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HomeMy WebLinkAbout5/20/2003 Minutes -Regular Meeting1 1 1 CITY OF DIAMOND BAR CITY COUNCIL STUDY SESSION MAY 20, 2003 STUDY SESSION: Mayor Herrera called the 3tudy Session to order at 5:07 p.m. in Room CC -8 of the South Coast Air Quality Management District/Government Center, 21865 E. Copley Dr., Diamond Bar, CA. Present: Council Members Zirbes, Mayor Pro Tem/Huff and Mayor Herrera Also Present were: Linda Lowry, City f Jenkins, City Attorney; David Doyle, Deputy City Mane Public Works Director; Bob Rose, Community Services Burgess, City Clerk; April Blakey, Public Information M Maxey, Walnut/Diamond Bar Sheriff; Deputy M Walnut(Diamond Bar Sheriff; Fred Alamoholda, Senior E Arevalo, Sr. Management Analyst, and Susan Full, Accoun ► Fiscal Year 2003-04 Budget ► Public Comments 1) Fiscal Year 2003-04 Budget )r; Mike David Liu, >r; L inda ; Lt. Joe neer; it 11. CM/Lowry stated that the agenda package budget packet contains FD/Magnuson's adjustments to the budget document. Sheet No. 3 sh ws the current estimated resources and current estimated appro riations Nith transfers out for the capital improvement funds at the botto (2.4 mi lion dollars). Not included is the Councils' salary adjustment. Behind the budget document are the available decision packages. C/O'Connor had pertinent questions about changes in the det ail clocun ient summarized by the aforementioned sheets. The last docum it in f ror t of the agenda is the decision package summary. These were t e items hat staff would have brought forward for discussion and ha a not b en included in the budget document. CM/Lowry explained that the first report is the ng-awaed Community/Senior Center plan for operations and set up for umiture nd fixtures; the second report is an expansion of the Seni r Excur ion Program; the third report is an increase in staff personnel b replacin a consulting contract; the fourth report is a re -appropriation of a additioial funds to continue expansion of services to On Line; fifth r port is he Strategic Planning program that was addressed at the lest meeting; Information Systems Report, a management support to he exis ng information systems in place of hiring a higher level manageqnent peron , on staff the City would contract management services, and las a MAY 20, 2003 PAGE 2 CC STUDY SESSION proposed capital improvement plan for the parks department. If the capital improvement plan is removed, which for the most part is funded by special funds, this is an additional budget request for $1,040,000; $90,000 would be funded by AB939 and $60,000 is from AB 2766 money for the information systems to increase On Line services. COMMUNITY/SENIOR CENTER COSTS/BUDGET CSD/Rose stated that for purposes of this exercise, staff has estimated an opening date for the Community/Senior Center of March 1, 2004. Even if the center opened prior to that date, there would be a certain amount of startup time. Staff anticipates that operation of the center would utilize several existing staff members in primary full-time positions with some changes to their classifications. i.e., one of the Recreation Supervisor positions would be promoted to Recreation Supervisor II. That person would continue fulfilling their current responsibilities and would have the additional responsibility of overseeing the Community/Senior Center and its staff. That position would take effect July 1, 2003, in order to give the employee an opportunity to begin gearing up to assume the position. A Community Service Coordinator position would be replaced by a Recreation Specialist position effective July 1, 2003. The existing Parks and Maintenance Superintendent position would be downgraded to a Parks and Maintenance Supervisor position on January 1, 2004, upon retirement of the current Parks and Maintenance Superintendent on December 31, 2003. The Office Assistant II would transfer from the City Hall office to the Community/Senior Center office at the appropriate time. The Community Service Leader II (75% position) would be transferred to the Community/Senior Center to assist with its operation. That position would be back-filled with a 20 -hour position with no benefits to work in the Tiny Tots program. The $4,740.39 is the cost for the backfill position for Tiny Tots for the period March 1, 2004 through June 30, 2004. The Community Service Leader II position is a new position — 50 percent non -benefit position that would assist with the programming for the Community/Senior Center. The other part-time positions would be Park Maintenance Helper II and Park Maintenance Helper I, which are positions that would be filled on an as -needed basis. The 17 . part-time positions represent six full-time equivalents. Services and Supplies — CSD/Rose reported that the following dollar amounts are for the period March1, 2004 through June 30, 2004: Janitorial Service $26,640; Landscape Maintenance - $5,000; cleaning supplies - $3,500; utilities (based on pro -rated cost of Heritage Community MAY 20, 2003 PAGE 3 CC STUDY SESSION Center) $44,721.90; miscellaneous maintenance fees contingency $ ,330; staff orientation training $6,000; marketing and promotional $45,000; Capital Outlay (one-time costs — furniture & fixtures) $354,135. CSD/Rose stated that staff has discussed the possibility of allowir g Mt. SAC to have senior programs on-site. In exchange, Mt. SAC would provide the teachers, computers and maintenance at no charge io the City. Diamond Bar wants to be certain that the computers wood be available for other adult programs and activities with no strirlas attac ed_ DCM/Doyle responded to C/Chang that there is no real stage lighti g for theatrical -type performances. There will be a raised platfc rm and 3ome lighting associated with that but not to perfonnance-tf eater qijality. Additionally, there is no drop-down closing curtain. It does include adrop- down projector with two alcoves to each side of the platform CSD/Rose said that the salary benefit amount is $799,341-89 He conservatively estimated annual revenues of $170,000 and estimated only 10 percent of that amount for the first three months. The. net cost estimated to open the facility and operate the facility for the first four months is $220,319.87. Without the one-time FF&E costs, the estiff ated annual cost to run the facility would be about $683,154.15, includin full and part-time staff and no revenue offset. C/Zirbes said it appeared that the majority of cost was salaries He requested confirmation that existing staff that was included in the budget would be moved from City Hall to the Comm unity/Senior . Center. CSD/Rose explained that staff members will move from Ci y Hall to the Community/Senior Center and those vacancies left at City all woul not be filled. C/Zirbes said that in looking at the annual maintenance, the salaries would not be an additional amount but in fact, would be transferred from cther departments. In looking at the differences it would appear hat it is well under $100,000. CSD/Rose affirmed that all of the salaries all withir the Community Services Department budget. C/O'Connor asked if CSD/Rose knew what the actual n t (excluding current salaries) would be to run the Community/Se for Cei ter. CSD/Rose said that the $683,154.15 less $170,000 anticipated reveiue and the current salaries, the net -net is $292,000. M/Herrera was assured that there was sufficient office and counter space to house City personnel at the Community/Senior Center. EXPANSION OF THE SENIOR EXCURSION PROGRAM MAY 20, 2003 PAGE 4 CC STUDY SESSION CM/Lowry said the bottom line is that there is no cost to the General Fund. The difference between the fees and cost is supported by Prop A monies. - This report indicates how the program would be expanded which would increase the budget for the program by $16,250. CSD/Rose affirmed the net effect of the expansion is zero. Additionally, he explained that bus transportation costs qualify within certain areas. If the excursion extends beyond those boundaries, the cost to the participants is increased to cover the cost of the transportation. REQUEST TO CREATE AN ADDITIONAL SENIOR MANAGEMENT ANALYST POSITION CM/Lowry explained that the person filling this position would report to the Public Works Division and have oversight of AB939 reporting requirements. Cost offset would occur by reducing the environmental consulting services currently provided by J. Michael Hulls. Net bottom line is no expense to the General Fund. This is an internal management device created to bring more resources in-house and to increase the ability to do more tasks in the public works area. This item includes a part- time front counter person to improve customer service. ONLINE SERVICES DEVELOPMENT DCM/Doyle reported that staff has done an e -government master plan. Staff is in the process of implementing two online services. Web site cleanup is near .completion. Next year staff will attempt to do another online service, yet to be determined. Staff would like to set aside monies out of the AB2766 fund for whatever service is considered. Potential services include online transit pass sales, and online building and safety permitting applications. SUPPORT FOR -INFORMATION SYSTEMS DCM/Doyle explained that it has been very helpful to have a part-time IS intern on board that can fix minor computer equipment problems so that MISTech/DeFriend can be available to handle more involved assignments. More importantly, monies should beset aside for outsourcing. His idea is to have an I -Team manager to help determine what types of online services to engage and help in the coordination. The City was fortunate to have Civic Resource Group dedicated to implement the Parks and Rec reservation system through the contract for the e -government program. The City was also fortunate that they . were in-house when staff was --- moving forward with the City's Web site. and CRM Solution selection. Civic Resource Group was used for both of those items at almost no cost to the City. As the City moves forward into this application, an expert in the field is needed. MAY 20, 2003 PAGE 5 CC STUDY SESS1014 DCM/Doyle confirmed that money for this item would come froin the General Fund. COMMUNITY STRATEGIC PLANNING PROGRAM CM/Lowry explained that this is a goal staff would like to briiig forwarJ that creates more tangible measurements for Council to identifystaff's performance in meeting goals. Creating measurement criteria f r the departments allows Council the mechanism to identifystaff's improvement. COMMUNITY SERVICES DIVISION WISH LIST $2.6 millio CSD/Rose said that $20,000 is from the General Fund and t ie rest is from donations and other types of funding. C/O'Connor questioned how easily these funds could be acqt ired. CSD/Rose explained that all of the funds on the Proposed CIP Progr im — Community Services list were available except for the dont on ($75,1000). The only question on the Prop 40 money is that the state has no I yet appropriated those funds. However, the funds are committec Diamond Bar; to the C ty of receipt of the funds has not been determined. He inquired if the list reflected the way the Council would like to see the funds utrlr ed. M/Herrera asked if the Parks- and Recreation Commission articipat d in the makeup of the list. CSD/Rose said not entirely. Next week would be an ideal time to discuss the list during the joint meeting. The Phase III ADA Improvements at Sycamore Canyon Park is t tally supported by the P&R Commission. They support the Trai & Trailhead Improvements at Sycamore Canyon Park. There are mixed reviewsor the artificial turf at Lorbeer — they want to see much tighter language wit the Pomona Unified School District before funds are committed to that fa ility. The Commission has received conceptual plan updates for the ADA Improvements at Starshine Park. The Commission had nc t received a report on the total cost, so this item should be discussed. Fhe neighborhood meeting occurred one week ago and staff rec ived a I t of worthwhile input from the community. He guessed the Comfission would be supportive. The Summitridge Park restrooms, tot Lot, and drinking founta n have been removed. The question is whether the City should bring in portables tintil Council has decided how to use the property on a long-term basis. If the intent is to leave it as a ballfield and grass area, it maks sense to construct permanent facilities. There is a myriad of possibilifi s and o er options to be considered before a commitment is made. MAY 20, 2003 PAGE 6 CC STUDY SESSION M/Herrera commented that $650,000 was a lot to spend for artificial turf. CSD/Rose responded that artificial turf would provide a playable surface. For example, the recent soccer tournament pointed out the need for ongoing maintenance of the sod. He said he had no confidence that if the City spent money laying in turf that it would be maintained any better than it is now - it would just be turned into a dirt field again. $650,000 is about a 10-12 year commitment. At the end of that period, another layer of artificial turf would give the field a 20-24 year use at half the cost to do it the second time. It ends up costing about a million dollars to provide an excellent 20-25 year facility. MlHerrera asked if the City planned any activities at Lorbeer. CSD/Rose said that the City does not conduct any recreational programs at Lorbeer and only schedules reservations. If the City wanted to pursue a joint -use agreement for other portions of the Lorbeer campus, it would give the City opportunities to recoup some value. C/O'Connor stated that the value was in the use of the field by youth organizations such as Pop Warner, AYSO, etc. The City is making a facility available for the youth even though the City might not have direct use. It would be similar to Paul C. Grow Park. The School District owns that facility and the City maintains it. C/Zirbes asked what the annual cost would be to maintain the lower portion of the Lorbeer field. CSD/Rose responded that to redo the field would probably cost in the neighborhood of $150,000 to $200,000 and about $15,000 to maintain. C/Zirbes asked if the youth organizations pay the City to use the fields. CSD/Rose said that the only fee the organizations pay is for the cost of the restrooms. C/O'Connor stated that at one time AYSO offered to maintain the field. MlHerrera asked it the school district would allow artificial turf. CSD/Rose said that during initial discussions school board members felt there was value in putting down artificial turf. However, the discussion has not entered the "nuts and bolts" phase. In response to C/Chang, CSD/Rose indicated the total in the Parks Development Fund was about 2.6 million dollars. CSD/Rose explained what the proposed Phase III ADA Improvement at Sycamore Canyon Park would entail. He offered to bring the renderings to the joint meeting. MPT/Huff asked the size of the meeting room at Heritage Park and other questions about the Summitridge Park proposed facility. CSD/Rose MAY 20, 2003 PAGE. 7 CC STUDY responded that the size of the entire building is 3,400 sq jare feet. The meeting area consumes about 1,750 square feet. The ADA Retrofit at Sycamore will create a larger meeting room. He anticipated :)ing-pong and other types of activities would occur in that location, as well as group meetings, childcare, etc. There are a variety of opportunities avails a for the facility. He did not think the facility would conflict with the center at Summi ridge Park. It is in a different part of town and offers different options. The Community/Senior Center would lend itself to a completely different type -of programming. The immediate availability, of the Sycamore Canyon Par facility was important. Sycamore Canyon Park is the largest public space owncit by the City. The majority of the improvements will significantly upgrad the park. The building offers a quality space for the summer da care pro ram and would be attractive to other organizations. The facilityncrease the number of restrooms that are important during activities sue as Con erts in the Park. MPT/Huff said his concern was that the City was creating a I t mores ace at the -.Community/Senior Center and now more space is bei ig created at Sycamore Canyon Park that would use a big chunk f the Parks Development fund. He questioned how staff was planning W pay for this prior to shifting it back to the Community fund. CSD/Rose aid that staff was under the impression that CDBG money would be a ailable. The priority for that money has changed and staff saw this as an c 000rtuni MPT/Huff commented that Council should look at the overall pictur . It seemed to him there was a big need for a park complex or soccer in town. If there was space for such a facility it would, in his epinion, de a better use of the money rather than re-creating space while ,reating iew space in the Community/Senior Center. M/Herrera said she would feel more comfortable receivi11t comm pity input as to whether or not they would like to have the Cityroceed ith these items. These are precious dollars. Once the moneyspent, t is gone. She asked if the rest of the Council was comfortableh the NE t or did they want to hold off on these particular specific items. MPT/Huff said the slopes needed to be done C/Zirbes noted that Summitridge Park needed to get done. CIO Connor asked if the City was required to do the ADA it MAY 20, 2003 . PAGE 8 CC STUDY SESSION CSD/Rose said that the City is required to do ADA Improvements. It is the scope of work that is in question. The City pays about $408 per month for the portable restrooms at Sycamore Canyon Park. M/Herrera said that there seemed to be consensus on the Sycamore Canyon Park slopes and the Summitridge Park improvements. C/O'Connor said the City had obtained an $18,000 grant for the Sycamore Canyon Trallhead improvements. The Diamond Bar Community Foundation is seeking a $75,000 grant to complete the project. M/Herrera said that consensus is to move forward on the three aforementioned items and to leave the remaining items for further consideration. DECISION_ PACKAGE SUMMARIZATION MlHerrera said that the items that do not impact the General Fund are "move forward" items — 1) Expanded Senior Excursion Program, 2) Personnel Change Public Works/Environmental, and 3) Additional On Line Services Development. M/Herrera commented that it would be prudent for the Council to take a look at the City's reserves and label them, especially when the legislature intends to look at reserves. These reserves are important to the City's future and, in her opinion, should not be used for ongoing expenses. However, that is up for debate. She cited the importance of moving forward with the strategic planning. MlHerrera said that it appeared there was consensus to move forward with the Community Strategic Planning Program. DCM/Doyle offered additional explanation of the Information Systems Support request. MPT/Huff mentioned that the City was already understaffed in this area. The Council concurred to include Information Systems Support in the "move forward" items. CM/Lowry suggested that the Proposed Capital Improvement Plan for Parks could be addressed in the Strategic Planning agenda about the use of reserves. Depending on whether the Council wanted to retire the debt sooner rather than later, the 1.6 million dollars may play differently in the longer term. C/Chang agreed that Sycamore Canyon Park needed some improvement but that the City should spend that kind of money on a building. MAY 20, 2003 PAGE 9 CC STUDY C/O'Connor stated that it would be helpful to have a building at Sycamore Canyon Park. The Park accommodates 1,000 people each week during Concerts in the Park and it would be good to provide a nice bat room facility. In addition, day camp uses the park for 10 weeks. C/Zirbes suggested the concerts could be moved up to Surrmitridge ark. CM/Lowry said that for the next Council meeting, the "move forward" items would be included in the document. C/O'Connor noted there was room for small decision packages. On item is City On Line, as it was not being used anymore. DCM/D yle explained that the budget amount for City On Line is about $100 per month and that C/O'Connor is correct, it is not being used and concurred that it shOL Id be eliminated. C/O'Connor suggested that the City News should remain a� is rathe than going to color in order to save $8,500. PIM/Blakey responded that staff was seeking continuity betweer the Recreation Guide and the City News in order to have eve hing loo the same for the benefit of the public. There would be a cost offset by h ving one printer print both publications. C/Zirbes asked if Council would have an opportunity to go through their goals and objectives to see how they tie into the budget. CMI wry responded that Council would have to finish the goals and objectives in order to see how they impact the appropriations. M/Herrera asked each Council Member to get their list 'goals and objectives to staff for compilation. The list will be distribut d to Council Members for ranking. PUBLIC COMMENTS: Clyde Hennessee commented thal the City should not be so anxious to spend its money. There is a lot of talk about supporting sports in this City. He did not support giving a half m Ilion dollars of the City's money to a school. ADJOURNMENT: With no further business to come b fore the City Council, M/Herrera adjourned the Study Session a 6:31 P. . to Closed Session. Linda C. Lowry, Cly Clerk MAY 20, 2003 PAGE 10 CC STUDY SESSION The foregoing Minutes are hereby approved this I" day of July, 2003. ATTEST: Carol Herrera, Mayor MINUTES OF THE CITY COUNCIL REGULAR MEETING OF THE CITY OF DIAMOND May 20, 2003 CALL TO ORDER: Mayor Herrera called the meetingo order a 6:43 p.m. in the Auditorium of the South Coast Air Quality Mana ement D trict, 21865 E. Copley Dr., Diamond Bar, CA. PLEDGE OF ALLEGIANCE: Mayor Herrera led the Pledge of Alleg ance. INVOCATION: Pastor Bob Stebe, Northminster PresbIlerian Church gave the invocation. ROLL CALL: Council Members Chang, O'Connor, Zir es, May r Pro Tem Huff, and Mayor Herrera. Staff present: Linda Lowry, City Manager; Mike Jenkins City Attorney; David Doyle, Deputy City Manager; David Liu, Public Works Director; Bob Rose, Community Services Director, and Lynda Burgess, Ci Clerk. APPROVAL OF AGENDA: CM/Lowry announced that the r port regarding Consent Calendar Item 6.5 was amended to reflect he deleti n of reference to a CPI adjustment. 1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 Proclaimed May 2003 as Hire a Veteran Month." 2. CITY MANAGER REPORTS AND RECOMMENDATIONS:M/Low rt reported that Council met earlier this evening to review a seven item dec sion package table including staffing and operating requirements fc r the ope ling of the Community/Senior Center estimated to be effective March 1, 2004; expansion of the Senior Excursion Program; a shift of contract ervices in- house staff to be funded out of special funds; consulting services fIS (Information Systems) with an equal amount from special fund ft) and geral funds; approval in -concept of a place marker for a commu ity stragic planning program; and a number of considerations within a req jest frorr the Community Services Director for capital improvements. Th COMML nity Services Capital Improvements will be discussed further at a oint MeE ling with the Parks and Recreation Commission on May 27. Staff w f incorpo ate those items into a complete budget document that will be p aced on the agenda for consideration and discussion by the Council at its fir meetin g in June. CM/Lowry offered a clarification with respect to the May 6 CaITr ins presentation which reported that City staff had known of thefans for he 57160 HOV lane project for years and that communication had b en onaQ nn_ MAY 20, 2003 PAGE 2 CITY COUNCIL Although staff had been informed about the construction work as it relates to the freeway and ramping, CalTrans' plan for detouring traffic onto local streets and their other traffic mitigation plans were not shared with the City until the next day, when it was mentioned for the first time during a Chamber of Commerce meeting. This discussion had never occurred with City staff. After a number of telephone calls, it was decided to schedule a meeting between Diamond Bar City staff and. CalTrans to actually discuss, for the first time, the mitigation plan for how traffic will be handled on the streets of Diamond Bar when construction begins and prior to construction on the SR57/60 This was a miscommunication within the CalTrans staff as to the degree to which Diamond Bar staff had been included in the planning. There is now ongoing discussion. Diamond Bar has taken a very firm stance in requiring input into the matter in which traffic will be detoured onto city streets. As unpopular as it may be with CalTrans, staff has interpreted the ongoing direction from the Council to be that the City's first goal is to protect the interests of our community. CalTrans' construction schedules and whatever impediments there may be to the success of those schedules will not deter city staff and Council from assuring the best possible detour routes for everyone's benefit and most especially, for the benefit of Diamond Bar residents. Staff will continue its vigilance. CalTrans will attend the next City Council meeting. It is hoped that staff and Council will be able to sit in complete concurrence with CalTrans statements instead of being disappointed at the degree to which the City was not included in the planning. 3. PUBLIC COMMENTS: Dr. Tom Blake, Life Chiropractic, spoke about the lack of visibility and safety issues relating to large trucks parking on Golden Springs Dr. in front of Coco's Restaurant. His business is located in the Diamond Center just west of Coco's Restaurant and when leaving the center, visibility in both directions is substantially reduced. He stated that this was an accident waiting to happen that would result in serious injury or death. Clyde Hennessee said there was an ongoing problem of gravel on his street carried in the tires of vehicles leaving the Little League field. The street sweepers do not pick up the material because it is in the middle of the street. As a result, rocks and gravel remain in the roadway on Sunset Crossing Rd. and are often thrown into the air by oncoming traffic. He questioned if the street sweeper could be directed to make an extra effort to pickup the gravel and asked Council to look into this issue. 4. RESPONSE TO PUBLIC COMMENTS: PWD/Liu responded to Dr. Blake that the north curbside of Golden Springs in front of Coco's Restaurant 1 1 1 MAY 20, 2003 PAGE 3 CITY COUNCIL offers two-hour parking— that was created several years ado to accommodate the businesses. Sight visibility is an issue to b revisite J and this matter will be forward to staff for further study. Addition illy, the r iatter will be forwarded to the Traffic and Transportation Commission for fiirther consideration. All of the businesses and affected property owners will be invited to attend and provide their input. PWD/Liu responded to Mr. Hennessee that he would speak with theity's street sweeper to see if an additional effort can be made by a City t pick up the loose gravel. PWD/Liu responded to M/Herrera that he would personally ir vite Dr. Blake to participate in the Traffic and Transportation Commission discussion regarding truck parking on the north side of Golden Springs Drive. The Commission's recommendation will be forwarded to the City Council for its consideration. 5. SCHEDULE OF FUTURE EVENTS: 5.1 PARKS AND RECREATION COMMISSION MEETI G — Ma22, 2003 — 7:00 p.m., SCAQMD/Government Center B and He ring Room, 21865 E. Copley Dr. 5.2 MEMORIAL DAY HOLIDAY — Monday, May 26, 2003 City Office: will be closed. Will reopen Tuesday, May 27, 2003. 5.3 CITY COUNCIL/PARKS AND RECREATION COMM SION J INT MEETING — May 27, 2003 - 5:00 p.m., - Floom X-8, SCAQMD/Government Center, 21865 E. Copley Dr. 5.4 PLANNING COMMISSION MEETING — May 27, 200 — 7:00 .m., SCAQMD/Government Center Auditorium, 21865 E. Copley Dr. 5.5 PUBLIC SAFETY COMMITTEE MEETING - June 2,2 O - 7:00 m., Diamond Bar/Walnut Sheriff's Station, 21695 E. Valley Ivd., Wa ut. 5.6 CITY COUNCIL MEETING — June 3, 2003 — 6:30 p m., SCAQMD/Government Center, 21865 E. Copley Dr. 6. CONSENT CALENDAR: Moved by C/Zirbes, secondec by MPT uff to approve the Consent Calendar as presented. Except for Ageda Item 4, motion carried by the following Roll Call vote: MAY 20, 2003 PAGE 4 CITY COUNCIL AYES: COUNCIL MEMBERS: Chang, O'Connor, Zirbes, MPT/Huff, M/Herrera NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None 6.1 APPROVED CITY COUNCIL MINUTES: 6.1.1 Study Session of May 6, 2003 — As submitted. 6.1.2 Regular Meeting of May 6, 2003 — As submitted. 6.2 RECEIVED AND FILED PLANNING COMMISSION MINUTES: 6.2.1 Regular Meeting of March 25, 2003. 6.2.2 Regular Meeting of April 22, 2003. 6.3 RECEIVED AND FILED TRAFFIC AND TRANSPORTATION COMMISSION MINUTES — Regular Meeting of March 13, 2003. 6.4 APPROVED WARRANTS - dated May 8 and May 15, 2003 totaling $1,199,672.43. (Cl0'Connor voted against approval of Purchase Order 12343) 6.5 APPROVED INCREASE IN RATES FOR CITY ATTORNEY SERVICES. 6.6 ADOPTED RESOLUTIONS APPROVING - THE ENGINEER'S REPORT, DECLARING THE CITY'S INTENTION TO LEVY AND COLLECT ASSESSMENTS AND FIXING A TIME AND PLACE FOR A HEARING OF OBJECTIONS THEREON: 6.6.1 RESOLUTION NO. 2003-22 DECLARING THE CITY'S INTENTION TO LEVY AND COLLECT ASSESSMENTS FOR LANDSCAPE DISTRICT NO. 38 AND DIRECT THE CITY CLERK TO ADVERTISE THE PUBLIC HEARING ON JUNE 17, 2003. 6.6.2 RESOLUTION NO. 2003-23 DECLARING THE CITY'S INTENTION TO LEVY AND COLLECT ASSESSMENTS FOR LANDSCAPE DISTRICT NO. 39 AND DIRECT THE CITY CLERK TO ADVERTISE THE PUBLIC HEARING ON JUNE 17, 2003. 1 1 n MAY 20, 2003 PAGE, 5 COIUNCIL 6:6.3 RESOLUTION NO. 2003-24 DECLARING THECITY'S INTENTION TO LEVY AND COLLECT ASSESSMENTS- FOR LANDSCAPE DISTRICT NO. 41 AND DIRECT THE CITY CLERK TO ADVERTISE THE PUBLIC HEAR NG ON f UNE 17, 2003. 6.7 APPROVED NOTICE OF COMPLETION FOR THE BREA CANYON ROAD STREETSCAPE AND STREET IMPROVEMENTS PROJECT BETWEEN PATHFINDER ROAD AND SOUTHERLY CITY LIMITS (GRIFFITH COMPANY). 6.8 APPROVED CONTRACT AMENDMENT WITH WARR FOR TRAFFIC - ENGINEERING SERVICES FOR CANYON CUTOFF RD. AND STATE RTE. 57 ON/O THE AMOUNT OF $9,500 AND AUTHORIZE A CONI $3,000 FOR CHANGE ORDERS TO BE APPR01 MANAGER, FOR A TOTAL AUTHORIZATION AMOUII 6.9 EXTENDED CONTRACT SERVICES AGREEA SOUTHLAND SPORTS OFFICIALS FOR THE 2003 AMOUNT NOT TO EXCEED $32,000. 6.10 ADOPTED RESOLUTION NO. 2003-25 APPROVING SPECIFICATIONS FOR TRAFFIC SIGNAL IMPROV PATHFINDER RD. AT BREA CANYON RD./FERN H PATHFINDER RD. AT D.B. HIGH SCHOOL WESTERU AND PATHFINDER RD. AT EVERGREEN SPRIN( DIRECTING THE CITY CLERK TO ADVERTISE FOR V C. S! CKE- THE BREA - RAM SIN 4GENC OF D BY ITY OF $12 500. )4 FY IN AN PLANS ND :MENT ON )CLOW R., ENTRA CE S DR. ND 31 DS. 6.11 ADOPTED RESOLUTION NO. 2003-26 APPROVING PLANS SPECIFICATIONS FOR THE AREA 5 SLURRY SEfi L PROJ AND DIRECTING THE CITY CLERK TO ADVERTISE FOR BI[ 6.12 (a) REJECTED ALL BIDS FOR THE MODIFICATION PROJECT AT THE INTERS AVE. AND SHOTGUN LN. (b) ADOPTED RESOLUTION NO. 2003-27 APPRO' AND SPECIFICATIONS FOR THE TRAFFIi MODIFICATION PROJECT AT THE INTERSECTION AVE./SHOTGUN LANE, BREA CANYON RD./LYCOMI GOLDEN SPRINGS DR.BALLENA DR. AND DIRECTII CLERK TO ADVERTISE FOR BIDS. C SIG AL OF GRAND 'ING PLANS OF GR ND IG ST.ND 3 THE ITY MAY 20, 2003 PAGE 6 CITY COUNCIL 6.13 ADOPTED RESOLUTION NO. 2003-28 OPPOSING AB 1221 (STEINBERG AND CAMPBELL) BALANCED COMMUNITIES ACT Continued from May 13, 2003. 7. PUBLIC HEARINGS: None 8. COUNCIL CONSIDERATION: None 9. COUNCIL SUB -COMMITTEE REPORTS/COUNCIL MEMBER COMMENTS: C/Chang reported that during the past several weeks Council has spent considerable time working on budget revisions and looking at how Diamond Bar can best perform for the residents and the City's future under the mandates of the upcoming state budget cuts. Recently, City officials visited the statelegislature and spoke with 10 to 15 legislators letting them know about the City's concerns regarding the state dipping into the City's "pockets" and to not discount their promises of funding. Since the budget was passed, it now falls to the city to determine the impacts. Diamond Bar is fiscally healthy and City's services would have to be cut. He congratulated students who graduated this year, attended a couple of graduating ceremonies, and congratulated students who attained this goal and thanked parents for supporting their children. C1Zirbes agreed that Council has spent a considerable amount of time during the past month reviewing the City's budget and deciding how to proceed in the next fiscal year anticipating the State's actions affecting Diamond Bar. There is still a lot of work to be done but he expressed confidence that Diamond Bar would have a healthy budget for fiscal year 2003104. He reminded residents that the seventh annual Paint the Town project would be held on Saturday, June 7. He encouraged residents to participate in the project and help make a difference in their community. About 150 people will paint three or four homes this year. The project commences at about 7:00 a.m. and ends just after lunch. C/O'Connor was pleased to hear CM/Lowry speak about the CalTrans project. C/O'Connor said she attended the May 7 business -owner meeting and was alarmed to learn about the detour routes. There will be major impacts as a result of this project but the community has waited a long time for the SR57/60 HOV lane improvement project. Nevertheless, Diamond Bar can continue to work toward lessening the impacts to its residents. On Friday, May 9 she had the pleasure of speaking during a hearing of the State and Local Budget Committee held in the SCAQMD/Government Center. The state asked cities to speak on the effects of the vehicle license in -lieu fee and redevelopment funds. At that point, the state was considering MAY 20, 2003 PAGE.7 6TY COI NCIL ' not back filling either of those funds. She was pleased to report Diamond Bar's position for the record and the negative impact loss of those funds would have on the City. All of the cities offered the same comments, that if the funds were cut, cities would have to cutback public servi es and afety. On Saturday, May 10, she attended the Sheriff's open house. On M nday, May 12 she got a sponsor to take retired -Commander Art Nerrera and Lt. Maxey to play in the Booster Club fundraiser golf tournament. While retrieving a wayward golf ball she inadvertently stepped on a rather large snake. On Thursday, May 15, the Diamond Bar Community Foundation met. Members are very excited about obtaining funds from the sale of commemorative tiles for placement at the Community/Seni r Center. June 1 is the deadline for assuring placement of the tiles for the grand opening. The Foundation will continue to take orders after June 1 but the price increases because the Foundation is responsible for paying the instal ation fee. The Foundation has sold about 300 tiles to date and at least two ulti- .tile arrays at $2,500 each. On Friday, May 16, she attended the Walnut Valley Water District r bbon cutting for an Industry well dealing with reclaimed water. On Saturday May 17, the Diamond Bar Community Foundation raised $990 th -ough the sale of used street signs. On Sunday, May 18, she attended the Pacific rest Drum and Bugle Corp 1& year anniversary reception. She was presented a plague that she accepted on behalf of the Council thanking the City for its supporta She gave the plaque back and asked thgat they pr sent it t the Council in person this evening. Apparently, they were unabl to atten this evening. On May 19 the Public Works Division held a st eet swe ping neighborhood meeting. Unfortunately, there was no one in att ndance. ore meetings will be held in the weeks to come. MPT/Huff said that as C/Chang mentioned, some of the Co ncil Me hers visited Sacramento to meet with legislators. Also while in S rament the , the Council of Governments met with and hosted a dinner for th San G Valley Caucus comprised of all of the Assembly members an Senato that form the San Gabriel Valley. At the recent Council of Govern ents, h was selected to serve as Vice President of the organization made up of 31 ities and nine million residents. He was also re -appointed President of Fcothill Transit. While these organizations and obligations take time, being involved in regional issues is important to the interests of D.B., espe ially witt cut - through traffic coming into the City from the north and the ea t. ' During the celebration of Memorial Day everyone should reflec have their lives on thOSE who given to protect our freedoms. This particu r year when Americans have been on foreign soil, it is a very apt time to co sider th our MAY 20, 2003 PAGE 8 CITY COUNCIL freedom has been bought and paid for at a very expensive price. But to do otherwise is unthinkable. M/Herrera said that as indicated by the prior speakers, Council Members are very hard working and attend a plethora of meetings in order to make Diamond Bar better. She and MPT/Huff recently attended the International Council of Shopping Centers Conference. It is a very large conference with representatives of many national businesses in attendance. DCM/DeStefano talked with a number of representatives and presented them with packets of information about the different shopping centers in the City that included information about Diamond Bar's demographics and traffic counts. While residents do not care too much about the City's traffic counts, the businesses were very excited about the number of vehicles that passed through intersections during a given period of time. The intent was to try to bring additional tax dollars back to Diamond Bar in order to adequately maintain the Community/Senior Center currently under construction and possibly a library that the City hopes to build in the future. Staff estimates that about $1;000,000. additional tax revenue is needed to support these facilities. DCM/DeStefano remained in Las Vegas to continue the dialogue about growth opportunities in Diamond Bar. Last Saturday she attended the Sunshine Seniors Mothers Day Celebration. The Indian organization presented her with a plaque thanking the Council and staff . for supporting the group. The group is looking forward to the opening of the new Community/Senior Center because the group is very large and active. 10. ADJOURNMENT: There being no further business to conduct, M/Herrera adjourned the meeting at 7:25 p.m. $� Linda41owryU.Clty Clerk The foregoing Minutes are hereby approved this i5t day of July, 2003. ATTEST: Carol Herrera, Mayor