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1219/17 Minutes - Regular Meeting
CITY OF DIAMOND BAR CITY COUNCIL STUDY SESSION DECEMBER 19, 20'17 STUDY SESSION: MILow called the Study Session to order at 5:30 p.m. in Room CC -8 of the South Coast Air Quality Management District/Government Center, 21865 Copley Drive, Diamond Bar, CA 91765. ROLL CALL: Council Members Lin, Lyons, Tye, Mayor Pro Tem Herrera, and Mayor Low Staff Present: Dan Fox, City Manager; David DeBerry, City Attorney; Ryan McLean, Assistant City Manager; David Liu, Public Works Director; Greg Gubman, Community Development Director; Dianna Honeywell, Finance Director, Kimberly Young, Senior Civil .Engineer; Anthony Santos, Assistant to the City Manager; Christy Murphey, Recreation Superintendent; Dannette Allen, Management Analyst; Crystal Knox, Recreation Supervisor; Andee Tarazon, Recreation Supervisor; and Tommye Cribbins, City Clerk. ® PARKS AND RECREATION USE POLICIES AND FEES: ACM/McLean reported that this is the second phase of the Fee Study process completed by the Council's Fee Study sub -committee who assisted staff in developing recommendations to update the Facility Use Policies and Parks and Recreation Fees before Council this evening. The subcommittee met in a series of meetings during the months of September and October, after which the subcommittee's recommendations were then taken to the Parks and Recreation Commission in November which unanimously approved those recommendations. The policy recommendations are being presented along with fee recommendations due to the fact that many of the Parks and Recreation fees are dependent upon policy. Terms and Conditions that are set in. policy documents for facilities use including the Diamond Bar Center, Park and Athletic Facilities Use policies and other facilities establish priority which then has an impact on fee structure. Operational changes and fee changes have been made to improve accessibility to facilities in an attempt to reduce subsidies wherever appropriate and improve the service to the public. The two existing policies have been separated into three in order to focus on the specific topics of each which include: 1) Facility Use and Rental Policy (Diamond Bar Center, Heritage Park and Pantera Park Community Center; 2) Athletic Facility Use and Allocation Policy, a new concept that focuses solely on how sports fields are allocated; and, 3) Park and Picnic Use Policy for any other park and picnic rentals. DECEMBER 19, 2©17 PAGE 2 CC STUDY SESSION I. FACILITY USE AND RENTAL POLICY — DIAMOND BAR CENTER, HERITAGE PARK AND PANTERA PARK COMMUNITY CENTER. Policy changes that have fee consequences are as follows: Section 3. Recommended change to best define what the City recognizes as a Senior Citizen Membership Group. Currently, there is prioritization for Senior Clubs but the document does not define what a senior club is and how the City recognizes them. The change includes basic things such as non-profit status and requiring new clubs to have a minimum of 60 residents. This provision is being done to avoid any impacts. CITye confirmed with ACM/McLean that it has nothing having to do with age. t ACM/McLean responded that clubs must provide a roster that provides membership which includes their home address to verify residency, but each member's age is not being verified. M/Low asked if the senior clubs rent or prioritize among themselves. ACM/McLean said that at this time the answer is "no" and no changes are recommended to the existing groups because the City has a 20 -year history of working with existing groups and managing the facilities in a way that meets all of their needs. MPT/Herrera asked how many senior groups are registered. ACM/McLean responded that there are currently 5 groups. The survey found that most cities do not have , quite as many senior groups as Diamond Bar has. The number is high because some of the groups have splintered off and started new groups. The minimum of 60 residents was added to eliminate splintering of groups which might impact staff's ability to meet their needs. Section 4. Group Priority Linking — Currently, Group C includes governmental agencies that are not City agencies such as the Diamond Bar School Districts and local non -profits. These three sub -groups are recommended to be combined into one group. No impact on allocation of the facilities is anticipated. Section 6.b. Payments & Fees - Deposits — This policy has been consolidated to make it simple and effective across all user groups and proposes to streamline the rental deposit structure so all groups have the same provisions. DECEMBER 19, 2017 PAGE 3 CC STUDY SESSION Section 6,c. Payments & Fees — ACM/McLean stated that this is a fairly significant change which calls out Weekend, Sunday, & Holiday Rates at the Diamond Bar Center Grand View Ballroom which is effective for all ballroom rentals and two-thirds ballroom rentals (larger events that happen at the center). This change attempts to eliminate some of the discounts and subsidies that are currently available for the high -demand periods (Fridays and Saturdays). C/Lyons confirmed that currently, residents can get a discount on Friday and Saturday nights which are very high -demand times for the Center. The subcommittee and staff discussed this at great length and decided to forego any discounts on Friday and Saturday night even for residents so that if they want to have a wedding at a discount, for example, they would have to do it on a Sunday. CITye asked how much of a discount was afforded. ACM/McLean said it depends on the group. Discounts for Friday and Saturday can range from $1,320 for six hours up to $3,520 for six hours. CITye said he worried about the City pricing itself out of Diamond Bar residents using a Diamond Bar facility. ACM/McLean said that in surveying other cities Diamond Bar prices were found to be low. In fact, the Assistant City Manager from Chino Hills told him that they use Diamond Bar's as the low-end of the market. Staff believes it is a high demand facility and something that will continue to draw customers. Staff has seen no difference in bookings. Bookings are out 24 months at this point and the calendar is still full. RS/Murphey explained that Diamond Bar residents will still have a priority over non-residents for booking the facility at the same price. MILow asked if the proposed increased rate is still at the low end of the comparable rates. ACM/McLean said there are so many factors that impact rates. All of the facilities are different and offer different packages. Some are private — some are public. Staff feels it is in the range of where the prices should be for the proposed new rates. C1Tye said that for those that have reservations 24 -months out, nothing changes and basically, what will be determined on a rolling basis is whether the City will still be booked 24 -months out or if it would drive people elsewhere. DECEMBER 19, 2017 PAGE 4 CC STUDY SESSION ACM/McLean said that was true and one thing staff plans to revisit the policies on a yearly basis to see where the City stands which would include checking the market rates and if there is something that needed to be adjusted it could be brought forward to the Council. ACM/McLean stated that there are some provisions in the current policy that allow for additional discounts to Group B and C users based on a number of different factors. For example, for Group B there is a current provision if the Grand View Ballroom is not reserved for weekend use six -- months or less prior that Group B users are eligible for use of the ballroom at the $30 per hour rate and the recommendation calls for eliminating these provisions. Section 7.a. — Cancellation Policy — Another attempt to streamline and make things consistent across all user groups rather than having different policies for different groups. Recommendations are: ® Diamond Bar Center Grand View Ballroom — weekends and Sundays: 180 Days or More Prior to Event: 50% of fees due at signing 61179 Days Prior to Event: 75% of fees due at signing 60 Days or Less Prior to Event: All fees All Other Facility Rentals: - 61 or More Days Prior to Event: 50% of fees due at signing 60 Days or Less: All fees CITye said that seemed onerous. Do we believe that 60 -days out someone else won't rent the facility? ACM/McLean said that many of the large-scale events take a lot of lead time in planning. RS/Murphey said that the question of keeping the deposit is hit or miss based on whether the facility is re -booked. As ACM/McLean was saying, a lot of details go into it and the Center ends up with Fridays that are vacant because of cancellations. C/Lyons said that if a party rebooks they can use their deposit. ACM/McLean said there are a lot of one -date changes which is covered. MILow asked if there was a charge for the one -date change. ACM/McLean responded yes. One of the reasons that was put in place was to try and prevent using date change to avoid paying cancellation fees. DECEMBER 19, 2017 PAGE 5 CC STUDY SESSION CILin asked how much has been collected due to cancellations. RS/Murphey explained that there are several cancellations (5-10) each month. Some events might be postponed or canceled because they found another venue. If the event is canceled far enough ahead of time the Center can rebook. Section 7.b. — Change of Date — Provides all renters one change of date request provided it is made at least 180 days in advance and closes the loophole allowing for avoidance of cancelation charges. Section 9.a. -- Recurrent Facility Use — Recurrent Use by Group B. Orgs. — Expands senior club access by formalizing no -cost access periods. Meets Council Strategic Goal to market DBC for corporatelbusiness rentals by increasing key midweek dates. ACM/McLean indicated that C/Lyons brought to our attention that the existing provision for Diamond Bar Non -Profits to have one no -cost use at Heritage park for fundraising purposes was inadvertently omitted and is recommended that a new section be added to restore this provision as follows: Diamond Bar Based Non -Profit Organizations are eligible for one no -cost use of the Heritage Park Community Center or Pantera Park Activity Room per year for fundraising events. M/Low asked the proportionate use of the senior groups. ACM/McLean said that he did not have the information with him; however, the heaviest user is the Evergreen Club with about 60% use allocation during the period studied. Staff believes that with these hours available the needs of the groups can be met. No groups have been turned away for their requests, especially since this goes beyond what was previously provided for in the current policy. MPT/Herrera asked the name of the club that did Bingo on Tuesday. ACM/McLean responded it is the Diamond Bar Senior Club. CITye asked how staff confirmed the Diamond Bar based and non-profit status. ACM/McLean explained the groups must provide documentation from the state or federal government that shows they have the proper documentation which shows where the group is established and where they are based. When it comes to user groups for sports, full roster DECEMBER 19, 2017 PAGE 6 CC STUDY SESSION information is requested which provides proof of residency which becomes a factor in prioritizing the user groups. Prohibition on Marijuana Possession and Use at City Properties. C/Lyons also suggested that provisions be included confirming the prohibition of Marijuana Possession and Use at City properties. ACM/McLean confirmed that such a provision can be added and Staff will consult with the City Attorney on proposed language. II. ATHLETIC FACILITY & ALLOCATION POLICY Section 3. Definitions -- Clarifies various terms and conditions related to priority use of City athletic fields, including; • Adjusts locality requirement for non-profit status to recognize regionalization of formerly local sports organizations. • Reduces residency requirement of qualifying organizations from 60% to 40% to recognize changing participation trends. • Creates formula for calculating "Resident Teams", a metric used to establish allocations. Section 5.A Priority Classification Groups -- Sets group priority status for facility use based on changes to definitions previously outlined. Recurrent allocations are only open to qualifying organizations. • Group A City sponsored event • Group B Qualifying non-profit youth organizations with open registration • Group C Qualifying non-profit youth organizations w/o open registration (travel) • Group D Qualifying Adult Organizations • Group E Diamond Bar residents/businesses, one-time non - recurrent • Group F Non -DB residents/businesses, one-time non -recurrent DECEMBER 19, 2017 PAGE 7 CC STUDY SESSION Section 5.13 Allocation Priority within Groups — Establishes metrics to determine priority within each group. * Total DB residents ® Percentage of DB residents ® In -Season status (baseball in spring, soccer in fall, etc.) Section 5.0 Facility Allocation Formula — Establishes a defined formula used to equitably allocate City facilities to qualifying organizations. Subject to availability, City will attempt to allocate a minimum of four hours per week per resident team per organization. Surplus hours are allocated at the City's discretion. C/Lyons asked how the 4 hours matches up with the current policy. ACM/McLean responded that it is a little different. When staff went back through it found that most likely the City was over -allocating fields. Staff recently conducted the field allocation process and RS/Tarazon and her staff paid very close attention to trying to find a way to solve the issue of stacking teams on a field and were able to find a way to eliminate that situation altogether. Fields will be busy but no stacked teams will be seen during this allocation period. RS/Tarazon explained that staff asks for supplemental questionnaires from the allocated users in order to gain more detailed information such as how long they practice, how long are their games, how many times a week do they practice, etc., all of which was used in the process of creating these recommendations. Staff found that a lot of the user groups were being over -allocated because everyone asks for the moon to see what they can get without really utilizing the entire field. Once this process shakes out staff will likely discover a "bank" of hours left so that staff can use those hours at its discretion to fill in extra times that are needed. This will put everyone on a level playing field as far as allocation times during the week. ACM/McLean reminded Council that facility attendants visit each facility on a daily basis, complete their checklists and see who is on a given field. As an example, the attendants noticed that on a couple of occasions on a Tuesday at Pantera Park nobody was practicing but on Wednesday, both groups were out practicing. C/Tye asked if someone was assigned Tuesday and they showed up on Wednesday. ACM/McLean said that if they do not have a permit they are not allowed to practice. DECEMBER 19, 2017 PAGE 8 CC STUDY SESSION CITye asked who takes care of that. ACM/McLean responded "the facility attendant" as they visit each park they check on the allocation. RSITarazon said that a lot of groups police themselves because those are the same groups that go out every year and want to make sure they have their allotted fields. CILin said that according to the formula the fields can be occupied for 8 hours six days a week. ACM/McLean said staff blocks based on availability and use multiple fields at different times and different time blocks based on need. C/Lyons asked if the P&R Commissioners had any concerns about field allocation. ACM/McLean said that all of the user groups were invited to the meeting and a couple of the user groups came to voice their opinions and staff worked through subsequent meetings to make sure their needs were met. The Commission unanimously voted to go forward and he believes even the user groups understood where staff was coming from. One of the concerns raised by the groups is what if some large-scale group comes in and wants to book which will have impact on the currently scheduled teams. There is a provision within the proposed policy that says that any new request from a group that has not been previously allocated is subject to a review period of at least six -months so that staff can determine whether that group impacts the fields and that seemed to quell that concern. C/Tye said that numbers wouldn't drive it? What if a team came from Chino and wanted their 200 members to practice in Diamond Bar. They would not move to the front of the line because they had more members? ACM/McLean said no, the group would be subject to that review period and staff would ask them to submit their information so staff could review the information to determine how it might impact the allocations and is there an ability for that group to come in to the City. Are they reaching a significant number of DB residents that there should be access provided to all? Staff does not want to make snap judgments based on someone moving their organization to DB and now all of a sudden they push out all of the regular user groups. CITye said he agreed. MILow asked if the allocation period was for a year or nine months. DECEMBER 19, 2017 PAGE 9 CC STUDY SESSION ACM/McLean responded that currently, there are two allocation meetings per year and staff is proposing to go to three in order to provide more regular communication with the groups. Because the seasons and playing seasons change, a six-month period is a wide range and staff would prefer to narrow that down to four months. Section 7.P Tennis Court Use -- To be consistent with the City's policy prohibiting use of public facilities for private gain or profit, it is recommended that current allowances for for-profit tennis court instruction permits be eliminated. PARK AND PICNIC USE AND RENTAL POLICY Section 5C Cancellation Policy — streamlines cancellation policy to apply to all rental groups as follows: ® Cancellation 7 days or more in advance — 50% of fees paid. s Cancellation 6 days or less in advance -- No refund. FACILITY USE AND PARTICIPATION FEES Athletic Fields Rental Fees ACM/McLean indicated that rental fees remain as is (no charge) for qualifying youth and adult sports organizations. Changes to one-time, non -recurrent users, were discussed as presented in the staff report. Current policy has a penalty for lights left on and staff wants to make sure that if lights are left on to make sure that the deposit matches what the deposit would be. It is refundable if a group has no issues. CITye asked how it would be determined that a group has an issue. The times he has seen Lorbeer empty and the lights are on, who is assessing who left the lights and should not have. ACM/McLean said that the field attendants should be noting there is no one on the field and the lights were left on if there is a responsibility for them being turned off. CITye asked if a field attendant is unique to Lorbeer. ACM/McLean said there are multiple sites and attendants have to move from park to park. RSITarazon said that field attendants operate in Diamond Bar Monday through Friday from 4pm to 10pm. One person is dedicated to driving around and checking all of the parks to make sure all lights are turned off which is part of their nightly routine. In addition, they make note of what DECEMBER 19, 2017 PAGE 10 CC STUDY SESSION the user groups do using a checklist of items and forms they have to complete. Attendants write detailed reports on how many times they stop at each park and how long they were there which allows staff to narrow it down to what time the user group left and which group was using the field. M/Low asked if a user remembered to come back and turn off the lights shortly after leaving the field would they be charged. RS/Tarazon said that even though there is a lighting fee policy it has never been enforced and it is something staff wants to get control over because it is an issue. Certain user groups have keys to the lighting boxes and the locks are changed out each year. Staff is currently doing everything possible to educate the groups about getting into the routine of turning off the lights. C/Lin felt there should be technology available to time the lights to turn off. ACM/McLean said there is technology that could assist with that. If the Council would like to look at this technology in the future staff can bring it forward. Rental Fees — ACM/McLean discussed recommended fee changes for Park and Picnic Rentals contained in the Staff Report. Diamond Bar Center and Heritage Park Community Center Rental Fees — ACM McLean indicated that Facility rental rates were last adjusted in 2010 and since that time the CPI has increased by 12.5%. Therefore, it is proposed that a 12.5% adjustment be applied to all rental fees for DBC and. Heritage. Weekend/holiday rental and cancellation fees adjusted for consistency with policy recommendations. C/Tye felt that if he was paying for this he should have an attendant from Diamond Bar in the room to make sure everything is working properly. C/Lyons said she believed that although they were not present for the entire event they were checking in at times to make sure everything was okay. C/Tye said it might make more sense that an attendant is there at the beginning to do a system check to make sure everything is working correctly. DECEMBER 19, 20'17 PAGE 11 CC STUDY SESSION RS/Murphey explained that the contractor was on site fixing some of the issues because the systems were working intermittently. Sometimes there would be interference but it is staff's hope those issues will be resolved. RS/Knox said the standard is that because there are several events going on at the same time the attendants will cycle in and out throughout the event. The additional per -hour fee is for having someone dedicated to a specific event. At this point in the presentation, Council asked ACM/McLean to email the presentation to them for further comment so that the item could be considered by Council at its January 16, 2018 meeting, so that at this time the Study Session could be adjourned to the Regular City Council meeting. Facility Use and Participation Fees – Diamond Bar Center and Heritage Park Community Center Rental Fees ® Rather than continuing an ala carte approach, Party and Business packages have been expanded to include key equipment. ® Staff fees are being established in case of unanticipated cleanup or repairs and/or out -of -ordinary events requiring additional supervision. Public Comments: None. ADJOURNMENT: With no further business to come before the City Council, M/Low recessed the Study Session at 6:22 p.m. to th Regular Meeting. TommyedCribbins, City Clerk The foregoing minutes are hereby approved this 16th day of January 2018. — �16_14�_� Ruth M. Low, Mayor MINUTES OF THE CITY COUNCIL REGULAR MEETING OF THE CITY OF DIAMOND BAR DECEMBER 19, 2017 STUDY SESSION: 5:30 p.m., Room CC -8 Parks & Recreation Facilities Use Policies and Fees Public Comments: None. CALL TO ORDER: Mayor Low called the Regular City Council meeting to order at 6:30 p.m. in the South Coast Air Quality Management District/Government Center Auditorium, 21865 Copley Drive, Diamond Bar, CA. CM/Fox reported that during tonight's Study Session, the City Council discussed updates to the City's Parks & Recreation Facilities Use Policies and Fee schedule. The updates are intended to consolidate functions, improve efficiency and reflect current practices that have evolved over the years. Updated fees are generally based on consumer price index adjustments to the rates over the past 10 years. The changes will be considered by Council at its January 16, 2018 meeting for potential adoption. PLEDGE OF ALLEGIANCE: Mayor Pro Tem Herrera led the Pledge of Allegiance. INVOCATION: Associate Pastor Diane Navar, Diamond Canyon Christian Church provided the invocation. ROLL CALL: Council Members Lin, Lyons, Tye, Mayor Pro Tem Herrera, and Mayor Low Staff Present: Dan Fox, City Manager; David DeBerry, City Attorney; Ryan McLean, Assistant City Manager; David Liu, Public Works Director; Greg Gubman, Community Development Director; Dianna Honeywell, Finance Director; Kimberly Young, Senior Civil Engineer; Anthony Santos, Assistant to the City Manager; Christy Murphey, Recreation Superintendent; Dannette Allen, Management Analyst; Marsha Roa, Public Information Manager and Tommye Cribbins, City Clerk. APPROVAL OF AGENDA: As Presented. 1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 MILow and Council presented former Mayor Lin with a ceremonial gavel for his term as Mayor. NEW BUSINESS OF THE MONTH: 1.2 MILow and Council presented a Certificate Plaque to Monice Leaw, owner of BumbleBee Place, LLC, 20176 Golden Springs Drive as New Business of the Month for December 2017. DECEMBER 19, 2017 PAGE 2 CITY COUNCIL 1.3 MILow and Council presented Certificates of Recognition and prizes to the winners of "Through My Lens" Photo Contest of 2017. Also present was Lew Herndon, President of the Diamond Bar Community Foundation along with Representative Lauren Pong from Congressman Royce's office and and Lauren Yokomizo from Supervisor Hahn's office. 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: CM/Fox encouraged everyone to continue shopping locally this holiday season. He reminded everyone to be safe. When out shopping and running errands be sure to lock your cars and when not at home, make sure to close your garage door and lock up the house. To everyone, have a safe and wonderful holiday. On behalf of staff, CM/Fox wished the City Council and the community a very Merry Christmas, Happy Hanukkah, a Happy New Year and looking forward to a great 2018. 3. PUBLIC COMMENTS: Pui-Ching Ho, Diamond Bar Library Manager, announced that on Wednesday, January 10 at 4:00 p.m. musician Ranger Jack will present a highly interactive music and public performance that children will enjoy by singing, dancing and listening to captivating stories and hilarious puppet shows. This program. is sponsored by the Diamond Bar Friends of the Library. For anyone who is still searching for the perfect holiday gift for family and friends stop by the Friends of the Library Book Store, "Basically Books" inside the library or in the shopping center at 23447 Golden Springs Drive. Proceeds of the book sales go to support the library. On behalf of the Diamond Bar Library she wished everyone the very best during this holiday season. Robin Smith spoke regarding Consent Calendar Item 6.5 and the Millennium Diamond Road Development located in The Country Estates which she says has impacted 80 acres of pristine oak woodland and coastal scrub habitat bordered by a blue line stream. The project received a Tract Map approval May 3, 2016 and current public records indicate this project is the subject of litigation entitled the Inland Oversight Committee vs. The City of Diamond Bar which was initiated June 2, 2016. She wanted to know on whose authority was the developer granted a "rough grading permit" last Thursday and whether Diamond Bar's City Attorney was consulted in granting this permit. Tonight Item 6.5 asks to increase payment of over $200,000 for "inspection services" to the David Evans group pertaining to the Millennium project. Why is David Evans group receiving additional money for services when nothing is supposed to be happening on this project? In summary, this entire project is an environmental chaos: The history of it unfolds many disturbing questions revealing the City of Diamond Bar to be failing its environmental responsibilities and taxpayers want to know how this City will implement and enforce best- DECEMBER 19, 2017 PAGE 3 CITY COUNCIL CI practices, especially one that so heavily impacts our natural resources. RESPONSE TO PUBLIC COMMENTS: CM/Fox asked CAIDeBerry to respond to litigation and issuance of the rough grading permit. CAIDeBerry said that many of the issues raised are being litigated and will be decided by the Court. Absent an injunction from the Court, the developer can move forward with that project. There is no automatic "stay" of the developer's project or any project that is subject to a lawsuit. if that were the case, projects could be stalled for years. In short, there is no injunction and the project can go forward until the Court orders otherwise. 5. SCHEDULE OF FUTURE EVENTS: 5.1 Christmas Holiday — December 25 and 26, 2017 — City Offices closed in observance of the Christmas Holiday beginning Monday, December 25 through Tuesday, December 26, 2017. City Offices reopen Wednesday, December 27, 2017 at 7:30 a.m. 5.2 Planning Commission Meeting — December 26, 2017 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive (canceled). 5.3 Holiday Tree Curbside Collection Program -- December 27, 2017 through January 14, 2018. Trees free of decorations and flocking may be left at the curb for free pickup during this period. Any tree over six (6) feet must be cut in half for pickup. 5.4 Parks and Recreation Commission Meeting — December 28, 2017 --- 7:00 p.m., Windmill Community Room, 21810 Copley Drive (canceled). 5.5 New Year's Holiday — January 1, 2018 --- City Offices closed Monday, January 1, 2018 in observance of New Year's Day. City Offices reopen Tuesday, January 2, 2018 at 7:30 a.m. 5.6 City Council Meeting — January 2, 2018 — 6:30 p.m., AQMD/Government Center Auditorium, 21865 Copley Drive (Canceled). 5.7 Planning Commission Meeting --- January 9, 2018 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.8 Traffic and Transportation Commission Meeting — January 11, 2018 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.9 City Council Meeting — January 16, 2018 — 6:30 p.m., AQMD/Government Auditorium, 21865 Copley Drive. DECEMBER 19, 2017 PAGE 4 CITY COUNCIL 6. CONSENT CALENDAR. C/Tye moved, C/Lyons seconded, to approve the Consent Calendar as presented. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: Lin, Lyons, Tye, MPT/Herrera, MILow NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None 6.1 APPROVED CITY COUNCIL MINUTES: 6.1a Regular Meeting of December 5, 2017 —As presented. 6.2 RECEIVED AND FILED PLANNING COMMISSION MEETING MINUTES: 6.2a Regular Meeting of October 24, 2017. 6.3 RATIFIED CHECK REGISTER DATED DECEMBER 1, 2017 THROUGH DECEMBER 14, 2017 TOTALING $1,632,843.87. 6.4 APPROVED TREASURER'S STATEMENT FOR NOVEMBER 2017. 6.5 APPROVED SECOND AMENDMENT TO CONSULTANT SERVICES AGREEMENT WITH DAVID EVANS AND ASSOCIATES, INC. (DEA) FOR INSPECTION SERVICES FOR TRACT MAP NO. 53430, COMMONLY REFERRED TO AS THE MILLENNIUM DEVELOPMENT. 6.6 APPROVED FOURTH AMENDED AND RESTATED JOINT EXCERISE OF POWER AGREEMENT WITH THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS JOINT POWERS AUTHORITY. 6.7 APPROVED CONSULTING SERVICES AGREEMENT WITH NICHOLS CONSULTING ENGINEERS (NCE) FOR THE CITY OF DIAMOND BAR PAVEMENT MANAGEMENT SYSTEM (PMS) UPDATE. 6.8 APPROVED NOTICE OF COMPLETION FOR THE AREA 5 RESIDENTIAL AND COLLECTOR ROAD MAINTENANCE PROJECT AND BREA CANYON CUT-OFF ROADWAY AND DRAINAGE IMPROVEMENTS PROJECT. 6.9 APPROVED PURCHASE OF ONE 2018 FORD F-250 TRUCK, ONE 2018 FORD TRANSIT CARGO VAN AND ONE 2018 FORD TRANSIT PASSENGER WAGON FROM MCCOY MILLS FORD. DECEMBER 19, 2017 PAGE 5 CITY COUNCIL 7. PUBLIC HEARINGS: 7.1 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM ALLOCATIONS FOR FISCAL YEAR 2018-19. CDDIGubman presented staff's recommendation for the anticipated allocation of CDBG Funds for Fiscal 2018-19. This program was established through the Housing and Community Development Act of 1974 and the intent of the CDBG program is to facilitate Public Works, Public Services and Home Improvement Projects to improve the living conditions and overall quality -of -life for those persons of low and moderate income as well as, the disabled and elderly who are presumed to fall within those income categories. The City of Diamond Bar is part of the Los Angeles County Department of Community Development Commissions CDBG program and the process that would proceed after the Council's decision this evening would be for its funding approval to go to LACDC and Diamond Bar's programs would then be incorporated into the CDC's application to HUD, which is the arm of the federal government that budgets the CDBG program. For Fiscal Year 201819 staff is anticipating a new allocation of approximately $204,382 and there is also $127,775 of unallocated funds that have been carried over from prior fiscal years that are available for the forthcoming fiscal year which will be earmarked toward Public Works projects. The total funding available comes to $332,157. Which at this point is an estimate. The final funding allocation number will be available early in 2018. For the 15 percent that can be used for Community Services programs, staff is recommending that the monies go to the two applicants that submitted requests for funding, the City for its senior programs and The Service Center for Independent Life. One revision that has been made in staff's recommendation from what was shown in the staff report published on Friday, is a recommended distribution of $22,657 for the Seniors Programs and $8,000 for the proposed CIL program. The CDC program requirements mandate that the City allocates at least $10,000 for an individual program and as such, staff proposes to shift $2,000 from the Senior Programs to the SCIL Program to be in compliance. The Senior Programs have been supported by the City for many years which is administered by the City's Parks and Recreation Department. The funding allocation and programming is done through collaboration between the Parks and Recreation Department and the City's five Senior Groups which results in a consolidated application from the City being submitted for the funding. As a result, the recommended $20,657 would be used to partially pay for staff's salary for administering the Senior DECEMBER 19, 2017 PAGE 6 CITY COUNCIL Programs with $2,400 going toward supplies needed to conduct those programs; and, $1,000 per Senior Club for a total of $5,000 which has traditionally been granted to cover their liability insurance. SCIL is an Independent Living Center that is certified by the State Department of Rehabilitation. SCIL was established in 1980 in Claremont and currently is identified as the Independent Living Center or ILC that serves the East San Gabriel Valley. The SCIL funding of $10,000 will be used for an eight-week Youth Leadership Workshop for students with disabilities. SCIL is projecting to assist approximately 30 Diamond Bar residents. If any monies are left unspent after the forthcoming Fiscal Year it would go into the unallocated funds that would then be carried over for other purposes. As previously indicated, the $173,725 which comprises 85 percent of the new funding allocation as well as, the new carryover monies would go toward Public Works project and Home Improvement funding. For the Public Works portion, the funding is proposed for the Area 6 Curb Ramps Improvements and would include about 64 ADA Curb Ramp upgrades and installation which would be followed by the Area 6 Roadway Rehabilitation program. Only the ADA ramps are eligible for the CDBG funding. The Home Improvement Program has been in effect for several years. Funds are provided in the form of a zero -interest deferred loan of up to $20,000. As in years past, it is recommended that $100,000 of the funds go toward the Home Improvement program. There are currently two applications in process and staff hopes to have four or more projects by the end of the fiscal year end. MPT/Herrera asked how residents determine the availability of the Home Improvement Program. She knows there are homeowners throughout the City that have great need and minimum funds who could take advantage of this.program. CDD/Gubman said that information is provided through the City's social media tools, via DB Connection and outreach through community groups and other locations, as well as at City events where brochures are made available to encourage participation. C/Lyons asked if mostly seniors were taking advantage of the Home Improvement Program. CDDIGubman responded that about half are seniors. There has been a fairly even split between seniors and households that meet the income qualifications. DECEMBER 19, 2017 PAGE 7 CITY COUNCIL C/Lyons said that if it was predominately seniors the City senior groups should know about the program. It concerns her that there is such a large carryover from the current fiscal year which represents six additional households that could have been helped. Perhaps the Public Information Division could help. She would prefer to see the funds used rather than have a carryover. ClLyons said that last year the organization provided assistance to modify homes to make it easier for the residents to live in them and now they propose to hold an eight-week 8-5 conference. What kind of experience do they have in putting on such a ' conference and what shape would it take and what would be covered. Larry Grable, Executive Director for SCIL, responded that SCIL completed its first course about two months ago. This is a one-hour course held once a week for the eight weeks during which items such as transportation, career prep, college prep, help, leadership are discussed and the mayor is invited to speak to the group to talk about possibilities of getting onto a commission in the city. This is not just a teaching conference for children, parents are involved as well. Parents and kids are separated and each are taught the same curriculum, but the conversations within the two groups go in completely different directions and at the end of the evening they are brought together to bring the discussions together. ClLyons asked Mr. Grable to discuss the expected outcomes of the program. Mr. Grable said that to date, one of the previous participants is now a board member at SCIL. The goal is to help build a resume by the end of the class or tow to move forward into a class or college prep of their choosing, how to access public transportation and paratransit. The program includes individuals ages 16 to 24. MILow asked how SCIL gets participation of Diamond Bar residents. Mr. Grable said the organization plans to visit the two school districts that encompass Diamond Bar to get their disability department to help SCIL get the students to the program. The hope is that the conference can be held on campus. MILow asked how this program is not redundant to what is already available. Mr. Grable said there is nothing available like what SCIL is doing. He has been to Washington, D,C. and Youth Leadership Programs and his DECEMBER 19, 2017 PAGE 8 CITY COUNCIL intention is to keep doing what SCIL is doing by bringing the parents into the conference. M/Low asked how many students SCIL was helping during the current FY 2017-18. Mr. Grable explained that eight students and eight sets of parents were included in the recent conference and SCIL plans on doing four such classes in the next Fiscal Year. MILow asked what the funding is for SCIL. Mr. Grable stated that SCIL is federally funded and uses what it can to make these conferences happen. Mr. Grable said the organization is 40 years old; however, this is an unfunded mandate and SCIL has to find the funds to do it. C/Tye asked if the entire $10,000 had been used for home tools. Mr. Grable said not at all. MPTIHerrera and C/Lyons spoke about getting the word out which has been SCIL's biggest problem. They have visited every geriatrician and library and locations where flyers can be dropped off and were not getting any participation. When he came in and dropped the application for the City's grant he took the diversion person over to the Walmart Market and talked with the manager where he was able to set up a booth and do an outreach a week later during which he was able to gain two participants. They will go back to Walmart next week to do the same thing. C/Tye asked whether there was any marketing beyond geriatrician, libraries and senior groups. Mr. Grable explained that their marketing is outreach. C/Tye asked if Mr. Grable had visited senior groups in Diamond Bar. Mr. Grable said that his group has and they are on a list to speak to the groups. C/Tye asked what Mr. Grable would do if the high schools were unable to accommodate him on their campus where the meetings would be held. Mr. Grable said they are looking at the library and they have a facility in Claremont but he would prefer to bring the class to the participants. DECEMBER 19, 2017 PAGE 9 CITY COUNCIL CITye asked if transportation would be included. Mr. Grable said there is funding in the grant for transportation to help with access services and the possibility of some other paratransit facilities to get them to the class. CILin asked if the leftover funds could be applied to ADA ramp improvements. CDDIGubman explained that at the end of 2018 there is money that has not been spent in the Home Improvement Program or Senior Programs or the SCIL program, those monies would go back into the Unallocated Fund which would then be available to be put into Capital Improvement Projects. MILow said the Home Improvement Program consists of loans that will be paid back and in theory that pot of money does not go away because as the monies are repaid the money is available to be loaned again. CDDIGubman said that the money is limited to the Public Works projects and cannot be loaned to another household. The LACDC rules must be followed. CITye said that if the City loans $100,000 and the money is paid back to the City when the home is sold, and for conversation's sake, that happens in the same Fiscal Year, that $100,000 cannot be rolled over to people who need their homes improved and cannot afford it? CDDIGubman said that was correct. While the City appreciates the money it receives, the bulletins that constantly come out are very difficult to trace back to some guiding principle. CITye said it might be a good idea to go to the County Supervisor to redress this program and make it as effective as possible for the people who really need it, agree on a number and then put it into Public Works. To him, it is not okay to continue to accept that is the way it is done because that is the way it has always been done. CM/Fox said staff could have those conversations with the County. In reality, those funds are reinvested indirectly because they do come back to the City's unallocated balance which goes into Public Works projects which means the City does not need to allocate as much to Public Works to refund the Home Improvement Program. While it may seem that a fresh $100,000 is going into the program, the City can do that because it does not have to put as much into the Public Works project which is to the benefit of the community. DECEMBER 19, 2017 PAGE 10 CITY COUNCIL E:3 MILow opened the Public Hearing. With no one wishing to speak on this matter, MILow closed the Public Hearing. MPT/Herrera moved to adopt Resolution No. 2017-36 approving the CDBG Funding Allocation for Fiscal Year 20182019 as revised. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS ABSENT: COUNCIL MEMBERS COUNCIL CONSIDERATION: Lin, Lyons, Tye, MPT/Herrera, MILow None Iii.C7iT:� 8.1 ANNUAL APPOINTMENTS OF COUNCIL MEMBERS TO SERVE ON LOCAL AND REGIONAL BOARDS, COMMISSION AND COMMITTEES. RATIFY CITY COUNCIL COMMITTEE APPOINTMENTS AND ADOPT RESOLUTION NO. 2017 -XX: CONFIRMING THE APPOINTMENT OF SPECIFIC REPRESENTATIVES TO THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS. MPT/Herrera moved, C/Lyons seconded, to ratify City Council Committee Appointments and Adopt Resolution No. 2017-37: Confirming the appointment of specific representatives to the San Gabriel Valley Council of Governments as listed above. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: Lin, Lyons, Tye, MPT/Herrera, MILow None None 9. COUNCIL SUBCOMMITTEE REPORTS AND MEETING ATTENDANCE REPORTSICOUNCIL MEMBER COMMENTS: CITye congratulated the participants and winners of the Through My Lens contest, one of the many programs supported by the Diamond Bar Community Foundation. Anyone who is interested in being involved with the Foundation is asked to call President Lew Herndon who was present for tonight's presentation and can be reached at 909-437-6366. He reminded everyone that street sweeping takes place every week in the months of December and January so please remember to keep the streets free of vehicles on those designated days. He asked that information regarding the SCIL program relative to the offer to help with home improvements accessibility be placed on the City's website. Merry Christmas and a very safe and Happy New Year to all. DECEMBER 19, 2017 PAGE 11 CITY COUNCIL MPT/Herrera wished C/Tye a belated birthday. She thanked staff for their hard work in helping her to prepare comments for the California Transportation Commission meeting a week ago which she attended along with CM/Fox and PWD/Liu to give testimony before the commissioners about the importance of the receiving funding from SB1 monies for the SR57160 Confluence Project. She thanked PWD/Liu for his work in providing excellent comments which covered every point. It was time well -spent. She wished everyone a Merry Christmas and a Happy New Year. C/Lin attended the LA County Sanitation District No. 21 meeting which will be his last meeting as. Mayor. He was pleased to tell MILow that the District is in good hands and next month she can attend the meeting. It was a great photo contest. As an amateur photographer, these were world-class photos and this is one of the great events that the City and the Diamond Bar Community Foundation sponsor and residents are encouraged to compete for awards and prizes. Merry Christmas, Happy New Year and don't drink and drive! C/Lyons thanked her colleagues for their continued confidence in the San Gabriel Valley Council of Governments and Alameda Corridor East Construction Authority. It is very fitting that the Alameda Corridor East Construction Authority continues its operation as a Division of the San Gabriel Valley Council of Governments and is very exciting that it is taking place. The Council's vote on this amendment put the Resolution over the top and now there are enough cities that have voted "yes" to make it happen. She expressed her appreciation for law enforcement's great job last week with a number of different opportunities presenting themselves. In one case, one of the deputies apprehended four suspects who had just burglarized a Diamond Bar home. Last Sunday she attended the Heart of Hope Christmas Music Concert. Heart of Hope puts high school students together with special needs children who every week enjoy crafts, sports and music. Twice a year they perform in a concert. The afternoon was filled with music, heart -melting love and the Christmas Spirit. Merry Christmas and may the New Year bring Prosperity and Health to all. MILow said it is difficult to believe we're at the end of 2017 and this is the Council's last meeting for the year. This has been quite a year beginning with a Snowfest followed by summer and winter concerts, eating our way through a delicious Restaurant Week, and enjoying robust and fun recreation classes and activities for all ages. The City welcomed City Manager Dan Fox to the Diamond Bar family six months ago: The City finished a trail, refurbished a park, welcomed Sprouts and other new businesses into town. This has been quite a year. She thanked staff for all of their hard work this year. Diamond Bar is an award- winning city because of its award-winning staff. Thank you and congratulations. Keep up the good work. Staff is creative, diligent and Council and residents appreciate that staff works as a team which really. helps the City. It has been great fun working with her fellow councilmembers. Much was accomplished this year and she looks forward to 2018. To the residents of Diamond Bar, Happy DECEMBER 19, 2017 PAGE 12 CITY COUNCIL Holidays, Happy New Year and all best wishes for 2018. ADJOURNMENT: With no further business to conduct, MILow adjourned the Regular City Council Meeting at 7:47 p.m. to January 16, 2018. Tommye Cri bins, City Clerk The foregoing minutes are hereby approved this 16thday of January , 2018. Ruth M. Low, Mayor