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HomeMy WebLinkAbout100119 - Minutes - Regular MeetingI CITY OF DIAMOND BAR MINUTES OF THE CITY COUNCIL REGULAR MEETING OCTOBER 1, 2019 CLOSED SESSION: Public Comments: STUDY SESSION: Public Comments: 5:30p.m., Room CC-8 None Conference with legal counsel pursuant to Government Code Section 54956.9- Existing Litigation San Gabriel Valley Water & Power, LLC v. Chino Hills, et al. San Bernardino Superior Court Case No. CIVDS 1904434 5:50p.m.-Room CC-8 Two speakers Heritage Park Conceptual Plan Update CALL TO ORDER: Mayor Herrera 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. Staff Present: Dan Fox, City Manager; Ryan Mclean, Assistant City Manager; Omar Sandoval, Assistant City Attorney; David Liu, Public Works Director; Greg Gubman, Community Development Director; Dianna Honeywell, Finance Director; Anthony Santos, Assistant to the City Manager; Ryan Wright, Parks and Recreation Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Parks and Recreation Superintendent; Marsha Roa, Public Information Manager, and Kristina Santana, City Clerk. ACA/Sandoval stated there was no reportable action taken during the Closed Session. CM/Fox reported that tonight's Study Session focused on conceptual designs for the renovations at Heritage Park and it was the consensus of the Council to move forward in a phased approach to address ADA access issues, with a focus on the community building and parking lot in Phase I, the outdoor amenities, playground and some of the picnic areas in Phase II. Phase Ill would involve future options for the ballfield, which are undetermined at this time. PLEDGE OF ALLEGIANCE: Mayor Herrera led the Pledge of Allegiance. INVOCATION: None Offered. OCTOBER 1 I 2019 PAGE2 CITY COUNCIL ROLL CALL: Council Members Chou, Low, Lyons, Mayor Pro Tern Tye and Mayor Herrera. APPROVAL OF AGENDA: As presented. 1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 M/Herrera and City Council Members presented a Certificate Plaque to S&J Gran Cafe II, 21050 Golden Springs Drive Unit C, 107 & 108, as New Business of the Month for October. 1.2 2020 Census Update -Engaging our Communities -Justine Chen, Partnership Specialist, US Census Bureau-LA Region. 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: CM/Fox introduced new employee Nicholas Delgado, Engineering Technician who comes from the City of Fullerton where he served in a similar role. CM/Fox introduced Kristina Santana, new City Clerk who comes to Diamond Bar with over a decade of municipal clerk experience, having served the cities of Bell Gardens, Santa Cruz and Lynwood . CM/Fox spoke regarding the press about the LA Sheriff Department and their budget issues which has not affected Diamond Bar as a Contract City. There is a rumored hiring freeze which is apparently related to non-sworn personnel at the administrative level. As information becomes available, the City Council will be kept apprised. 3. PUBLIC COMMENTS: 4. Library Manager Pui-Ching Ho spoke about programs and events taking place at the Diamond Bar Library during Read Together month of October and asked that individuals go to the library website at https://lacountylibrarv .org/diamond-bar- librarv/ for additional programs and information . Many library events are sponsored by The Friends of the Library. Daniel Luevanos, City Ambassador for One Legacy/Donate Life, spoke about the organization and its mission, and announced that their float entitled "The Power of Hope" would participate in the 132nd Tournament of Roses Parade. He invited Council Members to attend the first exclusive look event on December 11, 2019 and to please RSVP their intentions by December 4th. RESPONSE TO PUBLIC COMMENTS: None r [ OCTOBER 1, 2019 PAGE 3 CITY COUNCIL 5. SCHEDULE OF FUTURE EVENT S : 5.1 Diamond Bar Restaurant Week -October 4, 2019 through October 20, 2019. Visit the website at http://dbrestaurantweek.com/ for a listing of participating restaurants and their offerings. Participants are reminded to save their receipts for entry in the drawing at City Hall. 5.2 Special General Plan Update Joint Meeting of the City Council and Planning Commission-October 8, 2019, 6:00p.m ., Windmill Community Room, 21810 Copley Drive. 5.3 Traffic & Transportation Commission -October 10, 2019, 6:30 p.m., Windmill Community Room, 21810 Copley Drive. 5.4 City Council Meeting-October 15, 2019, 6:30 p.m., AQMD/Government Center Auditorium, 21865 Copley Drive. 6. CONSENT CALENDAR: C/Low moved, MPT/Tye seconded, to approve the Consent Calendar as presented. Motion carried by the following Roll Call vote: AYES : COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: Chou, Low, Lyons, MPT/Tye, M/Herrera None ABSENT: COUNCIL MEMBERS: None 6.1 APPROVED CITY COUNCIL MEETING MINUTES: 6.2 6.3 6.4 6.1 a Regular Meeting of September 17, 2019 -as presented. 6 .1b Study Session Minutes-September 17,2019-as presented . RATIFIED CHECK REGISTER DATED SEPTEMBER 12, 2019 THROUGH SEPTEMBER 25,2019 TOTALING $1,222,334.92. APPROVED TREASURER'S STATEMENT FOR AUGUST 2019. APPROVED FIRST AMENDMENT TO CONSULTING SERVICES AGREEMENT WITH WILLDAN GEOTECHNICAL, LEIGHTON AND ASSOCIATES, AND NINYO & MOORE FOR ON-CALL GEOTECHNICAL ENGINEERING SERVICES, EXTENDING THE TERM OF THE AGREEMENT TO JUNE 30, 2021. A. APPROVED AND AUTHORIZED THE MAYOR TO SIGN, AMENDMENT NO . 1 TO THE CONSULTING SERVICES AGREEMENT WITH WILLDAN GEOTECHNICAL , FOR A NOT-TO- EXCEED ANNUAL AMOUNT OF $60,000; B. APPROVED AND AUTHORIZED THE MAYOR TO SIGN, AMENDMENT NO . 1 TO THE CONSULTING SERVICES OCTOBER 1, 2019 PAGE4 CITY COUNCIL 7. C. AGREEMENT WITH LEIGHTON AND ASSOCIATES, FOR A NOT- TO-EXCEED ANNUAL AMOUNT OF $20,000; AND, D. APPROVED AND AUTHORIZED THE MAYOR TO SIGN, AMENDMENT NO. 1 TO THE CONSULTING SERVICES AGREEMENT WITH NINYO & MOORE, FOR A NOT-TO-EXCEED ANNUAL AMOUNT OF $20,000. 6.5 APPROVED FIRST AMENDMENT TO THE CONSULTING SERVICES AGREEMENT WITH ITERIS, KIMLEY HORN, FEHR AND PEERS, AND STANTEC FOR ON-CALL TRAFFIC ENGINEERING SERVICES, EXTENDING THE TERM OF THE AGREEMENT TO JUNE 30, 2021. A. APPROVED AND AUTHORIZED THE MAYOR TO SIGN, AMENDMENT NO. 1 TO THE CONSULTING SERVICES AGREEMENT WITH ITERIS, FOR A NOT-TO-EXCEED ANNUAL AMOUNT OF $60,000; B. APPROVED AND AUTHORIZED THE MAYOR TO SIGN, AMENDMENT NO. 1 TO THE CONSULTING SERVICES AGREEMENT WITH KIMLEY-HORN, FOR A NOT-TO-EXCEED ANNUAL AMOUNT OF $20,000; C. APPROVED AND AUTHORIZED THE MAYOR TO SIGN, AMENDMENT NO. 1 TO THE CONSULTING SERVICES AGREEMENT WITH FEHR AND PEERS, FOR A NOT-TO-EXCEED ANNUAL AMOUNT OF $40,000 ; AND, D. APPROVED AND AUTHORIZED THE MAJOR TO SIGN, AMENDMENT NO. 1 TO THE CONSULTING SERVICES AGREEMENT WITH STANTEC, FOR A NOT-TO-EXCEED ANNUAL AMOUNT OF $20,000. PUBLIC HEARING(S): None 8. COUNCIL CONSIDERATION: 8.1 CITY COUNCIL RECOGNITION POLICY: ACM/McLean stated that this item is an update to City Council Policy C-3, a policy that the City Council initially adopted in 1990. The purpose of this policy is to govern the issuance of City Council recognition which includes Certificates, Plaques, City Tiles and most recently, Keys to the City. Earlier this year M/Herrera established the committee consisting of M/Herrera and C/Lyons. The committee met with staff on three occasions during which the committee revised the policy and forwarded its recommendation to the City Council for approval. Key provisions included in the revision focused on bringing it up to current policy format and practices. The policy also sets defined conditions for the issuance of each type of [ OCTOBER 1, 2019 PAGE5 CITY COUNCIL recognition so there are clearly defined categories of recognition for a Certificate, for a Plaque, for a City Tile or for a Key to the City. And finally, the City Manager is authorized to establish a process to receive, manage and track those requests and make sure they are fulfilled in accordance with the policy. The City Council Recognition Committee recommends that the City Council consider and adopt the revised policy, as presented and, if the policy is adopted by the City Council it also recommends that the subcommittee be dissolved, having completed its work. C/Chou asked if an individual City Council Member could issue a letter of recognition that did not go on official City letterhead and if so, would it fall under this policy or would it remain something separate and apart from this policy. M/Herrera said that at one time, each Council Member had letterhead "From the desk of ........ " with their name on it. She thought if individual Council Members wanted to do that with letter head that did not carry the official City seal, it should be acceptable. ACM/McLean said that the Council's Standards and Operations Policy which was adopted by Resolution in 1996, specifically states in a section relating to the use of City media which includes letterhead, that "City media, including letterhead may not be used for personal use. It is only available for City use by the City Council unless otherwise directed by the City Council" so an individual Council Member would have the ability to write a personal letter. If the Council wished to re-introduce letterhead from each Council Member, it is another option that is specifically called out within the current Standards and Operations Policy. C/Lyons said that she, M/Herrera and staff were looking to make this process more efficient because sometimes staff gets a request to present a Certificate but they do not get the full information in order to get the Certificate printed, which takes up a lot of time and effort for staff having to additional research. As such, CM/Fox will be looking to provide a form that the individual requesting the Certificate can complete to render the operation smoother and more efficient. In addition, the committee went through the policy and updated and modernized it by, for example, including "Girl" Scouts, etc . C/Lyons moved, C/Chou seconded , to adopt the revised Recognition Policy and dissolve the subcommittee. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: Chou, Low, Lyons, MPT/Tye, OCTOBER 1 I 2019 NOES: ABSENT: PAGE6 COUNCIL MEMBERS: COUNCIL MEMBERS: M/Herrera None None CITY COUNCIL 9. COUNCIL SUBCOMMITTEE REPORTS AND MEETING ATTENDANCE REPORTS/COUNCIL MEMBER COMMENTS: C/Chou had the pleasure of attending a joint session with the Planning Commission and City Council, during which the group was able to move forward with the first four chapters of the updated General Plan. He looks forward to next week's meeting to tie up loose ends and move forward to the Public Hearing phase. He and MPTrrye attended a breakfast meeting with Senator Ling Ling Chang who gave an update on items she worked on during the last legislative session. A few Council Members attended the Nekter Juice Bar opening on Saturday which was a lot of fun. It was great to see the community turnout at 8:30 on a Saturday morning. Staff and Council did a great job promoting that event and he would love to see more of the same in the community going forward . C/Low thanked M/Herrera and C/Lyons for their hard work on the Recognition Policy revisions. She thinks it is a great policy and was thankful it was updated. She welcomed CC/Santana and ET/Delgado. She reminded everyone that the Multi-Cultural Festival will be held this coming Sunday from 11 :00 a.m. to 3:00 p.m. at Peterson Park with family fun, food and games. And, she is very excited to partake in Diamond Bar Restaurant Week. C/Lyons said that the City Council had a very good joint meeting with the Planning Commission on the first four chapters of the General Plan and the next meeting will focus on the remainder of the General Plan as well as, other related documents. As Library Manager Pui Ching Ho said, today is the first day of Read Together Diamond Bar and there are three books for different ages, all of which are available at the Library. One can get a list of activities or go onto the County Library website which is LAcountylibrary.org and click on Diamond Bar. Last Thursday she attended the Diamond Bar Friends of the Library Annual Librarian Luncheon, a worthwhile event that brings together the Diamond Bar Community Librarians and school librarians who get together and talk about how to increase literacy in the community. She is excited about Restaurant Week with 28 restaurants participating and is plotting her strategy to enjoy all 28. She sincerely hopes that everyone in the community will decide to try at least one new restaurant during this event. Residents need to support the local restaurants to keep them open and to get more restaurants into the community. MPTrrye wondered if the Council should consider a resolution for the next City Council Agenda to relabel Restaurant Week to Restaurant 16 Days. He would recommend that the City keep track of what is happening with the Board of Supervisors and the Sheriff's Department. He heard Supervisor Kuehl say today that budget implications will not impact deputies and it will not impact contract OCTOBER 1, 2019 PAGE? CITY COUNCIL cities. He welcomed CC/Santana and said that not all meetings are this long. Congratulations on being the newest City Clerk, the third in 30 years. It was great to participate in Nekter's Grand Opening to see Paul and Nita open their Diamond Bar store. As the franchise owners, they can choose where they want to be and with the line around the building, Diamond Bar was a good choice. The trailhead reconstruction is coming to an end (at Sycamore Canyon Park) and it is exciting that it is close to reopening. Come January 2020, it will be three years ago that we had a massive storm that washed out that trail. One of the things that took so long was getting FEMA to agree to pay what they should pay. It is hard to tell that this involved the reinforcement and reconstruction of the terrace drains . There will be two sets of staircases at a cost of a million dollars, 90 percent of which was paid by FEMA-money that did not come out of the City's General Fund. Once again, being prudent and aware of the City's fiduciary responsibilities and making sure the Fed pays what they are supposed to pay has, in the long run, paid off for Diamond Bar. The scheduled reopening has been moved to the end of October with a Grand Opening and re -dedication sometime in November. Quick is not important -doing it right is the right way to do it, and he is glad the City did it the right way and got its rightful share of reimbursement. M/Herrera welcomed CC/Santana and said the City is thrilled to have her and that ACM/Mclean is even more thrilled to have her. M/Herrera's colleagues reported on the many meetings and events Council Members attended. There are a lot of brand new restaurants that have recently opened in Diamond Bar and she asked everyone to please, please go visit them and support them so that they will stay. She thanked everyone for a great Council Meeting and thanked all who attended. ADJOURNMENT: With no further business to conduct, M/Herrera adjourned the Regular City Council Meeting at 7:21 p.m. Respectfully submitted, Kristina Santana City Clerk The foregoing minutes are hereby approved this 151h day of October, 2019. Carol Herrera Mayor