HomeMy WebLinkAbout06/05/18 Minutes - Regular MeetingMINUTES OF THE CITY COUNCIL
REGULAR MEETING OF THE CITY OF DIAMOND BAR
JUNE 5, 2018
CLOSED SESSION: 5:30 P.M., Room CC -8
Public Comments on Closed Session Items: None
Closed Session Pursuant to Government Code Section 54956.9
Conference with Legal Counsel -- Existing Litigation
City of Diamond Bar v. City of Industry, et al., Los Angeles Superior Court
Case No. BS173224
City of Diamond Bar v. City of Industry, et al., Los Angeles Superior Court
Case Number BS171295
CALL TO ORDER: Mayor Low called the Regular City Council meeting to
order at 6:30 p.m. in the South Coast Air Quality Management District/Government
Center Auditorium, 21865 Copley Drive, Diamond Bar, CA.
CM/Fox stated that no reportable action was taken during tonight's Closed Session.
PLEDGE OF ALLEGIANCE: Mayor Pro Tem Herrera led the Pledge of Allegiance.
INVOCATION: Monsignor James Loughnane, St. Denis Catholic
Church provided the Invocation.
ROLL CALL: Council Members Lin, Lyons, Tye, Mayor Pro Tem
Herrera and Mayor Low
Staff Present: Dan Fox, City Manager; David DeBerry, City Attorney; Ryan
McLean, Assistant City Manager; Ken Desforges, IT Manager; Kimberly Young, Senior
Civil Engineer; Dianna Honeywell, Finance Director; Greg Gubman, Community
Development Director; Anthony Santos, Assistant to the City Manager; Amy Haug,
Human Resources/Risk Management; Marsha Roa, Public Information Manager; Cecilia
Arellano, Public Information Coordinator; Dannette Allen, Management Analyst, and
Tommye Cribbins, City Clerk.
APPROVAL OF AGENDA: As Presented.
1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: None.
2. CITY MANAGER REPORTS AND RECOMMENDATIONS: None.
JUNE 5, 2018 PAGE 2 CITY COUNCIL
3. PUBLIC COMMENTS:
Robin Smith provided written comments and spoke about environmental integrity
on behalf?' of the Diamond Bar Sierra Club regarding the .Crooked Creek
development project and Larkstone Park landscaping.
Dave Reynolds spoke about crime prevention and the importance of filing police
reports.
Pui Ching Ho spoke about the County's new website lacountylibrary.org with the
new tag line "Curiosity Welcomed" as well as, the events planned for the month
of June. More information about programs and events at the Library can be found
on the new website at www.lacountV]ibra!y.org
Marissa Castro-Salvati, Government Relations Manager, Southern California
Edison, shared project information regarding replacement of 600 steel street light
poles in the City of Diamond Bar.
4. RESPONSE TO PUBLIC COMMENTS:
CM/Fox responding to Ms. Smith stated that her comments are regarding a
development application that is with the Community Development Department
and is not before the Council for consideration or discussion. Her comments will
be placed in the file and be taken into consideration as that -project moves
forward through the Planning Commission and possibly the City Council.
Community Development, Public Works and Lennar will look into the landscaping
concerns at the newly opened Larkstone Park.
CM/Fox said he appreciated Mr. Reynold's comments regarding encouraging
residents to file reports and will pass those comments to Deputy Scheller to
include into the "Let's Talk Public Safety" program.
5. SCHEDULE OF FUTURE EVENTS:
5.1 Planning Commission Meeting — June. 12, 2018 — 7:00 p.m., Windmill
Community Room, 21810 Copley Drive (Canceled).
5.2 Concerts in the Park -- June 13, 2018 — 6:30 p.m. to 8:00 p.m. -- Upstream
(Caribbean & Reggae) - Sycamore Canyon Park, 22930 Golden Springs
Drive.
5.3 Movies Under the Stars — Gnomeo & Juliet -- June 13, 2018 — Immediately
following the Concert -- Sycamore Canyon Park, 22930 Golden Springs
Drive.
5.4 Traffic and Transportation Commission Meeting — June 14, 2018 -- 7:00
p.m., Windmill Community Room, 2181Q Copley Drive.
JUNE 5, 2018 PAGE 3 CITY COUNCIL
5.5 City Council Meeting -- June 19, 2018 — 6:30 p.m., AQMDIGovernment
Center Auditorium, 21865 Copley Drive.
5.6 General Plan Advisory Committee Meeting — Thursday, June 21, 2018 -
7:00 p.m., City Hall Windmill Room, 21810 Copley Drive.
6. CONSENT CALENDAR: MPT/Herrera moved, CITye seconded, to
approve the Consent Calendar as presented. Motion carried by the following Roll
Call vote:
AYES: COUNCIL MEMBERS: Lin, Lyons, Tye, MPT/Herrera, MILow
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
6.1 APPROVED CITY COUNCIL. MINUTES:
6.1a Study Session Minutes of May 15, 2018—as presented
6.1b Regular Meeting Minutes of May 15, 2018 —as presented.
6.2 RECEIVED AND FILED PLANNING COMMISSION MEETING MINUTES:
6.2a Regular Meeting Minutes of April 24, 2018.
6.3 RECEIVED AND FILED PARKS AND RECREATION COMMISSION
MEETING MINUTES:
6.3a Regular Meeting Minutes of April 26, 2018.
6.4 RECEIVED AND FILED TRAFFIC & TRANSPORTATION COMMISSION
MEETING MINUTES:
6.4a Regular Meeting Minutes of April 12
6.5 RATIFIED CHECK REGISTER DATED MAY 10, 2018 THROUGH MAY
30, 2018 TOTALING $2,873,163.61.
6.6 APPROVED TREASURER'S STATEMENT FOR APRIL 2018.
6.7 CANCELLATION OF THE JULY 3, 2018 CITY COUNCIL MEETING.
6.8 AUTHORIZED THE CITY MANAGER TO ISSUE A PURCHASE ORDER
TO CDWG FOR THE PURCHASE OF SEVENTEEN (17) HEWLETT
PACKARD COMPUTERS IN THE AMOUNT OF $33,677.26.
JUNE 5, 2018 PAGE 4 CITY COUNCIL
6.9 APPROVED AND AUTHORIZED THE MAYOR TO SIGN THE FIRST
AMENDMENT TO CONSULTANT SERVICES AGREEMENT WITH
PRINCE GLOBAL SOLUTIONS, LLC EXTENDING THE TERMS OF THE
SERVICE AGREEMENT FOR TWO YEARS THROUGH JUNE 20, 2010.
6.10 AGREEMENT TO REPLACE TWO CITY HALL HVAC UNITS.
A. ADOPTED RESOLUTION NO. 2018-18 APPROVING CITY HALL
HVAC REPLACEMENT PROJECT #25818 WITH TRANE U.S. INC.,
DBA TRANE; AND,
B. APPROVED AND AUTHORIZED THE MAYOR TO SIGN THE
AGREEMENT WITH TRANS U.S. INC., DBA TRANS FOR THE
PURCHASE, INSTALLATION AND STARTUP OF TWO (2) TRANS
90 -TON INTELLIPAK REPLACEMENT UNITS FOR CITY HALL IN
THE AMOUNT OF $380,533, PLUS A CONTINGENCY AMOUNT OF
$15,000 FOR CONTRACT CHANGE ORDERS TO BE APPROVED
BY THE CITY MANAGER, FOR A TOTAL AUTHORIZATION
AMOUNT OF $395,533.
7. PULIC HEARINGS: None.
8. COUNCIL CONSIDERATION:
8.1 ADOPTION OF THE PROPOSED FY 2018-2019 CITY OPERATING
BUDGET AND CAPITAL IMPROVEMENT PROGRAM, INCLUDING
ESTABLISHMENT OF THE APPROPRIATIONS LIMIT, EMPLOYEE
COMPENSATION PLAN, AND INVESTMENT POLICY; AND,
ESTABLISHMENT OF A NEW FUND 131, STREET BEAUTIFICATION
FUND IN FY 2017-18.
FD/Honeywell presented the staff: report and a power point presentation.
The budget was prepared with the City Council's priorities and strategic
goals in mind. Staff conducted two Study Sessions for the Council and
public to review the proposed Fiscal Year 2018-19 budget.
This year's total budget is $43.5 million which consists of about $29.4
million in the General Fund; $10.2 million in the Capital Improvement
Program and $3.9 million of Other Funds for a total of $43.5 million.
The City's largest fund is the General Fund which pays for such items as
Parks Maintenance, Public Safety as well as, many other operating
expenditures within the City. The recommended 2018-19 Operating
Budget continues to be conservative in revenue and expenditure growth
while maintaining the City's current service levels - The -estimated General
Fund Revenue is $29.5 million which includes the use of reserves in the
amount of $3.8 million. The estimated appropriations for the General
JUNE 5, 2018 PAGE 5 CITY COUNCIL
Fund is $29.4 million with an estimated surplus of $84,000.
The law enforcement Contract Rate budget is increasing about 2.5
percent which is $149,000 per year whereas the Liability Trust Fund rate
is 10.5 percent, about $614,000. It is also proposed that the City use up
to an additional $100,000 from the Law Enforcement Reserve Fund for
special assignments and suppression patrols as needed throughout the
community. The total Fiscal Year 2018-19 share budget is $6.6 million.
Also included in the budget is $150,000 for the engineering division's
study for Safe Routes to School as well as, inclusion of two additional
crossing guards which were requested at Walnut and Maple Hill
Elementary Schools, increasing the budget by $24,000, for a total budget
of $174,000 for 2018-19.
In past years, Economic expenditures have been paid for out of the City's
General Fund Reserves. Going forward, the ongoing expenditures will be
taken from regular operating expenditures. In this division, $25,000 has
been included for the very popular Restaurant Week.
Earlier this year the Council approved the recruitment of a new Parks and
Recreation Director. Recruitment has commenced and the plan is to have
the director on board shortly after the new fiscal year commences. The
salary for this position will be split 50150 between the Diamond Bar Center
operations and the Recreation Division.
The City plans to add 150 more American Flags at a cost of $40,000 for a
total of 250 flags to be flown along Grand Avenue and $50,000 for holiday
decorations.
As previously mentioned, about $3.8 million in reserves will be used for
CIP $2.2 million and the balance for items such as subsidizing the LLAD's,
special legal counsel, the new finance system, a new land management
system {RFP development} and professional services related to the ballot
measure. As in previous years General Fund Reserves have subsidized
the Lighting and Landscape Districts. With rising costs and a fixed
amount of property tax assessment available to pay these rising costs, the
City continues to see the General Fund Subsidy grow to about $491,000
for the upcoming Fiscal Year. During the current fiscal year the City will
spend about $441,000.
The Capital Improvement Program is about a $10.2 million program. Key
projects in the program for Fiscal Year 2018-19 include Park Design for
Sunset Crossing and Heritage Park, Area 6 Street Rehab, Diamond Bar
Boulevard -Rehab and the Adaptive Traffic Control System:
JUNE 5, 2018 PAGE 6 CITY COUNCIL
Each year the City is required to compute an annual appropriation limit
(The Gann Limit) and this year's limit is $46,248,905 with the City's
proposed appropriations subject to this limit totaling about $35.9 million or
$10.3 million below the City's limit. Each year the City Council adopts the
Compensation and Benefit Plan for the upcoming fiscal year. When
looking at the CPI (March to March) the rate was established at 3.88
percent and although the CPI was 3.88 percent, the proposed budget
includes a 2.5 percent Cost of Living adjustment. Also included is a $50
benefit allotment increase and the request for a Flexible Staffing Program.
Also included is the 2018-19 FY Investment Policy which states the goals
of the City's investment activities puts forth the type of investments in
which the City is allowed to invest as well as, reporting requirements. The
City Council adopted a Revised Investment Policy in January 2018 and as
such, significant changes were made at that point to bring the policy in line
with the California Municipal Treasurer's Association format. In addition,
staff would like for the City Council to establish a new Fund 131, the Street
Beautification Fund for FY 2017-18 to accommodate development
payments that need to be recorded so that these payments can be used to
complete the Diamond Bar Boulevard Complete Streets project.
MPT/Herrera asked staff to elaborate on the proposed Flexible Staff
Program.
HRMIHaug responded that the development and implementation of a
Flexible Staffing Program would allow the City Manager to efficiently and
effectively staff: the organization whereby individuals could be hired at an
entry-level position and then promote them to a higher-level position
based on their qualifications for the position. This would apply only to
positions that have job -series and with the ability to promote individuals it
will save time, be much more cost effective and provide an incentive for
the City to recruit and retain highly -qualified individuals.
CILin said it is his understanding that there are federal and state grant
funding available for the Safe Routes to School program and asked if the
$150,000 budget item referred to "matching funds" from the City.
SCE/Young responded that the $150,000 is included in the budget as a
projected amount to do a comprehensive study that will review all school
locations within the City and develop any sort of improvements both on
City property and- in conjunction with the school districts, the school
properties and circulation within those properties. Staff plans to pursue
grant funding for this study. The $150,000 in the budget is City funds and
in coordination .with the City funds, staff will pursue grant funding to the
greatest extent to supplement the costs of the study.
CILin asked if the $150,000 would be a dedicated expenditure from the
City.
JUNE 5, 2018 PAGE 7 CITY COUNCIL
SCE/Young said that was true unless the City was successful in receiving
grant funding which would offset that $150,000.
ClLyons said she believed that Council Members were becoming
concerned about the subsidy amount for the Lighting and Landscape
Districts and she asked CMIFox to comment on the City's plans to reduce
or eliminate that subsidy.
CM/Fox said that the Council has provided direction for staff to look at
options for District No. 41 and possibly restructure that district or return the
property back to the homeowners' associations and staff will be working
through that process which is currently underway.
C/Lyons asked FD/Honeywell to comment on how the General Fund
Reserves have looked over the past couple of years and how they will
look in the future.
FD/Honeywell responded that for General Fund Reserves, staff is
anticipating ending the current Fiscal Year at $21.1 million and if the City
does everything that is set forth in the budget with all projects completed
with the use of the General Fund Reserves for those projects, the City
would end the year at about $17.4 million. Compared to other cities
Diamond Bar's percentage is about 75 percent of the General Fund
Operating Expenditures which is a very healthy level of reserves. With
that said, the City needs to be ever mindful and careful about what it
spends those funds for which need to be one-time projects and not for
ongoing operating costs such as Lighting and Landscape District
expenditures.
MILow said she noticed this budget is a modest increase from the current
year and wanted to know what staff projects for the next three fiscal years
with respect to revenues and expenses and whether the City is on a
sustainable path forward.
FD/Honeywell said that the City tends to be conservative in its revenue
forecasts because there is not a lot of incoming new revenue. The City
needs to remain vigil about how it spends its money because expenditures
are starting to outpace revenues and Diamond Bar needs to make a
conscious effort to look at containing costs and what can be done to raise
more revenue which means that the City needs to diversify the sales tax
base, encourage new businesses to move into the community and, the
country is overdue for recession so there are a lot of things to keep track
of and keep an eye on moving forward. Revenues are beginning to level
out which can be seen in this budget and the City needs to keep a
-forward.
watchful eye on that fact moving
JUNE 5, 2018 PAGE 8 CITY COUNCIL
MILow thanked FD/Honeywell for that prognosis that as the City prepares
its budget staff and the Council keep that in the forefront. She believes
the budget is very modest but effective in maintaining assets and levels of
service. She appreciates the presentation and its format with the various
divisions, charts and percentages.
FD/Honeywell publicly thanked MA/Allen who worked closely with her on
the budget and credited her for all of the design work involved in the
presentation.
MPT/Herrera moved, ClLyons seconded, to adopt and approve Budget
Items A through E. Motion approved by the following Rall Call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
8.2 ESTABLISHMENT OF SPECIAL
APPOINTMENT OF MEMBERS.
Lin, Lyons, Tye, MPT/Herrera,
MILow
None
None
EVENTS COMMITTEE AND
CM/Fox stated that this item was a follow up to the May 15th Study
Session regarding the budget wherein Council requested that a Special
Events Subcommittee of the City Council, be formed consisting of two
Council Members to work with staff in looking at future public community
events. MILow has selected MPT/Herrera and ClLyons to serve as
members of the Special Events Committee and staff is seeking Council's
ratification thereof.
MILow said she spoke with ClLyons and MPT/Herrera who graciously
agreed to participate.
MILow moved, CITye seconded, to establish a Special Events Committee
and appoint ClLyons and MPT/Herrera to serve as members of said
committee. Motion carried by the following Roll Call vote:
AYES- COUNCIL MEMBERS: Lin, Lyons, Tye, MPT/Herrera,
MILow
NOES: COUNCIL MEMBERS: None
.ABSENT: COUNCIL MEMBERS: None
8.3 APPOINTMENT TO THE GENERAL PLAN ADVISORY COMMITTEE.
C -/Tye -announced his appointment of Michael Ramirez to the General Plan
Advisory Committee to replace Joyce Young who recently resigned due to
responsibilities at work and her young family.
JUNE 5, 2018 PAGE 9 CITY COUNCIL
a
CITye moved, C/Lin seconded to ratify the appointment of Michael
Ramirez to the General Plan Advisory Committee. Motion carried by the
following Roll Call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS
ABSENT: COUNCIL MEMBERS
CITye introduced Michael Ramirez.
Lin, Lyons, Tye, MPT/Herrera,
MILow
None
None
COUNCIL SUBCOMMITTEE REPORTS AND MEETING ATTENDANCE
REPORTS/COUNCIL MEMBER COMMENTS:
CITye reiterated Dave Reynold's comments about how important it is for
residents to report any and all crimes because things get noticed when law
enforcement becomes aware. So, if you see something,. say something and for
those who are victims of crime please take the time to make an incident report
with the Sheriffs Department. He hopes everyone has or will vote. Two weeks
ago he represented Diamond Bar at the 25th Anniversary of the Pacific Crest Arts
Youth Organization. This group of participants who are selected to join the
organization travels around the country to perform. In 2019 they will represent
Diamond Bar in the Rose Parade. A week from tomorrow, Wednesday, June
13th is the beginning of the annual Concerts in the Park series followed by
Movies under the Stars. It is despicable that people take advantage of seniors
living in mobile home parks. He presented a document that contained
falsehoods including "The City is considering an area that includes the likely
demolition of existing mobile home parks in the area" — it raises concerns about
Washington open to Baker. In fact, it was the City of Diamond Bar that placed a
permanent berm in that area so that trucks would never flow through, another
out-and-out lie. CDDIGubman wrote a letter to the folks in the Diamond Bar
Mobile Estates and the Walnut Creek Estates residents and in bold print it says
"I'm writing to assure you that such rumors are entirely false." CITye said that if
the City does not nip this kind of stuff in the bud it takes on a life of its own and
he believes the majority of folks that live in the mobile home parks are elderly
and this is nothing but a scare -tactic and, the people responsible for these kinds
of lies should be ashamed of themselves.
MPT/Herrera thanked staff for their tremendous efforts in bringing forth the 2018-
19 budget that included two study sessions with the City Council to make sure
members understood every aspect of the budget. She thanked MILow for
appointing both C/Lyons and her to the new committee and looks forward to
working with staff. MILow asked about the prospects for the coming years. The
revenues that Diamond Bar has experienced in the past years are declining and
the City needs to be- especially careful about how- andwhere.it spends itsmoney
so that the City remains solvent without placing extra taxes on residents. She
and C/Lyons have good work to do and she looks forward to doing so.
JUNE 5, 2018 PAGE 10 CITY COUNCIL
C/Lin thanked staff for their effort in putting together the budget which was a long
process. One of the biggest variables in the budget is the Sheriffs Liability Trust
Fund and hoped that contract cities could get together to see if the budget
number could be reduced. Traffic is better because school is out. He
participated in a seminar over the weekend and learned that on average, about
338,000 are killed each year on the nation's highways. Drive carefully. He and
C/Lyons attended the Diamond Bar Chinese-American Association's annual
dinner and saw the installation of a new president. This is one of the largest civic
organizations in the area. They have a Chinese school with 280 students.
C/Lyons echoed her colleagues in thanking FD/Honeywell and MA/Allen for an
excellent budget presentation. As C/Lin said, Council and staff have been going
through this process for two months with study sessions and individual sessions
with Council, etc. Council Members have asked lots of questions and staff has
answered all of them and the adoption process went very smoothly tonight
because of the process. Council appreciates staffs work. The Chinese-
American Gala's new president is Ann Sabaria and thanks are extended to
outgoing President Annie Chen who worked very hard with the volunteers and
the school and did an outstanding job for the community. Congratulations to the
Diamond Ranch High School boys' volleyball team. They won their final match
and were proclaimed the CIF Champions for 2017-18 year. While school is out
she believes the Council should find a way to recognize them for their
accomplishments. Congratulations to them. She will see everyone at the
Concerts in the Park and Movies under the Stars on June 13th.
M/Low said she was very distressed by C/Tye's announcement about the false
information being sent out to residents and she would like staff to look into the
matter as bordering criminal intent and perpetrating fraud on. It is despicable
and encouraged anyone who receives something in the mail that is disturbing to
them please contact the City for clarification. Last Saturday the City opened
Larkstone Park. She showed photos of the park and views from the site. The
park is nestled into the hillside with spectacular views to the front of the park and
rising hills with oak trees and plantings at the back of the park. There are two
levels to the park and the plantings include drought -tolerant plants — beautiful
cacti and herbs, etc. which are very invigorating to the senses. The amenities in
the park are beautiful and include a large play area with large play structures,
benches, picnic tables, etc. This park did not cost the City one dime. This park
was funded 100 percent with developer funds and the City is very appreciative of
the developer's efforts as well as, to the good stewardship of City staff who made
this beautiful park happen at such a reasonable price to the City. She offered
congratulations to the graduates and wished them the best in their achievements
and future endeavors. She reminded everyone that Father's Day is June 17th
and she wished a Happy Father's Day to all fathers who are valued and
appreciated. On a personal note, she wished her father and her husband a
Happy Father's.. Day:
JUNE 5, 2018 PAGE 11 CITY COUNCIL
ADJOURNMENT: With no further business to conduct, MILow adjourned the
Regular City Council Meeting at 7:36 p.m, to July 17, 2018,
TO MYE CRIBBINS, CITY CLERK
The foregoing minutes are hereby approved this 19th day of June , 2018.
RUTH L W, MAYOR