limits Rosemead's exposure to increased liability. City Council Meeting Minutes of May 13, 2008 Page 4 of 7 • 0 Lastly, we charge much less than other cities. As facility use fees are market driven (what the public is willing to pay), fees should recover direct City costs and provide for a measure of future maintenance and renovation. Recommendation: That the City Council approve the new Facility Application including Rules and Regulations, Fee Schedule, and Cancellation Policy to be effective July 1, 2008. Brian Lewin - spoke regarding this matter and asked that fees not be increased for residents. Mayor Pro Tern Nunez made a motion, seconded by Council Member Taylor, to approve staff's recommendation. Vote resulted in: Yes: Clark, Low, Nunez, Taylor, Tran No: None Abstain: None Absent: None 4. MATTERS FROM MAYOR & CITY COUNCIL A. Modify Format of City Council and Community Development Commission Meeting Minutes to "Action Minutes" Council Member Low has requested that staff engage in the process of modifying the format of the City of Rosemead City Council and Community Development Commission (CDC) meeting minutes from "summary minutes" to "action minutes" and to begin video taping said meetings and provide DVDs to the public upon request for a standard fee. The City's current fee for copies of audio tapes is $5.00; DVDs will be set at the same fee. Recommendation: That the City Council provide staff with further direction regarding the modification of the format for the City Council and CDC minutes. Marlene Shinen - spoke against modifying the format of the minutes to "action minutes". Todd Kunioka and Brian Lewin - spoke in favor of modifying the format of the minutes to "action minutes". Council Member Clark made a substitute motion, seconded by Council Member Taylor to have minutes remain the same and have the meetings video taped. Vote resulted in: Yes: Clark, Taylor No: Low, Nunez, Tran Abstain: None Absent: None City Council Meeting Minutes o May 13, 2008 Page 5 of 7 L Council Member Low made a motion, seconded by Mayor Pro Tern Nunez, to modify the minutes for the Community Development Commission and City Council Meetings to "Action Minutes". Vote resulted in: Yes: Low, Nunez, Tran No: Clark, Taylor Abstain: None Absent: None B. City Rewards for Arrest and Convictions City Council Member Taylor has asked that the City Council consider providing a $10,000.00 reward for information leading to the arrest and conviction of a person or persons responsible for two recent murders in the City of Rosemead. According to Los Angeles County Sheriff's officials, there have been two murders within the last several weeks in the City. One case, which involved a fatal stabbing on Delta Avenue, Has been resolved as two suspects are in custody on murder charges. The second incident took place at the intersection of Charlotte Avenue and Park Street. Three to four male Asian suspects are responsible for shooting at three male Asian victims while driving in their car. Two of the three men were fatally wounded and the shooting was believed to be gang related. This case is currently being investigated by the Los Angeles County Sheriff's Department. Recommendation: That the City Council provide direction regarding Council Member Taylor's $10,000.00 reward request. Council Member Taylor made a motion, seconded by Mayor Pro Tem Nunez, to provide a $10,000 reward for information leading to the arrest and conviction of persons involve in recent incidents in the City of Rosemead. Vote resulted in: Yes: Clark, Low, Nunez, Taylor, Tran No: None Abstain: None Absent: None Council recessed to closed session at 8:22 p.m. 5. CLOSED SESSION The City Council will recess to a closed session pursuant to: City Council Meeting Minutes of May 13, 2008 Page 6 of 7 0 • A. Conference with Labor Negotiator Government Code Section 54957.6; Labor Negotiations Update Negotiator for the City: Oliver Chi, Matt Hawkesworth, and Brian Saeki. Employee Unit: Rosemead Employee Association B. Public Employee Performance Evaluation Government Code Section 54957; City Manager and City Clerk C. Conference with Legal Counsel Government Code 54956.9(c); Potential Litigation The Council reconvened back to Open Session at 9:53 p.m. Mayor Tran noted that Council Members Clark and Taylor had left Closed Session at 9:28 p.m. and reported there was no reportable action taken. 6. ADJOURNMENT . The meeting adjourned at 9:54 pm. The next regular City Council meeting is scheduled to take place on May 27, 2008 at 7:00 p.m. John Tran Mayor ATTEST: Gloria Molleda, City Clerk City Council Meeting Minutes of May 13, 2008 Page 7 of 7