HomeMy WebLinkAbout11/17/1998 Minutes - Regular MeetingCITY OF DIAMOND BAR
CITY COUNCIL STUDY SESSION
STRATEGIC FINANCIAL PLANNING
NOVEMBER 17, 1998
CITY COUNCIL CALL TO ORDER: Mayor Herrera called the meeting
to order at 4:00 p.m. in the South Coast Air Quality Management District
Room CC -3&5, 21865 E. Copley Drive, Diamond Bar, California.
2. ROLL CALL: Council Members Ansari, Huff ,
O'Connor, Mayor Pro Tem Chang and Mayor Herrera.
Also present were: Terrence L. Belanger, City Manager;
Michael Jenkins, City Attorney; James DeStefano, Deputy City Manager;
David Liu, Deputy Public Works Director; Bob Rose, Community Services
Director; Mike Nelson, Communications & Marketing Director, and Lynda
Burgess, City Clerk.
CM/Belanger explained the process for creating a Strategic Financial
Planning document for the short term and long term and discussed the
documents included within the packet. He explained that municipal strategic
planning involves infrastructure, quality of life issues, housing and land use
issues, economic development, public safety and financial issues. Council
will want to adopt a strategic planning model and conduct business in
accordance with that model with constant monitoring and updating. Strategic
planning is intended to accomplish specific things, whereas the General Plan
speaks in broad terms and is, for the most part, a guide to implementation
through devices such as the City's Development Code. The specific
planning process concentrates on selected issues, implicitly considers
resource availability, assesses strengths and weaknesses, considers major
events and changes occurring outside of the organization and is action
oriented. With respect to the mission of the City, the City's business is
delivery of services; creation of community buildings; creation, maintenance
and operation of infrastructure; development of an economic strategy and
development of a financial resources strategy. He stressed the importance
of identifying a mission statement as a first step in the strategic planning
process. Strategic goals focus the process. Strategic objectives are the
realistic achievable measurable results for a defined period. An action plan
includes who, what, when, and where. Implementation is the setting out and
accomplishment of the action plan as an outgrowth of the various steps
within the strategic plan.
C/Huff believed it would be prudent for the City to establish a budget reserve
fund for replacement of fixed asset items such as computer equipment and
vehicles.
CM/Belanger explained that the self-insurance fund was created by Council
to become self-sufficient at $1,000,000. That goal has been realized. Such
a fund could be created for a "vehicle replacement fund," for example.
NOVEMBER 17, 1998 PAGE 2 STUDY SESSION
C/O'Connor stated that such a fund has been established for parks and
facilities development.
CM/Belanger explained how projects such as the Heritage Center have been
budgeted and built over a period of time.
M/Herrera asked for a self-insurance loss report for the past five years.
CM/Belanger stated he will provide loss information from the JPIA for the
past six months. He then presented the Treasurer's Report for September
and stated that, after deduction of the $2,000,000 advance to the
Redevelopment Agency, the report indicates a reserve of approximately
$11,500,000. The Parks & Facilities Fund contains a balance of $1,337,000
(including $37,000 in interest) which will be increased to $2,800,000 when
the SunCal project satisfies its conditions. He explained that using interest
income is a risky method for funding ongoing General Fund activities.
In response to C/O'Connor, CM/Belanger explained that the City of
Industry's MOU obligation to D.B. is $1.9 million, which is due when the
development is fully developed and more accurate traffic counts are
available.
CM/Belanger explained that the deferred compensation account will be
transferred to ICMA as trustee no later than January 1, 1999. Fund
balances are estimates and the Treasurer's Report contains actual numbers
as of a certain date.
With respect to Agenda Items #5, 6, 7 and 8, Council will decide its future
direction with .respect to service delivery. He explained recent staffing
reallocations (Agenda Item #6) which are intended to better meet.service
delivery demands.
M/Herrera stated that Agenda Item #7 should include other types of strategic
planning in addition to financial strategic planning.
M/Herrera asked Council to define its #1 Goal, Economic Development
Strategic Plan and determine how the City will finance the building and
ongoing operation of a Civic/Community Center, City Hall, Library, etc.
C/Ansari stated she would like to wait for the task force recommendations for
facilities and ongoing maintenance. She indicated that she focused her
energies for strategic planning on Economic Revitalization Area Plan.
C/Huff concurred with M/Herrera that strategic planning involves prioritizing
efforts on future matters. In addition to a Community Center, he would like
to focus attention on traffic matters including consideration of a regional
NOVEMBER 17, 1998 PAGE 3 STUDY SESSION
bypass road. He believed that the residents' number one consideration is
traffic and the City needs to find ways to mitigate the related problems.
C/O'Connor felt that the annual goals and objectives as well as analysis of
Capitol Improvements are part of the strategic planning.
MPT/Chang believed that any planning should include a short term
resolution to the traffic problems which would include the impact of loss of
funds from Vehicle License Fees and decrease in State subvention funds.
He also believed that Redevelopment Agency funding will be important with
respect to financing a community/civic center, library, etc. Council should
determine the building and ongoing maintenance costs in order to determine
the feasibility of the project and how it will be funded.
In response to C/O'Connor, CSD/Rose explained that ongoing maintenance
costs are included in the 15 year CIP plan for the Parks Master Plan.
C/O'Connor expressed concern about how redevelopment will accommodate
a number of businesses simultaneously.
CM/Belanger responded that it depends on the needs of the business and
what the Redevelopment Agency is willing to do. In the short term, the
understanding is that the City may need to use some of its reserves which
would be recovered through increment and returned to the General Fund.
C/Huff expressed concern that too much time will be spent on planning at the
cost of implementation.
M/Herrera stated that she was seeking reassurance that the City is
progressing in a manner that will insure that it can afford to implement its
goals.
CM/Belanger indicated that it will be difficult to determine future needs until
the community center/civic center plan is well under way. Short term
implementation is awaiting advice from various task force committees and
the long term is putting the information together for future implementation.
5. ADJOURNMENT: Mayor Herrera adjourned the Study Session at
6:19 p.m. to the regular City Council Meeting.
LYNDA BURGESS, City Clerk
MINUTES OF THE CITY COUNCIL
REGULAR MEETING OF THE CITY OF DIAMOND BAR
NOVEMBER 17, 1998
1. STUDY SESSION: 4:00 p.m. in Room CC 3&5 - Strategic
Planning.
RECESS STUDY SESSION: 6:19 p.m.
2. CALL TO ORDER: Mayor Herrera called the meeting to order
at 6:44 p.m. in the Auditorium of the South Coast Air Quality Management
District, 21865 E. Copley Drive, Diamond Bar, California.
PLEDGE OF ALLEGIANCE: Council Member O'Connor.
INVOCATION: Reverend Ted Meyers, Shepherd of the
Hills Lutheran Church.
ROLL CALL: Council Members Ansari, Huff, O'Connor,
Mayor Pro Tem Chang, Mayor Herrera.
Also present were: Terrence L. Belanger, City Manager; Michael Jenkins,
City Attorney; James DeStefano, Deputy City Manager; David Liu, Deputy
Director of Public Works; Bob Rose, Community Services Director; Mike
Nelson, Communications & Marketing Director; Linda Magnuson, Assistant
Finance Manager and Lynda Burgess, City Clerk.
MPT/Chang assumed the gavel.
APPROVAL OF AGENDA: At the recommendation of staff, Council
agreed to continue Items 8.2a and b to December 1, 1998. Item 3.7 will be
rescheduled.
3. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS:
3.1 Presented Certificates of Recognition to members of "Invasion" ASA
Girl's 12U Fast Pitch Travelball National Champions.
3.2 Presented Certificates of Recognition to students for "Calendar
Contest for Use Oil Recycling."
3.3 Presented Certificates of Recognition to members of the
Telecommunications Task Force.
3.4 Presented Proclamation to Diamond Bar High School Key Club
proclaiming International Key Club Week.
3.5 Video Presentation of Pantera Park by Mike Nelson, Director of
Communications & Marketing.
NOVEMBER 17, 1998 PAGE 2
3.6 Proclaimed November 16, 1998 as "Dutch -American Heritage Day."
Mayor Herrera assumed the gavel.
4. PUBLIC COMMENTS: Martha Bruske again stated her concern
about blue tarps covering hillsides and the potential burden to the underlying
slopes. She reiterated her concern about who is responsible to protect the
slope above her property. She was also concerned that roof overhangs and
patios might change the drainage pattern. She asked that this matter be
agendized for a future Council meeting. Regarding Consent Calendar Item
6.4, she asked the status of the north Sycamore Canyon slide. She said that
the City needs walking trails. However, the Sycamore Canyon Trail is too
steep for senior citizens. She is concerned that parking may be allowed on
the flat property on D.B. Blvd. between lower and upper Sycamore Canyon.
Dr. Lawrence Rhodes asked Council to consider an ordinance to prevent
solicitors from approaching homes when the inhabitants have posted "No
Trespassing" signs.
Thom Pruitt, President, Pop Warner Football & Cheerleading Assn., spoke
about the success of his group's recent season. He thanked Council, staff,
Commissioners and local businesses for their support. Three teams have
qualified for championship bowl games which will be hosted on November
28, 1998 by the Cities of D.B., LaVerne and San Dimas at Bonita High
School. Teams from D.B., LaVerne, San Dimas, Hesperia, Victorville, San
Bernardino and San Diego will participate.
5. SCHEDULE OF FUTURE EVENTS:
5.1 PARKS & RECREATION COMMISSION - November 19, 1998 - 7:00
p.m., SCAQMD Hearing Board Room, 21865 E. Copley Dr.
5.2 PLANNING COMMISSION - November 24, 1998 - 7:00 p.m.,
SCAQMD Auditorium, 21865 E. Copley Dr.
5.3 THANKSGIVING HOLIDAY - November 26 and 27, 1998 - City
Offices will be closed and reopen on Monday, November 30, 1998.
5.4 CITY COUNCIL MEETING - December 1, 1998 - 6:30 p.m., SCAQMD
Auditorium, 21865 E. Copley Dr.
6. CONSENT CALENDAR: Moved by C/O'Connor, seconded by
C/Ansari, to approve the Consent Calendar with the exception of Items 6.4
and 6.5. Motion carried by the following Roll Call vote:
NOVEMBER 17, 1998 PAGE 3
AYES: COUNCIL MEMBERS - Ansari, Huff, O'Connor, MPT/Chang,
M/Herrera
NOES: COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - None
6.1 APPROVED MINUTES:
6.1.1 Joint City Council/Redevelopment Agency Meeting of October
22, 1998 - as amended.
6.1.2 Regular Meeting of November 3, 1998 - As submitted.
6.2 RECEIVED & FILED PLANNING COMMISSION MINUTES:
6.2.1 Regular Meeting of September 8, 1998.
6.2.2 Regular Meeting of September 22, 1998.
6.2.3 Regular Meeting of October 13, 1998.
6.3 APPROVED VOUCHER REGISTER - dated November 17, 1998 in
the amount of $2,176,133.01.
6.6 APPROVED AMENDMENT NO. 3 TO A PROFESSIONAL SERVICES
AGREEMENT WITH BONTERRA CONSULTING REGARDING
ENVIRONMENTAL SERVICES FOR PROPOSED VTM 52267
(SUNCAL) - in the amount of $2,810.
6.7 AUTHORIZED BUDGET ADJUSTMENT/ADDITIONAL
PROFESSIONAL SERVICES FOR THE PLANNING DIVISION -
authorized the City Manager to transfer $20,000 from Development
Services Planning Division Salaries (001-5210-40010) to.
Development Services Planning Division Professional Services (001-
5210-44000).
MATTERS WITHDRAWN FROM CONSENT CALENDAR:
6.4 RESOLUTION NO. 98-66: A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DIAMOND BAR APPROVING THE APPLICATION
FOR GRANT FUNDS FROM THE LOS ANGELES COUNTY
REGIONAL PARK AND OPEN SPACE DISTRICT TRAIL
ACQUISITION AND DEVELOPMENT COMPETITIVE GRANT
PROGRAM FOR SYCAMORE CANYON TRAIL PROJECT.
6.5 RESOLUTION NO. 98-67: A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DIAMOND BAR APPROVING THE APPLICATION
FOR GRANT FUNDS FROM THE LOS ANGELES COUNTY
REGIONAL PARK AND OPEN SPACE DISTRICT SENIOR
NOVEMBER 17, 1998
PAGE 4
CENTERS AND RECREATION FACILITIES COMPETITIVE GRANT
PROGRAM FOR THE CITY OF DIAMOND BAR SENIOR CITIZEN
CENTER PROJECT.
CSD/Rose responded to Martha Bruske that with respect to
landslides, the City is in the process of obtaining proposals to remedy
the slides following the rainy season. Staff has covered the slopes to
prevent further sliding. The walking trail and pathways in Sycamore
Canyon Park lend themselves to a two tiered system: One ADA
accessible trail will commence at the parking lot and continue west to
the waterfall area and a steeper trailer will continue to D.B. Blvd.
With respect to the flat area adjacent to D.B. Blvd., it is not
anticipated that it will be used for parking. It is possible that the area
will be used as a dropoff /pickup location.
Following discussion, C/O'Connor moved, C/Huff seconded, to
approve Consent Calendar Items 6.4 and 6.5. Motion carried by the
following Roll Call vote:
AYES
NOES:
ABSENT
7. PUBLIC HEARING:
COUNCIL MEMBERS -
COUNCIL MEMBERS -
COUNCIL MEMBERS -
Ansari, Huff, O'Connor,
MPT/Chang, M/Herrera
None
None
7.1 RESOLUTION NO. 89-97L: A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF DIAMOND BAR AMENDING THE
CITY'S CONFLICT OF INTEREST CODE FOR DESIGNATED CITY
PERSONNEL.
M/Herrera opened the Public Hearing.
There being no testimony offered, M/Herrera closed the Public
Hearing.
MPT/Chang moved, C/O'Connor seconded, to adopt Resolution No.
98-97L to add the position of Development Services Assistant to the
City's Conflict of Interest Code. Motion carried by the following Roll
Call vote:
AYES: COUNCIL MEMBERS -
NOES: COUNCIL MEMBERS -
ABSENT: COUNCIL MEMBERS -
Ansari, Huff, O'Connor,
MPT/Chang, M/Herrera
None
None
NOVEMBER 17, 1998 PAGE 5
8. OLD BUSINESS:
8.1 REPORT FROM TELECOMMUNICATIONS TASK FORCE -
M/Herrera thanked the Task Force members and industry personnel
who participated in the review process.
Following discussion, MPT/Chang moved, C/Huff seconded, to
forward the Telecommunications Task Force Report to the Planning
Commission for preparation of a Draft Telecommunications
Ordinance for Council's consideration. Motion carried by the
following Roll Call vote:
AYES: COUNCIL MEMBERS - Ansari, Huff, O'Connor,
MPT/Chang, M/Herrera
NOES: COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - None
8.2 CONTRACT AMENDMENTS - Continued to December 1, 1998.
a) DIAMOND BAR BOULEVARD AT MONTEFINO AVENUE AND
QUAIL SUMMIT DRIVE TRAFFIC SIGNAL INSTALLATION -
On June 16, 1998, Council awarded a contract for the D.B.
Blvd. at Montefino Ave. and Quail Summit Dr. traffic signals to
Pro Tech Engineering in an amount not to exceed $159,700
with a contingency amount of $16,000 (10% of contract
amount). Due to changes in field conditions and the
opportunity to enhance pedestrian circulation, it has become
necessary to process change orders in excess of the approved
contingency amount. The range of the original bids received
was $159,700 to $248,300. Pro Tech's low bid of $159,700 is
$44,700 lower than the second lowest bid of $204,400. The
total contingency amount requested is $24,000 (15% of
contract amount), which is an additional $8,000 to the original
approved contingency amount.
b) CONTRACT AMENDMENT FOR THE DIAMOND BAR
BOULEVARD AT MONTEFINO AVENUE AND QUAIL
SUMMIT DRIVE TRAFFIC SIGNAL INSTALLATION
PROFESSIONAL INSPECTION SERVICES - At the June 16,
1998 meeting, Council awarded an inspection services
contract to Warren Siecke for Professional Inspection Services
for the D.B. Blvd. at Montefino Ave. and Quail Summit Dr.
traffic signal installation project in an amount not to exceed
$15,732 with a contingency amount of $1,600. Mr. Siecke's
original proposal included approximately 3 hours of inspection
per working day for the anticipated 64 -working day project
NOVEMBER 17, 1998
PAGE 6
schedule. Due to conditions encountered in the field,
necessary inspection has increased to approximately 7 hours
of inspection per working day. In order to provide adequate
oversight, inspection and administration of this project, it is
requested that the contract amount for these services be
increased by $20,500, for a total contract amount of $36,232.
9. NEW BUSINESS:
9.1 AUTHORIZATION TO PURCHASE COMPUTER HARDWARE,
SOFTWARE, AND RELATED EQUIPMENT - With the adoption of the
City's FY 98-99 Budget, Council allocated funds for replacement of
the City's aging computer equipment. Over the past few months, staff
has carried out an extensive information technology effort that has
included multiple levels of assessment, analysis and planning. This
effort has concluded with a recommendation to procure new, state-of-
the-art computer hardware, software, and related equipment that will
replace a mixture of outdated hardware and incompatible operating
software.
C/Ansari moved, MPT/Chang seconded, to authorize payment of
$156,000 to Dell Computer Corporation for purchase of computer
hardware, software, and related equipment; and $1,900 to the State
of California for administrative fees with the California Multiple Award
Schedule program. Motion carried by the following Roll Call vote:
AYES: COUNCIL MEMBERS - Ansari, Huff, O'Connor,
MPT/Chang, M/Herrera
NOES: COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - None
M/Herrera announced that, due to technical difficulties, tonight's meeting is not
being telecast. A taped broadcast is scheduled for Saturday, November 21, 1998
at 10:00 a.m. and on Tuesday, November 24, 1998 at 6:30 p.m.
RECESS TO REDEVELOPMENT AGENCY MEETING: 8:11 p.m.
RECONVENE CITY COUNCIL MEETING: 8:18 p.m.
10. COUNCIL SUB -COMMITTEE REPORTS AND COUNCIL MEMBER
COMMENTS: C/O'Connor stated that on Wednesday, November 4,
she attended a WCCA meeting in Brea to discuss open space availability
and the wildlife corridor capacity. On Thursday, November 5, she attended
an all -day League of Cities legislative briefing. She commented on the City's
November 7 traffic forum. She attended the Chamber of Commerce
Legislative Breakfast and Cal Poly's Founders Day festivities on Thursday,
NOVEMBER 17, 1998 PAGE 7
November 12. She and other Council Members attended the Senior's
Thanksgiving Dinner. She asked citizens to participate in the Girl Scout nuts
and calendar sale. She wished everyone a Happy Thanksgiving. She
thanked Mayor Herrera for her wonderful leadership over the past year.
C/Huff spoke about his attendance at the November 9 Four Corners retreat
and the November 12 Cal Poly Founders Day festivities. He announced that
the Holiday Transit Service will commence on November 27 with a per trip
cost of $.50.
MPT/Chang thanked the founders and families for their concern and
generosity in supporting Cal Poly. He thanked the residents for their
participation in the November 7 traffic workshop. He spoke about the Four
Corners meeting discussion regarding traffic mitigation for Grand Ave. and
Carbon Canyon Rd.
C/Ansari stated that on Wednesday, November 4, she attended a board
meeting for Contract Cities. On November 5 she attended a Southern
California Association of Governments meeting as well as, a League of
California Cities meeting at which State Librarian Kevin Starr spoke about
the State library system. She attended a water quality meeting on Friday,
November 6, the traffic town hall meeting as well as Cal State Fullerton
graduation ceremonies for the North Orange County Leadership Academy
on Saturday, November 7. Today she attended a Chamber of Commerce
Board meeting. She commended the Chamber on their direction. She
thanked the seniors for including the Council Members at their Thanksgiving
Dinner celebration and thanked Mayor Herrera for her year of service to the
community.
M/Herrera requested that a discussion of slope maintenance and swales be
agendized for December 1, 1998. She thanked residents for their
participation at the November 7 town hall meeting. She stated that, in the
spirit of Thanksgiving, she is especially thankful for living in D.B. and for this
City Council. She said it has been a wonderful year for her and believed that
the Council has worked harder than any previous Council and thanked the
Council Members for their perseverance. She wished Nancy Whitehouse,
Secretary to the City Manager, a happy birthday.
11. ADJOURNMENT: There being no further business to conduct, M/Herrera
adjourned the meeting at 8:39 p.m.
LYNDA BURGESS, City Clerk
NOVEMBER 17, 1998 PAGE 8
ATTEST:
Mayor