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HomeMy WebLinkAbout6/3/2003 Minutes - Regular MeetingCITY OF DIAMOND BAR CITY COUNCIL STUDY SESSION JUNE 3, 2003 STUDY SESSION: Mayor Herrera called the Study Session to orc er at 5:07 p.m. in Room CC -8 of the South Coast Air Quality Managc ment District/Government Center, 21865 E. Copley Dr., Diamond 3ar, CA. Present: Council Members O'Connor, Zirbes Mayor Pro Tem/Huff, and Mayor Herrera Council Member Chang arrived at 5:09 p.m Staff Present: Linda Lowry, City Manager; Mike Jenkins, City Attorney; James DeStefano, Deputy City Manager; David Doyle, Deputy City Manager; David Liu, Public Works Director; Bob Rosia, Comminity Services Director; Linda Magnuson, Finance Director; April Blakey, Communications/Marketing Manager; Tommye Cribbins,ssistant City Clerk; Fred Alamolholda, Senior Engineer. 1) Fiscal Year 2003-04 Budget and Capital Improvement Programs. CM/Lowry stated that she and FD/Magnuson would wal the Co ncil through the changes made to the official document that staff is asking Council to adopt at its next meeting. Page 2 is a schedule that represents the decision packages that Co ncii approved at its last meeting. Behind that are the actual iterrzed adjustments in order to include those decision package items — bo tom line figures reflected elsewhere in the budget wherever transfer; or combining of items is accomplished. Page 122 and 123 includes c ital improvement and the project wish list, where the City stands witt its decision packages, and. budget documents with staff's test effo to include Council's comments and Finance Committee recomrr endationsfor capital improvements. CM/Lowry 'referred the Council to the top of Page 122 — SI rry Sea for Area 5 and Area 1. The Finance Subcommittee recomme ded that the first item under street improvement 16001, Prospector Roa and 16 01, North Walnut Drive to Lemon, and the Washington Stre t cul-de sac closure be postponed. These items were included as part of the ong ing capital improvement budget list. They have been highlights to indi ate the subcommittee's recommendation that the three projects b to . M/Herrera said that the subcommittee's recommendati n was in conjunction with the preparation of several scenarios, depending on the amount of funding received from the state. These items wen,- flagged for possible delay in anticipation of the funding that would be avai able. JUNE 3, 2003 PAGE 2 CC STUDY SESSION MPT/Huff explained that the Washington Street cul-de-sac project is a sensitive issue that was called for in the City's General Plan and was also a part of the entire Industry East Project. In fact, City of industry has completed the cul-de-sac — Diamond Bar has not done it on this side. CM/Lowry asked for Council's direction on these items. C/Zirbes said he was okay with the subcommittee's recommendations; Council concurred. CM/Lowry referred Council Members to the Parks and Recreation improvements on Page 122. Staff added the Sycamore Canyon ADA Retrofit as amended for Phase 11. Line 15700 is Phase II. Line 18502 is the trailhead only. As a result of the last meeting, staff added in the Summitridge Park restrooms and drinking fountain. CSD/Rose explained that the estimate did not include the utility hookup. Construction of a sewer line could amount to a sizeable dollar difference. Staff will report back when a better estimate is received. It is likely that the estimate would increase by about $100,000. CM/Lowry stated that because the City does single -year budgets and capital improvements, the picnic shelters need to be carried -over and re- _ appropriated because the City would not have a contract in time to approve a purchase order for next year - $120,000 in Prop A monies. There are still some contracts that have not been done for incidentals for the Community/Senior Center — nothing beyond what has already been appropriated. M/Herrera asked staff to footnote the items that were appropriated and not spent. CM/Lowry said that Starshine remained the same. The amount indicated for miscellaneous improvements under 19403 for Sycamore Canyon slope (landscape repair) is for the construction phase. CM/Lowry stated that this is staff's recap to this point. Once Council gets into its goals and objectives and new goals and objectives, there may be additional items that impact the report. If so, those extra items could be summarized for Council at its next meeting. The slope improvement for Brea Canyon Cutoff is line 19203 under miscellaneous improvements. The A column at the top of Page 122 is MTA funds. GOALS AND OBJECTIVES: DCM/Doyle reported that staff's free-flow memo reminds everyone what the City has done. All of the Council's Goals and Objectives for the last fiscal year were categorized under General Plan categories — Retention of Rural Country Living, Community Character and Preservation of Open JUNE 3, 2003 PAGE 3 CC STUDY SESSIO Space, Reduction of Regional Traffic Impacts, Promotion of Viable Commercial Activity and Creation of Community Environme it. Staff added a category for Council's consideration — To Operate the Ci y in a Fiscally and Managerial Responsible and Prudent Manner. Staff shi owed all f the goals and objectives to Council at a prior meeting in Ma r and m rged those items under the General Plan goals. Further, staff pla ed new oals offered by Council Members Zirbes and O'Connor within I iat cont xt. If Council determines that these items should be added to the list, each Member should rank the order to each of the objectives and r each q al. C/Zirbes said that when he came on the Council one of his goals was to sweep City streets on a weekly basis. There is a budget iterri for $240,000 for this item and a revenue offset of $300,000, for a pr fit of $60,000 exclusive of the CSOs. He reported on the services and methodology Valley Vista Service uses to calculate charges; which in lude city size, equipment required, and full maintenance. The d mp fee — a figure provided by Valley Vista - would be substantially offset b the composting program. He commented that prior to the city's incorporation, streets were swept every week, and that he has received many complaints about thecity's current contractor. He favored the City leasing, operating, end managing the street sweeping project, it would provide better service and offer more flexibility in schedules for about the same price. MPT/Huff asked if the lease program included the cost of filel. C/Zi bes responded that Valley Vista would fuel the equipment and it could be placed in Diamond Bar or set in a composting area. The City could also have a pickup and drop off every day. C/O'Connor asked if the City would have additional liability if t took on this service. Last time this issue was discussed someone menti ned that the City has to meet disposal standards. CA/Jenkins said that at this time the City has no liability, so that would be additional. Insurance ould need to include accidents that may occur from the vehicle or environmqntal liability. Additionally, there may be increased costs fr empl ee insurance. C/Zirbes said he was suggesting that the operator be a Diamond employee so that the City would have authority for dischargin 3 duties. matter of hazardous materials and other potential liabilitie to the would be worthy of investigation. ' It was determined that one vehicle would be sufficient and su gesi the lease agreement be based upon the size of sweepei and include maintenance and breakdown. JUNE 3, 2003 PAGE 4 CC STUDY SESSION C/Chang was not sure if the dump fee was enough to cover more than once a week. In terms of profit or loss, he indicated that $200,000 should be the maximum. The City was not interested in street sweeping being a profit-making venture and hoped the number of citations would be reduced. In the worse case scenario, the City would still realize a $30,000 profit. Discussion ensued as to the type and quality of equipment Valley Vista offered; work efficiency by a City employee versus a contractor; and hours of operation. C/Zirbes commented he was not proposing the city should lease equipment from Valley Vista but merely presenting numbers based on Valley Vista's estimates and that his goal was to have Council consideration. CM/Lowry reported that there are at least two ways to have weekly street sweeping, if that is Council's goal; purchase increased sweeping from Dixon or bring it in-house. C/Zirbes said it is not so much a matter of wanting weekly street sweeping as it is having in-house control. MPT/Huff commented that although the concept of weekly street sweeping is attractive; he was basically okay with every other week. There was further discussion comparing the benefits versus costs with weekly and bi-weekly street sweeping. C/O'Connor noted that there were certain times of the year when weekly street sweeping was advantageous. However, she was not sure it was important to have weekly year-round street sweeping and that quality of service could be negotiated with the current contractor. MPT/Huff asked if the contractor was being given feedback because this topic has been discussed for some time now. He has not heard about any improvement so he is with the understanding that the contractor was performing at what he felt was an acceptable level. PWD/Liu said that staff has been giving direction to Mr. Dickson. C/Zirbes stated that with respect to his second item, JCC was looking to sell their five -acre parcel at the SR 60 and Diamond Bar Boulevard, at the north end of town between the off -ramp and Wienerschnitzel. Recently, Council approved a zone change for the property. His suggestion is that JCC donate the property to Diamond Bar, that the City make basic landscape improvements and dedicate it to CalTrans for — improvement to the freeway system in and around Diamond Bar. C/Zirbes explained his third item was for the City to take a look at putting all of the new street signs up this year for continuity rather than portion the JUNE 3, 2003 PAGE 5 CC STUDY SESSION project out over two or three years. Each area costs about $35,000 for sign replacement. C/Zirbes noted that Pathfinder Road does not look very gocd from t e SR 57 and that Item 4 suggests incorporating a project to improve the south side of Pathfinder Rd and the slope coming off of the SR 57 on the north side of Pathfinder and Evergreen Springs. CM/Lowry said that staff had talked about whether some of these tems would require an appropriation; doing all of the signs th s year ould require adding $67,000 to the current proposed budget. Staff relatethat considerable progress could be made on the Pathfinder Rd. issue without an app r priation. f the Council gave it a goal priority it would be something the Ci could at isorb without budget appropriation. C/O'Connor offered that it would not be good to single -out one areast the cost of other areas throughout the City. M/Herrera said that if these items are added to the goals, Co ncil Members would have to go through a re -ranking to see tow the ther goals would fare. Work on the other slopes is already included i the Council's goals and this slope would be added to the catego . C/Zirbes explained that Item 5 came out during discussions in the past year. He envisioned establishing a committee similar to the Community/Senior Center committee to begin looking at the possibilily of a sports complex. In addition to obtaining the community's aspirations, the committee would also be charged with determining size, p tential s tes, and funding sources, similar to the process undertaken to cetermine the feasibility of a community center and a library. C/Zirbes said that his sixth item referred to the current bud et item f r a full-time senior neighborhood improvement officer. A possible st- effective compromise would be to hire a 20 -hour per week pa -timeo icer to give the City weekend coverage for monitoring illegal signs etc. C/O'Connor said her first item was to adopt a Code of Ethics. The nurr ber two goal was to update the City Manager's job descri Dtion. he expressed the necessity for budget purposes to have a more ex licit understanding of the City Manager's role and responsibili relating to Council -attended conferences. M/Herrera stated that this item would be more appropriately addressed as part of the City Manager evaluation process and should, erhaps, be discussed on that level. JUNE 3, 2003 PAGE 6 CC STUDY SESSION C/O'Connor indicated that conference attendance was a budget item and whether the Council wanted to monetarily support conference attendance. M/Herrera said that usually conference attendance is more subjective depending on the Council Member's need for information. For instance, new Council Members would be expected to attend more conferences so that they could learn about various subjects. After a period of time, there is nothing new to be gained by attending. MPT/Huff pointed out that it is also a matter of availability. M/Herrera related that currently there is no policy in place and the whole topic is probably more appropriate for the evaluation process. C/O'Connor said that her third item has to do with placing items on Council agendas. This item may also have to do with updating the Council handbook for a clearer understanding for both Council Members and staff. C/O'Connor stated that her fourth suggestion deals with Council appointed committees. She wondered if Council should continue to have assignments on regional committees. As long as Council has assigned subcommittee members, the delegates and alternates should attend the meetings. From time to time circumstances preclude delegates from attending meetings. However, when Council Members consistently do not attend meetings it is a problem for the City. M/Herrera said it was difficult and uniform standard for accountability. according to their availability. somewhat impossible to define a Everyone performs jobs differently, M/Herrera said that some of the committees inherited by Council Members were dropped because there was no perceived value to the City. Such things are a natural evolution with respect to the City's participation. She asserted that every person wants to be the best possible Council Member and attend important events. C/O'Connor suggested that the Council should revisit the current committees and perhaps have staff offer suggestions accordingly. M/Herrera was not sure that this item was appropriate to be placed on the list of goals. Perhaps the Council could review this matter during one of its study sessions. DCM/Doyle recapped: 1) The JCC donation — change accept to consider. 2) Establish a process to evaluate sports needs. 3) Provide proposal to hire a part-time neighborhood improvement officer. JUNE 3, 2003 PAGE 7 CC CM/Lowry stated that the rollover budget includes additional items) and does not support a one or two million -dollar reduction. II C/O'Connor inquired as to Council discussing other possible budget changes. M/Herrera asked the Council whether it supports approval of a rollover budget or a budget that includes a one million or two: -million collar cut. C2irbes commented that cities would receive their f it share and was happy with the budget as presented. M/Herrera suggesi ed that it was backward to adopt a rollover budget without knowing wt ether or not appropriate funds would be forthcoming. The City could opt t hold certain projects for six months to make certain funds were receiv d. C/C ang supported a one million -dollar budget cut. M/Herrera agreed. With Council's concurrence, M/Herrera directed staff to preare a bu get identifying one million dollars worth of items that could be put on hold. 4) Consider bringing street sweeping in-house (provide cost-benefil report to Council). 5) Add $70,000 to 2003/04 budget for completion of citywide 3treet sign replacement. 6) Include south side of Pathfinder Rd. in the Adopt -a -Sl pe grog am. 7) Code of Ethics — Identify policy on Council agenda. 8) Update City Manager's job description (City Manager Evalua ion — not included in the goals and objectives list). 9) Change #4 to a Council Policy regarding Council appointed committees to a goal that would be to review the current Council appointees — schedule a study session to discuss. PUBLIC COMMENTS: Mr. Jerry Hamilton stated that overall the City Council was doing a good job on its budget. Fifty percent of the homes in his neighborhood have new owners. He reported that a five-year old survey would be outdated and should be updated. Mr. Clyde Hennessee announced that the City would take on addi ional expense by hiring an employee to do the street sweeping The Council should rethink spending an additional $70,000 to install street sigr s as part of its goal toward fiscal responsibility. He agreed that Pathfinder 3oad should be improved and that establishing a committee to evaluat the City's sports needs was a good idea. He opposed hiring a art -time ode enforcement officer to patrol streets on the weekend. A Code of E thics should have been adopted 'years ago. Some of the meetings Cc uncil Members attend are no longer effective. The Council embers can determine what meetings are important to attend. CM/Lowry stated that the rollover budget includes additional items) and does not support a one or two million -dollar reduction. II C/O'Connor inquired as to Council discussing other possible budget changes. M/Herrera asked the Council whether it supports approval of a rollover budget or a budget that includes a one million or two: -million collar cut. C2irbes commented that cities would receive their f it share and was happy with the budget as presented. M/Herrera suggesi ed that it was backward to adopt a rollover budget without knowing wt ether or not appropriate funds would be forthcoming. The City could opt t hold certain projects for six months to make certain funds were receiv d. C/C ang supported a one million -dollar budget cut. M/Herrera agreed. With Council's concurrence, M/Herrera directed staff to preare a bu get identifying one million dollars worth of items that could be put on hold. JUNE 3, 2003 PAGE 8 CC STUDY SESSION C/O'Connor pointed out that the budget as presented to the Council, includes a $370,000 profit in addition to a 1 million dollar savings and wondered if staff was being asked to reduce an additional million dollars from the budget; bringing the total of the City's carry-over reserves to $1,370,000. C/Chang said that with the revised budget, if the State cuts no money from Diamond Bar's budget then the City would have a $1.3 million surplus this year. CM/Lowry reminded the Council that it decided not to cut-back on the slurry seal program. She stated that with additional clarification from Council, such as to whether or not staff was to delay the slurry seal project in light of reduced state subventions, staff would be able to determine what process and areas to address. M/Herrera said she did not want to cut any positions. The City was staffed to its limit, and perhaps delay filling the vacancies that currently exist. C/Chang said that by holding off Prospector's Road, Walnut Drive, and Washington Street cul-de-sac, the City would save over one million dollars. He supported the cutback of the three items that were agreed to by the Council. FD/Magnuson explained that staff already looked at taking out the CIP transfer out of the reserves. So, these three projects were not included. M/Herrera asked if Council was willing to hold off on the slurry seal projects. CM/Lowry said that the City is already $371,000 within its budget based on this scenario, necessitating only $630,000 to be reduced, leading the discussion back to the previous scenario of eliminating cost of living increase, and some of the consulting work already budgeted to meet the goals. After a brief exchange, CM/Lowry confirmed that staff was directed to bring back a budget for $13,115,000. ADJOURNMENT: With no further business to come before the City Council, M/Herrera adjourned the Study Session at 6:50 p.m. to Closed Session. Tommy6 Cribbins, Assistant City Clerk JUNE 3, 2003 PAGE 9 CC STUDY SSION The foregoing Minutes are hereby approved this 15t day of Jul , 2003. ATTEST: i �a a-4v-- Carol Herrera, Mayor 1 1 MINUTES OF THE CITY COUNCIL REGULAR MEETING OF THE CITY OF DIAMOND B R JUNE 3, 2003 CALL TO ORDER: Mayor Herrera called the meeting to order at 7:00 p.m. in the Auditorium of the South Coast Air Quality Management District, 21865 E. Copley Dr., Diamond Bar, CA. PLEDGE OF ALLEGIANCE: Council Member Chang led te Pled of Allegiance. INVOCATION: Mr. Paul Keh, 2"d Council, Jesus Christ of Latter) Day Saints gave the invocation. ROLL CALL: Council Members Chang, O'Connor, Zirb s, Mayo Pro Tem Huff, and Mayor Herrera. Staff present: Linda Lowry, City Manager; Mike Jenkins, City Atto ey; David Doyle, Deputy City Manager; Jim DeStefano, Deputy City Manager, David Liu, Public Works Director; Bob Rose, Community Services Director; Lincla MagnL son, Finance Director and Tommye Cribbins, Assistant City Clerk. APPROVAL OF AGENDA: CM/Lowry reported that th CaIT ans representative is not available for tonight's presentation under Ager da Item . A meeting between CalTrans officials and staff is scheduled for tomorl ow afterr oon to discuss traffic mitigation plans and alternate routing for the SR5 /60 improvements. Additionally, Margaret Donnellan Todd had a scheduli g conflict and would not be available for her presentation under Agenda Item 1.3 d reque ted that the matter be rescheduled. 1. SPECIAL PRESENTATIONS, CERTIFICATES, PROC 1.1 Presentation by CalTrans representative regarding th 57/60 Occupancy Vehicle (HOV) Freeway reconstruction roject construction) — canceled. 1.2 Presentation of City Tile to Loren Wilson, General Manaer, Oak Lanes, as Business of the Month, June 2003, and displa of Bus of the Month video. 1.3 Presentation by L. A. County Librarian Margaret Donn Ilan Todd on the impacts of the proposed County FY 2003-04 budget on library services in the City — Continued. 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: No le Offered. JUNE 3, 2003 PAGE 2 CITY COUNCIL 3. PUBLIC COMMENTS: Lorelei Gerdine, 3024 Deerfield Place, Chino Hills, said she was concerned about parking next to the Industry Metro -Link Station. With the growth in train -use population, the parking is limited and it has caused overflow parking on Washington Street. Because of inadequate signage about the street sweeping on Mondays, she received a citation. Paul Vessov, 2532 Crooked Creek Dr., Diamond Bar, requested the bus bench be moved away from his rear property wall that faces Diamond Bar Blvd. He presented the Council with photos of the area and photos of a bus bench further down on Diamond Bar Blvd that showed better placement. Jerry Hamilton asked if traffic would be diverted through Diamond Bar during construction of the CalTrans project and if so, would hazardous waste and hazardous chemicals be transported on the City's streets. If so, enforcement should be increased on the streets. He asked if the City could have the presence of the Highway Patrol since this is a State project. He has heard a lot of talk: about supporting sports events — the City needs libraries. Clyde Hennessee concurred with Mr. Hamilton stating that the City needs libraries more than it needs more sports and sports facilities. With respect to Item 6.6, does the City really need more computers? He did not understand why the City needed more computers every two to three years. During tonight's Study Session, one of the new goals to be considered was "to operate the City in a fiscally and managerial responsible and prudent manner." He thought that this was always a goal of Diamond Bar. 4. RESPONSE TO PUBLIC COMMENTS: M/Herrera responded to Ms. Gerdine that the City increased the signage on Washington Street and throughout the City. Further, the City of Industry plans to double the size of the current Metro -Link Station parking lot. She asked Ms. Gerdine to resubmit her citation for review to the City Manager. M/Herrera indicated to Mr. Vessov that staff would look into the matter of the bus bench at the rear of his property and explained to Mr. Hennessee that it has been an unwritten goal for the City to operate in a prudent and fiscally responsible manner. The only difference is that the policy is now a written policy. DCM/Doyle responded to Mr. Hennessee's inquiry that Item 6.6 deals with the replacement of the majority of desktop computers at City Hall. Staff members rely on computer technology for about 90 percent of their work. The mainframe computer system was upgraded — the desktop computers were not since the original purchase approximately five years ago. The City is aggressively moving into an e -government environment and staff believes it is prudent to upgrade the existing computers that have exceeded their warranty periods. It is prudent for City government to maintain current technology so that there is no negative impact to the City and its residents. 1 1 JUNE 3, 2003 PAGE 3 CITY COUNCIL 5. SCHEDULE OF FUTURE EVENTS: 5.1 DIAMOND BAR IMPROVEMENT ASSOCIATION ANNUAL "PAINT THE TOWN" PROJECT — June 7, 2003 - 7:00 a.m. — assembl s at Heritage Park, 2900 S. Brea Canyon Rd. 5.2 PLANNING COMMISSION MEETING — June 10, 200 — 7:00 .m., SCAQMD/Government Center Auditorium, 21865 E. C opley Drve. 5.3 TRAFFIC AND TRANSPORTATION COMMISSION ME ETING — June 12,2003-7:00 p.m., SCAQMD/Govemment Center, 21865 E. C pley Dr. 5.4 DIAMOND BAR COMMUNITY FOUNDATION MEETING — June 12, 2003 — 7:00 p.m., SCAQMD/Govemment Center Roo CC -8, 2,1865 E. Copley Dr. 5.5 CITY COUNCIL MEETING — June 17, 2003 6:30 .m., SCAQMD/Govemment Center Auditorium, 21865 E. Copley Dr. 5.6 THE FIRST IN THE SERIES OF CONCERTS IN THE PARK (sponsored by the Diamond Bar Community Foundat on), "SoundBytes" (60's -- 90's music) — June 25, 2003, 6:30 p.m. — :00 p.m., Sycamore Canyon Park, 22930 Golden Springs Dr. 6. CONSENT CALENDAR: Moved by C/Chang, seconded by C/O'Connor, to approve the Consent Calendar as presented wh h the.rerr oval of Item 6.5. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: Chang, O'Connor, Zirtes, MPT/Huff, M/Herrera NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None 6.1 CITY COUNCIL MINUTES — Adjourned Regular Meeting for Ma 13, 2003 — Continued to June 17, 2003. (subsequently con inued to July 1, 2003) 6.2 RECEIVED AND FILED - PARKS AND RECREATION COMMISS ON MINUTES — Regular Meeting of April 24, 2003. 6.3 APPROVED WARRANT REGISTERS dated May 22 and May 29, 2003 in an amount totaling $946,892.53. 6.4 APPROVED TREASURER'S STATEMENT — month of Aoril 20 . JUNE 3, 2003 PAGE 4 CITY COUNCIL 6.6 APPROVED PURCHASE OF COMPUTERS FOR CITY HALL IN AN AMOUNT NOT -TO -EXCEED $78,587 AND APPROPRIATED $16,000 FROM GENERAL FUND RESERVES. 6.7 RECEIVED AND FILED — ANNUAL REPORT FROM VALLEY VISTA SERVICES FOR CALENDAR YEAR 2002. 6.8 RECEIVED AND FILED — ANNUAL REPORT FROM WASTE MANAGEMENT, INC. FOR CALENDAR YEAR 2002. ITEMS REMOVED FROM CONSENT CALENDAR: 6.5 ADOPTED RESOLUTION NO. 2003-29: OPPOSING ANY REDUCTION IN SERVICE AT THE DIAMOND BAR PUBLIC LIBRARY. C/Chang stated that due to the State budget crisis, the County received a cut of about 7.2 million dollars to the library fund, a cut that would affect the City. The City has always been self-sufficient and there should be no reduction in service because the shortfall lies with the County, not the City. C/Chang moved, MPT/Huff seconded, to adopt Resolution No. 2003- 29 opposing any reduction in service at the Diamond Bar Public Library. AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: 7. PUBLIC HEARINGS: None 8. COUNCIL CONSIDERATION: Chang, O'Connor, Zirbes, MPT/Huff, M/Herrera None None 8.1 DISCUSSION AND DIRECTION REGARDING YOUTH MASTER PLAN STEERING COMMITTEE. CM/Lowry reported that as Council is aware, it approved a contract for a consulting company to work with staff and the City to prepare a Youth Master Plan. Included in the proposal was the creation of a stakeholder group and steering committee to work on formulation of the plan. At its May 20 Study Session, Council discussed potential makeup of the steering committee. Tonight's agenda item is to further that discussion. JUNE 3, 2003 PAGE 5 CITY COUNCIL M/Herrera stated that this is a budget item that will cost the City $87,000 and it bears discussion amongst Council Merr bers as t the process. C/O'Connor asked for a recommendation from staff and the consultant as to who they felt should serve on the steering committee that Would provide the most successful results. Staff previously mentioned school district members and teachers who would have a vest d interest. CSD/Rose responded that staff met with the cons Itant on one occasion. Following the meeting, staff received the lisl of criteria for selection of members for the stakeholder group nd steering committee. Staff would be happy to attach names to the criteria list for Council's consideration, if so instructed. C/O'Connor was not so interested in names as organizations. Le ers need to be sent prior to the close of school in two week . SchoolE are one option for selection of representation and she hoped Council would have more direction from staff about the consultant's recommendation. r Plan would CSD/Rose indicated that there is a definite desire to have sc ool board members, City Council Members, representatives from the Superintendent's office of both school districts, as wall as pe ple within elementary, middle, and high schools that are availabl to provide the type of work the steering committee would be cha ed with. The steering committee would be doing a lot of esearch nd members need to make a commitment of time to be a part of the group. Also, the steering committee should include private sector individuals such as pediatricians, psychologists, etc. C/O'Connor commented on the selection process and commitent necessary. 7 M/Herrera commented that because this was a budget tem, Co participation would be important and desirable. Certain y staff c make recommendations. She hoped that the Council woi ild not sl a lot of time reinventing the wheel. There are other com unities have plans this City could mirror. She also hoped that the development of the Youth Masi r Plan would be all-inclusive to include churches, as they have very strong yc uth organizations and programs. She also hoped that representatives could be selected from many groups — not just teachers and not ust pediatricians. There would likely be other community mbersho would like to participate and that they should send a lett r of inte est to the City for staff to compile a list. Perhaps each Cou cil Mem er JUNE 3, 2003 PAGE 6 CITY COUNCIL could then appoint one or more members from that list. She concurred with C/O'Connor's point that people may need to be notified prior to the close of school. In response to C/O'Connor, CSD/Rose responded that the consultant's goal was to have the steering committee in place as soon as possible, within the next 30 days. C/O'Connor suggested letters be sent to appropriate organizations, schools and churches and other individuals right away. The City hired a consultant and would like to have his suggestions mandated by the Council. M/Herrera said that the consultant is charged to develop the City's plan, not their plan. C/Chang agreed that a recruitment letter should be sent out as soon as possible. In his opinion, letters should be sent to all of the sports organizations, leagues, and any other organizations suggested by staff and the consultant. The letter should set a time limit for response, as well as informing the prospective members with a tentative agenda. C/O'Connor suggested that two Council Members and two Parks and Recreation Commissioners should serve on the steering committee. C/Zirbes said that a limited number of people are being proposed to serve on the steering committee. He was not certain that City officials should occupy four of the maximum twenty seats. Getting letters out is important. Consultants are familiar with the process and understand that a limited number of people work to move the process forward. He would be more interested in seeing the types of titles and positions that would be listed by the consultant. C/Chang favored 19 or 21 steering committee members including two Council Members plus the consultant and staff. However, the consultant and staff should not have voting power. M/Herrera agreed with C2irbes that she would not like to see Council Members and Parks and Recreation Commissioners take up four of the 20 slots. The consultant has recommended that the steering committee be comprised of no more than 20 individuals. The plan would come back to the Council for approval so there is no need for Council Members to participate in the steering committee. CSD/Rose reported that the consultant indicated that the steering — committee needs representation by at least one Council Member and One Parks and Recreation Commissioner in addition to school district and other entities. This is the City's pian and there should be City representation in the development of the plan. JUNE 3, 2003 PAGE 7 CJITY COUNCIL Offering ciarification to M/Herrera, C/Chang affirmed that one mo of Council and one member of the Parks and Recreation Comm be selected to serve, with voting rights, but that staff should n neutral. be too early MPT/Huff said that he did not have strong feelings eithf r way, ar understand the value in having a Council Member ar d a Park Recreation Commissioner serve on the steering cc mmittee. model proved effective for the Community/Senior Ce iter task and the offsite parking issues. n i can and That After further clarification by CSD/Rose that the con ultant di not provide a specific number but encouraged a CouncilM ember o be involved in the process, C/Zirbes reiterated that it may be too early in the process for Council to mandate the number of eats filled by Council and the Parks and Recreation Commission mbers. park C/Chang moved, C/Zirbes seconded, to have one Council Member and one Parks and Recreation Commissioner repre anted oi the Youth Master Plan steering committee with the remainir g memN irship from the community at -large, and the consultant and staff remaining neutral. AYES: COUNCIL, MEMBERS: Chang, Zirb , M/Her era NOES: COUNCIL MEMBERS: O'Connor, M T/Huff ABSENT: COUNCIL MEMBERS: None C/O'Connor said she voted "NO" because she preferre to wait Or the consultant's input as to who should serve on the st ring committee. 9. COUNCIL SUB -COMMITTEE REPORTS/COUNCIL M C/Chang said that his two sons are very pleased with the basketball courts and facilities at Pantera Park. He has noticed that the basket all courl s are used to capacity. He lauded staff's effort with the design anc mainter ance of Pantera Park, the facility is enjoyed by many, even at night. He sugg sted law enforcement officials patrol the area to maintain the integ `ty of thE park and its safety. C/Zirbes thanked the Parks and Recreation Commission for participatog in a joint session with the Council last Tuesday. He congratulati id the Br hma Foundation on its successful Casino Night last Friday. They raised $40,000 for the high school. He attended a "Friends of the Libra ' event and congratulated them on their event. He asked everyone to pa licipate i i the "Paint the Town" program this Saturday. JUNE 3, 2003 PAGE 8 CITY COUNCIL C/O'Connor was disappointed that CalTrans was a no-show this evening. At the Chamber meeting, CalTrans spoke about the detour routes that they intended to put throughout the City.• She was pleased when a resident recognized the issue of the potentially hazardous waste and toxic material that would be transported throughout the city. She did not realize that construction would take place as far north as the signs are posted. Signs declare that the southbound off -ramp from the SR 57 at Sunset Crossing Road would be closed intermittently. She also noted signs declaring Alternate 57/60 Route at Sunset Crossing Rd. She asked staff to find out why CalTrans is commencing that far north with their closures and how often the closures would take place. The same holds true for the eastbound Brea Canyon exit. She asked staff to provide a report on these issues at the next Council meeting and ask CalTrans if trucks transporting hazardous waste and toxic chemicals could be diverted to Valley Boulevard so that potential impacts to residential neighborhoods would be mitigated. Schools will be out in two weeks. Her youngest is graduating from middle school. She asked everyone to be watchful about the children that would soon be on City sidewalks and drive carefully. MPT/Huff reported that on May 28 the Alameda Corridor East held a groundbreaking ceremony for an overpasstunderpass project at Nogales Rd. C/Chang and Congressman David Drier attended the event. Congressman Drier was instrumental in helping attain funding for the project as were other officials, including Congressman Gary Miller. It is exciting to see the $44 million project commence. At issue is a funding source for at least the three of the four grade separations in the last phase; included in that is Brea Canyon Rd. ACE is hopeful that MTA will step forward with funding to help realize the project. He reminded residents that the Walnut Valley Rotary Club would host a charity golf tournament at 7:30 a.m. on Thursday morning. The proceeds help supplement arts programs for school children in Diamond Bar, Walnut, and Rowland Heights, -and for the Mt. SAC jazz program. M/Herrera explained that tonight's meeting commenced a little late due to a very involved study session to address next year's budget. The Council continues to work prudently, identifying the budget items to be considered, at the June 17 meeting, for possible elimination due to the State's situation. She reported that the San Gabriel Valley Council of Governments appointed her to the SCAG transportation committee. This committee is charged with looking at truck traffic on the SR 60. A couple of years ago SCAG looked at diverting all of the truck traffic onto the SR 60 and building truck lanes. Truck lanes would cost billions of dollars and would mean an additional lane above the freeway lanes. There was no resolution on who would pay for these changes. SCAG continues to look at the SR 60 as the only solution for the truck traffic. She was pleased to be able to point out to SCAG that they should look at other freeways such as the 10 and 210 freeways and that the JUNE 3, 2003 PAGE 9 6TY C06NCIL SR 60 cannot be their only solution for moving truck traffic a stw; 10. ADJOURNMENT: There being no further business to M/Herrera adjourned the meeting at 8:12 p.m. Tommye Cribbins, Assists t City The foregoing Minutes are hereby approved this 1st day of July, ATTST: Carol Herrera, Mayor 1 1