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Home My WebLink About6/3/20031 2 THIS MEETING IS BEING BROADCAST LIVE BY ADELPHIA FOR AIRING ON CHANNEL 17, AND BY REMAINING IN THE ROOM, YOU ARE GIVING YOUR PERMISSION TO BE TELEVISED. THIS MEETING WILL BE RE -BROADCAST EVERY SATURDAY AT 9:00 A.M. AND EVERY TUESDAY AT 6:30 P.M. ON CHANNEL 17. CITY OF DIAMOND BAR CITY COUNCIL AGENDA June 3, 2003 CLOSED SESSION: None STUDY SESSION: 5:00 p.m., AQMD/The Government Center Room CC - 2003 -04 Fiscal Year Budget Capital Improvement Program City Council Goals and Objectives Public Comments CALL TO ORDER: 6:30 p.m. PLEDGE OF ALLEGIANCE: Mayor INVOCATION: Paul Keh, 2" Council, Jesus Christ of Latter Day Saints. Spelling is Kay (long a). ROLL CALL: Council Members Chang, O'Connor, Zirbes, Mayor Pro Tem Huff, Mayor Herrera APPROVAL OF AGENDA: Mayor SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 Presentation by CalTrans representative regarding the 57/60 High Occupancy Vehicle (HOV) Freeway reconstruction project (lane construction). No one will be coming tonight. 1.2 Presentation of City Tile to Loren Wilson, General Manager, Oak Tree Lanes, as Business of the Month, June 2003 and display of Business of the Month video. Mr. Wilson will be attending. 1.3 Presentation by L.A. County Librarian Margaret Donnellan Todd on the impacts of the proposed County FY 2003-04 budget on library services in the City. No one will be coming tonight. CITY MANAGER REPORTS AND RECOMMENDATIONS: JUNE 3, 2003 PAGE 2 3. PUBLIC COMMENTS: "Public Comments" is the time reserved on each regular meeting agenda to provide an opportunity for members of the public to directly address the Council on Consent Calendar items or matters of interest to the public that are not already scheduled for consideration on this agenda. Although the City Council values your comments, pursuant to the Brown Act, the Council generally cannot take any action on items not listed on the posted agenda. Please complete a Speaker's Card and give it to the City Clerk (completion of this form is voluntary). There is a five-minute maximum time limit when addressing the City Council. 4. RESPONSE TO PUBLIC COMMENT: Under the Brown Act, members of the City Council may briefly respond to public comments but no extended discussion and no action on such matters may take place. 5. SCHEDULE OF FUTURE EVENTS: 5.1 DIAMOND BAR IMPROVEMENT ASSOCIATION ANNUAL "PAINT THE TOWN" PROJECT - 7:00 a.m., assemble at Heritage Park, 2900 S. Brea Canyon Rd. 5.2 PLANNING COMMISSION MEETING — June 10, 2003 — 7:00 p.m., AQMD/Government Center Auditorium, 21865 E. Copley Drive 5.3 TRAFFIC AND TRANSPORTATION COMMISSION MEETING — June 12, 2003 — 7:00 p.m., AQMD/Government Center Hearing Board Room, 21865 E. Copley Dr. 5.4 DIAMOND BAR COMMUNITY FOUNDATION MEETING - June 12, 2003 — 7:00 p.m., AQMD/Government Center Room CC -8, 21865 E. Copley Dr. 5.5 CITY COUNCIL MEETING — June 17, 2003 — 6:30 p.m., AQMD/Government Center Auditorium, 21865 E. Copley Dr. 5.6 CONCERT IN THE PARK (sponsored by the Diamond Bar Community Foundation), "SoundBytes" (60's - 90's music) - June 25, 2003, 6:30 - 8 p.m., Sycamore Canyon Park, 22930 Golden Springs Dr. 6. CONSENT CALENDAR: 6.1 CITY COUNCIL MINUTES - Adjourned Regular Meeting of May 13, 2003 — Continued to June 17, 2003. Requested by: City Clerk 6.2 PARKS AND RECREATION COMMISSION MINUTES — Regular Meeting of April 24, 2003 — Receive and File. JUNE 3, 2003 PAGE 3 Requested by: Community Services Division 6.3 WARRANT - Approve Warrant Registers dated May 22 and May 29, 2003 in an amount totaling $946,892.53. Requested by: Finance Division 6.4 TREASURER'S STATEMENT - month of April, 2003. Recommended Action: Review and approve. Requested by: Finance Division 6.5 ADOPT RESOLUTION NO. 2003-29: OPPOSING ANY REDUCTION IN SERVICE AT THE DIAMOND BAR PUBLIC LIBRARY. Recommended Action: Adopt. Requested by: City Manager 6.6 APPROVE PURCHASE OF COMPUTERS FOR CITY HALL IN AN AMOUNT NOT -TO -EXCEED $78,587 AND APPROPRIATE $16,000 FROM GENERAL FUND RESERVES. Recommended Action: Approve. Requested by: City Manager's Office 6.7 RECEIVE AND FILE ANNUAL REPORT FROM VALLEY VISTA SERVICES FOR CALENDAR YEAR 2002. Recommended Action: Receive and File. Requested by: Public Works Division 6.8 RECEIVE AND FILE ANNUAL REPORT FROM WASTE MANAGEMENT, INC. FOR CALENDAR YEAR 2002. Recommended Action: Receive and File. Requested by: Public Works Division 7. PUBLIC HEARINGS: None. 8. COUNCIL CONSIDERATION: 8.1 DISCUSSION AND DIRECTION REGARDING YOUTH MASTER PLAN STEERING COMMITTEE. JUNE 3, 2003 PAGE 4 Recommended Action: Discuss. Requested by: City Manager COUNCIL SUB -COMMITTEE REPORTS/ COUNCIL MEMBER COMMENTS: 10. ADJOURNMENT: CITY OF DIAMOND BAR INTEROFFICE MEMORANDUM TO: Mayor Herrera and Mayor Pro Tem Huff FROM: Linda G. Magnuson, Finance Director SUBJECT: Voucher Register, May 22, 2003 DATE: May 22, 2003 Attached is the Voucher Register dated May 22, 2003. As requested, the Finance Department is submitting the voucher register for the Finance Committee's review and approval prior to the creation of the warrants. The Voucher Register will subsequently be entered on the consent calendar for the City Council meeting on June 3, 2003. The checks will be produced after the scheduled meeting time and any recommended changes are made. Please review and sign the attached. CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 1 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK ADAPT CONSULTING INC 1155516-41400-- 13016 1139 PROMO SUPPLIES-HIGHLGHTRS 448.04 1155516-41400-- 13015 1126 PROMO SUPPLS-CUBICLE CLIP 533.26 TOTAL PREPAIDS .00 TOTAL VOUCHERS 981.30 TOTAL DUE VENDOR 981.30 AMERICAN CLASSIC SANITATION 0015350-42353-- 12932 100650 RNTL PRTBLS-B/DAY CELEB 1,145.98 TOTAL PREPAIDS .00 TOTAL VOUCHERS 1,145.98 TOTAL DUE VENDOR 1,145.98 APSI INC 2505215-46420-13899-46420 11731 20034026CSC CONSTRCTN SVCS -COM SR CTR 29,518.89 TOTAL PREPAIDS ,qq TOTAL VOUCHERS 29,518.89 TOTAL DUE VENDOR 29,518.89 AT&T 0014090-42125-- LONG DIST CHRGS-GENERAL 52-50 0015340-42125-- LONG DIST CHRGS-GENERAL 33.38 TOTAL PREPAIDS .00 TOTAL VOUCHERS 85.88 TOTAL DUE VENDOR 85.88 BOISE CASCADE OFFICE PRODUCTS 0014030-41200-- PO 12318 SUPPLIES -CITY MANAGER 2.02 0015350-41200-- PO 12318 SUPPLIES -RECREATION 76.46 0014090-41200-- PO 12318 SUPPLIES -GENERAL 308.41 0014095-41200-- PO 12318 SUPPLIES -COMM. & MRKT 54.19 0015350-41200-- PO 12318 SUPPLIES -RECREATION 8.05 0014050-41200-- PO 12318 SUPPLIES -FINANCE .56 0014050-41200-- PO 12318 CREDIT MEMO -FINANCE -.74 0015510-41200-- PO 12318 SUPPLIES -PUBLIC WORKS 28.25 0014090-41200-- PO 12318 SUPPLIES -GENERAL 369.73 0014030-41200-- PO 12318 SUPPLIES -CITY MANAGER 24.23 TOTAL PREPAIDS ,00 TOTAL VOUCHERS 871.16 TOTAL DUE VENDOR 871.16 BOYSCOTT TROOP 715 0015350-42353-- FOOD REIMB-B/DAY CELEB 85.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 85.00 TOTAL DUE VENDOR 85.00 CALED 0015240-42315-- FY 03/04 MEMBRSHP DUES-DESTEFANO 650.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 650.00 TOTAL DUE VENDOR 650.00 AMOUNT PAGE: 2 PREPAID DATE CHECK 5,020.00 -00 5,020.00 5,020.00 20.00 .00 20.00 20.00 10.00 .00 10.00 10.00 293.00 .00 293.00 293.00 28.02 .00 28.02 26.02 20.00 .00 20.00 20.00 40.00 .00 40.00 40.00 1,567.50 662.46 ,00 2,229.96 2,229.96 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER DUE THRU: 05/22/2003 FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION CELEBRATIONS BY CLAUDETTE INC 0015350-42353-- 13070 000401 EQ RENTAL-B/DAY CELEB TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR CITY OF CLAREMONT 0015350-42315-- MEMBRSHP DUES -SKATE PARK TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR CITY OF LA MIRADA 0015350-42325-- MTG-MURPHEY TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR COMMERCE CITY MAINTENANCE COMPANY 0015340-42210-- 75742 SUPPLIES-HERITAGE/PANTERA TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR COMMERCIAL LOCK AND SECURITY SYSTEM 0015340-42210-- 252243 SUPPLIES -PARKS TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR CPRS DISTRICT XIII 0015350-42325-- MTG-WEST,MURPHEY TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR CSMFO 0014050-42340-- CSMFO TRNG-S PULL TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR DAVID EVANS AND ASSOCIATES,INC 0015558-44000-- 13067 117512 PROF -SVCS -PLAN CHECK 2505310-46415-18502-46415 12116 123053 DESGN SVCS-SYC CYN PK TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR AMOUNT PAGE: 2 PREPAID DATE CHECK 5,020.00 -00 5,020.00 5,020.00 20.00 .00 20.00 20.00 10.00 .00 10.00 10.00 293.00 .00 293.00 293.00 28.02 .00 28.02 26.02 20.00 .00 20.00 20.00 40.00 .00 40.00 40.00 1,567.50 662.46 ,00 2,229.96 2,229.96 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 3 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK DAY & NITE COPY CENTER 0014095-42110-- 181165/1167 PRINT SVCS-ICSC COUP 465.66 0014095-42110-- 161166 PRINT SVCS-ICSC CONF 616.21 0015350-42353-- PRINT SVCS-B/DAY CELEB 4.31 0015350-42110-- PRINT SVCS -RECREATION 56.01 0015350-42110-- PRINT SVCS -RECREATION 92.78 0015350-42110-- PRINT SVCS -RECREATION 2.15 0015350-42110-- PRINT SVCS -RECREATION 336.66 TOTAL PREPAIDS .00 TOTAL VOUCHERS 1,573.78 TOTAL DUE VENDOR 1,573.78 MICHELLE DELACRUZ 001-23002-- 1596 PARK DEP REFUND-PANTERA 200.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 200.00 TOTAL DUE VENDOR 200.00 DELL MARKETING LP 0014070-46230-- 13041 34698465 COMP EQ -HARDWARE 5,495.85 TOTAL PREPAIDS .00 TOTAL VOUCHERS 5,495.85 TOTAL DUE VENDOR 5,495.85 CAROL DENNIS 0014040-44000-- 12383 DBCCO50603 PROF.SVCS-CC MTG 350.00 0015350-42353-- 179764 .00 0015350-42110-- 179910 _00 0015210-44000-- 12383 PC042203 PROF.SVCS-PC,ADMN RVW 100.00 0015350-42110-- 180107 .00 0015350-42110-- 180200 ,pp 0015350-42110-- 179956 pp TOTAL PREPAIDS .00 TOTAL VOUCHERS 450.00 TOTAL DUE VENDOR 450.00 DEPARTMENT OF JUSTICE 0014060-42345-- 12371 430663 EMPLOYMENT BACKGROUND CK 64.00 00153.50-45300-- 12371 430663 EMPLOYMENT BACKGROUND CK 32.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 96.00 TOTAL DUE VENDOR 96.00 DEPARTMENT OF TRANSPORTATION 0015554-45507-- 12111 163650 SIGNAL MAINT-MAR 03 466.76 TOTAL PREPAIDS .00 TOTAT, VOUCHERS 466.76 TOTAL DUE VENDOR 466.76 DIAMOND BAR BREAKFAST LIONS CLUB 0014010-42325-CC203-42325 MTG-COUNCIL 10.00 0014010-42325-CC303-42325 MTG-COUNCIL 10.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 20.00 TOTAL DUE VENDOR 20.00 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 4 DUE THRU: 05/22/2003 PREPAID FUNA/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK DIAMOND BAR CHINESE AMERICAN ASSC 0014010-42325-CC303-42325 MTG-COUNCIL 120.00 0014010-42325-CC103-42325 MTG-COUNCIL 120.00 0014010-42325-CC203-42325 MTG-COUNCIL 120.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 360.00 TOTAL DUE VENDOR 360.00 DIAMOND BAR HIGH SCHOOL 0015350-42353-- CLASS 2004 PROCEEDS-B/DAY CELEB 400.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 400.00 TOTAL DUE VENDOR 400.00 DIAMOND BAR IMPROVEMENT ASSOCIATION 0014095-42115-- 12920 4847 AD -WEBSITE MAY 03 450.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 450.00 TOTAL DUE VENDOR 450.00 DIAMOND BAR MOBIL 0015310-42310-- APR 02/8636 FUEL -COMM SVCS 353.39 0015310-42200-- APR 02/8636 VEH MAINT-COMM SVCS 323.61 0014090-42310-- APR 02/8636 FUEL -GENERAL 52.06 TOTAL PREPAIDS .00 TOTAL VOUCHERS 729.06 TOTAL DUE VENDOR 729.06 DIAMOND BAR SENIOR CITIZENS CLUB 0014010-42325-CC203-42325 MTG-COUNCIL 22.00 05/22/2003 55232 TOTAL PREPAIDS 22.00 TOTAL VOUCHERS .00 TOTAL DUE VENDOR 22.00 DRIVER ALLIANT INSURANCE SERVICES 001-23004-- 755779 SPCL EVNT INS -JAN -MAR 03 299.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 299.00 TOTAL DUE VENDOR 299.00 EDUCATION TO GO, INC 0015350-45300-- 13103 819277 CONTRACT CLASS -SPRING 163.00 0015350-45300-- 13103 819948 CONTRACT CLASS -SPRING 39.00 0015350-45300-- 12245 819227 CONTRACT CLASS -SPRING 237.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 439.00 TOTAL DUE VENDOR 439.00 CITY OF DIAMOND BAR RUN DATE; 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 5 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK EXCEL LANDSCAPE INC 1385538-45500-- 12359 42768 LANDSCAPE MAINT-DIST 38 474.23 1385538-45500-- 12964 43496 LNDSCP MAINT-DIST 38 MAR 2,360.26 1385538-45500-- 12964 43073 LNDSCP MAINT-DIST 38 JAN 2,360.26 1385538-45500-- 12964 43290 LNDSCP MAINT-DIST 38 FEB 2,360-26 1385530-45500-- 12964 42768 LANDSCAPE MAINT-DIST 36 1,075.77 TOTAL PREPAIDS .00 TOTAL VOUCHERS 8,630.78 TOTAL DUE VENDOR 8,630.78 FEDERAL EXPRESS 0014090-42120-- 469957308 EXPRESS MAIL -GENERAL 37.76 TOTAL PREPAIDS .00 TOTAL VOUCHERS 37.76 TOTAL DUE VENDOR 37.76 MARGARET FRAZIER 0015350-45300-- 12244 CONTRACT CLASS -SPRING 100.80 TOTAL PREPAIDS .00 TOTAL VOUCHERS 100.80 TOTAL DUE VENDOR 100.80 GONZALEZ/GOODALE ARCHITECTS 2505215-46420-13899-46420 A10666 12317 ARCHTCTRL SVC-C/SVCS CNTR 146.05 2505215-46420-13899-46420 A10666 12260 ARCHTCTRL SVC-C/SVCS CNTR 3,615.00 2505215-46420-13899-46420 A10666 12281 ARCHTCTRL SVC-C/SVCS CNTR 552.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 4,313.05 TOTAL DUE VENDOR 4,313.05 ICMA RETIREMENT TRUST -457 001-21108-- PP 11 MAY 03 -PAYROLL DEDUCTIONS 2,985.89 TOTAL PREPAIDS .00 TOTAL VOUCHERS 2,985-89 TOTAL DUE VENDOR 2,985.89 ILAHI ENGINEERING 5304090-42205-- 12524 873074 MAINT-PRINTER 758.00 5304090-42205-- 12524 27087 SUPPLIES -TONER 725.44 0014090-46235-- 27077 COMP EO -SOFTWARE 238.15 TOTAL PREPAIDS .00 TOTAL VOUCHERS 1,721.59 TOTAL DUE VENDOR 1,721.59 INLAND VALLEY DAILY BULLETIN 001-23010-- 129091 LEGAL AD -FPL 2003-02 166.95 TOTAL PREPAIDS .00 TOTAL VOUCHERS 166-95 TOTAL DUE VENDOR 166.95 INLAND VALLEY HUMANE SOCIETY 0014431-45403-- 12360 4250020026/3 ANIMAL CONTROL -JUNE 03 5,437.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 5,437.00 TOTAL DUE VENDOR 5.437.00 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 6 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK INT'L COUNCIL OF SHOPPING CENTERS 0015240-42330-- ICSC CONF-DCM SITS 425.00 05/22/2003 55066 0014010-423.30-CC303-42330 ICSC CONF-COUNCIL 425.00 05/22/2003. 55066 0014010-42330-CC203-42330 ICSC CONF-COUNCIL 425.00 05/22/2003 55066 0014030-42330-- ICSC CONF-CMGR 425.00 05/22/2003 55066 TOTAL PREPAIDS 1,700.00 TOTAL VOUCHERS .00 TOTAL DUE VENDOR 1,700.00 INTERNATIONAL EMPIRE PATROL & GUARD 0015350-42353-- SECURITY SVCS-PANTERA PK 176.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 176.00 TOTAL DUE VENDOR 176.00 VINOD KASITYAP 0015510-44100-- 3/13/03 T & T COMM-3/13 45.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 45.00 TOTAL DUE VENDOR 45.00 KEVIN KIM 001-23010-- REFUND REFUND-FPL 02-68 1,378.75 TOTAL PREPAIDS .00 TOTAL VOUCHERS 1,378.75 TOTAL DUE VENDOR 1,378.75 SHEILA KING 001-23002-- 1597 PARK DEP REFUND-HERITAGE 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 KLEINFELDER INC 0015551-45221-- 12884 95541 PROF.SVCS-GEOTECHNICAL 12,144.16 TOTAL PREPAIDS .00 TOTAL VOUCHERS 12,144.16 TOTAL DUE VENDOR 12,144.16 KOSMONT & ASSOCIATES INC 0015240-44000-- A12758 11 PROF.SVCS-ECON DEV 5,536.65 TOTAL PREPAIDS .00 TOTAL VOUCHERS 5,536.65 TOTAL DUE VENDOR 5,536.65 KOURY ENGINEERING & TESTING INC 2505215-46420-13899-46420 12681 906162-IN INSPECTION SVCS-C/SR CTR 2,053.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 2,053.00 TOTAL DUE VENDOR 2.053.00 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 7 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO tt INVOICE DESCRIPTION AMOUNT DATE CHECK LA COUNTY SHERIFF'S DEPT 001-21119-- PP 10-11 SLRY ATTCHMT-SVA022922 523.20 TOTAL PREPAIDS .00 TOTAL VOUCHERS 523.20 TOTAL DUE VENDOR 523.20 LDM ASSOCIATES INC 0015210-44000-- 631 PROF.SVCS-HOME IMPRV PROG 350.00 1255215-44000-- 12810 637 CONSULTING SVCS-HOME IMP 2,305.00 001-23010-- 631 PROF.SVCS-FPL 2002-34 70.00 001-23010-- 631 PROF.SVCS-FPL 2002-17 300.00 001-23010-- 631 PROF.SVCS-FPL 2002-25 851.34 0015210-44000-- 631 PROF.SVCS-LAFCO 112.50 001-23010-- 631 PROF.SVCS-FPL 2001-15 35.00 0015210-44000-- 631 PROF.SVCS-CEQA GUIDELINES 356.25 TOTAL PREPAIDS .00 TOTAL VOUCHERS 4,380.09 TOTAL DUE VENDOR 4,380.09 LEAGUE OF CA CITIES 0014010-42325-CC203-42325 MEMBRSHP MTG-COUNCIL 32.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 32.00 TOTAL DUE VENDOR 32.00 LEIGHTON & ASSOCIATES, INC 2505215-46420-13899-46420 11453A LEIC014766 GEOTECH-COMM/SR CENTER 7,417.00 001-23012-- LEI0014768 PROF.SVCS-EN 03-361 717.00 001-23012-- LEI0014767 PROF.SVCS-EN 03-359 769-60 TOTAL PREPAIDS .00 TOTAL VOUCHERS 8,903.60 TOTAL DUE VENDOR 8,903.60 LEWIS ENGRAVING INC 0014090-42113-- 12319 11258 ENGRAVING SVCS-CITY TILE 18.40 TOTAL PREPAIDS .00 TOTAL VOUCHERS 18.40 TOTAL DUE VENDOR 18.40 LIEBERT CASSIDY WHITMORE 0014060-44021-- 31467 LEGAL SVCS-PERSONNEL 1,342.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 1,342.00 TOTAL DUE VENDOR 1,342.00 LOS ANGELES COUNTY DIST. ATTORNEY 001-21119-- PP 10-11 SLRY ATTCHMT-BD0001469 145.60 001-21114-- PP 10-11 SLRY ATTCHMT-BY0426064 164.48 TOTAL PREPAIDS .00 TOTAL VOUCHERS 310.08 TOTAL DUE VENDOR 310.08 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:45:38 VOUCHER REGISTER PAGE: 8 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO 4 INVOICE DESCRIPTION AMOUNT DATE CHECK LOS ANGELES COUNTY SHERIFF'S DEPT 0014411-45402-- 55921 CALVRY TRFFC CNTRL-APR 03 325.20 0014411-45401-- 55753 CONTRACT SVCS-APR 03 319,750.28 TOTAL PREPAIDS .00 TOTAL VOUCHERS 320,076.48 TOTAL DUE VENDOR 320,076.48 LYNDE-ORDWAY COMPANY INCORP 0014090-41200-- 104313 SUPPLIES-GENERAL 47.71 TOTAL PREPAIDS .00 TOTAL VOUCHERS 47.71 TOTAL DUE VENDOR 47.71 MICHAEL BRANDMAN ASSOCIATES INC 001-23010-- 32619 PROF.SVCS-FPL 94-25 404.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 404.00 TOTAL DUE VENDOR 404.00 MMASC 0015310-42330-- MMASC CONF-CREWS 130.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 130.00 TOTAL DUE VENDOR 130.00 ROLAND MORRIS 0015510-44100-- 3/13/03 T & T COMM-3/13 45.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 45.00 TOTAL DUE VENDOR 45.00 STEVEN G. NELSON 0015210-44100-- 3/25,4/22 PLNN COMM-3/25,4/22 130.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 130.00 TOTAL DUE VENDOR 130.00 DANIEL NOLAN 0015210-44100-- 3/25,4/22 PLNN COMM-3/25,4/22 130.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 130.00 TOTAL DUE VENDOR 130.00 NOVASTOR CORPORATION 0014070-46230-- 13040 71319 COMP EQ-SOFTWARE 2,203.63 TOTAL PREPAIDS .00 TOTAL VOUCHERS 2,203.63 TOTAL DUE VENDOR 2,203.63 PAYROLL TRANSFER 001-10200-- PP 10/03 PAYROLL TRANSFER-PP 10/03 96,600.00 05/22/2003 PP 10/03 001-10200-- PP 11/03 PAYROLL TRANSFER-PP 11/03 88,200.00 05/22/2003 PP 11/03 TOTAL PREPAIDS 184,600.00 TOTAL VOUCHERS .00 TOTAL DUE VENDOR 164,800.00 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 9 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO INVOICE DESCRIPTION AMOUNT DATE CHECK PERS HEALTH 0014060-40093-- PP 10-11 ADMIN FEE 35.18 001-21105-- PP 10-11 JUNE 03-HEALTH INS PREMS 17,588.96 TOTAL PREPAIDS .00 TOTAL VOUCHERS 17,624.14 TOTAL DUE VENDOR 17,624-14 PERS RETIREMENT FUND 0014010-40080-- PP 11/03 CC-RETIRE CONTRIB-EE/ER 291.45 0014010-40090-- PP 1.1/03 CC-SURVIVOR BENEFIT 10.00 001-21109-- PP 11/03 RETIRE CONTRIB-EE 5,859.27 00.1-21109-- PP 11/03 SURVIVOR BENEFIT 37-20 001-21109-- PP 11/03 RETIRE CONTRIB-ER 3,898.93 TOTAL PREPAIDS .00 TOTAL VOUCHERS 10,096.85 TOTAL DUE VENDOR 10,096.85 LIANA PINCHER 0015510-44100-- 3/13/03 T & T COMM-3/13 45.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 45.00 TOTAL DUE VENDOR 45.00 POMONA UNIFIED SCHOOL DISTRICT 0015340-42126-- 1003 ELECT SVCS-LORBEER SCHOOL 2,668.47 TOTAL PREPAIDS .00 TOTAL VOUCHERS 2,668.47 TOTAL DUE VENDOR 2,660.47 R & D BLUEPRINT' 2505215-46420-13899-46420 3286 PRINT SVC9-COMM SR CTR 25.98 2505215-46420-13899-46420 3409 PRINT SVCS-COMM SR CTR 51.96 TOTAL PREPAIDS .00 TOTAL VOUCHERS 77.94 TOTAL DUE VENDOR 77.94 R F DICKSON COMPANY 1155515-45500-- 12112 1143187 DEBRIS COMPSTNG-APR 03 2,323.76 TOTAL PREPAIDS .00 TOTAL VOUCHERS 2,323.76 TOTAL DUE VENDOR 2,323.76 RALPHS GROCERY COMPANY 0014060-42340-- 12374 10334349 SUPPLIES-ICMA WORKSHP 40.63 TOTAL PREPAIDS .00 TOTAL VOUCHERS 40.63 TOTAL DUE VENDOR 40.63 JOE ROWENA 001-23002-- 1599 PARK DEP REFUND-REAGAN 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 10 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROSECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK RICHARDS WATSON & GERSHON 0014020-44021-- 12417 126827 LEGAL SVCS -CABLE TV APR 210.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 210.00 TOTAL DUE VENDOR 210.00 PETER ROGERS 0014095-42112-- 2759 PHOTOGRAPHY-B/DAY CELEB 447.16 TOTAL PREPAIDS .00 TOTAL VOUCHERS 447.16 TOTAL DUE VENDOR 447.16 ROTO -ROOTER 0015340-42210-- 20564 MAINT-MAPLE HILL PK 105.75 0015340-42210-- 21029 MAINT-PETERSON PK 165.50 TOTAL PREPAIDS .00 TOTAL VOUCHERS 271.25 TOTAL DUE VENDOR 271.25 JOSEPH RUZICKA 0015210-44100-- 3/25,4/22 PLNN COMM -3/25,4/22 130.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 130.00 TOTAL DUE VENDOR 130.00 S C SIGNS & SUPPLIES LLC 0015554-41250-- 24456 SUPPLIES -ROAD MAINT 136.40 TOTAL PREPAIDS .00 TOTAL VOUCHERS 136.40 TOTAL DUE VENDOR 136.40 SAN GABRIEL VALLEY COUNCIL OF GOVTS 0015210-42325-- MTG-DESTEFANO 10.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 10.00 TOTAL DUE VENDOR 10.00 SAN GABRIEL VALLEY TRIBUNE 001-23010-- 199753 LEGAL AD -FPL 2002-17 239.40 001-23010-- 124175 LEGAL AD -FPL 2003-02 176.40 001-23010-- 32176 LEGAL AD -FPL 2003-10 144.95 TOTAL PREPAIDS .00 TOTAL VOUCHERS 560-75 TOTAL DUE VENDOR 560.75 SATORI 0014070-44000-- 13012 IMPLEMENTN-CRM SYSTEM 7,406.25 TOTAL PREPAIDS .00 TOTAL VOUCHERS 7,406.25 TOTAL DUE VENDOR 7,406.25 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 11 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK SCMAF 0015350-42325-- MTG-WRIGHT 15.00 'DOTAL PREPAIDS .00 TOTAL VOUCHERS 15.00 TOTAL DUE VENDOR 15.00 SECTRAN SECURITY INC 0015350-42353-- 4632 COURIER SVC-B/DAY CELEB 400.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 400.00 TOTAL DUE VENDOR 400.00 SERVICE CENTER FOR INDEPENDENT LIV 2255215-42355-60009602-42355 A12303 APR 03 - 8 CDBG PROGRAM-APR 03 1,512.50 TOTAL PREPAIDS .00 TOTAL VOUCHERS 1,512.50 TOTAL DUE VENDOR 1,512.50 SAYYEMA SHAHID 001-34780-- 52396 RECREATION REFUND 74.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 74.00 TOTAL DUE VENDOR 74.00 SIGNAL MAINTENANCE INCORPORATED 0015554-45507-- 12325 51217753 SIGNAL MAINT-GRND/SMMTRDG 4,070.08 TOTAL PREPAIDS .00 TOTAL VOUCHERS 4,070.08 TOTAL DUE VENDOR 4,070.08 SKILL PATH SEMINARS 0015510-42340-- 7316737 SEMINAR-D BELT 199.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 199.00 TOTAL DUE VENDOR 199.00 SOUTHERN CALIFORNIA EDISON 1385538-42126-- ELECT SVCS-DIST 38 255.93 0015510-42126-- ELECT SVCS-TRAFFIC CONTRL 69.16 0015340-42126-- ELECT SVCS-PARKS 50.53 0015510-42126-- ELECT SVCS-TRAFFIC CONTRL 51.14 0015340-42126-- ELECT SVCS-PARKS 84.65 TOTAL PREPAIDS .00 TOTAL VOUCHERS 511.41 TOTAL DUE VENDOR 511.41 SOUTHERN CALIFORNIA GAS COMPANY 0015340-42126-- GAS SVCS-HRTG COMM CTR 104.26 TOTAL PREPAIDS .00 TOTAL VOUCHERS 104.26 TOTAL DUE VENDOR 104.26 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 12 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK SPORT SUPPLY GROUP INC 0015350-42353-- 91166372 SUPPLIES-B/DAY CELEB 137.70 TOTAL PREPAIDS .00 TOTAL VOUCHERS 137.70 TOTAL DUE VENDOR 137.70 STATE OF CALIFORNIA 001-21114-- PP 10-11 SLRY ATTCHKT-611563823 128.78 TOTAL PREPAIDS .00 TOTAL VOUCHERS 128.78 TOTAL DUE VENDOR 128.78 SUBWAY 0014090-42325-- 12210 68603 SUPPLIES -COUNCIL MTG 14.97 TOTAL PREPAIDS .00 TOTAL VOUCHERS 14.97 TOTAL DUE VENDOR 14.97 JACK TANAKA 0015210-44100-- 3/25,4/22 PLNN COMM -3/25,4/22 130.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 130.00 TOTAL DUE VENDOR 130.00 THE EL CAPITAN THEATRE 0015350-42410-- 13094 13-0048990 EXCURSION -DAY CAMP 850.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 850.00 TOTAL DUE VENDOR 850.00 THE WHOLE ENCHILADA INC 0014090-42325-- 12211 23921 SUPPLIES -COUNCIL MTG 257.54 TOTAL PREPAIDS .00 TOTAL VOUCHERS 257.54 TOTAL DUE VENDOR 257.54 Yl TONY TORNG 0015510-44100-- 3/13/03 T & T COMM -3/13 45.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 45.00 TOTAL DUE VENDOR 45.00 TRUGREEN LANDCARR 0015340-45300-- 12138 1692706103 C/WIDE MAINT-FEB 03 9,875.75 1395539-45500-- 12138 1692706103 C/WIDE MAINT-FEB 03 4,109.43 1415541-45500-- 12138 1692706103 C/WIDE MAINT-FEB 03 2,107.40 1385538-45500-- 12138 1692706103 C/WIDE MAINT-FEB 03 3,942.39 TOTAL PREPAIDS .00 TOTAL VOUCHERS 20,034.97 TOTAL PUB VENDOR 20,034.97 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE= 13 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK STEVEN TYE 0015210-44100-- 3/25,4/22 PLNN COMM -3/25 65.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 65.00 TOTAL DUE VENDOR 65.00 US HEALTHWORKS MEDICAL GROUP 0014060-42345-- 12373 028-044860 PRE-EMPLOYMENT PHYSICALS 70.00 0014060-42345-- 12373 028-044812 PRE-EMPLOYMENT PHYSICALS 60.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 130.00 TOTAL DUE VENDOR 130.00 VERIZON CALIFORNIA 0015340-42125-- 9098619220 PH.SVCS-SYC CYN PK 90.71 0015340-42125-- 9098606931 PH.SVCS-SYC CYN PK 108.67 0014090-42125-- 9098602489 PH.SVCS-GENERAL 3,903.14 0015340-42125-- 9093965680 PH.SVCS-HTRG COMM CTR 27.02 0014090-42125-- 9093969774 PH.SVCS-DATA MODEM 56.29 0014090-42125-- 9091973128 PH.SVCS-GENERAL 498.28 TOTAL PREPAIDS .00 TOTAL VOUCHERS 4,684.11 TOTAL DUE VENDOR 4,684.11 ARUN VIRGINKAR 0015510-44100-- 3/13/03 T 6 T COMM -3/13 45.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 45.00 TOTAL DUE VENDOR 45.00 WALNUT STATION FUND 0014411-42325-- 621387 REIMB-TRNG 5/6 100.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 100.00 TOTAL DUE VENDOR 100.00 WEST COAST MEDIA 0014095-42115-- 12919 5042014 AD -WEBSITE MAY 03 475.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 475.00 TOTAL DUE VENDOR 475.00 WEST END UNIFORMS 0014415-41200-- 12767 60111 SUPPLIES-V/PATROL 77.56 TOTAL PREPAIDS .00 TOTAL VOUCHERS 77.58 TOTAL DUE VENDOR 77.56 WESTERN ENVIRONMENTAL 0015390-42210-- 388 SUPPLIES -PARKS 333.27 TOTAL PREPAIDS .00 TOTAL VOUCHERS 333.27 TOTAL DUE VENDOR 333.27 REPORT TOTAL PREPAIDS 186,522.00 REPORT TOTAL VOUCHERS 512,727.96 REPORT TOTAL 699,249.98 CITY OF DIAMOND BAR RUN DATE: 05/22/2003 12:46:38 VOUCHER REGISTER PAGE: 14 DUE THRU: 05/22/2003 PREPAID FUND/SECT-ACCT-PROSECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK WHIPSYS INC 0014070-44000-- 12992 20054 CONSULTING SVCS -APR 03 560.00 TOTAL PREPAID$ -00 TOTAL VOUCHERS 560.00 TOTAL DUE VENDOR 560.00 JUNG WON HONG 001-23002-- 52987 PARK DEP REFUND -HERITAGE 200.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 200.00 TOTAL DUE VENDOR 200.00 YOSEMITE WATERS 0015310-42130-- 12165 AFR00191998 EQ RENTAL -APR 03 12.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 12.00 TOTAL DUE VENDOR 12.00 LIBO ZHU 001-34780-- 52716 RECREATION REFUND 30.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 30.00 TOTAL DUE VENDOR 30.00 REPORT TOTAL PREPAIDS 186,522.00 REPORT TOTAL VOUCHERS 512,727.96 REPORT TOTAL 699,249.98 CITY OF DIAMOND BAR INTEROFFICE MEMORANDUM TO: Mayor Herrera and Mayor Pro Tem Huff FROM: Linda G. Magnuson, Finance Director SUBJECT: Voucher Register, May 29, 2003 DATE: May 29, 2003 Attached is the Voucher Register dated May 29, 2003. As requested, the Finance Department is submitting the voucher register for the Finance Committee's review and approval prior to the creation of the warrants. The Voucher Register will subsequently be entered on the consent calendar for the City Council meeting on June 3, 2003. The checks will be produced after the scheduled meeting time and any recommended changes are made. Please review and sign the attached. ...... . ...... me�� . .... ..... ...... .. CITY OF DIAMOND BAR RUN DATE: 05/28/2003 17:03:13 VOUCHER REGISTER PAGE: 1 DUE THRU: 05/29/2003 PREPAID FUND/SECT-ACCT-PROSECT-ACCT PO INVOICE DESCRIPTION AMOUNT DATE CHECK ADAPT CONSULTING INC 1155516-41400-- 13017 1130 PROMO ITEMS -RECYCLING 569.84 1155516-41400-- 13017 1123 PROMO ITEMS -RECYCLING 558.71 1155515-41400-- 13020 1136 PROMO ITEMS -RECYCLING 868.50 1155516-41400-- 13019 1118 PROMO ITEMS -RECYCLING 626.24 1155516-41400-- 13018 1137 PROMO ITEMS -RECYCLING 557.42 TOTAL PREPAIDS .00 TOTAL VOUCHERS 3,180.71 TOTAL DUE VENDOR 3,180.71 ADVANCED APPLIED ENGINEERING INC 2505510-46411-01403-46411 13004 12707 CIP PRJ-AREA 5 SLRRY SEAL 23,507.60 TOTAL PREPAIDS .00 TOTAL VOUCHERS 23,507.60 TOTAL DUE VENDOR 23,507.60 MOHAMMAD ALIM 001-34780-- 30011 RECREATION REFUND 36.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 38.00 TOTAL DUE VENDOR 38.00 AMERICAN PUBLIC WORKS ASSOCIATION 0015510-42340-- APWA CONF-D LIU 500.00 TOTAL PREPAIDS ,pp TOTAL VOUCHERS 500.00 TOTAL DUE VENDOR 500.00 JANET AUSTIN 001-32230-- D8 28250 REFUND -PARKING CITATION 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 JOHN E BISHOP 0015350-45300-- 12905 CONTRACT CLASS -SPRING 954.00 0015350-45300-- 12905 CONTRACT CLASS -SPRING 36.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 990.00 TOTAL DUE VENDOR 990-00 CINDY CABRAL 001-34780-- 29849 RECREATION REFUND 98.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 98.00 TOTAL DUE VENDOR 98-00 ROSE CHEN 001-34780-- 39655 RECREATION REFUND 64.00 TOTAL PREPAIDS -00 TOTAL VOUCHERS 64.00 TOTAL DUE VENDOR 64.00 CITY OF DIAMOND BAR RUN DATE: 05/28/2003 17:03:13 VOUCHER REGISTER PAGE: 2 DUE THRU: 05/29/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO INVOICE DESCRIPTION AMOUNT DATE CHECK PAUL CHU 001-34740-- 46053 RECREATION REFUND 6.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 6.00 TOTAL DUE VENDOR 6.00 CINTAS CORPORATION 0015310-42130-- 12317 150679757 UNFRM RNTL-WK 4/28 22.38 0.015310-42130-- 12317 150690716 UNFRM RNTL-WK 5/19 22.38 0015310-42130-- 12317 150687075 UNIFORM HATS -WK 5/12 70.32 0015310-42130-- 12317 150687074 UNFRM RENTAL -WK 5/12 22.38 001531D-42130-- 12317 150683402 UNFRM RNTL-WK 5/05 22.38 TOTAL PREPAIDS .00 TOTAL VOUCHERS 159..84 TOTAL DUE VENDOR 159.84 JAMES B CLARKE 0014030-44000-- 13119 WK 5/9 LEGISLATIVE SVCS -WK 5/9 11110.00 0014030-44000-- 13119 WK 5/16 LEGISLATIVE SVCS -WK 5/16 1,680.00 TOTAL PREPAIDS .CO TOTAL VOUCHERS 2,790.00 TOTAL DUE VENDOR 2,790.00 CHARMAINE CLEMENTS 001-34780-- 29349 RECREATION REFUND 35.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 35.00 TOTAL DUE VENDOR 35-00 CPRS 0615350-42315-- MEMBRSHP DUES-MRPHY/SCHID 280.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 280.00 TOTAL DUE VENDOR 280.00 CPRS DIST X 0015350-42340-- TRNG-RECREATION STAFF 165.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 165.00 TOTAL DUE VENDOR 165.00 MARIE CRUZ 001-23002-- 1732 PARK DEP REFUND-REAGAN 50.00 TOTAL PREPAIDS -00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 D & J MUNICIPAL SERVICES, INC 0015220-45201-- 12402 DB -BLDG 08 BLDG&SFTY SVC -5/1-5/23 26,628.83 TOTAL PREPAIDS _00 TOTAL VOUCHERS 26,628.83 TOTAL DUE VENDOR 26,628.83 CITY OF DIAMOND PAR RUN DATE: 05/26/2003 17:03:13 VOUCHER REGISTER PAGE: 3 DUE THRU: 05/29/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK DAY & NITE COPY CENTER 0015350-42110-- 179956 PRINT SVCS -RECREATION 56.01 0015350-42353-- 179764 PRINT SVCS-B/DAY CELEB 4.31 0015350-42110-- 179910 PRINT SVCS -RECREATION 336.66 0015510-42110-- 181171 PRINT SVGS-P/WORKS 77.16 0015350-42110-- 180107 PRINT SVCS -RECREATION 2.15 0015350-42110-- 180200 PRINT SVCS -RECREATION 92.78 TOTAL PREPAIDS .00 TOTAL VOUCHERS 569.07 TOTAL DUE VENDOR 569.07 CAROL DENNIS 0014040-44000-- 12383 DBCCO50603 PROF.SVCS-CC MTG 350.00 0015210-44000-- 12383 PC042202 PROF.SVCS-PLN COMM 100.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 450.00 TOTAL DUE VENDOR 450.00 DEWAN LUNDIN & ASSOCIATES 2505510-46411-18603-46411 12643 DB -031-3 DESIGN SVCS -GRAND AVE 9,365.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 9,365.00 TOTAL DUE VENDOR 9,365.00 DIAMOND BAR AUTOMOTIVE 0015310-42200-- 23009 VEH MAINT-COMM SVCS 95.21 0015310-42200-- 22993 VEH MAINT-COMM SVCS 39.54 TOTAL PREPAIDS .00 TOTAL VOUCHERS 134.75 TOTAL DUE VENDOR 134.75 DIAMOND BAR CHINESE AMERICAN ASSC 0015350-42353-- FOOD REIMB-B/DAY CELEB 12.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 12.00 TOTAL DUE VENDOR 12.00 DIAMOND BAR MOBIL 0015310-42200-- 9224 VEH MAINT-POOL VEE 141.84 TOTAL PREPAIDS .00 TOTAL VOUCHERS 141.84 TOTAL DUE VENDOR 141.84 DIAMOND BAR/WALNUT YMCA INDIAN GUID 0015350-42353-- GAME 7 PROCEEDS-B/DAY CELEB 400.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 400.00 TOTAL DUE VENDOR 400.00 DIAMOND BAR/WALNUT YMCA PRINCESS 0015350-42353-- RIDE B PROCEEDS-B/DAY CELEB 400.00 TOTAL PREPAIDS ,00 TOTAL VOUCHERS 400.00 TOTAL DUE VENDOR 400.00 AMOUNT PAGE: 4 PREPAID DATE CHECK 12,886.72 .00 12,886.72 12,886.72 44.00 .00 44.00 44.00 312.50 -00 312.50 312.50 50.00 .00 50.00 50.00 121.09 .00 121.09 121.09 70.30 .00 70.30 70.30 610.22 .00 610.22 610.22 7,789.80 1,619.02 .00 9,608.82 9,608.82 50.00 .00 50.00 50.00 CITY OF DIAMOND BAR RUN DATE: 05/28/2003 17:03:13 VOUCHER REGISTER DUE THRU: 05/29/2003 FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION DIVERSIFIED PARATRANSIT INC 1125553-45529-- 12415 4/01-4/15 DIAMOND RIDE -4/01-4/15 TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR SUDHA DOSHI 001-34780-- 36910 RECREATION REFUND TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR DRIVER ALLIANT INSURANCE SERVICES 001-23004-- 758866 SPL EVTS INS-B/BALL TRNMT TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR SHARON ELLIS 001-23002-- 1729 PARK DEP REFUND -MAPLE HLL TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR EXTERIOR PRODUCTS INC 1155516-42110-- 7 PRINT SVCS -BANNER TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR FEDERAL EXPRESS 0014090-42120-- 469998616 EXPRESS MAIL -GENERAL TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR MING FENG LIN 001-23010-- REFUND REFUND -FPL 00-44 TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR FOOTHILL TRANSIT 1125553-45535-- 12552 14497 FOOTHILL PASSES -MAY 03 1125553-45533-- 12552 14497 CIDY SUBSIDY -MAY 03 TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR JAMES GIBSON 001-23002-- 1731 PARK DEP REFUND-REAGAN TOTAL PREPAIDS TOTAL VOUCHERS TOTAL DUE VENDOR AMOUNT PAGE: 4 PREPAID DATE CHECK 12,886.72 .00 12,886.72 12,886.72 44.00 .00 44.00 44.00 312.50 -00 312.50 312.50 50.00 .00 50.00 50.00 121.09 .00 121.09 121.09 70.30 .00 70.30 70.30 610.22 .00 610.22 610.22 7,789.80 1,619.02 .00 9,608.82 9,608.82 50.00 .00 50.00 50.00 CITY OF DIAMOND BAR RUN DATE: 05/28/2003 17:03:13 VOUCHER REGISTER PAGE: 5 DUE THRU: 05/29/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO R INVOICE DESCRIPTION AMOUNT DATE CHECK GIRL SCOUT TROOP 233 0015350-42353-- GAME 12 PROCEEDS-B/DAY CELEB 400.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 400.00 TOTAL DUE VENDOR 400.00 HALL & FOREMAN,INC 0015551-45223-- 13030 13-04-005 PROF.SVCS-PLAN CHECK 421.31 TOTAL PREPAIDS .00 TOTAL VOUCHERS 421.31 TOTAL DUE VENDOR 421.31 HOME DEPOT 0015350-42353-- 1120067 SUPPLIES-B/DAY CELEB 31.88 0015350-42353-- 3011373 SUPPLIES-B/DAY CELEB 248.33 TOTAL PREPAIDS .00 TOTAL VOUCHERS 280.21 TOTAL DUE VENDOR 280.21 JENNY HUANG 001-32230-- DB 19744 REFUND-PARKING CITATION 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 JAMES T HULL 0015350-45300-- A12252 CONTRACT CLASS-SPRING 517.60 TOTAL PREPAIDS .00 TOTAL VOUCHERS 517.60 TOTAL DUE VENDOR 517.60 DEANNA IGNACIO 001-23002-- 1728 PARK DEP REFUND-MAPLE HLL 50.00 TOTAL PREPAIDS ,00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 INLAND EMPIRE STAGES 0015350-45310-- 13096 9508 EXCURSION-PALM SPRINGS 899.00 1125360-45310-- 13096 9508 EXCURSION-TRANSPORTATION 545.00 TOTAL PREPAIDS ,00 TOTAL VOUCHERS 1,444.00 TOTAL DUE VENDOR 1,444.00 ITALIAN CATHOLIC FEDERATION 0015350-42353-- RIDE 3 PROCEEDS-E/DAY CELEB 400.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 400.00 TOTAL DUE VENDOR 400.00 KIYOMI KAMIMURA 001-34780-- 39794 RECREATION REFUND 8.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 8,00 TOTAL DUE VENDOR 8.00 CITY OF DIAMOND BAR RUN DATE: 05/28/2003 17:03:13 VOUCHER REGISTER PAGE: 6 DUE THRU: 05/29/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO INVOICE DESCRIPTION AMOUNT DATE CHECK ANGEL Y KWAN 0015350-45300-- 12671 CONTRACT CLASS -SPRING 162.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 162.00 TOTAL DUE VENDOR 162.00 LA ROYAL VISTA GOLF COURSE 0015350-42140-- 12293 1008 CONTRACT CLASS -WINTER 496.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 496.00 TOTAL DUE VENDOR 496-00 ANTHONY LAM 001-32230-- DB 22284 REFUND -PARKING CITATION 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 KIM LE 001-34760-- 1724 RECREATION REFUND 565.00 TOTAL PREPAIDS ,00 TOTAL VOUCHERS 565.00 TOTAL DUE VENDOR 565.00 DESIREE LEE 001-34720-- 50758 RECREATION REFUND 123.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 123.00 TOTAL DUE VENDOR 123.00 LEWIS ENGRAVING INC 0014090-42113-- 12319 11250 ENGRAVING SVCS -BADGES 18.94 TOTAL PREPAIDS .00 TOTAL VOUCHERS 10.94 TOTAL DUE VENDOR 18.94 JEFF LITTMAN 001-23002-- 1677 PARK DEP REFUND -HERITAGE 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 LOS ANGELES COUNTY - MTA 1125553-45535-- 12553 5030487 MTA PASSES -APR 03 1,255 30 1125553-45533-- 12553 5030487 CITY SUBSIDY -APR 03 597.70 1125553-45533-- 12553 2030251 MTA PASSES -FEB 03 58.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 1,911.00 TOTAL DUE VENDOR 1,911.00 CITY OP DIAMOND BAR RUN DATE: 05/28/2003 17:03:13 VOUCHER REGISTER PAGE: 7 DUE THRU: 05/29/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK LOS ANGELES COUNTY PUBLIC WORKS 0015340-42210-- IN301442 SEWER SVC CHRG-PANTERA 21.50 0015340-45300-- 12170 AR253319 SUMP PUMP MAINT-MAR 03 606.42 TOTAL PREPAIDS .00 TOTAL VOUCHERS 627.92 TOTAL DUE VENDOR 627.92 RAMONA LUCAS 001-34730-- 1664 RECREATION REFUND 10.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 10.00 TOTAL DUE VENDOR 10.00 MAINTEX 0015340-42210-- 12924 655379 SUPPLIES -COMMUNITY SR CTR 254.59 TOTAL PREPAIDS .00 TOTAL VOUCHERS 254.59 TOTAL DUE VENDOR 254.59 MANAGED HEALTH NETWORK 001-21115-- JUNE 2003 JUNE 2003 -EAP PREMIUMS 66.95 TOTAL PREPAIDS _00 TOTAL VOUCHERS 86.95 TOTAL DUE VENDOR 86.95 SHARON MANALO 001-23002-- 1726 PARK DEP REFUND -HERITAGE 200.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 200.00 TOTAL DUE VENDOR 200.00 DENISE MCCREARY 001-34740-- 45465 RECREATION REFUND 7.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 7,00 TOTAL DUE VENDOR 7.00 MCE CORPORATION 0015554-45502-- 12283 303087 ROAD MAINT-MAR 03 7,149.93 0015558-45508-- 12186 0304055 VEGETATION CNTRL-APR 03 4,545.30 0015554-45512-- 12285 303087 STORM DRAIN MAINT-MAR 03 262.80 0015554-45506-- 12286 303067 STRIPING MAINT-MAR 03 412.64 0015554-45512-- 12285 303087 STORM DRAIN MAINT-MAR 03 4,371.65 TOTAL PREPAIDS .00 TOTAL VOUCHERS 16,742.32 TOTAL DUE VENDOR 16,742.32 MEDIA LINK 0015210-44000-- 12922 2266 TRNSLTN SVC-P/MAINT GUIDE 600.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 600.00 TOTAL DUE VENDOR 600.00 CITY OF DIAMOND BAR RUN DATE: 05/28/2003 17:03:13 VOUCHER REGISTER PAGE: 8 DUE THRU: 05/29/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK METROLINK 1125553-45535-- 12551 123987 METROLINK PASSES-MAY 03 36,607.20 1125553-45533-- 12551 123967 CITY SUBSIDY-MAY 03 9,151.80 TOTAL PREPAIDS .00 TOTAL VOUCHERS 45,759.00 TOTAL DUE VENDOR 45,759.00 MOBILE MODULAR MANAGEMENT GROUP 0015350-42140-- 12212 490602 LEASE PRTBL-SYC rYN PK 460.06 TOTAL PREPAIDS .00 TOTAL VOUCHERS 460.06 TOTAL DUE VENDOR 460.06 NEW WEST SIGNAL 2505510-46412-16701-46412 12699 0249-6 TRFFC SGML-D/B/SR57/N/B 14,726.68 2505510-46412-16601-46412 12699 0249-6 TRFFC SGNL-D/B/CLR CREEK 14,726.68 2505510-46412-14399-46412 12699 0249-6 TRFFC SGNL-D/B/SLVR HAWK 14,726.66 TOTAL PREPAIDS ,00 TOTAL VOUCHERS 44,180.02 TOTAL DUE VENDOR 44,180.02 FANGLIN NGNE 001-32230-- DB 28086 REFUND-PARKING CITATION 50,00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 RAPHAEL PLUNKETT 001-34780-- 49825 RECREATION REFUND 10.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 10.OD TOTAL DUE VENDOR 10.00 POMONA UNIFIED SCHOOL DISTRICT 0015350-42353-- 3065 PARKING-B/DAY CELEB 150.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 150-00 TOTAL DUE VENDOR 150.00 RUTH PORTER 0015350-42340-- TRNG-CPR/FIRST AID 100.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 100.00 TOTAL DUE VENDOR 100.00 BRIAN PURDY 001-34780-- 29765 RECREATION REFUND 70.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 70.00 TOTAL DUE VENDOR 70.00 CITY OF DIAMOND BAR RUN DATE: 05/28/2003 17:03:13 VOUCHER REGISTER PAGE: 9 DUE THRU: 05/29/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK JIMMY RAMIREZ 0015350-45300-- 13105 CONTRACT CLASS -SPRING 33.40 0015350-45300-- 12534 CONTRACT CLASS -SPRING 721.40 TOTAL PREPAIDS .00 TOTAL VOUCHERS 754.80 TOTAL DUE VENDOR 754.80 BOB ROSE 0015310-42330-- PER DIEM -CONE 261.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 261.00 TOTAL DUE VENDOR 261.00 SOUTHLAND SPORTS OFFICIALS 0015350-45300-- 12291 5/7-5/20/03 OFFICIAL SVCS -5/7-5/20 736.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 736.00 TOTAL DUE VENDOR 736.00 SPORT SUPPLY GROUP INC 0015350-41200-- 91170769 SUPPLIES -RECREATION 472.40 TOTAL PREPAIDS .00 TOTAL VOUCHERS 472.40 TOTAL DUE VENDOR 472.40 STANDARD INSURANCE OF OREGON 001-21106-- PP 10-11 JUNE 03-SUPP LIFE INS PRE 148.60 001-21106-- PP 10-11 JUNE 03 -LIFE INS PREMS 623.50 001-21112-- PP 10-11 JUNE 03-STD/LTD 1,105.44 TOTAL PREPAIDS .00 TOTAL VOUCHERS 1,877.54 TOTAL DUE VENDOR 1,877.54 SUNGARD PENTAMATION INC 0014050-44030-- JUNE 03 DATA LINES CHRGS-APR 03 9.86 TOTAL PREPAIDS .00 TOTAL VOUCHERS 9.86 TOTAL DUE VENDOR 9.86 NORBERT TALBERT 001-32230-- DB 20836 REFUND -PARKING CITATION 330.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 330.00 TOTAL DUE VENDOR 330.00 TENNIS ANYONE 0015350-45300-- 13104 CONTRACT CLASS -SPRING 340.55 0015350-45300-- 12670 CONTRACT CLASS -SPRING 1,802.15 TOTAL PREPAIDS .00 TOTAL VOUCHERS 2,142.70 TOTAL DUE VENDOR 2,142.70 CITY OF DIAMOND BAR RUN DATE: 05/28/2003 17:03:13 VOUCHER REGISTER PAGE: 10 DUE THRU: 05/29/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO INVOICE DESCRIPTION AMOUNT DATE CHECK TISHA THOMSIC 001-23002-- 1730 PARK DEP REFUND-PETERSON 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 TREE TRUST TREEORD 0015310-41200-- TREE ORD-SOFTWARE 65.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 65.00 TOTAL DUE VENDOR 65.00 ALEX TRIJELID 001-32230-- DB 22106 REFUND-PARKING CITATION 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 TRUGREEN LANDCARE 0015340-42210-- 12139 1692816973 ADDL MAINT-PARKS APR 03 16,065.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 16,065.00 TOTAL DUE VENDOR 16,065.00 URBAN ENTOMOLOGY ASSOCIATION 0015558-45509-- 329 BEE REMOVAL-MAY 03 220.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 220.00 TOTAL DUE VENDOR 220.00 VALLEY CREST LANDSCAPE INC. 0015350-42353-- 1072061 LANDSCP MAINT-PANTERA 2,227.50 0015340-45300-- 13001 1070875 MAINT-PANTERA/PETERSON 9,847.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 12,074.50 TOTAL DUE VENDOR 12,074.50 KAY VARGAS 001-32230-- DB 28934 REFUND-PARKING CITATION 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 VERIZON CALIFORNIA 1185098-42125-- 9093964035 PH.SVCS-DIAL IN MODEM 95.27 TOTAL PREPAIDS .00 TOTAL VOUCHERS 95.27 TOTAL DUE VENDOR 95.27 VISION SERVICE PLAN 001-21107-- PP 10-11 .TUNE 03-VISION PREMIUMS 1,214.15 TOTAL PREPAIDS .00 TOTAL VOUCHERS 1,214.15 TOTAL DUE VENDOR 1,214.15 CITY OF DIAMOND BAR RUN DATE: 05/28/2003 17:03:13 VOUCHER REGISTER PAGE: 11 DUE THRU: 05/29/2003 PREPAID FUND/SECT-ACCT-PROJECT-ACCT PO # INVOICE DESCRIPTION AMOUNT DATE CHECK GENEVA WATSON 001-34720-- 50796 RECREATION REFUND 41.00 TOTAL PREPAIDS .00 'DOTAL VOUCHERS 41.00 TOTAL DUE VENDOR 41.00 ANITA WEI 001-34780-- 40717 RECREATION REFUND 7.00 TOTAL PREPAIDS -00 TOTAL VOUCHERS 7.00 TOTAL DUE VENDOR 7.00 NANCY WHITEHOUSE 0014030-42330-- PER DIEM PER DIEM-JPIA CONF 130.50 TOTAL PREPAIDS .00 TOTAL VOUCHERS 130.50 TOTAL DUE VENDOR 130.50 DORIS WILLIAMSON 001-34780-- 48244 RECREATION REFUND 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 JAMES WONG 001-34780-- 1610 RECREATION REFUND 85.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 85.00 TOTAL DUE VENDOR 65.00 XEROX CORPORATION 0014090-42200-- 12642 95662385 COPIER MAINT-APR 03 368.31 0014090-42200-- 12642 95662380 COPIER MAINT-APR 03 368.31 TOTAL PREPAIDS .00 TOTAL VOUCHERS 736.62 TOTAL DUE VENDOR 736.62 FRANK YOUNG 001-32230-- DB 28427 REFUND -PARKING CITATION 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 RUIE ZHAN 001-32230-- DB 26857 REFUND -PARKING CITATION 50.00 TOTAL PREPAIDS .00 TOTAL VOUCHERS 50.00 TOTAL DUE VENDOR 50.00 REPORT TOTAL PREPAIDS .00 REPORT TOTAL VOUCHERS 247,642.55 REPORT TOTAL 247,642.55 AGENDA NO. 6.1 ITEM CONTINUED TO JUNE 17, 2003 AGENDA NO. 6.1 ITEM CONTINUED TO JUNE 17, 2003 CITY OF DIAMOND BAR Agenda No. 6.2 MINUTES OF THE PARKS & RECREATION COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M.D./THE GOVERNMENT CENTER 21865 E. Copley Drive APRIL 24, 2003 CALL TO ORDER: Chairman Hull called the meeting to order at 7:00 p.m. in the SCAQMD/Government Center Building Auditorium, 21865 E. Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Chairman Hull led the Pledge of Allegiance. ROLL CALL: Present: Chairman Hull, and Commissioners Lui and Lyons Vice Chairman Grundy and Commissioner Torres were excused. Staff: Bob Rose, Director of Community Services; Kim Crews, Senior Management Analyst; Sara West, Recreation Supervisor, and Marisa Somenzi, Administrative Assistant. MATTERS FROM THE AUDIENCE: Anna Le and Puma, 24417 Nan Court, asked the Commissioners to consider constructing a fenced in dog park area in the City. She presented a petition to the Commission indicating a number of residents in favor of the park. She suggested potential sites such as the pocket park on Longview at Leyland (Silver Tip Mini -Park) where there would be enough room to accommodate both dogs and kids play areas. Also, a small area in Pantera Park could be fenced off and one doggie bag dispenser could be included in the fenced area. Chair/Huill asked if Ms. Le's neighbors would have a problem with increased traffic and dogs corning from other areas into their neighborhood. Ms. Le responded that she only visited residences in her immediate area and that she did not ask that question of people who signed the petition. She said they were just happy to have someplace for their dog to go. Chair/Hull explained that the park would have to be open to the entire community. C/Lyons asked Ms. Le if the Huntington Beach facility was monitored. Ms. Le responded that volunteers monitor the park on weekends only and direct people to use the doggie bags. The Huntington Beach facility is not fenced off. There is a post beyond which dogs must be on a leash. She said her request was for a gated area so that the dogs could not wander off unsupervised. APRIL 24, 2003 PAGE 2 P&R COMMISSION CSD/Rose stated that the greenbelt on Summitridge Drive is "Summitridge Mini -Park" and the park where Longview and Summitridge come together is "Silvertip Park." Both are Lighting and Landscape Maintenance District #39 Mini -Parks. CALENDAR OF EVENTS: As presented in the agenda. CONSENT CALENDAR 1.1 Approval of March 27, 2003 regular meeting minutes. C/Lyons moved, C/Lui seconded, to approve the minutes of the March 27, 2003 regular meeting as presented. Without objection, the motion was so ordered with VC/Grundy and C/Torres being absent. 2. INFORMATIONAL ITEMS 2.1 Recreation Program Report — by RS/West. 2.2 Youth Basketball Financial Report — CSD/Rose. 2.3 Diamond Bar Community Foundation Report by Board Member Hull. Chair/Hull stated that as previously reported by RS/West, the Diamond Bar Community Foundation voted to support a "Concert in the Park" on June 25. Approval of the $1,500 donation will be considered by the City Council at its May 6 meeting. 2.4 Youth Master Plan — Report by SMA/Crews SMA/Crews reported that the City Council voted to keep this item in the City's budget. In fact, the Council allocated an additional $37,000 to complete the program. Staff will present the contract including a $5,000 contingency to the Council for consideration at its May 6 meeting. When the contract is approved and the City enters into an agreement with the consultant, she will be invited to attend a Commission meeting. Chair/Hull asked if the Commission would be invited to form an ad hoc committee to participate in the process. SMA/Crews felt it would be critical for the Parks and Recreation Commission to be involved in the process. 2.5 14th City Birthday Party Report — Committee Members Lui and Lyons C/Lui reported that the committee met this morning and determined that all plans were in place for this weekend's birthday party. He looked forward to an excellent event. C/Lyons said that everyone is very prepared. The meeting went well and it APRIL 24, 2003 PAGE 3 P&R COMMISSION should be a super event. CSD/Rose said there would be 144 booths that included carnival rides, games, businesses, information, food, crafts, etc. 2.6 Parks Report — CSD/Rose introduced Bill Arman, Vice President, ValleyCrest Landscape (maintenance company for Pantera and Peterson Parks) CSD/Rose explained that Pantera and Peterson Parks are transitioning from TruGreen to Valley Crest at this time. He felt that Commissioners would be very impressed with the transformation of Pantera Park. Bill Arman, Regional Manager felt it was appropriate that Valley Crest began maintenance of the aforementioned parks on April 1. He expressed his appreciation for the opportunity to work with the City. Diamond Bar has well - used parks. His presentation included slides of opportunities and how Valley Crest dealt with various situations. He stated that Valley Crest's priority on any project is to consider the safety, security and welfare of people. The slide presentation included before and after pictures. The first week Valley Crest took possession of the parks, about 2800 pounds of 16/6/8 fertilizer was applied to both parks to give the Bermuda grass a jumpstart. Within the next two weeks another fertilizer application will take place to bring the Bermuda grass out of its dormancy. There were a significant number of weeds (plants out of place) in the turf area at Pantera Park that were eradicated as shown by the picture taken on April 24. The trees are the parks greatest asset and need to be properly managed. In the next 30 to 60 days a number of items will be addressed in accordance with the presentation. In order to have a successful landscape in Southern California, the next step would be to monitor the irrigation systems. There are a few opportunities for improvement. Peterson Park probably has more opportunities for improvement to the landscape system. Mr. Arman stated that his firm is aware that timing on irrigation systems is very sensitive. He is a soccer dad and does not like playing on wet fields. The hybrid Bermuda grass will allow for fast fields. Turf is dominant in the parks and attention will be given to good horticultural management (aeration, fertilization and irrigation). Valley Crest will be taking a close look at the City's tree management program. There were 86 trees in Peterson Park. More than 40 of the trees had little potential and half were dead. Chair/Hull asked Mr. Arman if he would accompany Commissioners on their park walkthroughs. Mr. Arman said he would be honored to do so and asked who would be representing the Commission. Chair/Hull explained that Commissioners rotate park visits. The Commissioners were concerned because in the past they received indirect responses or lack of response. Chair/Hull explained that when he pointed out a problem with the irrigation system at Peterson Park, the contractor lied to him about the cause. Mr. Arman said that the immediate challenge at Peterson Park exists between the two baseball fields. There is a patch of lawn that is on a pop up spray head as well as, a rotary head system — both on the same valve. One APRIL 24, 2003 PAGE 4 P&R COMMISSION will over water that lawn in less than three minutes. The other one requires 30 minutes. He asked for comments and questions. C/Lyons said the Commissioners are looking forward to a lot of improvement. There is a lot of park usage and the City needs for them to be in tip-top condition. One area of concern is the glut of water at both parks, Peterson being the worse. Mr. Arman repeated that water management is a big concern to the Commission. C/Lyons recommended that staff consult with Valley Crest about the condition of the trees in Sycamore Park before further planning occurs. C/Lui asked what Mr. Arman recommended for the tree problem at Peterson Park. Mr. Arman responded that the useless trees should be removed. They take up space and resources. Valley Crest has placed a red dot on every tree that is recommended for removal, none of which are protected trees. He also recommended that indigenous trees replace the Eucalyptus trees on the slope at Pantera Park. Chair/Hull asked if the trees slated for removal would be replaced Mr. Arman said that in most cases yes — in some cases it would not be necessary. Chair/Hull asked if the replacement trees would include shade trees. Mr. Arman replied yes. For best results, the youngest tree the City could be tolerated visually is best for vigor and adaptability. However, if the plan were to match the current trees, it would be best to go with a 24 or 36 -inch box. The best replacement is a 15 -gallon fast growth tree. Mr. Arman said he looked forward to a long-lasting positive relationship with the City of Diamond Bar. Chair/Hull said that the City was looking forward to Valley Crest upgrading the City's parks into better facilities. Mr. Arman stated that actions speak louder than words and he looked forward to showing the Commission results. CSD/Rose reported that the City has new parks specifications that will be used to go out to bid. The City hopes to conclude its contract with TruGreen in the next 60-90 days. CSD/Rose proposed increased budget allocations for park maintenance for the next fiscal year. Responses from TruGreen have fallen off significantly and the City is withholding payment for specific items that have not been completed. APRIL 24, 2003 PAGE 5 P&R COMMISSION C/Lui said the parks are the City's treasures and everything possible should be done to protect them. 2.7 C.I.P Program Report — by CSD/Rose a. Community/Senior Center — CSD/Rose reported that the steel beams for the building are being constructed at this time. The street signals are being restructured to create a left -turn pocket into the park driveway and a left -turn pocket to accommodate vehicles exiting "The Country Estates" onto Grand Avenue. Construction of the center is on schedule for a March 1, 2004 opening. b. Sycamore Canyon Park ADA Retrofit — CSD/Rose stated that staff is awaiting structural calculations for the picnic shelter. Staff was hoping to get the structure completed before summer but it does not seem likely at this point. Phase III plans are being drawn up by the contractor. C. Starshine Park ADA Retrofit — The neighborhood meeting to discuss proposed park improvements will be held at the park on Tuesday, May 13 at 6:30 p.m. d. Pantera Park Picnic Shelters — Previously discussed. e. Trail Development at Sycamore Canyon Park — CSD/Rose explained that the Diamond Bar Community Foundation has allocated $25,000 as a matching fund to a grant applicant for the trail development of Sycamore Canyon Park. Currently, the City has $118,000 toward the project. 3. OLD BUSINESS: None 4. NEW BUSINESS: 4.1 Subcommittee Appointments. a. User Group Subcommittee b. City Birthday Subcommittee C/Lyons moved, C/Lui seconded, to continue this matter to the May 22, 2003 meeting. Without objection, the motion was so ordered with VC/Grundy and C/Torres being absent. 4.2 Coca-Cola Soda Machine Agreement Extension — CSD/Reported the following agreement renewal provision: a. Two-year agreement (instead of one-year) b. $1.25 per unit (instead of $1.00) C. Increase of City's commission to 40% from 35% d. Placement of sports drink vending machine at Paul C. Grow Park if approved by Walnut Valley Unified School District. APRIL 24, 2003 PAGE 6 P&R COMMISSION C/Lui felt that the service was an accommodation to the residents and the price of the units should not be increased from $1.00 to $1.25. Chair/Hull asked if Coca-Cola intended to place machines back in cages. If the price increases to $1.25 the machines must maintain adequate change. He liked the increase in commission but felt it was onerous for the residents as well as an increased maintenance burden. C/Lui moved, C/Lyons seconded, to approve a counter-offer to the agreement extension as follows; Two-year agreement, maintain $1.00 per unit price, increase the City's commission to 40%, and placement of a sports drink vendor at Paul C. Grow Park if approved by Walnut Valley Unified School District. Without objection, the motion was so ordered with VC/Grundy and C/Torres being absent. 6. ANNOUNCEMENTS: C/Lui asked if the Commission should discuss the possibility of establishing a dog park in the City. CSD/Rose explained that there are certain concerns associated with a dog park such as, increased traffic and parking in residential neighborhoods, dog barking, etc. This type of new use in a park requires a Conditional Use Permit process with the Planning Commission and City Council. The Commission could request staff to take action on the request. C/Lui said that the SARS disease is rampant in China. Thousands are sick and many have died. There are a few cases in the United States and many cases in Canada. Diamond Age has many members who travel to the Orient. Anyone returning from China, Taiwan and Hong Kong should stay at home before they venture out to conduct activities. The recreation staff should be careful to counsel people who have any kind of fever to stay home. SARS can spread rapidly. In addition, staff should make an extra effort to keep public facilities clean and safe for residents during this crisis. C/Lyons attended the recent D.B. soccer tournament. She saw that the fields at Pantera School and Pantera Park were in good condition. She spoke with several people who were pleased with the appearance of the fields. Parents were very pleased with the refereeing. Chair/Hull joined staff members and TruGreen last week for park visits at Ronald Reagan and Starshine. He was very pleased with the way the parks looked. Chair/Hull reported that he met with Mayor Herrera and Mayor Pro Tem Huff on April 10. They spent two hours going over the joint meeting agenda. M/Herrera and MPT/Huff were concerned with the number of items and Chair/Hull told them that a majority of the items were informational type items. There was an in depth discussion about Site D. Ten years ago when he talked with the school district about Site D the price tag was about 5 million dollars. It is now around 30 million. If that were the case, it would put Site D out of reach of the City for use as a recreational site. There was some mention of Sandstone as a possible site. APRIL 24, 2003 PAGE 7 P&R COMMISSION CSD/Rose explained that Sandstone is the same area as Larkstone, an undeveloped canyon filled with oak trees south of the middle school access road off of Brea Canyon Road. Sandstone is a pristine area that would likely be reserved for nature hikes and similar type activities. There is land immediately adjacent to the canyon that could support recreational facilities. Chair/Hull said that the City of Industry has a lot of available property. However, the City of Industry does not do anything unless it can benefit. The Council is aware of the need for a recreational facility but it would not appear that Site D would be available to the City for such a use at that price. The Council continues to work on joint use agreements with the school district. They also discussed programming for Heritage Park after the Community/Senior Center opens. M/Herrera and MPT/Huff were curious to know how the new rules and regulations were working for the City's tennis courts because they had not had any feedback. Chair/Hull assured them that "no news is good news." CSD/Rose confirmed that the City has not received a telephone call regarding tennis court use for instruction since December 2001. Chair/Hull said M/Herrera and MPT/Huff were excited to learn that there were no reported problems with the tennis court instruction rules and felt the balance of the Council would want to know this information. M/Herrera and MPT/Huff said that the Council looked forward to the joint meeting. The Council wanted all Commissioners present for the meeting and sought a continuance. CSD/Rose asked the Commission to remain aware of potential land acquisition as a result of the possible closure of the Lanterman facility. Chair/Hull said they discussed Lanterman but thought that CalPoly was attempting to acquire the site. CSD/Rose responded that there are a lot of possibilities for the site. CalPoly could meet their needs and other undeveloped lands adjacent to the Little League property could remain available. Lanterman is located in the City of Pomona and a joint use arrangement is possible. ADJOURNMENT: There being no further business to come before the Commission, Chairman Hull adjourned the meeting at 8:50 p.m. Respectfully Submitted, /s/ Bob Rose Bob Rose, Secretary Attest: /s/ Jeff Hull Chairman Jeff Hull CITY OF DIAMOND BAR Agenda No. 6.2 MINUTES OF THE PARKS & RECREATION COMMISSION HIEARING BOARD ROOM OF S.C.A.Q.M.D./THE GOVERNMENT CENTER 21865 E. Copley Drive APRIL 24, 2003 CALL TO ORDER: Chairman Hull called the meeting to order at 7:00 p.m. in the SCAQMD/Government Center Building Auditorium, 21865 E. Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Chairman Hull led the Pledge of Allegiance. ROLL CALL: Present: Chairman Hull, and Commissioners Lui and Lyons Vice Chairman Grundy and Commissioner Torres were excused. Staff: Bob Rose, Director of Community Services; Kim Crews, Senior Management Analyst; Sara West, Recreation Supervisor, and Marisa Somenzi, Administrative Assistant. MATTERS FROM THE AUDIENCE: Anna Le and Puma, 24417 Nan Court, asked the Commissioners to consider constructing a fenced in dog park area in the City. She presented a petition to the Commission indicating a number of residents in favor of the park. She suggested potential sites such as the pocket park on Longview at Leyland (Silver Tip Mini-Park) where there would be enough room to accommodate both dogs and kids play areas. Also, a small area in Pantera Park could be fenced off and one doggie bag dispenser could be included in the fenced area. Chair/Hull asked if Ms. Le's neighbors would have a problem with increased traffic and dogs corning from other areas into their neighborhood. Ms. Le responded that she only visited residences in her immediate area and that she did not ask that question of people who signed the petition. She said they were just happy to have someplace for their dog to go. Chair/Hull explained that the park would have to be open to the entire community. C/Lyons asked Ms. Le if the Huntington Beach facility was monitored. Ms. Le responded that volunteers monitor the park on weekends only and direct people to use the doggie bags. The Huntington Beach facility is not fenced off. There is a post beyond which dogs must be on a leash. She said her request was for a gated area so that the dogs could not wander off unsupervised. APRIL 24, 2003 PAGE 2 P&R COMMISSION CSD/Rose stated that the greenbelt on Summitridge Drive is "Summitridge Mini-Park" and the park where Longview and Summitridge come together is "Silvertip Park." Both are Lighting and Landscape Maintenance District #39 Mini-Parks. CALENDAR OF EVENTS: 1. As presented in the agenda. CONSENT CALENDAR 1.1 Approval of March 27, 2003 regular meeting minutes. C/Lyons moved, C/Lui seconded, to approve the minutes of the March 27, 2003 regular meeting as presented. Without objection, the motion was so ordered with VC/Grundy and C/Torres being absent. 2. INFORMATIONAL ITEMS 2.1 Recreation Program Report - by RS/West. 2.2 Youth Basketball Financial Report - CSD/Rose. 2.3 Diamond Bar Community Foundation Report by Board Member Hull. Chair/Hull stated that as previously reported by RS/West, the Diamond Bar Community Foundation voted to support a "Concert in the Park" on June 25. Approval of the $1,500 donation will be considered by the City Council at its May 6 meeting. 2.4 Youth Master Plan - Report by SMA/Crews SMA/Crews reported that the City Council voted to keep this item in the City's budget. In fact, the Council allocated an additional $37,000 to complete the program. Staff will present the contract including a $5,000 contingency to the Council for consideration at its May 6 meeting. When the contract is approved and the City enters into an agreement with the consultant, she will be invited to attend a Commission meeting. Chair/Hull asked if the Commission would be invited to form an ad hoc committee to participate in the process. SMA/Crews felt it would be critical for the Parks and Recreation Commission to be involved in the process. 2.5 14th City Birthday Party Report - Committee Members Lui and Lyons C/Lui reported that the committee met this morning and determined that all plans were in place for this weekend's birthday party. He looked forward to an excellent event. C/Lyons said that everyone is very prepared. The meeting went well and it APRIL 24, 2003 PAGE 3 should be a super event. P&R COMMISSION CSD/Rose said there would be 144 booths that included carnival rides, games, businesses, information, food, crafts, etc. 2.6 Parks Report - CSD/Rose introduced Bill Arman, Vice President, ValleyCrest Landscape (maintenance company for Pantera and Peterson Parks) CSD/Rose explained that Pantera and Peterson Parks are transitioning from TruGreen to Valley Crest at this time. He felt that Commissioners would be very impressed with the transformation of Pantera Park. Bill Arman, Regional Manager felt it was appropriate that Valley Crest began maintenance of the aforementioned parks on April 1. He expressed his appreciation for the opportunity to work with the City. Diamond Bar has well- used parks. His presentation included slides of opportunities and how Valley Crest dealt with various situations. He stated that Valley Crest's priority on any project is to consider the safety, security and welfare of people. The slide presentation included before and after pictures. The first week Valley Crest took possession of the parks, about 2800 pounds of 16/6/8 fertilizer was applied to both parks to give the Bermuda grass a jumpstart. Within the next two weeks another fertilizer application will take place to bring the Bermuda grass out of its dormancy. There were a significant number of weeds (plants out of place) in the turf area at Pantera Park that were eradicated as shown by the picture taken on April 24. The trees are the parks greatest asset and need to be properly managed. In the next 30 to 60 days a number of items will be addressed in accordance with the presentation. In order to have a successful landscape in Southern California, the next step would be to monitor the irrigation systems. There are a few opportunities for improvement. Peterson Park probably has more opportunities for improvement to the landscape system. Mr. Arman stated that his firm is aware that timing on irrigation systems is very sensitive. He is a soccer dad and does not like playing on wet fields. The hybrid Bermuda grass will allow for fast fields. Turf is dominant in the parks and attention will be given to good horticultural management (aeration, fertilization and irrigation). Valley Crest will be taking a close look at the City's tree management program. There were 86 trees in Peterson Park. More than 40 of the trees had little potential and half were dead. Chair/Hull asked Mr. Arman if he would accompany Commissioners on their park walkthroughs. Mr. Arman said he would be honored to do so and asked who would be representing the Commission. Chair/Hull explained that Commissioners rotate park visits. The Commissioners were concerned because in the past they received indirect responses or lack of response. Chair/Hull explained that when he pointed out a problem with the irrigation system at Peterson Park, the contractor lied to him about the cause. Mr. Arman said that the immediate challenge at Peterson Park exists between the two baseball fields. There is a patch of lawn that is on a pop up spray head as well as, a rotary head system - both on the same valve. One APRIL 24, 2003 PAGE 4 P&R COMMISSION will over water that lawn in less than three minutes. The other one requires 30 minutes. He asked for comments and questions. C/Lyons said the Commissioners are looking forward to a lot of improvement. There is a lot of park usage and the City needs for them to be in tip-top condition. One area of concern is the glut of water at both parks, Peterson being the worse. Mr. Arman repeated that water management is a big concern to the Commission. C/Lyons recommended that staff consult with Valley Crest about the condition of the trees in Sycamore Park before further planning occurs. C/Lui asked what Mr. Arman recommended for the tree problem at Peterson Park. Mr. Arman responded that the useless trees should be removed. They take up space and resources. Valley Crest has placed a red dot on every tree that is recommended for removal, none of which are protected trees. He also recommended that indigenous trees replace the Eucalyptus trees on the slope at Pantera Park. Chair/Hull asked if the trees slated for removal would be replaced. Mr. Arman said that in most cases yes - in some cases it would not be necessary. Chair/Hull asked if the replacement trees would include shade trees. Mr. Arman replied yes. For best results, the youngest tree the City could be tolerated visually is best for vigor and adaptability. However, if the plan were to match the current trees, it would be best to go with a 24 or 36 -inch box. The best replacement is a 15 -gallon fast growth tree. Mr. Arman said he looked forward to a long-lasting positive relationship with the City of Diamond Bar. Chair/Hull said that the City was looking forward to Valley Crest upgrading the City's parks into better facilities. Mr. Arman stated that actions speak louder than words and he looked forward to showing the Commission results. CSD/Rose reported that the City has new parks specifications that will be used to go out to bid. The City hopes to conclude its contract with TruGreen in the next 60-90 days. CSD/Rose proposed increased budget allocations for park maintenance for the next fiscal year. Responses from TruGreen have fallen off significantly and the City is withholding payment for specific items that have not been completed. APRIL 24, 2003 PAGE 5 P&R COMMISSION C/Lui said the parks are the City's treasures and everything possible should be done to protect them. —'—.7 C.I.P Program Report - by CSD/Rose a. Community/Senior Center - CSD/Rose reported that the steel beams for the building are being constructed at this time. The street signals are being restructured to create a left -turn pocket into the park driveway and a left -turn pocket to accommodate vehicles exiting "The Country Estates" onto Grand Avenue. Construction of the center is on schedule for a March 1, 2004 opening. b. Sycamore Canyon Park ADA Retrofit - CSD/Rose stated that staff is awaiting structural calculations for the picnic shelter. Staff was hoping to get the structure completed before summer but it does not seem likely at this point. Phase III plans are being drawn up by the contractor. c. Starshine Park ADA Retrofit - The neighborhood meeting to discuss proposed park improvements will be held at the park on Tuesday, May 13 at 6:30 p.m. d. Pantera Park Picnic Shelters - Previously discussed. e. Trail Development at Sycamore Canyon Park - CSD/Rose explained that the Diamond Bar Community Foundation has allocated $25,000 as a matching fund to a grant applicant for the trail development of Sycamore Canyon Park. Currently, the City has $118,000 toward the project. 3. OLD BUSINESS: None 4. NEW BUSINESS: 4.1 Subcommittee Appointments. a. User Group Subcommittee b. City Birthday Subcommittee C/Lyons moved, C/Lui seconded, to continue this matter to the May 22, 2003 meeting. Without objection, the motion was so ordered with VC/Grundy and C/Torres being absent. 4.2 Coca-Cola Soda Machine Agreement Extension - CSD/Reported the following agreement renewal provision: a. Two-year agreement (instead of one-year) b. $1.25 per unit (instead of $1.00) c. Increase of City's commission to 40% from 35% d. Placement of sports drink vending machine at Paul C. Grow Park if approved by Walnut Valley Unified School District. APRIL 24, 2003 PAGE 6 P&R COMMISSION C/Lui felt that the service was an accommodation to the residents and the price of the units should not be increased from $1.00 to $1.25. Chair/Hull asked if Coca-Cola intended to place machines back in cages. If the price increases to $1.25 the machines must maintain adequate change. He liked the increase in commission but felt it was onerous for the residents as well as an increased maintenance burden. C/Lui moved, C/Lyons seconded, to approve a counter-offer to the agreement extension as follows; Two-year agreement, maintain $1.00 per unit price, increase the City's commission to 40%, and placement of a sports drink vendor at Paul C. Grow Park if approved by Walnut Valley Unified School District. Without objection, the motion was so ordered with VC/Grundy and C/Torres being absent. 6. ANNOUNCEMENTS: C/Lui asked if the Commission should discuss the possibility of establishing a dog park in the City. CSD/Rose explained that there are certain concerns associated with a dog park such as, increased traffic and parking in residential neighborhoods, dog barking, etc. This type of new use in a park requires a Conditional Use Permit process with the Planning Commission and City Council. The Commission could request staff to take action on the request. C/Lui said that the SARS disease is rampant in China. Thousands are sick and many have died. There are a few cases in the United States and many cases in Canada. Diamond Age has many members who travel to the Orient. Anyone returning from China, Taiwan and Hong Kong should stay at home before they venture out to conduct activities. The recreation staff should be careful to counsel people who have any kind of fever to stay home. SARS can spread rapidly. In addition, staff should make an extra effort to keep public facilities clean and safe for residents during this crisis. C/Lyons attended the recent D.B. soccer tournament. She saw that the fields at Pantera School and Pantera Park were in good condition. She spoke with several people who were pleased with the appearance of the fields. Parents were very pleased with the refereeing. Chair/Hull joined staff members and TruGreen last week for park visits at Ronald Reagan and Starshine. He was very pleased with the way the parks looked. Chair/Hull reported that he met with Mayor Herrera and Mayor Pro Tern Huff on April 10. They spent two hours going over the joint meeting agenda. M/Herrera and MPT/Huff were concerned with the number of items and Chair/Hull told them that a majority of the items were informational type items. There was an in depth discussion about Site D. Ten years ago when he talked with the school district about Site D the price tag was about 5 million dollars. It is now around 30 million. If that were the case, it would put Site D out of reach of the City for use as a recreational site. There was some mention of Sandstone as a possible site. APRIL 24, 2003 PAGE 7 P&R COMMISSION CSD/Rose explained that Sandstone is the same area as Larkstone, an undeveloped canyon filled with oak trees south of the middle school access road off of Brea Canyon Road. Sandstone is a pristine area that would likely be reserved for nature hikes and similar type activities. There is land immediately adjacent to the canyon that could support recreational facilities. Chair/Hull said that the City of Industry has a lot of available property. However, the City of Industry does not do anything unless it can benefit. The Council is aware of the need for a recreational facility but it would not appear that Site D would be available to the City for such a use at that price. The Council continues to work on joint use agreements with the school district. They also discussed programming for Heritage Park after the Community/Senior Center opens. M/Herrera and MPT/Huff were curious to know how the new rules and regulations were working for the City's tennis courts because they had not had any feedback. Chair/Hull assured them that "no news is good news." CSD/Rose confirmed that the City has not received a telephone call regarding tennis court use for instruction since December 2001. Chair/Hull said M/Herrera and MPT/Huff were excited to learn that there were no reported problems with the tennis court instruction rules and felt the balance of the Council would want to know this information. M/Herrera and MPT/Huff said that the Council looked forward to the joint meeting. The Council wanted all Commissioners present for the meeting and sought a continuance. CSD/Rose asked the Commission to remain aware of potential land acquisition as a result of the possible closure of the Lanterman facility. Chair/Hull said they discussed Lanterman but thought that CalPoly was attempting to acquire the site. CSD/Rose responded that there are a lot of possibilities for the site. CalPoly could meet their needs and other undeveloped lands adjacent to the Little League property could remain available. Lanterman is located in the City of Pomona and a joint use arrangement is possible. ADJOURNMENT: There being no further business to come before the Commission, Chairman Hull adjourned the meeting at 8:50 p.m. Respectfully Submitted, Attest: Is/ Jeff Hull Is/ Bob Rose Bob Rose, Secretary Chairman Jeff Hull CITY COUNCIL rases% TO: Honorable Mayor and Members of a City Council VIA: Linda C. Lowry, City Manager TITLE: Treasurer's Statement — April 30, 200 RECOMMENDATION: Approve the April 2003, Treasurer's Statement. FINANCIAL IMPACT: No Fiscal Impact BACKGROUND: Agenda # 6.4 Meeting Date: June 3, 2003 AGENDA REPORT Per City policy, the Finance Department presents the monthly Treasurer's Statement for the City Council's review and approval. This statement shows the cash balances for the various funds, with a breakdown of bank account balances, investment account balances and the effective yield earned from investments. PREPARED Ble: Susan Full, Accountant II Depart m t Head Attachments: Treasurer's Statement bwl"-) Deputy City Manager CITY OF DIAMOND BAR TREASURER'S MONTHLY CASH STATEMENT April 30, 2003 BEGINNING I TRANSFERS ENDING BALANCE RECEIPTS DISBURSEMENTS IN (OUT1 BALANCE GENERAL FUND $21,335,509.05 $2,636,084.52 $978,484.68 $22,993,108.89 LIBRARY SERVICES FUND 81,781.52 381.44 520.23 81,642.73 COMMUNITY ORG SUPPORT FD (10,504.00) 0.00 1,250.00 (11,754.00) GAS TAX FUND (262,503.22) 159,173.61 0.00 (103,329.61) TRANSIT TX (PROP A) FD 1,283,498.31 184,087.22 77,554.64 1,390,030.89 TRANSIT TX (PROP C) FD 1,177,376.51 94,155.63 0.00 1,271,532.14 ISTEA Fund 574,605.35 177,524.52 0.00 752,129.87 INTEGRATED WASTE MGT FD 517,800.54 45,753.42 8,457.44 555,096.52 AB2928-TR CONGESTION RELIEF FD 208,787.06 46,579.20 0.00 255,366.26 AIR QUALITY IMPRVIv1NT FD 198,608.99 1,014.63 31,595.00 168,028.62 PARK & FACILITIES DEVEL. FD 2,438,623.89 8,857.78 0.00 2,447,481.67 COM DEV BLOCK ERRANT FD (327,007.77) 223,581.00 17,380.00 (1211806.77) CITIZENS OPT -PUBLIC SAFETY FD 284,462.94 1,489.79 8,601.31 277,351.42 NARCOTICS ASSET SEIZURE FD 305,878.12 1,411.60 0.00 307,289.72 CA LAW ENFORCEMENT EQUIP PRGh 83,884.38 387.08 0.00 84,271.46 LANDSCAPE DIST #38 FD 479,309.68 81,688.70 12,767.97 548,230.41 LANDSCAPE DIST 439 FD 239,643.68 49,342.52 4,047.59 284,938.61 LANDSCAPE DIST #41 FD 379,177.46 37,713.06 3,714.74 413,175.78 GRAND AV CONST FUND 128,201.78 0.00 0.00 128,201.78 CAP IMPROVEMENT PRJ FD (1,022,990.22) 240,000.00 241,962.48 (1,024,952.70) SELF INSURANCE FUND 1,145,695.46 5,296.61 0.00 1,150,992.07 EQUIPMENT REPLACEMENT FUND 165,628.33 764.36 0.00 166,392.69 COMPUTER REPLACEMENT FUND (3,071.84) 0.00 88.77 (3,160.61) PUBLIC FINANCING AUTHORITY FUND 9,415,418.57 48,361.69 13,934.34 9,449,845.92 TOTALS $38,817,814.57 $4,043,648.38 $1,400,359.19 $0.00 $41,461,103.76 SUMMARY OF CASH: DEMAND DEPOSITS: GENERAL ACCOUNT ($156,329.52) PAYROLL ACCOUNT 10,538.18 CHANGE FUND 250.00 PETTY CASH ACCOUNT 500.00 TOTAL DEMAND DEPOSITS ($145,041.34) INVESTMENTS: US TREASURY Money Market Acct. $1,888,578.01 LOCAL AGENCY INVESTMENT FD 30,267,721.17 32,156,299.18 CASH WITH FISCAL AGENT: US TREASURY Money Market Account $641,833.14 LOCAL AGENCY INVESTMENT FD 8,808,012.78 (Bond Proceeds Account) 9,449,845.92 TOTAL CASH $41,461,103.76 Note: The City of Diamond Bar is Invested in the State Treasurer's Local Agency Investment Fund. There are two LAIF accounts set The regular account's funds are available for withdrawal within 24 hours. The LAIF Bond Proceeds account's withdrawals rec 30 days notice. As a secondary investment option, the City maintains the US Treasury Sweep Accounts with Wells Fargo and the City's Fiscal Agent, Union Bank of California. Any excess funds are "swept' on a daily basis from the City's bank accounts and are invest overnight in a pool of US Treasury Notes. Interest is credited to the City's bank accounts on a monthly basis L.A.I.F - Effective Yield - April 20W Wells Fargo Money Mkt -Effective Yield - April 200,1 Union Bank Money Mkt - Effective Yield - April. 2003 1.858% 0.608% 1.130% All investments are placed in accordance with the City of Diamond Bar's Investment Policy, The above summary provides sufficient cash flow liquidity to meet the next six month's esti d expen litures. Linda C. Lowry, Treasurer Agenda # 6.4 Meeting Date: June 3, 2003 CITY COUNCIL AGENDA REPORT TO: Honorable Mayor and Members VIA: Linda C. Lowry, City Manager TITLE: Treasurer's Statement - April 30, 200 RECOMMENDATION: Approve the April 2003, Treasurer's Statement. FINANCIAL IMPACT: No Fiscal Impact BACKGROUND: Per City policy, the Finance Department presents the monthly Treasurer's Statement for the City Council's review and approval. This statement shows the cash balances for the various funds, with a breakdown of bank account balances, investment account balances and the effective yield earned from investments. PREPARED BY: Susan Full, Accountant II Departm t Head Deputy City Ma g r Attachments: Treasurer's Statement V CITY OF DIAMOND BAR TREASURER'S MONTHLY CASH STATEMENT April 30, 2003 TRANSFERS ENDING BEGINNING DISBURSEMENTS IN (OUT)_ BALANCE BALANCE RECEIPTS GENERAL FUND $21,335,509.05 $2,636,084.52 $978,484.68 $22,993,108.89 LIBRARY SERVICES FUND 81,781.52 381.44 520.23 81,642.73 COMMUNITY ORG SUPPORT FD (10,504.00) 0.00 1,250.00 (11, 754.00) GAS TAX FUND (262,503.22) 159,173.61 0.00 (103,329.61) TRANSIT TX (PROP A) FD 1,283,498.31 184,087.22 77,554.64 1,390,030.89 TRANSIT TX (PROP C) FD 1,177,376.51 94,155.63 0.00 1,271,532.14 ISTEA Fund 574,605.35 177,524.52 0.00 752,129.87 INTEGRATED WASTE MGT FD 517,800.54 45,753.42 8,457.44 555,096.52 AB2928-TR CONGESTION RELIEF FD 208,787.06 46,579.20 0.00 255,366.26 AIR QUALITY IMPRVIANT FD 198,608.99 1,014.63 31,595.00 168,028.62 PARK & FACILITIES DEVEL. FD 2,438,623.89 8,857.78 0.00 2,447,481.67 COM DEV BLOCK GRANT FD (327,007.77) 223,581.00 17,380.00 (120,806.77) CITIZENS OPT -PUBLIC SAFETY FD 284,462.94 1,489.79 8,601.31 277,351.42 NARCOTICS ASSET SEIZURE FD 305,878.12 1,411.60 0.00 307,289.72 CA LAW ENFORCEMENT EQUIP PRGty 83,884.38 387.08 0.00 84,271.46 LANDSCAPE DIST #38 FD 479,309.68 81,688.70 12, 767.97 548,230.41 LANDSCAPE DIST #39 FD 239,643.68 49,342.52 4,047.59 284,938.61 LANDSCAPE DIST #41 FD 379,177.46 37,713.06 3,714.74 413,175.78 GRAND AV CONST FUND 128,201.78 0.00 0.00 128,201.78 CAP IMPROVEMENT PRJ FD (1,022,990.22) 240,000.00 241,962.48 (1,024,952.70) SELF INSURANCE FUND 1,145,695.46 5,296.61 0.00 1,150,992.07 EQUIPMENT REPLACEMENT FUND 165,628.33 764.36 0.00 166,392.69 COMPUTER REPLACEMENT FUND (3,071.84) 0.00 88.77 (3,160.61) PUBLIC FINANCING AUTHORITY FUND 9,415,418.57 48,361.69 13,934.34 9,449,845.92 TOTALS $38,817,814.57 $4,043,648.38 $1,400,359.19 $0.00 $41,461,103.76 SUMMARY OF CASH: DEMAND DEPOSITS: GENERAL ACCOUNT ($156,329.52) PAYROLL ACCOUNT 10,538.18 CHANGE FUND 250.00 PETTY CASH ACCOUNT 500.00 TOTAL DEMAND DEPOSITS ($145,041.34) INVESTMENTS: US TREASURY Money Market Acct. $1,888,578.01 LOCAL AGENCY INVESTMENT FD 30,267,721.17 32,156,299.18 US TREASURY Money Market Account $641,833.14 CASH WITH FISCAL AGENT: LOCAL AGENCY INVESTMENT FD 8,808,012.78 (Bond Proceeds Account) 9,449,845.92 TOTAL CASH $41,461,103.76 Note: The City of Diamond Bar is Invested in the State Treasurer's Local Agency Investment Fund. There are two LAIF accounts set The regular account's funds are available for withdrawal within 24 hours. The LAIF Bond Proceeds account's withdrawals re( 30 days notice. As a secondary investment option, the City maintains the US Treasury Sweep Accounts with Wells Fargo and the City's Fiscal Agent, Union Bank of California. Any excess funds are "swept" on a daily basis from the City's bank accounts and are invesi overnight in a pool of US Treasury Notes. Interest Is credited to the City's bank accounts on a monthly basis L.A.I.F - Effective Yield - April 2003 1.858% Wells Fargo Money Mkt -Effective Yield - April 2003 0.608% Union Bank Money Mkt - Effective Yield - April. 2003 1.130% All investments are placed in accordance with the City of Diamond Bar's Investment Policy. The above summary provides sufficient cash flow liquidity to meet the next six month's estird expen9litures. Linda C. Lowry, Treasurer Agenda # 6 . s Meeting Date: June 3, 2003 CITY COUNCIL 77TT�� AGENDA REPORT TO: Honorable Mayor and Members of the City Council VIA: Linda C. Lowry, City Managep -1w, TITLE: Resolution No. 2003- Opposing Reduction of Service at the Diamond Bar Library RECOMMENDATION: It is recommended that the City Council approve the attached resolution opposing any reduction in service at the Diamond Bar Public Library and direct staff to send the resolution to appropriate elected and appointed officials. FINANCIAL IMPACT: There is no financial implication associated with the adoption of the resolution. BACKGROUND: The Diamond Bar Public Library is owned and operated by Los Angeles County. This year the Los Angeles Board of Supervisors is estimating a significant reduction in operating revenue. As a result the FY 2003-04 budget proposed by Los Angeles County Chief Administrative Officer David Janssen does not include a $7 million County General Fund allocation to support library services. Due to the lack of funding Los Angeles County Librarian Margaret Donnellan Todd has proposed the closure of a number of County libraries and reduced hours at all others. She proposes to reduce library service hours in Diamond Bar from 6 days, 50 hours a week to 5 days, 30 hours a week. This represents a 40% reduction in library services. A letter has been sent to the County Librarian, however, this resolution permits a more public statement of the City's position to secure the return of property tax dollars to the citizens of Diamond Bar. DISCUSSION: Each year City residents pay an ad valorem property tax to the County of Los Angeles equivalent to 1 % of the value of their property. Of this amount, roughly 0.022% is dedicated for library services in Diamond Bar. This equates to approximately $1 million each year for library services in Diamond Bar. According to the County of Los Angeles, the annual cost to operate the Diamond Bar library is approximately $1 million. Since City residents pay the cost of library operations, it is unfair to reduce the hours at the Diamond Bar Public Library or to reduce service levels in anyway including a reduction in the material budget or staffing levels. The attached resolution opposes any reduction in service levels at the Diamond Bar Public Library. If approved by the City Council the City Clerk will send the resolution to the Los Angeles County Board of Supervisors, Los Angeles County Chief Administrative Officer David Janssen, and Los Angeles County Librarian Margaret Donnellan Todd. PREPARED BY: bon Deputy City Manager Attachments: RESOLUTION NO. 2003-29 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR ANY REDUCTION OF SERVICE LEVELS AT THE DIAMOND BAR PUBLIC LIBRARY Whereas the residents of Diamond Bar pay an ad-valorum property tax equal to 1 % of the value of their property;; and Whereas 0.022% of the 1 % property tax is dedicated to funding library services in Diamond Bar; and Whereas this 0.022% represents annual revenue of approximately $1 million dedicated for library services in Diamond Bar; and Whereas the County of Los Angeles Public Library Department estimates the annual cost to operate the Diamond Bar Library at the current service levels is approximately $1 million; and Whereas the County of Los Angeles is proposing to reduce the operating hours at the Diamond Bar Library by more than 40% in FY 2003-04 by reducing hours from 50 hours over 6 days a week to 30 hours over 5 clays a week; and Whereas, this represents one of the largest proposed reduction in service levels of all the incorporated areas served by the Los Angeles County Public Library system in the San Gabriel Valley; and Whereas it is fundamentally unfair to take the tax dollars of Diamond Bar residents to pay for library services in other communities; Now, therefore be it resolved that the Diamond Bar City Council is adamantly opposed to the proposal from the County Librarian to reduce service levels at the Diamond Bar Library and hereby requests the following for the Diamond Bar Public Library: 1. No reduction in operating hours 2. No reduction in the materials budget 3. No reduction in staffing levels PASSED, ADOPTED AND APPROVED this Third day of June 2003. Carol Herrera, Mayor I, TOMMYE CRIBBINS, Asst. City Clerk of the City of Diamond Bar, do hereby certify that the foregoing Resolution was passed, adopted and approved at a regular meeting of the City Council of the City of Diamond Bar held on the 3rd day of June, 2003, by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: Tommye Cribbins, Asst. City Clerk Agenda # 6.5 Meeting Date: June 3, 2003 TO: Honorable Mayor and Members of the City Council VIA: Linda C. Lowry, City Manage '-IX—I' TITLE: Resolution No. 2003- Opposing Reduction of Service at the Diamond Bar Library RECOMMENDATION: It is recommended that the City Council approve the attached resolution opposing any reduction in service at the Diamond Bar Public Library and direct staff to send the resolution to appropriate elected and appointed officials. FINANCIAL IMPACT: There is no financial implication associated with the adoption of the resolution. BACKGROUND: The Diamond Bar Public Library is owned and operated by Los Angeles County. This year the Los Angeles Board of Supervisors is estimating a significant reduction in operating revenue. As a result the FY 2003-04 budget proposed by Los Angeles County Chief Administrative Officer David Janssen does not include a $7 million County General Fund allocation to support library services. Due to the lack of funding Los Angeles County Librarian Margaret Donnellan Todd has proposed the closure of a number of County libraries and reduced hours at all others. She proposes to reduce library service hours in Diamond Bar from 6 days, 50 hours a week to 5 days, 30 hours a week. This represents a 40% reduction in library services. A letter has been sent to the County Librarian, however, this resolution permits a more public statement of the City's position to secure the return of property tax dollars to the citizens of Diamond Bar. DISCUSSION: Each year City residents pay an ad valorem property tax to the County of Los Angeles equivalent to 1 % of the value of their property. Of this amount, roughly 0.022% is dedicated for library services in Diamond Bar. This equates to approximately $1 million each year for library services in Diamond Bar. According to the County of Los Angeles, the annual cost to operate the Diamond Bar library is approximately $1 million. Since City residents pay the cost of library operations, it is unfair to reduce the hours at the Diamond Bar Public Library or to reduce service levels in anyway including a reduction in the material budget or staffing levels. The attached resolution opposes any reduction in service levels at the Diamond Bar Public Library. If approved by the City Council the City Clerk will send the resolution to the Los Angeles County Board of Supervisors, Los Angeles County Chief Administrative Officer David Janssen, and Los Angeles County Librarian Margaret Donnellan Todd. PREPARED E3Y: Deputy City Manager Attachments: RESOLUTION NO. 2003-29 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR ANY REDUCTION OF SERVICE LEVELS AT THE DIAMOND BAR PUBLIC LIBRARY Whereas the residents of Diamond Bar pay an ad-valorum property tax equal to 1 % of the value of their property;; and Whereas 0.022% of the 1 % property tax is dedicated to funding library services in Diamond Bar; and Whereas this 0.022% represents annual revenue of approximately $1 million dedicated for library services in Diamond Bar; and Whereas the County of Los Angeles Public Library Department estimates the annual cost to operate the Diamond Bar Library at the current service levels is approximately $1 million; and Whereas the County of Los Angeles is proposing to reduce the operating hours at the Diamond Bar Library by more than 40% in FY 2003-04 by reducing hours from 50 hours over 6 days a week to 30 hours over 5 days a week; and Whereas, this represents one of the largest proposed reduction in service levels of all the incorporated areas served by the Los Angeles County Public Library system in the San Gabriel Valley; and Whereas it is fundamentally unfair to take the tax dollars of Diamond Bar residents to pay for library services in other communities; Now, therefore be it resolved that the Diamond Bar City Council is adamantly opposed to the proposal from the County Librarian to reduce service levels at the Diamond Bar Library and hereby requests the following for the Diamond Bar Public Library: 1. No reduction in operating hours 2. No reduction in the materials budget 3. No reduction in staffing levels PASSED, ADC)PTED AND APPROVED this Third day of June 2003. Carol Herrera, Mayor I, TOMMYE CRIBBINS, Asst. City Clerk of the City of Diamond Bar, do hereby certify that the foregoing Resolution was passed, adopted and approved at a regular meeting of the City Council of the City of Diamond Bar held on the 3rd day of June, 2003, by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: Tommye Cribbins, Asst. City Clerk Agenda # 6.6 Meeting Date: June 3, 2003 CITY COUNCIL�� AGENDA REPORT �jJs9 TO: Honorable Mayor and Members of the City Council VIA: Linda C. Lowry, City Manage 4_A� TITLE: Authorize Purchase of Computers from Dell Computer Corporation not -to -exceed 1$78,587 and appropriate $16,000 from General Fund Reserves RECOMMENDATION: It is recommended that the City Council authorize the purchase of replacement computers for City Hall from Dell Computer Corporation in an amount not -to -exceed $78,587 and appropriate $16,000 from General Fund Reserves. FINANCIAL SUMMARY: During the 2002-03 budget process $78,000 was allocated to replace all desktop computers in City Hall. There was an additional $6,000 appropriated to replace two laptop computers. However, during the fiscal year there was a need to purchase 5 additional laptop computers. In order to fund the replacement of all the computers in City Hall, it is recommended that the City Council appropriate $16,000 from General Fund Reserves to backfill the funds used to purchase the laptops. DISCUSSION: City employees rely extensively on the use of desk top computers to complete their work and provide services to the community. This reliance on computers will increase over the next few years as the City aggressively implements its e -government plan. The current computers were purchased 4-5 years ago, are no longer under warranty and are considered beyond their useful life. It is appropriate to replace the computers prior to experiencing significant technical difficulties with the machines which would impact the City's ability to service its residents. The City has historically purchased computers from Dell Computer Corporation because we receive a discount through the State of California governmental purchasing agreement. Also, the Information Systems staff is familiar with the maintenance and operation of Dell computers, we receive excellent support from Dell, and the Dell machines have been extremely reliable over the years. City staff did consider purchasing non -branded (compatible) computers because of the lower purchase price. However compatible computers are not as reliable and can be difficult to purchase replacement parts because compatible parts may not be as easily accessible as brand products. City staff received price quotes from Dell Computers and Compaq/Hp. The price for each is shown below: DELL $1,551 per computer HP/Compaq $1,597 per computer Based on the City's experience using Dell computers, the recent purchase of Dell servers, the familiarity of Information Systems staff with Dell equipment and the lower price quote, it is recommended that the City purchase its replacement computers from Dell Corporation. PREPARED BY: Dave Doyle, DVputy Ci anager Agenda # 6.6 Meeting Date: June 3, 2003 CITY COUNCIL AGENDA REPORT TO: Honorable Mayor and Members of the City Council VIA: Linda C. Lowry, City Manage TITLE: Authorize Purchase of Computers from Dell Computer Corporation not -to -exceed $78,587 and appropriate $16,000 from General Fund Reserves RECOMMENDATION: It is recommended that the City Council authorize the purchase of replacement computers for City Hall from Dell Computer Corporation in an amount not -to -exceed $78,587 and appropriate $16,000 from General Fund Reserves. FINANCIAL SUMMARY: During the 2002-03 budget process $78,000 was allocated to replace all desktop computers in City Hall. There was an additional $6,000 appropriated to replace two laptop computers. However, during the fiscal year there was a need to purchase 5 additional laptop computers. In order to fund the replacement of all the computers in City Hall, it is recommended that the City Council appropriate $16,000 from General Fund Reserves to backfill the funds used to purchase the laptops. DISCUSSION: City employees rely extensively on the use of desk top computers to complete their work and provide services to the community. This reliance on computers will increase over the next few years as the City aggressively implements its e -government plan. The current computers were purchased 4-5 years ago, are no longer under warranty and are considered beyond their useful life. It is appropriate to replace the computers prior to experiencing significant technical difficulties with the machines which would impact the City's ability to service its residents. The City has historically purchased computers from Dell Computer Corporation because we receive a discount through the State of California governmental purchasing agreement. Also, the Information Systems staff is familiar with the maintenance and operation of Dell computers, we receive excellent support from Dell, and the Dell machines have been extremely reliable over the years. City staff did consider purchasing non -branded (compatible) computers because of the lower purchase price. However compatible computers are not as reliable and can be difficult to purchase replacement parts because compatible parts may not be as easily accessible as brand products. City staff received price quotes from Dell Computers and Compaq/Hp. The price for each is shown below: DELL $1,551 per computer HP/Compaq $1,597 per computer Based on the City's experience using Dell computers, the recent purchase of Dell servers, the familiarity of Information Systems staff with Dell equipment and the lower price quote, it is recommended that the City purchase its replacement computers from Dell Corporation. PREPARED E3Y: Dave Doyle, Eputy Citylvlanager Agenda # 6 , 7 Meeting Date: T,,,,,, 3 ., goo., � CITY -COUNCIL � AGENDA REPORT - �tOkF081T�'9 TO: Honorable Mayor and Members of e City Council VIA: Linda C. Lowry, City Manage TITLE: Receive and File the Annual Report from Valley Vista Services for Calendar Year 2002 RECOMMENDATION: File the Annual Report. FINANCIAL IMPACT: There is no fiscal impact to the City of Diamond Bar. BACKGROUND: In August 2000, the City Council awarded an exclusive contract to Valley Vista Services to collect refuse and recyclables in the commercial (bin service) sector. As part of its contract, the hauler was required to provide an annual report of operations and activities for any calendar year by April 20th of the subsequent year. The enclosed annual report concerns implementation and operational activities for the calendar year 2002. DISCUSSION: Valley Vista submitted its annual report by the deadline of April 20, 2003. The documents were reviewed by the City's consultant and discussed in depth at a meeting between City Staff and the consultant. The report was deemed complete, and included information about customer service, recycling activities, and implementation progress. No issues or problems were noted from the review. The annual report is provided in Attachment A. Staff finds the hauler has made a good faith effort in implementing the City's refuse and recycling system. The hauler has resolved the issue of collection discontinuance in the commercial sector with Waste Management (i.e., who collects in the commercial sector), as all commercial bin accounts have been officially transferred to Valley Vista. The continuation of the City's solid waste management system has resulted in increased recycling, with an official diversion for the City in 2001 of 52% as calculated by the California Integrated Waste Management Board. Preliminary indicators point to a similar, if not greater, diversion rate in 2002. The hauler has proposed processing of all commercial wastes as a way to obtain up to 10% diversion at a slight surcharge in rates if the City needs additional diversion in the future. At this point, the City is considering their proposal but does not recommend its implementation. Report to Council Page 2 of 2 June 3, 2003 Customer service has steadily improved for the hauler as well. There were some issues in customer service and rates that have been resolved to the satisfaction of the City. City staff continues to work with Valley Vista to improve its customer service performance. REVIEWED BY: David G. Liu, Director of Public Works Jim DeStefano, Deputy City Manager Attachment A: Annual Report Annual Report 2002 April 15, 2003 For the City of Diamond Bar Linda Lowry, City Manager Prepared by: Valley Vista Services Cynthia Mejia 17445 E. Railroad Street City of Industry, CA. 91748 626-855-5527 626-855-5507 (fax) cynthiamejia@valleyvistaservices.com Table of Contents Foreword Introduction New Programs Customer Service Operations Recyclables Report Landfill Information Community Participation Organization of VVS Suggestions Page 3 Page 3 Page 4 Page 6 Page 10 Page 10 Page 11 Page 12 Page 12 Page 13 Foreword The information contained herein the following report, as per the requirements of the Commercial Waste Collection Agreement, dated August 15, 2000, is for the annual year 2002 and I hereby attest to the veracity of the contents submitted. Manuel Perez, Secretary Introduction The contents contained herein the Annual Report for the year 2002, include any new programs and public information started in the City during this year; all customer service calls and their resolution as well as the new customer services goals for the year 2003; any changes in the operations of the company; a recyclables report by month, including markets and any issues resulting from these recyclables; the disposition of refuse by month that is delivered to the landfill; any community participation the Company was involved in during the year 2002; and key contacts to improve recycling, waste prevention or disposal services for the City. New Programs The following customers began recycling programs during the year 2002. Arden Realty 1370 S. Valley Vista Drive 3yrd Salvage Bin begun on 01/01/02 PetS mart #93 21050 Golden Springs Drive 3yrd Salvage Bin begun on 04/01/02 Zelada J Lino 732 N. Diamond Bar Boulevard 3yrd Salvage Bin begun on 04/01/02 The Muller Company 21660 Copley Drive 3yrd Salvage Bin begun on 04/01/02 Greenhills Sea 1241 S. Grand Avenue 3yrd Salvage Bin begun on 04/01/02 Carrows #154 21130 Golden Springs Drive 3yrd Salvage Bin begun on 04/01/02 Calvary Chapel 22324 Golden Springs Drive 3yrd Salvage Bin begun on 04/01/02 DB Congregational 2335 S. Diamond Bar Boulevard lyrd Salvage Bin begun on 04/09/02 Scott Engineering 20540 E. Walnut Drive North 3yrd Salvage Bin begun on 07/01/02 Rite Aide #5603 2797 S. Diamond Bar Boulevard 3yrd Salvage Bin begun on 07/01/02 Country View at Diamond Bar 10213 S. Grand Avenue 3yrd Salvage Bin begun on 11/05/02 Goodrich Corporation 1550 S. Valley Vista Drive 3yrd Salvage Bin begun on 12/03/02 There were no roll -off bin recycling customers begun during the subject year 2002, nor were there any new waste or recycling initiatives begun during the subject year. The number of recycling programs begun during the year 2002 may appear to be bantam, unfortunately, this is due to several considerations, the first being the tendency for the older buildings, out of which most of our customers work, to have only ample space for one bin. Due to City mandate, additional bins cannot be placed on the outside of buildings nor take up potential parking spaces. The second consideration is that several of the recycling programs set up during the year 2002 were quickly terminated due to severe contamination of the commodities. The last consideration that affects the recycling program basis of Valley Vista Services Inc. (VVS) is the blatant lack of will to participate on the part of the average customer. Public education to the citizens of Diamond Bar during the subject year 2002 included both the Diamond Bar Birthday Celebration and the Allstate Insurance Recycling Program. At both of these events, VVS sent sales representatives, who being well -versed in both the importance of recycling and waste reduction, were able to answer questions, provide general information for the purpose of community awareness, and set up new recycling accounts. Sales visits to individual customers at their place of business to discuss the importance of recycling programs were also common during the subject year. Customer Service The following are the customer calls during the subject year, including the reason for the call, the resolution and the date. Additionally, all customer service requirements were met, in accordance with the contract. Arco AM/PM 780 Brea Canyon Rd. 01/19/02 • Customer called regarding the absence of service for several weeks. - Resolution: The customer was placed on a recycling program - was previously on-call for service. Country View HOA 2310 S. Diamond Bar Blvd. 02/05/02 • Customer called requesting driver close the doors to trash enclosure after pick up. - Resolution: Driver was so informed. Al Sal Oil #26 301 S. Diamond Bar Blvd. 04/09/02 • Customer claims his bin wasn't dumped on Saturday and requested service. - Resolution: Bin was serviced the following day. Walnut Creek Mobil Estates 20 739 Golden Springs 04/18/02 • Customer called regarding a claim that the driver was not closing the lids on the 3-yrd bins and it was becoming a safety hazard. - Resolution: Customer was informed that the driver was, indeed, closing the lids, however, the tenants did not do so after placing their own trash in the bin. K &. L International 20470 Yellow Brick Rd. 05/23/02 • Customer called to report missing lock on bin and stated that it was there before the pickup, but not after. - Resolution: Customer informed that when the driver picked up, the bin was locked with tied wire, not an actual padlock. Abbey Shilleh 2628 Wagon Train Lane 05/28/02 • Customer called regarding a lack of service to her Waste Management bins. - Resolution: Customer was informed that she has WM residential service and needs to call them for service inquiries. Sunset Crossing HOA High Knob/Golden Springs 06/13/02 • Customer called regarding (2) 3-yrd bins missed. Requested courtesy pick-up. - Resolution: Customer informed that the bins were blocked by Toyota, license plate number 3W52538 whose owner refused to move parked car. Seven Eleven Store #13993 530 Diamond Bar Blvd. 09/10/02 • Customer called regarding mess left by driver while dumping. - Resolution: Customer informed trash bins were overloaded and trash that didn't fit into bin was left on top of or on the side of the bin due to illegal dumping. The City was also informed. Trammel Crow Co. 21680 E. Gateway Center 09/25/02 « Customer called regarding the absence of service. - Resolution: Customer informed that the bins were dumped and were noted on route sheet. Village Medical Square 23525 Golden Springs Drive 10/22/02 o Customer called wondering if driver took lock by accident, as it was not there after driver left. - Resolution: Customer informed that driver placed lock back on bin when he left. Pulte Homes Canyon Vista Court 11/05/02 • Customer called requesting roll/off is moved during next exchange because it was blocking in a supply trailer. - Resolution: Driver informed of request. Box Wood Corp 2707 S. Diamond Bar Blvd. 11/05/02 • Customer called regarding a claim that driver hit his truck while delivering bins. - Resolution: Operations Manager informed of claim. Coco's #1146 20955 Golden Springs Drive 12/12/02 • Customer called regarding a question as to how bins can be overloaded if nothing is sticking out of the top of the bin. - Resolution: Customer informed that the weight of the bin is what constitutes overloaded status. The following are the Customer Service Goals and objectives for the year of 2003. All of the goals and objectives have been set and discussed with all of the Customer Service Representatives individually and ongoing in weekly customer service meetings. Customer care is among the most important requirements in the Customer Service Department. • Provide ongoing quality customer service by acknowledging all customer requests the day received and demonstrate professionalism in all communications. • Achieve and maintain a solid knowledge of the city customer service requirements, VVS policies, procedures and services. Customer Service Representatives are required to clearly explain and summarize service to new and current customers. « Required to answer inbound calls and positively contribute the achieving the team goal of 0% abandon rate. « Research and maintain accurate and current information on the commercial and residential services and billing reconciliation. » Reconcile account errors with 24 hours that includes misapplied checks, missing invoices, and billing errors. » Maintain system data accuracy and integrity. Operations Valley Vista Services, Inc., (VVS) a subsidiary of Zerep Management Corporation, which is owned and operated by the three Perez brothers, Manuel, Patrick and David, is also managed by the third generation, comprised of Manuel' s sons, David M., Christopher, and Peter Perez. VVS was incorporated in 1994 and today provides a three -barrel automated residential service as well as commercial refuse and recycling services to all of its customers, though in the City of Diamond Bar, VVS services only commercial accounts. At the start of the subject year, the waste was taken directly to Puente Hill Landfill. Beginning in the middle of June 2001, waste began to be first taken to Grand Central Recycling & Transfer Station Inc., (GCR) also a subsidiary of Zerep Management, where it was then loaded into transfer trucks with the refuse of the other cities that VVS services, and taken to Puente Hills Landfill. No other changes or challenges have occurred to these operations since the inception of GCR in June 2001. Recyclables Report The majority of all of Zerep Management Corporation's recyclables, once baled, and equating to about ninety percent, are exported overseas to Asian couintries. This includes those recyclables collected from the City of Diamond Bar. The remaining ten percent of all the collected recyclables are sent domestically to paper mills with which direct dealings have been made. The majority of the recyclable commodities collected from Diamond Bar consist of old corrugated cardboard. No issues regarding recyclables arose during the subject year 2002. Attached are also monthly and quarterly waste reports for the year 2002 submitted to the City of Diamond Bar. Landfill Information The following information is the refuse tonnage disposed at Puente Hills Landfill during the subject year 2002. The exact disposition of this refuse is not currently tracked by Valley Vista Services. January 634.18 tons February 575.02 tons March 583.66 tons April 63 5. 10 tons May 800.24 tons June 1027.15tons July 1322.07 tons August 1080.31tons September 1096.7 tons October 1113.99 tons November 1205. 10 tons December 1108.66 tons Community Participation The following monetary contributions were contributed to Diamond Bar community based organizations during the subject year 2002. « Diamond Bar Sister City $750.00 • Diamond Bar/Walnut YMCA $1,200.00 N Diamond Bar- Pop Warner Football $500.00 • Golfing Fore The Arts $2,000.00 In addition to these monetary contributions, Valley Vista Services has also contributed free service to the Diamond Bar Little League, and any large cornmunity-based events, such as the Diamond Bar Birthday Celebration, as a demonstration of VVS's support of community wellness. Organization of Valley Vista Services As enucleated in the Operations section of this Report, Valley Vista Services, Inc., and its affiliates are subsidiaries of Zerep Management Corporation. The ownership of the Company has remained intact since its inception in 1957. There are no stockholders at this time, as the Company has remained "family-owned". The following are key contacts for VVS. • David Perez, President • Patrick Perez, Vice -President • Manuel Perez, Secretary • David M. Perez, Operational Manager • Christopher Perez, Operational Manager • Peter Perez, Operational Manager- Grand Central Recycling • Derek Rojas, Sales Manager • Carlos Cuevas, Dispatch • Lee Segura, Corporate Information • Mary Fierro, Office Manager/ Customer Service Manager • Cynthia Mejia, Recycling Coordinator/ Reporting Valley Vista Services also utilized Waste Systems, Inc., a consulting firm, for various projects throughout the subject year. Suggestions Valley Vista Services is steadfast in its commitment to working with the City of Diamond Bar and Huls Environmental Management, the City's solid waste consultant, to reduce the amount of waste currently being disposed of in local landfills. In our pursuit to offer the City of Diamond Bar a full complement of solid waste diversion services, Valley Vista has prepared a proposal to implement Business Waste Recycling, which incorporates Wet/Dry Routing and MRF Processing in response to the City's request for further information. As an alternative to the processing of the City's entire waste stream by Grand Central Recycling, which may save the City a percentage in material processing fees, Wet/Dry Routing requires particularly exhaustive processing of the "Dry" waste in order to fully attain the desired 10 percent commercial diversion for the entire waste stream. This method of processing of the waste stream will also require the addition of a third commercial collection vehicle running within the City to ensure no contamination between the "Wet" and "Dry" waste. According to our cost incursion analysis, we have ascertained that the majority of the total service cost to the citizens of the City of Diamond Bar is due to the collection of the waste stream from the individual generators. Therefore, the cost of an additional truck will require Wet/Dry total service rates to increase by approximately 33 percent as compared to an approximate 10 to 15 percent under the alternate proposal to perform Limited MRF Processing of the entire commercial waste stream, as previously discussed. We believe that under the Limited MRF Processing proposal previously submitted we will be able to provide the City with 10 percent commercial waste diversion at total service rates that are notably lower than those required with the implementation of Wet/Dry Routing. Attached are copies of both Wet/Dry Routing and Limited MRF Processing proposals for your convenience, however, both proposals are based upon current rates and do not address the contractual CPI adjustment that will become effective on August 15`h 2003. VVS looks forward to working with the City in implementing whichever program the City of Diamond Bar deems appropriate to increase Business Waste Recycling. 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BACKGROUND: In August 2000, the City Council awarded an exclusive contract to Valley Vista Services to collect refuse and recyclables in the commercial (bin service) sector. As part of its contract, the hauler was required to provide an annual report of operations and activities for any calendar year by April 20th of the subsequent year. The enclosed annual report concerns implementation and operational activities for the calendar year 2002. DISCUSSION: Valley Vista submitted its annual report by the deadline of April 20, 2003. The documents were reviewed by the City's consultant and discussed in depth at a meeting between City Staff and the consultant. The report was deemed complete, and included information about customer service, recycling activities, and implementation progress. No issues or problems were noted from the review. The annual report is provided in Attachment A. Staff finds the hauler has made a good faith effort in implementing the City's refuse and recycling system. The hauler has resolved the issue of collection discontinuance in the commercial sector with Waste Management (i.e., who collects in the commercial sector), as all commercial bin accounts have been officially transferred to Valley Vista. The continuation of the City's solid waste management system has resulted in increased recycling, with an official diversion for the City in 2001 of 52% as calculated by the California Integrated Waste Management Board. Preliminary indicators point to a similar, if not greater, diversion rate in 2002. The hauler has proposed processing of all commercial wastes as a way to obtain up to 10% diversion at a slight surcharge in rates if the City needs additional diversion in the future. At this point, the City is considering their proposal but does not recommend its implementation. Report to Council Page 2 of 2 June 3, 2003 Customer service has steadily improved for the hauler as well. There were some issues in customer service and rates that have been resolved to the satisfaction of the City. City staff continues to work with Valley Vista to improve its customer service performance. REVIEWED BY: David G. Liu, Director of Public Works Jim DeStefano, Deputy City Manager Attachment A: Annual Report Annual Report 2002 April 15, 2003 For the City of Diamond Bar Linda Lowry, City Manager Prepared by: Valley Vista Services Cynthia Mejia 17445 E. Railroad Street City of Industry, CA. 91748 626-855-5527 626-855-5507 (fax) cynthiamejia@ valleyvistaservices.com Table of Contents Foreword Introduction New Programs Customer Service Operations Recyclables Report Landfill Information Community Participation Organization of VVS Suggestions Page 3 Page 3 Page 4 Page 6 Page 10 Page 10 Page 11 Page 12 Page 12 Page 13 Foreword The information contained herein the following report, as per the requirements of the Commercial Waste Collection Agreement, dated August 15, 2000, is for the annual year 2002 and I hereby attest to the veracity of the contents submitted. Manuel Perez, Secretary Introduction The contents contained herein the Annual Report for the year 2002, include any new programs and public information started in the City during this year; all customer service calls and their resolution as well as the new customer services goals for the year 2003; any changes in the operations of the company; a recyclables report by month, including markets and any issues resulting from these recyclables; the disposition of refuse by month that is delivered to the landfill; any community participation the Company was involved in during the year 2002; and key contacts to improve recycling, waste prevention or disposal services for the City. New Programs The following customers began recycling programs during the year 2002. Arden Realty 1370 S. Valley Vista Drive 3yrd Salvage Bin begun on 01/01/02 PetSmart #93 21050 Golden Springs Drive 3yrd Salvage Bin begun on 04/01/02 Zelada J Lino 732 N. Diamond Bar Boulevard 3yrd Salvage Bin begun on 04/01/02 The Muller Company 21660 Copley Drive 3yrd Salvage Bin begun on 04/01/02 Greenhills Sea 1241 S. Grand Avenue 3yrd Salvage Bin begun on 04/01/02 Carrows #154 21130 Golden Springs Drive 3yrd Salvage Bin begun on 04/01/02 Calvary Chapel 22324 Golden Springs Drive 3yrd Salvage Bin begun on 04/01/02 DB Congregational 2335 S. Diamond Bar Boulevard lyrd Salvage Bin begun on 04/09/02 Scott Engineering 20540 E. Walnut Drive North 3yrd Salvage Bin begun on 07/01/02 Rite Aide #5603 2797 S. Diamond Bar Boulevard 3yrd Salvage Bin begun on 07/01/02 Country View at Diamond Bar 10213 S. Grand Avenue 3yrd Salvage Bin begun on 11/05/02 Goodrich Corporation 1550 S. Valley Vista Drive 3yrd Salvage Bin begun on 12/03/02 There were no roll -off bin recycling customers begun during the subject year 2002, nor were there any new waste or recycling initiatives begun during the subject year. The number of recycling programs begun during the year 2002 may appear to be bantam, unfortunately, this is due to several considerations, the first being the tendency for the older buildings, out of which most of our customers work, to have only ample space for one bin. Due to City mandate, additional bins cannot be placed on the outside of buildings nor take up potential parking spaces. The second consideration is that several of the recycling programs set up during the year 2002 were quickly terminated due to severe contamination of the commodities. The last consideration that affects the recycling program basis of Valley Vista Services Inc. (VVS) is the blatant lack of will to participate on the part of the average customer. Public education to the citizens of Diamond Bar during the subject year 2002 included both the Diamond Bar Birthday Celebration and the Allstate Insurance Recycling Program. At both of these events, VVS sent sales representatives, who being well -versed in both the importance of recycling and waste reduction, were able to answer questions, provide general information for the purpose of community awareness, and set up new recycling accounts. Sales visits to individual customers at their place of business to discuss the importance of recycling programs were also common during the subject year. Customer Service The following are the customer calls during the subject year, including the reason for the call, the resolution and the date. Additionally, all customer service requirements were met, in accordance with the contract. Arco AM/PM 780 Brea Canyon Rd. 01/19/02 • Customer called regarding the absence of service for several weeks. Resolution: The customer was placed on a recycling program - was previously on-call for service. Country View HOA 2310 S. Diamond Bar Blvd. 02/05/02 • Customer called requesting driver close the doors to trash enclosure after pick up. - Resolution: Driver was so informed. Al Sal Oil #26 301 S. Diamond Bar Blvd. 04/09/02 • Customer claims his bin wasn't dumped on Saturday and requested service. - Resolution: Bin was serviced the following day. Walnut Creek Mobil Estates 20739 Golden Springs 04/18/02 ID Customer called regarding a claim that the driver was not closing the lids on the 3-yrd bins and it was becoming a safety hazard. - Resolution: Customer was informed that the driver was, indeed, closing the lids, however, the tenants did not do so after placing their own trash in the bin. K & L International 20470 Yellow Brick Rd. 05/23/02 • Customer called to report missing lock on bin and stated that it was there before the pickup, but not after. - Resolution: Customer informed that when the driver picked up, the bin was locked with tied wire, not an actual padlock. Abbey Shilleh 2628 Wagon Train Lane 05/28/02 • Customer called regarding a lack of service to her Waste Management bins. - Resolution: Customer was informed that she has WM residential service and needs to call them for service inquiries. Sunset Crossing HOA High Knob/Golden Springs 06/13/02 • Customer called regarding (2) 3-yrd bins missed. Requested courtesy pick-up. - Resolution: Customer informed that the bins were blocked by Toyota, license plate number 3W52538 whose owner refused to move parked car. Seven Eleven Store #13993 530 Diamond Bar Blvd. 09/10/02 • Customer called regarding mess left by driver while dumping. Resolution: Customer informed trash bins were overloaded and trash that didn't fit into bin was left on top of or on the side of the bin due to illegal dumping. The City was also informed. Trammel Crow Co. 21680 E. Gateway Center 09/25/02 Customer called regarding the absence of service. - Resolution: Customer informed that the bins were dumped and were noted on route sheet. Village Medical Square 23525 Golden Springs Drive 10/22/02 o Customer called wondering if driver took lock by accident, as it was not there after driver left. - Resolution: Customer informed that driver placed lock back on bin when he left. Pulte Homes Canyon Vista Court 11/105/02 • Customer called requesting roll/off is moved during next exchange because it was blocking in a supply trailer. - Resolution: Driver informed of request. Box Wood Corp 2707 S. Diamond Bar Blvd. 11/05/02 • Customer called regarding a claim that driver hit his truck while delivering bins. - Resolution: Operations Manager informed of claim. Coco's # 1146 20955 Golden Springs Drive 12/12/02 • Customer called regarding a question as to how bins can be overloaded if nothing is sticking out of the top of the bin. - Resolution: Customer informed that the weight of the bin is what constitutes overloaded status. The following are the Customer Service Goals and objectives for the year of 2003. All of the goals and objectives have been set and discussed with all of the Customer Service Representatives individually and ongoing in weekly customer service meetings. Customer care is among the most important requirements in the Customer Service Department. • Provide ongoing quality customer service by acknowledging all customer requests the day received and demonstrate professionalism in all communications. .o Achieve and maintain a solid knowledge of the city customer service requirements, VVS policies, procedures and services. Customer Service Representatives are required to clearly explain and summarize service to new and current customers. • Required to answer inbound calls and positively contribute the achieving the team goal of 0% abandon rate. • Research and maintain accurate and current information on the commercial and residential services and billing reconciliation. • Reconcile account errors with 24 hours that includes misapplied checks, missing invoices, and billing errors. • Maintain system data accuracy and integrity. Operations Valley Vista Services, Inc., (VVS) a subsidiary of Zerep Management Corporation, which is owned and operated by the three Perez brothers, Manuel, Patrick and David, is also managed by the third generation, comprised of Manuel's sons, David M., Christopher, and Peter Perez. VVS was incorporated in 1994 and today provides a three -barrel automated residential service as well as commercial refuse and recycling services to all of its customers, though in the City of Diamond Bar, VVS services only commercial accounts. At the start of the subject year, the waste was taken directly to Puente Hill Landfill. Beginning in the middle of June 2001, waste began to be first taken to Grand Central Recycling & Transfer Station Inc., (GCR) also a subsidiary of Zerep Management, where it was then loaded into transfer trucks with the refuse of the other cities that VVS services, and taken to Puente Hills Landfill. No other changes or challenges have occurred to these operations since the inception of GCR in June 2001. Recyclables Report The majority of all of Zerep Management Corporation's recyclables, once baled, and equating to about ninety percent, are exported overseas to Asian countries. This includes those recyclables collected from the City of Diamond Bar. The remaining ten percent of all the collected recyclables are sent domestically to paper mills with which direct dealings have been made. The majority of the recyclable commodities collected from Diamond Bar consist of old corrugated cardboard. No issues regarding recyclables arose during the subject year 2002. Attached are also monthly and quarterly waste reports for the year 2002 submitted to the City of Diamond Bar. Landfill Information The following information is the refuse tonnage disposed at Puente Hills Landfill during the subject year 2002. The exact disposition of this refuse is not currently tracked by Valley Vista Services. January 634.18 tons February 575.02 tons March 583.66 tons April 635.10 tons May 800.24 tons June 1027.15tons July 1322.07 tons August 1080.31tons September 1096.7 tons October 1113.99 tons November 1205.10 tons December 1108.66 tons Community Participation The following monetary contributions were contributed to Diamond Bar community based organizations during the subject year 2002. • Diamond Bar Sister City $750.00 Diamond Bar/Walnut YMCA $1,200.00 • Diamond Bar- Pop Warner Football $500.00 Golfing Fore The Arts $2,000.00 In addition to these monetary contributions, Valley Vista Services has also contributed free service to the Diamond Bar Little League, and any large community-based events, such as the Diamond Bar Birthday Celebration, as a demonstration of VVS's support of community wellness. Organization of Valley Vista Services As enucleated in the Operations section of this Report, Valley Vista Services, Inc., and its affiliates are subsidiaries of Zerep Management Corporation. The ownership of the Company has remained intact since its inception in 1957. There are no stockholders at this time, as the Company has remained "family-owned". The following are key contacts for VVS. • David Perez, President • Patrick Perez, Vice -President • Manuel Perez, Secretary • David M. Perez, Operational Manager • Christopher Perez, Operational Manager • Peter Perez, Operational Manager- Grand Central Recycling • Derek Rojas, Sales Manager • Carlos Cuevas, Dispatch • Lee Segura, Corporate Information • Mary Fierro, Office Manager/ Customer Service Manager • Cynthia Mejia, Recycling Coordinator/ Reporting Valley Vista Services also utilized Waste Systems, Inc., a consulting firm, for various projects throughout the subject year. Suggestions Valley Vista Services is steadfast in its commitment to working with the City of Diamond Bar and Huls Environmental Management, the City's solid waste consultant, to reduce the amount of waste currently being disposed of in :local landfills. In our pursuit to offer the City of Diamond Bar a full complement of solid waste diversion services, Valley Vista has prepared a proposal to implement Business Waste Recycling, which incorporates Wet/Dry Routing and MRF Processing in response to the City's request for further information. As an alternative to the processing of the City's entire waste stream by Grand Central Recycling, which may save the City a percentage in material processing fees, Wet/Dry Routing requires particularly exhaustive processing of the "Dry" waste in order to fully attain the desired 10 percent commercial diversion for the entire waste stream. This method of processing of the waste stream will also require the addition of a third commercial collection vehicle running within the City to ensure no contamination between the "Wet" and "Dry" waste. According to our cost incursion analysis, we have ascertained that the majority of the total service cost to the citizens of the City of Diamond Bar is due to the collection of the waste stream from the individual generators. Therefore, the cost of an additional truck will require Wet/Dry total service rates to increase by approximately 33 percent as compared to an approximate 10 to 15 percent under the alternate proposal to perform Limited MRF Processing of the entire commercial waste stream, as previously discussed. We believe that under the Limited MRF Processing proposal previously submitted we will be able to provide the City with 10 percent commercial waste diversion at total service rates that are notably lower than those required with the implementation of Wet/Dry Routing. Attached are copies of both Wet/Dry Routing and Limited MRF Processing proposals for your convenience, however, both proposals are based upon current rates and do not address the contractual CPI adjustment that will become effective on August 15'h 2003. VVS looks forward to working with the City in implementing whichever program the City of Diamond Bar deems appropriate to increase Business Waste Recycling. Ultimately, Valley Vista Services wishes not only to help the City in meeting the mandated recycling requirement but also to perform our civic duty in determining what is in our best interests as a society. Wet/Dry Routing and MRF Processing Valley Vista Services, Inc. Based on Rates Implemented at August 15, 2002 Agreement Dated August 15, 2000 2. Commercial and Multi -family Refuse Rates per month 2. Commercial and Multi -family Refuse Rates per month 2. Commercial and Multi -family Refuse Rates per month Service Fee Service Fee Route Factor 33% Proposed Increase in Service Fee Wet % 66% Dry % 34% Frequenc Bin Size cy Ix 2x 3x 4x 5x 6x 1.5 44.74 67.90 N/A N/A N/A N/A extra bin 38.57 54.54 N/A N/A N/A N/A 2 48.35 78.20 101.88 129.67 159.53 183.21 extra bin 40.13 63.81 82.35 102.95 126.64 144.15 3 54.54 80.29 107.08 135.93 163.74 202.86 extra bin 41.17 58.71 76.24 96.87 115.43 144.27 4 66.89 92.67 119.48 181.23 208.04 255.40 extra bin 55.58 78.28 100.98 154.51 177.20 216.34 6 67.96 91.73 116.52 190.65 214.42 261.82 extra bin 57.68 76.31 95.97 159.81 177.42 217.63 Dump Fees $ 23.00 per ton Frequenc Bin Size cy 1x 2x 3x 4x 5x 6x 1.5 7.47 14.94 N/A N/A N/A N/A extra bin 7.47 14.94 N/A N/A N/A N/A 2 9.96 19.92 29.88 39.84 49.80 59.75 extra bin 9.96 19.92 29.88 39.84 49.80 59.75 3 14.94 29.88 44.82 59.75 74.69 89.63 extra bin 14.94 29.88 44.82 59.75 74.69 89.63 4 19.92 39.84 59.75 79.67 99.59 119.51 extra bin 19.92 39.84 59.75 79.67 99.59 119.51 6 29.88 59.75 89.63 119.51 149.39 179.26 extra bin 29.88 59.75 89.63 119.51 149.39 179.26 Current Rates Frequency Bin Size cy Ix 2x 3x 4x 5x 6x 1.5 59.51 90.31 N/A N/A N/A N/A extra bin 51.30 72.54 N/A N/A N/A N/A 2 64.31 104.01 135.50 172.47 212.17 243.66 extra bin 53.37 84.87 109.53 136.93 168.42 191.71 3 72.54 106.79 142.42 180.78 217.77 269.80 extra bin 54.76 78.09 101.41 128.83 153.52 191.88 4 88.97 123.26 158.90 241.03 276.69 339.68 extra bin 73.92 104.12 134.30 205.50 235.68 287.73 6 90.39 122.00 154.97 253.57 285.17 348.22 extra bin 76.72 101.49 127.64 212.55 235.96 289.45 Dump Fees MRF Rate $ 23.00 per ton $ 46.00 per ton Frequencl Bin Size c Ix 2x 3x 4x 5x fix 1.5 10.01 20.02 N/A N/A N/A N/A extra bin 10.01 20.02 N/A N/A N/A N/A 2 13.35 26.69 40.04 53.38 66.73 80.07 extra bin 13.35 26.69 40.04 53.38 66.73 80.07 3 20.02 40.04 60.05 80.07 100.09 120.11 extra bin 20.02 40.04 60.05 80.07 100.09 120.11 4 26.69 53.38 80.07 106.76 133.45 160.14 extra bin 26.69 53.38 80.07 106.76 133.45 160.14 6 40.04 80.07 120.11 160.14 200.18 240.21 extra bin 40.04 80.07 120.11 160.14 200.18 240.21 Proposed New Total Rates Frequenc Bin Size cy ix 2x 3x 4x 5x 6x 3x 4x 5x 6x 1.5 52.21 82.84 N/A N/A N/A N/A N/A N/A extra bin 46.04 69.48 N/A N/A N/A N/A N/A N/A 2 58.31 98.12 131.76 169.51 209.32 242.96 278.89 323.73 extra bin 50.09 83.73 112.23 142.79 176.43 203.90 235.15 271.78 3 69.48 110.17 151.90 195.68 238.43 292.49 317.86 389.91 extra bin 56.11 88.59 121.06 156.62 190.12 233.90 253.61 311.98 4 86.81 132.51 179.23 260.90 307.63 374.91 410,14 499.83 extra bin 755. 50 118.12 160 73 234.18 276.79 335.85 369.13 447.88 6 97.84 151.48 206.15 310.16 363.80 441.08 485.35 588.43 extra bin 87.56 136.06 185.60 279.32 326.80 396.89 436.14 529.66 Frequenc Bin Size c ix 2x 3x 4x 5x 6x 1.5 14.76 22.41 N/A N/A N/A N/A extra bin 12.73 18.00 N/A N/A N/A N/A 2 15.96 25.81 33.62 42.79 52.64 60.46 extra bin 13.24 21.06 27.18 33.97 41.79 47.57 3 18.00 26.50 35.34 44.86 54.03 66.94 extra bin 13.59 19.38 25.16 31.97 38.09 47.61 4 22.07 30.58 39.43 59.81 68.65 84.28 extra bin 18.34 25.83 33.32 50.99 58.48 71.39 6 22.43 30.27 38.45 62.92 7076 86.40 extra bin 19.04 25.18 31.67 52.74 58.55 71.82 Proposed Increase in Dump Fees/MRF Fees Frequenc Bin Size cy ix 2x 3x 4x 5x 6x Bin Size cy ix 2x 1.5 69.51 110.33 N/A N/A extra bin 61.31 92.56 N/A N/A 2 77.65 130.70 175.54 225.85 extra bin 66.72 111.56 149.56 190.31 3 92.56 146.82 202.48 260.85 extra bin 74.78 118.12 161.46 208.90 4 115.66 176.64 238.97 347.79 extra bin 100.61 157.50 214.37 312.26 6 130.43 202.07 275.08 413.71 extra bin 116.75 181.56 247.74 372.69 1.5 2.54 5.08 extra bin 2.54 5.08 2 3.39 6.77 10.16 13.54 16.93 20.32 extra bin 3.39 6.77 10.16 13.54 16.93 20.32 3 5.08 10.16 15.24 20.32 25.40 30.47 extra bin 5.08 10.16 15.24 20.32 25.40 30.47 4 6.77 13.54 20.32 27.09 33.86 40.63 extra bin 6.77 13.54 20.32 27.09 33.86 40.63 6 10.16 20.32 30.47 40.63 50.79 60.95 extra bin 10.16 20.32 30.47 40.63 50.79 60.95 Proposed Percentage Increase in Total Rates Frequenc Bin Size cy 1x 2x 3x 4x 5x 6x 1.5 33.14% 33.18% N/A N/A N/A N/A extra bin 33.16% 33.22% N/A N/A N/A N/A 2 33.17% 33.20% 33.23% 33.24% 33.24% 33.25% extra bin 33.20% 33.24% 33.27% 33.28% 33.28% 33.29% 3 33.22% 33.27% 33.30% 33.31 % 33.31% 33,31% extra bin 33.27% 33.34% 33.37% 3138% 33.39% 33.38% 4 33.23% 33.30% 33.33% 33.31% 33.32% 33.32% extra bin 33.26% 33.34% 33.37% 33.34% 33.36% 33.36% 6 33.31 % 33.39% 33.43% 33.39% 33.41% 3341 % ext ra bin 33.34% 33.44% 33.48% 33.43% 33.46% 33.45% Limited MRF Processing of the Entire Commercial Waste Stream Valley Vista Services, Inc. Based on Rates Implemented at August 15, 2002 Agreement Dated August 15, 2000 2. Commercial and Multi -family Refuse Rates per month Service Fee Frequenc Bin Size cy 1x 2x 3x 4x 5x 6x 1.5 44.74 67.90 N/A N/A N/A N/A extra bin 38.57 54.54 N/A N/A N/A N/A 2 48.35 78.20 101.88 129.67 159.53 183.21 extra bin 40.13 63.81 82.35 102.95 126.64 144.15 3 54.54 80.29 107.08 135.93 163.74 202.86 extra bin 41.17 58.71 76.24 96.87 115.43 144.27 4 66.89 92.67 119.48 181.23 208.04 255.40 extra bin 55.58 78.28 100.98 154.51 177.20 216.34 6 67.96 91.73 116.52 190.65 214.42 261.82 extra bin 57.68 76.31 95.97 159.81 177.42 217.63 Dump Fees $ 23.00 per ton Frequenc Bin Size cy 1x 2x 3x 4x 5x 6x 1.5 7.47 14.94 N/A N/A N/A N/A extra bin 7.47 14.94 N/A N/A N/A N/A 2 9.96 19.92 29.88 39.84 49.80 59.75 extra bin 9.96 19.92 29.88 39.84 49.80 59.75 3 14.94 29.88 44.82 59.75 74.69 89,63 extra bin 14.94 29.88 44.82 59.75 74.69 89.63 4 19.92 39.84 59.75 79.67 99.59 119.51 extra bin 19.92 39.84 59.75 79.67 99.59 119.51 6 29.88 59.75 89.63 119.51 149.39 179.26 extra bin 29.88 59.75 89.63 119.51 149.39 179.26 Current Rates Frequenc Bin Size cy 1x 2x 3x 4x 5x 6x 1.5 52.21 82.84 N/A N/A N/A N/A extra bin 46.04 69.48 N/A N/A N/A N/A 2 58.31 98.12 131.76 169.51 209.32 242.96 extra bin 50.09 83.73 112.23 142.79 176.43 203.90 3 69.48 110.17 151.90 195.68 238.43 292.49 extra bin 56.11 88.59 121.06 156.62 190.12 233.90 4 86.81 132.51 179.23 260.90 307.63 374.91 extra bin 75.50 118.12 160.73 234.18 276.79 335.85 6 97.84 151.48 206.15 310.16 363.80 441.08 extra bin 87.56 136.06 185.60 279.32 326.80 396.89 2. Proposed Commercial and Multi -family Refuse Rates per month Service Fee Frequenc Bin Size cy 1x 2x 3x 4x 5x 6x 1.5 44.74 67.90 N/A N/A N/A N/A extra bin 38.57 54.54 N/A N/A N/A N/A 2 48.35 78.20 101.88 129.67 159.53 183.21 extra bin 40.13 63.81 82.35 102.95 126.64 144.15 3 54.54 80.29 107.08 135.93 163.74 202.86 extra bin 41.17 58.71 76.24 96.87 115.43 144.27 4 66.89 92.67 119.48 181.23 208.04 255.40 extra bin 55.58 78.28 100.98 154.51 177.20 216.34 6 67.96 91.73 116.52 190.65 214.42 261.82 extra bin 57.68 76.31 95.97 159.81 177.42 217.63 Dump Fees/MRF Fees $ 39.00 per ton Frequenc Bin Size c 1x 2x 3x 4x 5x 6x 1.5 12.67 25.33 N/A N/A N/A N/A extra bin 12.67 25.33 N/A N/A N/A N/A 2 16.89 33.77 50.66 67.55 84.44 101.32 extra bin 16.89 33.77 50.66 67.55 84.44 101.32 3 25.33 50.66 75.99 101.32 126.65 151.98 extra bin 25.33 50.66 75.99 101,32 126.65 151.98 4 33.77 67.55 101.32 135.10 168.87 202.64 extra bin 33.77 67.55 101.32 135.10 168.87 202.64 6 50.66 101.32 151.98 202.64 253.31 303.97 extra bin 50.66 101.32 151.98 202.64 253.31 303.97 Proposed New Total Rates Frequenc Bin Size cy 1x 2x 3x 4x 5x 6x 1.5 57.41 93.23 N/A N/A N/A N/A extra bin 51.24 79.87 N/A N/A N/A N/A 2 65.24 111.98 152.54 197.22 243.96 284.53 extra bin 57.02 97.59 133.01 170.50 211.07 245.47 3 79.87 130.95 183.08 237.25 290.39 354.84 extra bin 66,50 109.37 152 24 198.19 242.08 296.25 4 100.67 160.22 220.80 316.32 376.91 458.05 extra bin 89.36 145.83 202.30 289.60 346.07 418.99 6 118.62 193.05 268.50 393.30 467.72 565.78 extra bin 108.34 177.63 247.95 362.46 430.72 521.59 2. Proposed Commercial and Multi -family Refuse Rates per month Proposed Increase in Service Fee Frequenc Bin Size c Ix 2x 3x 4x 5x 6x 1.5 N/A N/A N/A N/A extra bin N/A N/A N/A N/A 2 extra bin 3 extra in 4 extra bin 6 extra bin Proposed Increase in Dump Fees/MRF Fees Frequenc Bin Size cy Ix 2x 3x 4x 5x 6x 1.5 5.20 10.39 - - extra bin 5.20 10.39 - 2 6.93 13.86 20.78 27.71 34.64 41.57 extra bin 6.93 13.86 20.78 27.71 34.64 41.57 3 10.39 20.78 31.18 41.57 51.96 62.35 extra bin 10.39 20.78 31.18 41.57 51.96 62.35 4 13.86 27.71 41.57 55.42 69.28 83.14 extra bin 13.86 27.71 41.57 55.42 69.28 83.14 6 20.78 41.57 62.35 83.14 103.92 124.70 extra bin 20.78 41.57 62.35 83.14 103.92 124.70 Proposed Percentage Increase in Total Rates Fre uen Bin Size cy Ix 2x 3x 4x 5x 1.5 9.95% 12.54% N/A N/A N/A N/A extra bin 11.29% 14.96% N/A N/A N/A N/A 2 11.88% 14.12% 15.77% 16.35% 16.55% 17.11% extra bin 13.83% 16.55% 18.52% 19.41% 19.63% 20.39% 3 14.961/6 18.87%1 20.52% 21.24% extra bin 18.52% 23.46%] 25.75% 26.54% 27.33% 26.66% 4 15.96% 20.91% 23.19% 21.24% 2252% 221706 extra bin 18.35% 23.46% 25.86% 23.67% 25.03% 24.75% 6 21.24% 27.44% 30.25% 26.80% 28.57% 28.27% extra bin 23.74% 30.55% 33.59% 29.76% 31.80% 31.42% 11 6x 21.79% 21.32 Agenda # 6-8 Meeting Date: Tl,np *3, 20 n Y AGENDA REPORT � _CITY COUNCIL _ j,�<>2rc,K TO: Honorable Mayor and Members of t e City Council VIA: Linda C. Lowry, City Manag tib, TITLE: Receive and File the Annual Report from Waste Management, Inc. for Calendar Year 2002 RECOMMENDATION: File the Annual Report. FINANCIAL IMPACT: There is no fiscal impact to the City of Diamond Bar. BACKGROUND: In August 2000, the City Council awarded an exclusive contract to Waste Management to collect refuse and recyclables in the residential sector. As part of their contract, the hauler was required to provide an annual report of operations and activities for any calendar year by April 20th of the subsequent year. The enclosed annual report concerns implementation and operational activities for the calendar year 2002. DISCUSSION: Waste Management submitted its annual report by the deadline of April 20, 2003. The document was reviewed by the City's consultant and discussed in depth at a meeting between City Staff and the consultant. The report was deemed complete, and included information about customer service, recycling activities, and implementation progress. No issues or problems were noted from the review. The annual report is provided in Attachment A. Staff finds the hauler to have made a good faith effort in implementing the City's refuse and recycling system. The hauler has resolved the issue of discontinuance in the commercial sector with Valley Vista, as all of its commercial bin accounts have been officially transferred to Valley Vista. The continuation of the City's solid waste management system has resulted in increased recycling, with an official diversion for the City in 2001 of 52% as calculated by the California Integrated Waste Management Board. All preliminary indicators point to a similar, if not greater, diversion rate in 2002. In particular, Waste Management is commended for its role in helping to implement the City's new household hazardous waste and electronic waste collection program. This program is considered a model and is being replicated in other cities now. Report to Council June 3, 2003 Page 2 of 2 Customer service has steadily improved for the hauler as well. There were some issues in customer service and rates that have been resolved to the satisfaction of the City. City staff continues to work with Waste Management to improve its customer service performance. REVIEWED BY: David G iu, Director of Public Works Attachment A: Annual Report Jim DeStefano, Deputy City Manager Ali ND MR Submitted to: Linda Lowry, City Manager City of Diamond Bar 21825 E. Copley Drive Diamond Bar, CA 91765 Annual Report 2002 By: Carolyn Anderson, Representative to Diamond Bar Waste Management San Gabriel/Pomona Valley 13940 E. Live Oak Avenue Baldwin Park, CA 91706 626.856.1228 City of Diamond Bar Annual Report 2002 Content Pam Introduction 1-2 Residential Programs 2-5 Report of units served 3 Recycling/Solid Waste Report 4 Landfill Report 5 Customer Service 6 Customer Service Complaint Call Report Customer Service Telephone Statistics HHW Programs 7-10 Community Participation & Investments 11 Management Team 12 Service Machine 12 Steps to Gold Certification 13— 18 Waste Management Inc. 2002 Annual Report Appendix I 1 City of Diamond Bar Waste Management San Gabriel/Pomona Valley Annual Report 2002 This document represents Waste Management's annual report for 2002. We are pleased to report the continued and sustained improvement of customer service provided to Diamond Bar. We welcome your comments, and stand ready to address any concerns or issues presented in this report. Respectfully submitted, Carolyn J. Anderson, Representative to Diamond Bar Waste Management San Gabriel/Pomona Valley Focusing on Customer Service: The ultimate goal of everything we do is to improve customer service. Frankly, we had a lot of work to do in this area, and we have made tremendous progress. When we ask our customers what they expect from us, the answer is simple. You want the trash picked up on schedule, you want accurate billing, and you want quick access to a friendly professional when you call. Just the basic good service, you might say. But delivering those basics to thousands of customers across the Los Angeles basin and ensuring the best service experience for every customer, day in and day out, is no small challenge. We have met the challenge with our Service Machine program, which now is completely installed at Waste Management San Gabriel/Pomona Valley. The high standards of this program cover every detail of the customer service process, from the first phone conversation to the daily management of scheduled pick-ups. We are among 203 Waste Management districts that have achieved our gold standard of service. (attached is a copy of "Service Machine 12 Steps to Make Gold Certification) Everything we do internally to become a better, stronger company is aimed at one end -result, to make us the best provider of waste services. We work hard to make that a reality. In every collection we employ rigorous standards for managing each detail of customer service. We've asked customers how we can improve. We've made changes. We've standardized procedures. We continuously measure our performance. And the results have been remarkable. Focusing on improvement in every step of the process had taken our quality of service to new heights. For example in May 2001 we measured our customer service department's abandoned telephone calls at 24.3% and speed to answer calls at 5:00 minutes. The same measurement calculation in May 2002 shows dramatic improvement: customer service department's abandoned telephone calls at 6.61% and speed to answer calls at 00:33 seconds. As we began the task of turning this company around, one thing was immediately clear. We needed new, more sophisticated information systems that would enable us to capture, access and manage information in a host of new ways. We are putting into place systems and databases that work in concert with one another, enabling us to tap a powerhouse of information built on a common technology and application platform. As a result, we will have data that is accessible, business processes that are integrated, and management tools that serve the entire company. What drives a company to virtually rebuild itself in three years? Our customers, you, wanted improvement and that is essentially what we have done at Waste Management. The turnaround that began in 2000 has brought fundamental and far-reaching change that impact every aspect of our business. Today, we are a company of financial strength. A company focused on customers. A company of professionals, with integrity and responsibility. A company doing business in a whole new way with an uncompromising vision for what we want to be. And we are not finished yet. Not by a long shot. What drives us to push onward'? It 2 is the demand we place on ourselves to be a company of true operational excellence. It is the motivation of a hard-working team of people empowered to succeed. It is the knowledge that no matter how much we accomplish, there is always opportunity to do more. To be better. To excel in new ways. To be a driving force. Ensuring Safety: We operate in an industry that poses significant risks, and the number of trucks we have on the road every day is reason enough to make safety a high priority to our company. It is a responsibility we do not take lightly. In 2002 we took steps to improve the measure of safety we provide for our employees and the communities in which we work. We began by initiating change in a way our employees think. Knowing that safe decisions result in safe actions, we are working to instill safety awareness and standards in every corner of the company. We have backed up our expectations with intensive safety training, requiring all drivers and managers to meet stringent safety -certification standards annually. We are pleased to report that our efforts are paying off. During the year, we reduced the incidence of injuries by 26 percent over 2001, and by 48 percent over 2000 levels. While we still have a long way to go to reach our goals, we have seen reductions in every category of safety performance thus far. Residential Program — The City of Diamond Bar offers an award winning comprehensive refuse and recycling program to its residents. Diamond Bar's dedication to recycling is regularly recognized by the State of California for its success and innovation. The program includes but is not limited to: a fully automated curbside collection system, bulky item collection, used oil curbside collection, door-to-door HHW, medical sharps program, a home composting program, and new premier E -Waste collection program. Variable rate system: The City's curbside residential program consists of a three (3) cart fully automated collection system. Monthly charges are based on the size and number of trash carts used by each residence. Carts are available in 35 gallon, 64 gallon and 96 gallon sizes, with the standard system in the 64 gallon size. Additional refuse containers are available at the following added monthly rates: $4.00 = 32 gallon, $6.00 = 64 gallon, and $8.00 = 96 gallon. Residents may receive one additional green waste and one additional recycling container, upon request, without incurring additional charges. A $2.00 per month charge is added for each green waste cart over two (2) and $1.25 for each recycling cart over two (2). This "pay as you through" system gives Diamond Bar residents the opportunity to save money by recycling more: thereby fulfilling the goal of sending less trash to our landfills. The fully automated variable rate program rolled out in November 2000, improved residential diversion rates from below 10% to over 45%. Residential curbside diversion rates improved from an average of 44.61 % during the first quarter of 2002, to an average of 46.84% for the year 2002. *46.840/6 represents residential curbside program only Commercial Program — Waste Management sold its commercial service business assets to Valley Vista Services effective April 2002. Residential Services By Billing Code Service Code 35D-35Gallon Trash Composting Discount Total Units 16 35T-315 Gallon Trash Service 795 3ST-35 Gallon Trash — Senior Discount 326 64D-64 Gallon Trash Composting Discount 50 64T-64 Gallon Trash Service 7,812 6ST-64 Gallon Trash — Senior Discount 96D-96 Gallon Trash Composting Discount 1,555 176 96T-95 Gallon Trash Service 1,842 9ST-Residential Service Senior 187 HCB-Residential HOA — Curbside SVC 2,099 Multi -Family Cart Served Customers Name: Number of Units: Cambridge Hill HOA 53 Cimarron Oaks HOA #1 154 Cimarron Oaks HOA #5 161 Cimarron Oaks HOA #7 113 Cimarron Oaks HOA #8 161 Clear Creek HOA 113 Cross Keys HOA 131 Diamond Crest HOA 128 Diamond Gate HOA 92 Golden Grand HOA 18 Pathfinder Community HOA 176 Montefino HOA 543 Sunset Crossing HOA 72 Silver Hawk HOA 62 Windwood Township HOA 122 rotai units: 1.,V77 W N W :7 O m a U Z J } U W N O O 04 ° t a O O O O W Cn W w Cn Cn m O N W O M y C O O N r W N W O CD O r r V .-- CD W V r r r r r W r W Ch % • L]) O 7 W rn rn 00 r co (n O O to N W U) O 00 I` (D n r r- N W O N N d cO cli V O O W m ( N r co V N N N r W r o C U y O M r N N r Q d a)m ° E= N r C r ` N CL -Oa N D- O jO ''� R H E y m R MN (D r M N V O r W V W M W W W O O V M O O r N cD W W O CJ (D r M O d M r r O W N O V W N W r N M O Cn r N d M CD M N M W O N W W W (O O O N Q 4 Cn M d W Cl) W W CA OD (D V V N r N M N 00 () 0) V V CO Cl) W F D) (O N d W W N N L'D N r CO CC) 0 0 o co r (n O W M O O V r W m W r CO (n W N N LO (O d W O V W C') r N r CO 0 0 (0 0 CD O O r W d Lp r CO W M V W 00 () (O Lb O O r M O O O O O 41 O (D 0)00 N r Cn 00 M r (0 M ri W NV O� d W O M O N N N (n r W p N r r 0 0 o W M W 00 Cn N O O N O M O O P- 04 N d O O O O O V V O O O r W LT W N W r W r W tD r co W O r > M r O (O W O M r 00 O O m N W r r r N- O M LO O d d M N M (D N N r Oro r M ZV V CO N r (D N r 0 0 o r W W CO M () N O O W r N W Cl) 00 CO 00 V V N V W r O Q) V F co O" r r r M r O O N r W r- Cn CD W N O r N N N O V U N V O d V N (O (0 O O M M (O Lr) 0 CA CD W I` ti h N - C6 O IO O CO n O V M d W r co O Oro N N N r W r W V d N r M CO d O W O O W O W r V N W V M M W O O CD W F.. 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UO U O G Om O cu O 0Ojp CIO Y V cli � 3 � ° d ,b 71 I:; � d N H w U U (U ha cd b O O O a+ LL b0 cd YO y Oy U y N Ln LL O b � b fd O Uci O O cd O x O O O a+ U U W U � cd 3 o v b 7 O w Wcm cd ro p a) a v C� U a> M cd cd cd L F. edIL) w T > ° °U v dw >> � Q m x 7 ca a oa rz N HHW Curbside Waste Program 2002 Household Hazardous Waste: Waste Management found no HHW inadvertently collected from service recipients within the City's residential waste stream during this reporting period. HHW Prouam - The City's Door -to -Door Household Hazardous Waste (HHW) and Sharp's program began November 1, 2001. The response from residents for the new program is much less than expected. City Staff, Curbside Inc., and Waste Management developed a comprehensive marketing campaign to improve awareness of the services available and to kick-off the new electronic waste curbside collection program. The campaign rolled out during December 2002. It included press releases to local media, publication on the City's web site; DBTV billboard, and a door hanger delivered to each Diamond Bar residence. Door -to Door Household Hazardous Waste Report: Unit of Measure: Materials are listed in gallons or pounds based upon their type. Liquid items such as motor oil are listed as gallons. All items listed in gallons are italicized. Items in pounds are in normal font. This information converts gallons to pounds. The formulas used are based upon our experience with the average quantity of material in each container. I.E. used oil=8.5 pounds per gallon. Paint --8.5 pounds per one gallon container (a full container would be about /2 pounds, on average containers are about 70% full). January 2002 Collection Date: 1121/02 10 Stops Oil Used Antifreeze batteries polish Garb/engine other paintoil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 2.00 21.00 1.00 0.00 2.00 9.00 0.00 32.00 45.00 8.00 7.00 10.00 0.00 5.00 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 35.00 6.00 15.00 0.00 5.00 3.00 3.00 3.00 0.00 20.00 0.00 0.00 • No sharps containers were shipped to residents in January. February 2002 Collection Date: 2/11/02 2 Stops Oil Used Antifreeze batteries polish carb/engine other painim7 paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 0.00 0.00 25.00 0.00 0.00 0.00 3.00 1200 0.00 0.00 0.00 0.00 0.00 0.00 Oil Used Antifreeze batteries polish Garb/engine other paint oll paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 6.00 0.00 0.00 • No sharps containers were shipped to residents in February. March 2002 No HHW or Sharps units were shipped to residents or picked up from residents during the month of March 2002. April 2002 Collection Date: 4/22/02 6 Stops Oil Used Antifreeze batteries polish carb/engine other paint m'1 paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 2.00 1.00 0.00 0.00 12.00 45.00 0.00 2200 38.00 5.00 2.00 2.00 0.00 0.00 8.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray latex thinner paint varnish work cleaners cleaner 0.00 6.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 14.00 0.00 0.00 • No sharps containers were shipped to residents in April May 2002 Collection Date: 5/22/02 5 Stops other fertilizer fertilizer herbicides herbicides pool glue photo misc. Oil Used Antifreeze batteries polish carb/engine other paint oll paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner 0.00 0.00 0.00 0.00 aerosols shop 0.00 30.50 0.00 40.00 0.00 0.00 0.00 9.75 48.00 11.50 14.00 5.25 0.00 0.00 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo mise. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 10.50 0.00 0.00 • No sharps containers were shipped to residents in May. June 2002 Collection Date: 6/17/02 3 Stops Oil Used Antifreeze batteries polish carb/engine other paint oll paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 26.50 2.00 40.00 0.00 13.00 0.00 10.50 41.25 4.00 12.00 8.75 0.00 5.25 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 188.00 0.00 0.00 • No sharps containers were shipped to residents in June. July 2002 Collection Date: 7/08/02 4 Stops Oil Used Antifreeze batteries polish carb/engine other paintol paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 2.00 5.00 0.00 0.00 00.00 45.00 0.00 17.00 26.00 1.00 5.00 6.00 0.00 0.00 2.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc, polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 0.00 4.00 2.00 0.00 0.00 0.00 0.00 0.00 14.00 00.00 0.00 0.00 July ;!002 Collection Date: 7/29/02 6 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 4.75 0.00 60.00 9.00 7.00 3.00 8.25 32.50 17.25 19.25 1.75 0.00 0.00 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc_ polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray aerosols shop 0.00 1.25 19.25 16.00 0.50 2.00 1.50 0.00 1.00 0.00 17.00 0.00 0.00 • No sharps containers were shipped to residents in July. August 2002 Collection Date: 8/19/02 5 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 2.130 0.00 55.00 0.00 16.00 0.00 2.00 15.00 1.00 6.00 1.00 0.00 0.00 2.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray aerosols shop 2.00 3.00 15.00 18.00 0.00 3.00 2.00 5.00 5.00 0.00 7.00 0.00 0.00 • No sharps containers were shipped to residents in August. September 2002 Collection Date: 9/23/02 1 Stop Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner solid liquid chemicals adhesive chemicals hobby solid spray aerosols shop 0.00 0.00 0.00 0.00 0.00 9.00 0.00 0.00 0.00 00.00 0.00 5.00 3.00 3.00 0.00 0.00 0.00 0.00 2.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 • No sharps containers were shipped to residents in September October 2002 Collection Date: 10/15/02 4 Stops Oil Used Antifreeze batteries polish carb/engine other paint ot7 paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 7.00 0.00 0.00 2.00 4.00 0.00 9.00 24.00 2.00 5.00 2.00 0.00 0.00 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 00.00 2.00 0.00 0.00 • One (1) sharps container was shipped to resident in October. November 2002 Collection Date: 11/20/02 4 Stops Oil Used Antifreeze batteries polish Garb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 0.00 0.00 00.00 0.00 0.00 0.00 12.00 24.00 1.00 2.00 3.00 0.00 0.00 2.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 0.00 00.00 2.00 0.00 0.00 1.00 0.00 0.00 0.00 21.00 0.00 0.00 is No sharps containers were shipped to residents in November. December 2002 Collection Date: 12/18/02 5 Stops Oil Used Antifreeze batteries polish Garb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 4.00 0.00 0.00 0.00 3.00 0.00 16.00 22.00 3.00 0.00 0.00 0.00 0.00 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 7.00 0.00 2.00 0.00 3.00 2.00 0.00 2.00 15.00 0.00 0.00 0.00 • No sharps containers were shipped to residents in December. Community Investment 2002 Community Participation — Our commitment to the community's we serve is a primary component of our mission statement. Your community is also where we live and work. Waste Management San Gabriel/Pomona Valley, and your representative Carolyn Anderson remain committed active community partners in the City of Diamond Bar. During the year we participated in a number of committees and events including, but no limited too: YMCA's Doug Delio Memorial Golf Tournament, Pomona Valley YMCA's Celebrity Waiter Luncheon, Diamond Bar Sister City Association, American Red Cross Annual Festival of Golf, Rotary Club of Diamond Bar's Annual Fashion Show, Walnut Unified School District Foundation. Date of Request Community Organization Contribution 02/22/02 Walnut Valley Rotary Club "Clean-up in Diamond Bar" 86.00 03/21/02 City Recreation Dept. 30 event boxes w/liners 150.00 04/13/02 Diamond Bar Chamber Installation Dinner 40.00 04/15/02 Diamond Bar Farmers Market (event boxes) 150.00 04/20/02 Diamond Bar Annual Casino Night 400.00 04/20/02 Diamond Bar Birthday Celebration 50.00 04/22/02 Diamond Bar/Walnut Sheriff's Booster Golf Classic 1,000.00 04/24/02 Diamond Bar YMCA 750.00 04/27/02 D.B. Friends of the Library Wine Soiree 130.00 05/04/02 School Foundation "Teddy Bear Tea" 300.00 06/04/02 Diamond Bar Chinese American Association 120.00 06/07/02 Walnut Valley Rotary Club "Golfing Fore the Arts" 600.00 06/07/02 Diamond Bar Improvement Association (6 yard bin) 100.00 06/17/02 Diamond Bar Improvement Association (events boxes) 150.00 07/03/02 Diamond Bar Sister City Association 500.00 07/09/02 D.B. Chamber Wet & Wild Golf Tournament 309.00 08/0302 D.B. Chamber Business Expo @ The Marketplace 50.00 08/23/02 Attend Celebration for Bill Feddersen/Mt SACH 60.00 09/02/02 Inland Valley Humane Society "Dog Leg Classic" 788.00 09/07/02 Child Safety Fair Cal -Poly Pomona 630.00 09/11/02 American Spirit Day — AQMD 15.00 10/3/02 American Red Cross Golf Tournament 1,500.00 10/17/02 YMCA's Doug Delio Memorial Golf Tournament 1,380.00 10/24/02 Diamond Bar Sheriff's Booster Membership 50.00 10/31/02 YMCA's Celebrity Luncheon 450.00 11/17/02 Diamond Bar Rotary Annual Fashion Show 450.00 12/23/02 Diamond Bar/Walnut Kiwaniis — insta bin 82.00 04-12/02 Diamond Bar Farmers Market Port -a -let service 2,043.11 Total $12,333.11 Waste Management San Gabriel/Pomona Valley 13940 E. Live Oak Avenue Baldwin Park, CA 91706 Management Team Rick DePaiva — General Manager 626.856.1217 Ray Andersen — V.P. Municipal Marketing 626.856.1202 Carolyn Anderson — Director of Community Affairs 626.856.1228 Sue Smith — Contract Compliance 626.856.1230 Wayne Hlebasko — Senior Lead Route Manager 626.856.1218 Ray Moore, Jr. — Maintenance Manager 626.856.1205 Jesse Gomez — Lead Dispatcher 626.856.1234 Abe Hererra — Diamond Bar Route Manager 626.856.1267 Loren Greenwell — Market Area Revenue Manager 626.856.1264 Mary Hererra — Market Area Customer Service Center Manager 626.856.1275 Cynthia Rodriguez — Market Area Billing Manager 626.856.1201 Diane Pogroszewski — Customer Service Center Manager 626.856.1262 Angela Dance Billing Supervisor 626.856.1253 Service Machine 12 Steps for Gold Certification Customer Setup 1. Create Setup Coordinator role Purpose: To provide single point accountability across functions, that prevents errors which create rework and prevents WM from meeting customer expectations Establish a position with responsibility for making sure that all set ups are completed on time and with no errors The Setup Coordinator is responsible for ensuring that all steps in the set up process are completed and for monitoring non-compliance by employees and engaging the appropriate managers/supervisors The Setup Coordinator is responsible for ensuring that complete customer information is captured and for rejecting incomplete CSAs and account cover sheets submitted by sales The Setup Coordinator is responsible for authorizing entry of the customer into the system, authorizing delivery of the bin, and authorizing adding the customer to a route 2. Implement standard setup process Purpose: To ensure that the setup process is quick and efficient and that nothing slips through the cracks The standard process begins when the customer places the order for service (CSA submitted) and ends when the customer has received and understood the first bill The stand Setup process clearly outlines each step in the process, the position responsible for completing each step, the paperwork and data entry required, and the process for handing off between steps The standard Setup process includes - Completing the CSA and account cover sheet - Logging the date & time of the start of the setup process - Conducting a credit check - Entering complete customer data into the system and creating an account - Logging the date & time that data entry and credit check are complete - Sending a welcome pack - Delivering the correct bin when promised and logging the date & time of delivery - Inserting the customer into a route that corresponds to the promised pickup days - Completing the first pickup on time and logging the date and time completed - Sending an accurate fust bill to the correct billing address - Placing a proactive follow up call 2 Sales, Operations, and CSR Managers/Supervisors will work with the Setup Coordinator to ensure compliance with the standard process 3. Send welcome packs & proactively contact new customers Purpose: To reach out to the customer in order to reduce the number of billing questions and to provide an easy resource for commonly asked questions; To verify with the customer that the setup went well and to identify and resolve any problems. Send welcome packs to each new permanent customer at the time the customer account is created A welcome pack includes - A letter from the DM thanking the customer for their business and summarizing the service ordered, the price charged, and the promised pickup days - A sample bill with explanation - A contact sheet with address and phone number for the customer service center or a copy of the CS Manager/Supervisor's business card - An explanation of proper use of the container, restrictions on loading and items allowed, and tips on avoiding missed pickups - An explanation of holiday schedule - An example of the Focus card - Referral coupons Contact all new permanent customers at the time of receiving their first bill to verify that the set up process went well and to answer any questions On-time Pickup 4. Haul or Call Purpose: To proactively identify service failures and give operations the opportunity to resolve any problems before the customer calls to complain To ensure that important information is transferred from the driver to operations Require all non-residential drivers to call dispatch before leaving a customer site if they are unable to complete a pickup — an alternative contact procedure must be established for drivers outside of radio/Nextel coverage areas Dispatch has authority and responsibility to give the drivers instructions on how to proceed In the case of unserviceable bins, the customer is to be contacted as soon as possible to alert them to the problem, to determine a solution to the problem, and to schedule a recover Require all residential drivers to note No Put Outs on route sheets Dispatchers and Operations Managers/Supervisors will log and use the information provided by the drivers to schedule recoveries, to identify problem stops, and to work with the customer to prevent future problems Operations Managers/Supervisors will ensure compliance with the haul or call requirement 5. Implement driver check-in process Purpose: To formalize a mechanism to ensure institutional capture of daily route information from drivers Implement a thorough and interactive driver check in process which avoids check -box approach The driver check-in process includes Verifying compliance with route sheet (eg. Pickups completed, problems encountered on route, cutoffs not picked up, and pickups done in sequence) and making changes as needed - Checking disposal tickets to ensure loads are taken to the correct disposal facility - Verifying all paperwork is complete (eg. Route cover sheet, VCR, DOT log, and extra tickets for time checks, new customers, extra pickups, callouts, etc...) - Verifying compliance with all procedures (eg. Haul or call, time checks, reporting overflows and other potential sales leads, reporting swapouts needed) - Reviewing all customer complaints received 6. Supervisors manage problem stop resolution Purpose: To ensure that problems which repeatedly impact safety, driver productivity, and/or customer satisfaction are resolved quickly Route supervisors/managers will identify problem stops, investigate the root causes of the highest priority problem stops, and develop solutions to reduce the likelihood of misses, to increase driver productivity and to increase customer satisfaction with the service provided Problem stops include Stops where the customer repeatedly reports service problems Stops where the driver has called the dispatcher more than once to report that s/he is unable to complete the pickup Stops where the driver reports problems which make the pickup unnecessarily slow, dangerous or difficult or which indicate opportunities for service increases or other sales leads Route Supervisors/Managers will make stops with safety issues and repeat problems the highest priority for investigation and resolution Sales Manager/Reps and the Customer Service Manager will make stops With safety issues and repeat problems the highest priority for investigation and resolution Route Supervisors/Managers will report back to drivers on action taken on problem stops 7. Track driver/route performance metrics Purpose: To provide information to Route Managers/Supervisors which can be used to give feedback and coaching to specific drivers to improve their performance 4 Track and display performance metrics and trends over time by driver/route - Safety record - Productivity - Service problems reported by driver - Service problems reported by customer, but not by driver - Maintenance costs Customer Handling & Recovery 8. Same day missed pickup resolution Purpose: To create one face to the customer when a service failure occurs by setting and meeting a consistent expectation of service recovery Create a policy that all driver or customer reported misses will be recovered within 24 hours GSRs are responsible for informing customers who call to report a miss That the recovery will happen within 24 hours, regardless of fault Dispatchers are responsible for assigning recovery pickups to drivers and verify with the driver that they have been completed within the time promised and before the driver leaves his/her route 9. Same day issue resolution with CSR accountability Purpose: To ensure that customer questions and issues get resolved quickly and with least amount of hassle for the customer possible Create a policy that all issues or questions raised by customers will be resolved on the same day the call was received and that a customer will never have to call a second time about the same incidence of an issue When the issue cannot be resolved while the customer is still on the phone, the CSR is responsible for calling the customer back before the end of the day with the resolution If an issue is still unresolved at the end of a day the CSR has responsibility to inform their Manager/Supervisor and to call the customer back to give a status update CSRs have end-to-end responsibility for resolving a customer issue and making sure that follow up happens regardless of whether or not they have to involve someone else in the problem solving Mangers/supervisors are responsible for removing bottlenecks and determining root causes which prevent CSRs from resolving issues on the same day they are raised 10. Follow. -up calls for all service recoveries Purpose: To verify that a service recovery was completed to the customer's satisfaction and to identify and resolve any additional problems Establish a program to call a customer within one business day of recovery of a customer identified service failure 5 GSRs have accountability for resolving any residual customer concerns or complaints regarding recovery CS Manager/Supervisor is responsible for making sure that the follow up calls happen on time 11. Proactive customer contact program Purpose: To build a positive relationship with customers by proactively contacting them to verity that they are satisfied and to identify and resolve any unreported issues Schedule all customers for proactive contact at least once per year Develop a contact program which identifies the contact type and person responsible for every customer Contact type may be in person or by phone Assign someone to be responsible for ensuring the contacts happen as scheduled 12. Voice of the customer program Purpose: To make sure that all employees, regardless of position or title, are aware of customers' concerns and how customers perceive WM's service All WM employees must log two hours per year listening in on inbound calls from customers to the CSC Agenda # 6.8 Meeting Date: 7 ne 3, 2()Q -j CITY COUNCIL "—,= W = AGENDA REPORT TO: Honorable Mayor and Members of tl e City Council VIA: Linda C. Lowry, City Manag TITLE: Receive and File the Annual Report from Waste Management, Inc. for Calendar Year 2002 RECOMMENDATION: File the Annual Report. FINANCIAL IMPACT: There is no fiscal impact to the City of Diamond Bar. BACKGROUND: In August 2000, the City Council awarded an exclusive contract to Waste Management to collect refuse and recyclables in the residential sector. As part of their contract, the hauler was required to provide an annual report of operations and activities for any calendar year by April 20th of the subsequent year. The enclosed annual report concerns implementation and operational activities for the calendar year 2002. DISCUSSION: Waste Management submitted its annual report by the deadline of April 20, 2003. The document was reviewed by the City's consultant and discussed in depth at a meeting between City Staff and the consultant. The report was deemed complete, and included information about customer service, recycling activities, and implementation progress. No issues or problems were noted from the review. The annual report is provided in Attachment A. Staff finds the hauler to have made a good faith effort in implementing the City's refuse and recycling system. The hauler has resolved the issue of discontinuance in the commercial sector with Valley Vista, as all of its commercial bin accounts have been officially transferred to Valley Vista. The continuation of the City's solid waste management system has resulted in increased recycling, with an official diversion for the City in 2001 of 52% as calculated by the California Integrated Waste Management Board. All preliminary indicators point to a similar, if not greater, diversion rate in 2002. In particular, Waste Management is commended for its role in helping to implement the City's new household hazardous waste and electronic waste collection program. This program is considered a model and is being replicated in other cities now. Report to Council Page 2 of 2 June 3, 2003 Customer service has steadily improved for the hauler as well. There were some issues in customer service and rates that have been resolved to the satisfaction of the City. City staff continues to work with Waste Management to improve its customer service performance. REVIEWED BY: iu, Director of Public Works Jim DeStefano, Deputy City Manager Attachment A: Annual Report Submitted to: Linda Lowry, City Manager City of Diamond Bar 21825 E. Copley Drive Diamond Bar, CA 91765 Annual Report 2002 By: Carolyn Anderson, Representative to Diamond Bar Waste Management San Gabriel/Pomona Valley 13940 E. Live Oak Avenue Baldwin Park, CA 91706 626.856.1228 City of Diamond Bar Annual Report 2002 Content Page Introduction 1-2 Residential Programs 2-5 Report of units served 3 Recycling/Solid Waste Report 4 Landfill Report 5 Customer Service 6 Customer Service Complaint Call Report Customer Service Telephone Statistics 7-10 HHW Programs Community Participation & Investments 11 Management Team 12 Service Machine 12 Steps to Gold Certification 13- 18 Waste Management Inc. 2002 Annual Report Append ix I I City of Diamond Bar Waste Management San Gabriel/Pomona Valley Annual Report 2002 This document represents Waste Management's annual report for 2002. We are pleased to report the continued and sustained improvement of customer service provided to Diamond Bar. We welcome your comments, and stand ready to address any concerns or issues presented in this report. Respectfully submitted, Carolyn J. Anderson, Representative to Diamond Bar Waste Management San Gabriel/Pomona Valley Focusing on Customer Service: The ultimate goal of everything we do is to improve customer service. Frankly, we had a lot of work to do in this area, and we have made tremendous progress. When we ask our customers what they expect from us, the answer is simple. You want the trash picked up on schedule, you want accurate billing, and you want quick access to a friendly professional when you call. Just the basic good service, you might say. But delivering those basics to thousands of customers across the Los Angeles basin and ensuring the best service experience for every customer, day in and day out, is no small challenge. We have met the challenge with our Service Machine program, which now is completely installed at Waste Management San Gabriel/Pomona Valley. The high standards of this program cover every detail of the customer service process, from the first phone conversation to the daily management of scheduled pick-ups. We are among 203 Waste Management districts that have achieved our gold standard of service. (attached is a copy of "Service Machine 12 Steps to Make Gold Certification) Everything we do internally to become a better, stronger company is aimed at one end -result, to make us the best provider of waste services. We work hard to make that a reality. In every collection we employ rigorous standards for managing each detail of customer service. We've asked customers how we can improve. We've made changes. We've standardized procedures. We continuously measure our performance. And the results have been remarkable. Focusing on improvement in every step of the process had taken our quality of service to new heights. For example in May 2001 we measured our customer service department's abandoned telephone calls at 24.3% and speed to answer calls at 5:00 minutes. The same measurement calculation in May 2002 shows dramatic improvement: customer service department's abandoned telephone calls at 6.61% and speed to answer calls at 00:33 seconds. As we began the task of turning this company around, one thing was immediately clear. We needed new, more sophisticated information systems that would enable us to capture, access and manage information in a host of new ways. We are putting into place systems and databases that work in concert with one another, enabling us to tap a powerhouse of information built on a common technology and application platform. As a result, we will have data that is accessible, business processes that are integrated, and management tools that serve the entire company. What drives a company to virtually rebuild itself in three years? Our customers, you, wanted improvement and that is essentially what we have done at Waste Management. The turnaround that began in 2000 has brought fundamental and far-reaching change that impact every aspect of our business. Today, we are a company of financial strength. A company focused on customers. A company of professionals, with integrity and responsibility. A company doing business in a whole new way with an uncompromising vision for what we want to be. And we are not finished yet. Not by a long shot. What drives us to push onward? It 2 is the demand we place on ourselves to be a company of true operational excellence. It is the motivation of a hard-working team of people empowered to succeed. It is the knowledge that no matter how much we accomplish, there is always opportunity to do more. To be better. To excel in new ways. To be a driving force. Ensuring Safety: We operate in an industry that poses significant risks, and the number of trucks we have on the road every day is reason enough to make safety a high priority to our company. It is a responsibility we do not take lightly. In 2002 we took steps to improve the measure of safety we provide for our employees and the communities in which we work. We began by initiating change in a way our employees think. Knowing that safe decisions result in safe actions, we are working to instill safety awareness and standards in every corner of the company. We have backed up our expectations with intensive safety training, requiring all drivers and managers to meet stringent safety -certification standards annually. We are pleased to report that our efforts are paying off. During the year, we reduced the incidence of injuries by 26 percent over 2001, and by 48 percent over 2000 levels. While we still have a long way to go to reach our goals, we have seen reductions in every category of safety performance thus far. Residential Program - The City of Diamond Bar offers an award winning comprehensive refuse and recycling program to its residents. Diamond Bar's dedication to recycling is regularly recognized by the State of California for its success and innovation. The program includes but is not limited to: a fully automated curbside collection system, bulky item collection, used oil curbside collection, door-to-door HHW, medical sharps program, a home composting program, and new premier E -Waste collection program. Variable rate system: The City's curbside residential program consists of a three (3) cart fully automated collection system. Monthly charges are based on the size and number of trash carts used by each residence. Carts are available in 35 gallon, 64 gallon and 96 gallon sizes, with the standard system in the 64 gallon size. Additional refuse containers are available at the following added monthly rates: $4.00 = 32 gallon, $6.00 = 64 gallon, and $8.00 = 96 gallon. Residents may receive one additional green waste and one additional recycling container, upon request, without incurring additional charges. A $2.00 per month charge is added for each green waste cart over two (2) and $1.25 for each recycling cart over two (2). This "pay as you through" system gives Diamond Bar residents the opportunity to save money by recycling more: thereby fulfilling the goal of sending less trash to our landfills. The fully automated variable rate program rolled out in November 2000, improved residential diversion rates from below 10% to over 45%. Residential curbside diversion rates improved from an average of 44.61 % during the first quarter of 2002, to an average of 46.84% for the year 2002. *46.840% represents residential curbside program only Commercial Program- Waste Management sold its commercial service business assets to Valley Vista Services effective April 2002. 3 Residential Services By Billing Code Service Code Total Units 35D-3:5Gallon Trash Composting Discount 16 35T-35 Gallon Trash Service 795 3ST-35 Gallon Trash - Senior Discount 326 64D-64 Gallon Trash Composting Discount 50 64T-64 Gallon Trash Service 7,812 6ST-64 Gallon Trash - Senior Discount 1,555 96D-96 Gallon Trash Composting Discount 176 96T-96 Gallon Trash Service 1,842 9ST-Residential Service Senior 187 HCB-Residential HOA - Curbside SVC 2,099 Multi -Family Cart Served Customers Name: Number of Units: Cambridge Hill HOA 53 Cimarron Oaks HOA #1 154 Cimarron Oaks HOA #5 161 Cimarron Oaks HOA #7 113 Cimarron Oaks HOA #8 161 Clear Creek HOA 113 Cross Keys HOA 131 Diamond Crest HOA 128 Diamond Gate HOA 92 Golden Grand HOA 18 Pathfinder Community HOA 176 Montefino HOA 543 Sunset Crossing HOA 72 Silver Hawk HOA 62 Windwood Township HOA 122 Total Units: 2,099 4 City of Diamond Bar Customer Services Complaint Calls Received 2002 Type of Call Jan Feb March April Ma June July August Sept Oct Nov Dec Missed Pick -Up 40 24 31 32 41 50 39 40 31 32 50 37 General Complaint 6 14 9 3 5 4 14 4 12 10 17 13 Billing Issue 6 55 11 2 49 5 5 12 18 15 10 12 Total 52 93 51 37 95 59 58 56 61 57 77 62 The criterion is not more than 152 complaints in any given month. The number of complaints from Diamond Bar residents during this the year 2002 remains well under the maximum allowed in our contract. We are proud to report that our performance remains within Waste Management's "gold certification standards". Customer Service Telephone Statistics 2002 Type of Call January February March April Ma June Jul August September October November December ACD Calls 19,650 20,558 18,808 22,166 25,064 20,514 22,734 23,782 19,088 21,934 24,767 25,061 Abandon Calls 725 1,456 483 778 2773 993 1,213 1,118 528 1,183 1,207 1,113. Total Calls 20,375 22,014 19,291 22,944 26,837 21,507 23,947 24,900 19,616 23, 117 25,974 26,174 Abandon % 3.56% 6.61% 2.50% 3.39% 6.61% 4:62% 5.07% 4.49% 2.69% 5.12% 4.65% 4.25% Average Abd Time 01:52 01:18 02:13 00:44 01:20 01:22 01:24% 01:17 01:51 00:51 00:36 00:40 Speed to Answer 00:20 00:47 00:16 00:30 00:33 00:33 00:32 00:34 00:14 00:28 00:19 00:22 The criterion for speed to answer is no more than one (1) minute. Legend ACD Calls = Automated Calls Distributed Abandon Calls = Calls resulting from hang-ups or disconnects Total Calls = All telephone calls received through the customer service line Speed to Answer = Length of time to answer calls once a caller is placed on hold for the next CSR. CITY OF DIAMOND BAR 2002 RECYCLING PROGRESS REPORT CITY JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOT AVG TOTAL STREAM DIVERSION % 33.04% 32.32% 35.57% 48.37% 47.46% 47.44% 46.82% 45.81% 46.52% 46.26% 44.32% 41.67% ---------- 42.97% CURBSIDE DIVERSION % 43.85% 42.73% 47.27% 50.24% 49.22% 49.08% 47.76% 48.50% 48.14% 47.41% 45.14% 42.81% ---------- 46.84% COMMERCIAL DIVERSION % 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% ---------- 0.00% TOTAL GENERATED 3,50549 2,927.47 3,265.55 2,832.65 2,893.00 2,725.31 3,084.06 2,967.10 2,679.31 2,781.47 2,546.95 2,641.48 34,849.84 2,904.15 TOTAL DISPOSED 2,347.13 1,981.24 2,104.02 1,462.39 1,519.92 1,432.36 1,640.14 1,607.94 1,432.93 1,494.75 1,418.03 1,540.87 19, 981.73 1,665.14 CURBSIDE DISPOSED 1,437.56 1,231.22 1,258.05 1,318.09 1,376.50 1,302.96 1,536.64 1,402.33 1,312.78 1,384.75 1,330.05 1,427.39 16,318.32 1,359.86 RESIDUE FROM RECYCLING 42.68 34.08 34.64 38.82 40.03 38.40 43.00 41.18 30.14 42.48 42.08 43.10 470.64 39.22 ROLL -OFF DISPOSED 68.10 51.78 109.05 66.73 64.94 54.89 36.59 132.24 83.10 56.13 38.41 61.25 823.21 68.60 COMMERCIAL DISPOSED 798.79 664.16 702.28 38.75 38.45 36.11 23.91 32.19 6.91 11.39 7.49 9.13 2,369.56 197.46 TOTAL DIVERTED 1,158.36 946.23 1,161.53 1,370.26 1,373.08 1,292.95 1,443.92 1,359.16 1,246.38 1,286.72 1,128.92 1,100.61 14,868.12 1,239.01 COMMERCIAL DIVERTED 2.59 2.14 2.61 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 7.34 0.61 ROLL - OFF DIVERTED 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 CURBSIDE RECYCLING DIVERTED 512.53 434.38 437.63 486.71 502.08 481.97 536.99 486.74 488.18 503.45 497.11 580.64 5,948.41 495.70 CURBSIDE GREENWASTE DIVERTED 643.24 509.71 721.29 883.55 871.00 810.98 906.93 872.42 758.20 783.27 631.81 519.97 8,912.37 742.70 TOTAL CURBSIDE DIVERTED 1,155.77 944.09 1,158.92 1,370.26 1,373.08 1,292.95 1,443.92 1,359.16 1,246.38 1,286.72 1,128.92 1,100.61 14,860.78 1,238.40 ALUMINUM 5.62 4.75 4.79 5.37 5.53 5.37 5.95 5.49 5.41 5.55 5.50 6.08 65.41 5.45 GLASS 18.82 7.96 16.22 22.66 23.39 19.60 20.45 21.62 20.47 20.73 21.23 29.09 242.24 NEWSPAPER 288.15 CARDBOARD 21.57 MIXED PAPER 192.43 PLASTICS 20.19 240.52 202.18 2,743.85 228.65 18.17 15.34 210.73 17.56 190.99 171.70 2,237.91 186.49 7.37 6.22 198.45 222.39 229.33 221.77 249.28 209.79 224.21 229.98 227.80 15.36 17.20 17.74 17.16 19.06 18.41 17.34 16.68 16.70 169.67 183.42 189.14 181.43 203.21 193.25 184.92 189.88 187.87 6.24 6.99 7.21 7.64 7.78 7.46 7.05 7.24 7.19 7.89 86.28 7.19 HDPE - NATURAL 7.74 6.86 6.97 7.00 7.92 7.64 8.57 8.06 7.74 7.94 7.86 9.15 93.45 7.79 HDPE - COLORED 8.11 6.92 7.05 7.47 7.70 7.41 8.32 7.85 7.53 7.72 7.65 8.62 92.35 7.70 TIN 12.62 10.63 10.56 11.84 12.20 11.76 13.18 12.49 11.93 12.24 12.12 13.82 145.39 12.12 OIL 130 135 130 135 120 125 130 120 125 125 135 135 1,545.00 128.75 GREENWASTE 440.52 509.71 721.29 883.55 871.00 810.98 906.93 872.42 758.20 783.27 631.81 456.46 8,646.14 720.51 CHRISTMAS TREES 202.72 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 63.51 266.23 22.19 APPLIANCES 2.57 1.82 2.32 2.37 1.92 2.19 1.19 2.32 1.58 5.49 3.19 3.84 30.80 2.57 NUMBER OF WEEKS IN A MONTH 4 4 5 4 4 77J5 4 14 5 4 4 5 52.00 4.33 Taormina Industries and Allan Company market the tons of recycle materials collected in Diamond Bar. *Waste Management San Gabriel/Pomona Valley has contracted with Roto Industries to conduct a customer audit in the City of Diamond Bar. The goal of the audit is to substantiate residential and multi -family served customer count. The results of the Roto Industries audit will be available in the 2003 second quarter. Landfill Refuse 2002 Landfill Information: Januar February March April Ma June Jul Aut ust September October November December Puente Hills 539.52 633.60 471.66 443.15 460.30 416.54 517.14 480.13 416.16 449.55 454.50 428.97 Athens 48.86 30.18 0 4.55 20.91 39.65 17.03 25.15 0 2.74 28.05 5.61 Valley Vista 0 0 0 75.51 115.12 148.38 151.32 0 0 174.05 146.45 195.89 W Valley MRF 29.95 37.56 0 0 0 0 0 0 0 0 0 0 W/M Orange 1688.73 1278.09 821.03 789.35 743.56 698.39 822.78 145.63 750.57 751.13 677.05 786.88 WTR 40.07 1.81 0 5.53 21.10 0 7.47 0 0 7.28 0 10.04 CVT 0 8.58 0 0 0 0 0 0 0 0 0 0 So. Gate 0 0 0 0 15.51 0 0 0 0 0 0 0 Total Monthly 2,347.13 1,989.82 1,292.69 1,318.09 1,376.50 1,302.96 1,515.74 650.91 1,166.73 1,384.75 1,306.05 1,427.39 Rejected Recyclable Materials: Diamond Bar recyclables collected for processing and rejected for contamination are taken to Puente Hills Landfill and are included in the City's landfill tonnage report. Recyclables may be rejected if they are; wet items, food waste, or have no established market. Bulky Items: Waste Management contracts with Ecology Environment Recycling to process and recycle white goods collected in the City of Diamond Bar. Major appliances, such as refrigerators, washer/dryers, and automatic dishwashers are considered white goods. Additional metal items such as bed frames, swing sets, and fencing are collected and processed by Ecology. Bulky items rejected for recycling are taken to Puente Hills Landfill and are included in the City's landfill tonnage report. Rejected items may include mattresses, sofa, chairs, and other types of household furniture. 2 HHW Curbside Waste Program 2002 Household Hazardous Waste: Waste Management found no HHW inadvertently collected from service recipients within the City's residential waste stream during this reporting period. HHW Program - The City's Door-to-Door Household Hazardous Waste (HHW) and Sharp's program began November 1, 2001. The response from residents for the new program is much less than expected. City Staff, Curbside Inc., and Waste Management developed a comprehensive marketing campaign to improve awareness of the services available and to kick-off the new electronic waste curbside collection program. The campaign rolled out during December 2002. It included press releases to local media, publication on the City's web site, DBTV billboard, and a door hanger delivered to each Diamond Bar residence. Door-to Door Household Hazardous Waste Report: Unit of Measure: Materials are listed in gallons or pounds based upon their type. Liquid items such as motor oil are listed as gallons. All items listed in gallons are italicized. Items in pounds are in normal font. This information converts gallons to pounds. The formulas used are based upon our experience with the average quantity of material in each container. I.E. used oil=8.5 pounds per gallon. Paint=8.5 pounds per one gallon container (a full container would be about 12 pounds, on average containers are about 70% full). January 2002 Collection Date: 1/21/02 10 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 2.00 21.00 1.00 0.00 2.00 9.00 0.00 32.00 45.00 8.00 7.00 10.00 0.00 5.00 0.00 metal batteries polish household 0.00 35.00 6.00 15.00 0.00 5.00 3.00 poison poison insect insect solid spray other fertilizer fertilizer herbicides herbicides pool glue photo misc. household solid liquid solid liquid chemicals adhesive chemicals hobby 3.00 3.00 0.00 20.00 0.00 0.00 • No sharps containers were shipped to residents in January. February 2002 Collection Date: 2/11/02 2 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 0.00 0.00 25.00 0.00 0.00 0.00 3.00 12.00 0.00 0.00 0.00 0.00 0.00 0.00 Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 6.00 0.00 0.00 • No sharps containers were shipped to residents in February. March 2002 No HHW or Sharps units were shipped to residents or picked up from residents during the month of March 2002. And 2002 Collection Date: 4/22/02 6 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 2.00 1.00 0.00 0.00 12.00 45.00 0.00 22.00 38.00 5.00 2.00 2.00 0.00 0.00 8.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 6.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 14.00 0.00 0.00 • No sharps containers were shipped to residents in April. May 2002 Collection Date: 5/22/02 5 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 30.50 0.00 40.00 0.00 0.00 0.00 9.75 48.00 11.50 14.00 5.25 0.00 0.00 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 10.50 0.00 0.00 • No sharps containers were shipped to residents in May. June 2002 Collection Date: 6/17/02 3 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 26.50 2.00 40.00 0.00 13.00 0.00 10.50 41.25 4.00 12.00 8.75 0.00 5.25 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 188.00 0.00 0.00 • No sharps containers were shipped to residents in June. July 2002 Collection Date: 7/08/02 4 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 2.00 5.00 0.00 0.00 00.00 45.00 0.00 17.00 26.00 1.00 5.00 6.00 0.00 0.00 2.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 0.00 4.00 2.00 0.00 0.00 0.00 0.00 0.00 14.00 00.00 0.00 0.00 July ;!002 Collection Date: 7/29/02 6 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 4.75 0.00 60.00 9.00 7.00 3.00 8.25 32.50 17.25 19.25 1.75 0.00 0.00 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 1.25 19.25 16.00 0.50 2.00 1.50 0.00 1.00 0.00 17.00 0.00 0.00 • No sharps containers were shipped to residents in July. August 2002 Collection Date: 8/19/02 5 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 2.00 0.00 55.00 0.00 16.00 0.00 2.00 15.00 1.00 6.00 1.00 0.00 0.00 2.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 2.00 3.00 15.00 18.00 0.00 3.00 2.00 5.00 5.00 0.00 7.00 0.00 0.00 • No sharps containers were shipped to residents in August. September 2002 Collection Date: 9/23/02 1 Stop Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 9.00 0.00 0.00 0.00 00.00 0.00 5.00 3.00 3.00 0.00 0.00 0.00 0.00 2.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 • No sharps containers were shipped to residents in September. October 2002 Collection Date: 10/15/02 4 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 7.00 0.00 0.00 2.00 4.00 0.00 9.00 24.00 2.00 5.00 2.00 0.00 0.00 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 00.00 2.00 0.00 0.00 • One (1) sharps container was shipped to resident in October. November 2002 Collection Date: 11/20/02 4 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 0.00 0.00 00.00 0.00 0.00 0.00 12.00 24.00 1.00 2.00 3.00 0.00 0.00 2.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 0.00 00.00 2.00 0.00 0.00 1.00 0.00 0.00 0.00 21.00 0.00 0.00 • No sharps containers were shipped to residents in November. December 2002 Collection Date: 12/18/02 5 Stops Oil Used Antifreeze batteries polish carb/engine other paint oil paint solvent spray stains other household drain Filter oil auto auto cleaner auto latex thinner paint varnish work cleaners cleaner aerosols shop 0.00 4.00 0.00 0.00 0.00 3.00 0.00 16.00 22.00 3.00 0.00 0.00 0.00 0.00 0.00 metal batteries poison poison other fertilizer fertilizer herbicides herbicides pool glue photo misc. polish household insect insect household solid liquid solid liquid chemicals adhesive chemicals hobby solid spray 0.00 7.00 0.00 2.00 0.00 3.00 2.00 0.00 2.00 15.00 0.00 0.00 0.00 • No sharps containers were shipped to residents in December. Community Investment 2002 Community Participation - Our commitment to the community's we serve is a primary component of our mission statement. Your community is also where we live and work. Waste Management San Gabriel/Pomona Valley, and your representative Carolyn Anderson remain committed active community partners in the City of Diamond Bar. During the year we participated in a number of committees and events including, but no limited too: YMCA's Doug Delio Memorial Golf Tournament, Pomona Valley YMCA's Celebrity Waiter Luncheon, Diamond Bar Sister City Association, American Red Cross Annual Festival of Golf, Rotary Club of Diamond Bar's Annual Fashion Show, Walnut Unified School District Foundation. Date of Request Community Oreanization Contribution 02/22/02 Walnut Valley Rotary Club "Clean-up in Diamond Bar" 86.00 03/21/02 City Recreation Dept. 30 event boxes w/liners 150.00 04/13/02 Diamond Bar Chamber Installation Dinner 40.00 04/15/02 Diamond Bar Farmers Market (event boxes) 150.00 04/20/02 Diamond Bar Annual Casino Night 400.00 04/20/02 Diamond Bar Birthday Celebration 50.00 04/22/02 Diamond Bar/Walnut Sheriffs Booster Golf Classic 1,000.00 04/24/02 Diamond Bar YMCA 750.00 04/27/02 D.B. Friends of the Library Wine Soiree 130.00 05/04/02 School Foundation "Teddy Bear Tea" 300.00 06/04/02 Diamond Bar Chinese American Association 120.00 06/07/02 Walnut Valley Rotary Club "Golfing Fore the Arts" 600.00 06/07/02 Diamond Bar Improvement Association (6 yard bin) 100.00 06/17/02 Diamond Bar Improvement Association (events boxes) 150.00 07/03/02 Diamond Bar Sister City Association 500.00 07/09/02 D.B. Chamber Wet & Wild Golf Tournament 309.00 08/0302 D.B. Chamber Business Expo @ The Marketplace 50.00 08/23/02 Attend Celebration for Bill Feddersen/Mt SACH 60.00 09/02/02 Inland Valley Humane Society "Dog Leg Classic" 788.00 09/07/02 Child Safety Fair Cal -Poly Pomona 630.00 09/11/02 American Spirit Day - AQMD 15.00 10/3/02 American Red Cross Golf Tournament 1,500.00 10/17/02 YMCA's Doug Delio Memorial Golf Tournament 1,380.00 10/24/02 Diamond Bar Sheriff's Booster Membership 50.00 10/31/02 YMCA's Celebrity Luncheon 450.00 11/17/02 Diamond Bar Rotary Annual Fashion Show 450.00 12/23/02 Diamond Bar/Walnut Kiwaniis - insta bin 82.00 04-12/02 Diamond Bar Farmers Market Port -a -let service 2,043.11 Total $12,333.11 Waste Management San Gabriel/Pomona Valley 13940 E. Live Oak Avenue Baldwin Park, CA 91706 Management Team Rick DePaiva - General Manager 626.856.1217 Ray Andersen - V.P. Municipal Marketing 626.856.1202 Carolyn Anderson - Director of Community Affairs 626.856.1228 Sue Smith - Contract Compliance 626.856.1230 Wayne Hlebasko - Senior Lead Route Manager 626.856.1218 Ray Moore, Jr. - Maintenance Manager 626.856.1205 Jesse Gomez - Lead Dispatcher 626.856.1234 Abe Hererra - Diamond Bar Route Manager 626.856.1267 Loren Greenwell - Market Area Revenue Manager 626.856.1264 Mary Hererra - Market Area Customer Service Center Manager 626.856.1275 Cynthia Rodriguez - Market Area Billing Manager 626.856.1201 Diane Pogroszewski - Customer Service Center Manager 626.856.1262 Angela Dance - Billing Supervisor 626.856.1253 1 Service Machine 12 Steps for Gold Certification Customer Setup 1. Create Setup Coordinator role Purpose: To provide single point accountability across functions, that prevents errors which create rework and prevents WM from meeting customer expectations Establish a position with responsibility for making sure that all set ups are completed on time and with no errors The Setup Coordinator is responsible for ensuring that all steps in the set up process are completed and for monitoring non-compliance by employees and engaging the appropriate managers/supervisors The Setup Coordinator is responsible for ensuring that complete customer information is captured and for rejecting incomplete CSAs and account cover sheets submitted by sales The Setup Coordinator is responsible for authorizing entry of the customer into the system, authorizing delivery of the bin, and authorizing adding the customer to a route 2. Implement standard setup process Purpose: To ensure that the setup process is quick and efficient and that nothing slips through the cracks The standard process begins when the customer places the order for service (CSA submitted) and ends when the customer has received and understood the first bill The stand Setup process clearly outlines each step in the process, the position responsible for completing each step, the paperwork and data entry required, and the process for handing off between steps The standard Setup process includes Completing the CSA and account cover sheet Logging the date & time of the start of the setup process Conducting a credit check Entering complete customer data into the system and creating an account Logging the date & time that data entry and credit check are complete Sending a welcome pack Delivering the correct bin when promised and logging the date & time of delivery Inserting the customer into a route that corresponds to the promised pickup days Completing the first pickup on time and logging the date and time completed Sending an accurate first bill to the correct billing address Placing a proactive follow up call 2 Sales, Operations, and CSR Managers/Supervisors will work with the Setup Coordinator to ensure compliance with the standard process 3. Send welcome packs & proactively contact new customers Purpose: To reach out to the customer in order to reduce the number of billing questions and to provide an easy resource for commonly asked questions; To verify with the customer that the setup went well and to identify and resolve any problems. Send welcome packs to each new permanent customer at the time the customer account is created A welcome pack includes A letter from the DM thanking the customer for their business and summarizing the service ordered, the price charged, and the promised pickup days A sample bill with explanation A contact sheet with address and phone number for the customer service center or a copy of the CS Manager/Supervisor's business card An explanation of proper use of the container, restrictions on loading and items allowed, and tips on avoiding missed pickups An explanation of holiday schedule An example of the Focus card Referral coupons Contact all new permanent customers at the time of receiving their first bill to verify that the set up process went well and to answer any questions On-time Pickup 4. Haul or Call Purpose: To proactively identify service failures and give operations the opportunity to resolve any problems before the customer calls to complain To ensure that important information is transferred from the driver to operations Require all non-residential drivers to call dispatch before leaving a customer site if they are unable to complete a pickup - an alternative contact procedure must be established for drivers outside of radio/Nextel coverage areas Dispatch has authority and responsibility to give the drivers instructions on how to proceed In the case of unserviceable bins, the customer is to be contacted as soon as possible to alert them to the problem, to determine a solution to the problem, and to schedule a recover Require all residential drivers to note No Put Outs on route sheets Dispatchers and Operations Managers/Supervisors will log and use the 3 information provided by the drivers to schedule recoveries, to identify problem stops, and to work with the customer to prevent future problems Operations Managers/Supervisors will ensure compliance with the haul or call requirement 5. Implement driver check-in process Purpose: To formalize a mechanism to ensure institutional capture of daily route information from drivers Implement a thorough and interactive driver check in process which avoids a check -box approach The driver check-in process includes Verifying compliance with route sheet (eg. Pickups completed, problems encountered on route, cutoffs not picked up, and pickups done in sequence) and making changes as needed Checking disposal tickets to ensure loads are taken to the correct disposal facility Verifying all paperwork is complete (eg. Route cover sheet, VCR, DOT log, and extra tickets for time checks, new customers, extra pickups, callouts, etc...) Verifying compliance with all procedures (eg. Haul or call, time checks, reporting overflows and other potential sales leads, reporting swapouts needed) Reviewing all customer complaints received 6. Supervisors manage problem stop resolution Purpose: To ensure that problems which repeatedly impact safety, driver productivity, and/or customer satisfaction are resolved quickly Route supervisors/managers will identify problem stops, investigate the root causes of the highest priority problem stops, and develop solutions to reduce the likelihood of misses, to increase driver productivity and to increase customer satisfaction with the service provided Problem stops include Stops where the customer repeatedly reports service problems Stops where the driver has called the dispatcher more than once to report that s/he is unable to complete the pickup Stops where the driver reports problems which make the pickup unnecessarily slow, dangerous or difficult or which indicate opportunities for service increases or other sales leads Route Supervisors/Managers will make stops with safety issues and repeat problems the highest priority for investigation and resolution Sales Manager/Reps and the Customer Service Manager will make stops With safety issues and repeat problems the highest priority for investigation and resolution Route Supervisors/Managers will report back to drivers on action taken on problem stops 7. Track driver/route performance metrics Purpose: To provide information to Route Managers/Supervisors which can be used to give feedback and coaching to specific drivers to improve their performance 4 Track and display performance metrics and trends over time by driver/route Safety record Productivity Service problems reported by driver Service problems reported by customer, but not by driver Maintenance costs Customer Handling & Recovery 8. Same day missed pickup resolution Purpose: To create one face to the customer when a service failure occurs by setting and meeting a consistent expectation of service recovery Create a policy that all driver or customer reported misses will be recovered within 24 hours CSRs are responsible for informing customers who call to report a miss That the recovery will happen within 24 hours, regardless of fault Dispatchers are responsible for assigning recovery pickups to drivers and verify with the driver that they have been completed within the time promised and before the driver leaves his/her route 9. Same day issue resolution with CSR accountability Purpose: To ensure that customer questions and issues get resolved quickly and with least amount of hassle for the customer possible Create a policy that all issues or questions raised by customers will be resolved on the same day the call was received and that a customer will never have to call a second time about the same incidence of an issue When the issue cannot be resolved while the customer is still on the phone, the CSR is responsible for calling the customer back before the end of the day with the resolution If an issue is still unresolved at the end of a day the CSR has responsibility to inform their Manager/Supervisor and to call the customer back to give a status update CSRs have end-to-end responsibility for resolving a customer issue and making sure that follow up happens regardless of whether or not they have to involve someone else in the problem solving Mangers/supervisors are responsible for removing bottlenecks and determining root causes which prevent CSRs from resolving issues on the same day they are raised 10. Follow. -up calls for all service recoveries Purpose: To verify that a service recovery was completed to the customer's satisfaction and to identify and resolve any additional problems Establish a program to call a customer within one business day of recovery of a customer identified service failure 5 CSRs have accountability for resolving any residual customer concerns or complaints regarding recovery CS Manager/Supervisor is responsible for making sure that the follow up calls happen on time 11. Proactive customer contact program Purpose: To build a positive relationship with customers by proactively contacting them to verity that they are satisfied and to identify and resolve any unreported issues Schedule all customers for proactive contact at least once per year Develop a contact program which identifies the contact type and person responsible for every customer Contact type may be in person or by phone Assign someone to be responsible for ensuring the contacts happen as scheduled 12. Voice of the customer program Purpose: To make sure that all employees, regardless of position or title, are aware of customers' concerns and how customers perceive Ws service All WM employees must log two hours per year listening in on inbound calls from customers to the CSC 6 Agenda # Meeting DateJune 11, 2 0 0 3 CITY COUNCIL \� j AGENDA REPORT � VcoxrrixaKcp �i TO: Honorable Mayor and Members of the City Council FROM: Linda C. Lowry, City Manage] TITLE: Discussion and Direction Regarding the Youth Master Plan Steering Committee RECOMMENDATION: That the Council discuss the selection process and criteria for the Steering Committee and Stakeholder Group proposed to participate in the creation of The Youth Master Plan. FINANCIAL IMPACT: None. BACKGROUND/DISCUSSION: As a part of the preparation of the Youth Master Plan, which has been approved by the City Council, it has been recommended that a Steering Committee and a Stakeholder Group be created. The Committee and the Group are defined in the attached outline which was included in the Master Plan proposal from PDG & Associates. The consultants were engaged by the City at the May 6, 2003 City Council meeting. At the Parks and Recreation/City Council Special Joint meeting of May 27`h, it was determined that the Mayor would meet with staff and review methods of selecting members of the Steering Committee. The Mayor has informed the City Manager that she would prefer that each Council member appoint a member to the Committee. There has been limited opportunity for discussion of the matter with Community Services staff. This item is placed on the agenda to permit further discussion of the matter with the Council. Attachment ` PDG & ASSOCIATES PARKS, RECREATION AND COMMUNITY SERVICES BUILDING & SUPPORTING COMMUNITY DIAMOND BAR COMMUNITY SERVICES DEPARTMENT YOUTH MASTER PLAN —STAKEHOLDER GROUP Definition - The Youth Master Plan Stakeholder Group will be comprised of individuals and youth serving agency representatives that are involved or interested in the Diamond Bar youth and/or their families. The number of members of this group is not limited. Role - The role of the Stakeholder Group will be to advise and provide input as the process evolves. Meetings - They will meet three (3) times during the planning for the Youth Master Plan. Selection Criteria — Anyone interested in the youth of Diamond Bar either in providing services as well as those individuals that may be consumers of those services. —STEERING COMMITTEE Definition - The Steering Committee will provide a continuing committee to represent our data base of information as well as analyze needs and opportunities, achieve collective understanding about the community's existing youth needs, services, and achieve consensus around a community wide Youth Master Plan. The Youth Master Plan Steering Committee will be comprised of no less than 12 (twelve) and no more than 20 (twenty) stakeholders from the Diamond Bar community. Role — With the guidance of the Diamond Bar Community Services Department and Youth Master Plan Consultant Team, the Steering Committee will participate with the long-term planning and successful creation of the Diamond Bar Youth Master Plan document. Meetings - The Steering Committee will meet six (6) times during the planning for the Youth Master Plan. Selection Criteria — The following represents desirable attributes for Steering Committee members. It will be important for potential members to have a minimum of four (4) of these attributes for the most successful planning for the Youth Master Plan. 1. Interested and cares for the youth of Diamond Bar. 2. Has a working knowledge on the concepts of youth development. 3. Knows the Diamond Bar community very well. 4. Time and commitment to serve on the Steering Committee, including the attendance to all Steering Committee meetings, Stakeholder Group Meetings and some specific tasks as they are identified through the process. 5. Has the ability to work in a committee setting to develop consensus on issues and opportunities as they occur. 6. Actively seeks out and represents the broadest needs and concerns of the Diamond Bar youth. Agenda # 8.1 Meeting Date June 3, 2003 TO: FROM: TITLE: Honorable Mayor and Members of the City Council Linda C. Lowry, City Manage Discussion and Direction Regarding the Youth Master Plan Steering Committee RECOMMENDATION: That the Council discuss the selection process and criteria for the Steering Committee and Stakeholder Group proposed to participate in the creation of The Youth Master Plan. FINANCIAL IMPACT: None. BACKGROUND/DISCUSSION: As a part of the preparation of the Youth Master Plan, which has been approved by the City Council, it has been recommended that a Steering Committee and a Stakeholder Group be created. The Committee and the Group are defined in the attached outline which was included in the Master Plan proposal from PDG & Associates. The consultants were engaged by the City at the May 6, 2003 City Council meeting. At the Parks and Recreation/City Council Special Joint meeting of May 271h, it was determined that the Mayor would meet with staff and review methods of selecting members of the Steering Committee. The Mayor has informed the City Manager that she would prefer that each Council member appoint a member to the Committee. There has been limited opportunity for discussion of the matter with Community Services staff. This item is placed on the agenda to permit further discussion of the matter with the Council. Attachment } PDG & ASSOCIATES PARKS, RECREATION AND COMMUNITY SERVICES BUILDING & SUPPORTING COMMUNITY DIAMOND BAR COMMUNITY SERVICES DEPARTMENT YOUTH MASTER PLAN -STAKEHOLDER GROUP Definition - The Youth Master Plan Stakeholder Group will be comprised of individuals and youth serving agency representatives that are involved or interested in the Diamond Bar youth and/or their families. The number of members of this group is not limited. Role - The role of the Stakeholder Group will be to advise and provide input as the process evolves. Meetings - They will meet three (3) times during the planning for the Youth Master Plan. Selection Criteria - Anyone interested in the youth of Diamond Bar either in providing services as well as those individuals that may be consumers of those services. -STEERING COMMITTEE Definition - The Steering Committee will provide a continuing committee to represent our data base of information as well as analyze needs and opportunities, achieve collective understanding about the community's existing youth needs, services, and achieve consensus around a community wide Youth Master Plan. The Youth Master Plan Steering Committee will be comprised of no less than 12 (twelve) and no more than 20 (twenty) stakeholders from the Diamond Bar community. Role - With the guidance of the Diamond Bar Community Services Department and Youth Master Plan Consultant Team, the Steering Committee will participate with the long-term planning and successful creation of the Diamond Bar Youth Master Plan document. Meetings - The Steering Committee will meet six (6) times during the planning for the Youth Master Plan. Selection Criteria - The following represents desirable attributes for Steering Committee members. It will be important for potential members to have a minimum of four (4) of these attributes for the most successful planning for the Youth Master Plan. 1. Interested and cares for the youth of Diamond Bar. 2. Has a working knowledge on the concepts of youth development. 3. Knows the Diamond Bar community very well. Time and commitment to serve on the Steering Committee, including the attendance to all Steering Committee meetings, Stakeholder Group Meetings and some specific tasks as they are identified through the process. Has the ability to work in a committee setting to develop consensus on issues and opportunities as they occur. Actively seeks out and represents the broadest needs and concerns of the Diamond Bar youth.