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HomeMy WebLinkAbout05/07/2013 Minutes - Regular MeetingCITY OF DIAMOND BAR CITY COUNCIL STUDY SESSION MAY 7, 2013 STUDY SESSION: M/Tanaka called the Study Session to order at 5:30 p.m. in Room CC -8 of the South Coast Air Quality Management District, 21865 Copley Drive Diamond Bar, California, Present: Council Members Ling -Ling Chang, Carol Herrera, Steve Tye, Mayor Pro Tem Ron Everett, and Mayor Jack Tanaka. Staff Present- James DeStefano, City Manager; David DeBerry, City Attorney; David Liu, Public Works Director; Bob Rose, Community Services Director, Greg Gubman, Community Development Director; Dianna Honeywell, Finance Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Ryan McLean, Assistant to the City Manager; Anthony Santos, Sr. Management Analyst; Ken Desforges, IT Director; Marsha' Roa, Public Information Manager, and Tommye Cribbins, City Clerk.- 11101� DISCUSSION OF THE FY 2013-14 BUDGET — Discussion and Action CM/DeStefano introduced the proposed FY 2013-14 Budget to the Council. He stated that this is his sixth or seventh City Budget since becoming the City Manager and this is the first time that he is not recommending making cuts and is actually adding resources to various departments to aid them in their operation. Dollars were added for capital asset maintenance this year. He feels that this is the light at the end of the tunnel and staff is feeling good about this budget as well as, budgets going forward. If all goes well with tonight's discussion, staff would anticipate taking the budget to City Council on May 21 st for adoption. FD/Honeywell provided an overall budget message. She thanked everyone present for helping and that this was truly a group project. The proposed budget is balanced and increases the General Fund Reserves by $131,000 that incorporates modest, yet realistic growth in both revenues and expenditures over the current years while maintaining service levels in the community. The General Fund Revenues are expected to grow about 2.3 percent of the FY 2012/13 General Fund Revenues. The three most significant revenues to the General Fund are property taxes, proper ty tax in lieu of vehicle license fees and sales tax which accounts for about 60 percent of the General Fund Revenue. Property tax is expected to grow by about 1.8 percent over the 2012/13 projected levels and property tax and new vehicle license fees are expected to grow about 1.7 percent. Other taxes and fees, which include sales tax, Transient Occupancy Tax, Franchise Tax and Property Transfer Taxes are expected to grow about 1.2 percent over the current year level due to an upward turn in the economy. It should also be noted that staff is expecting to recover about $185,000 in legal fees related to outstanding Code Enforcement cases in the upcoming budget year. Projected MAY 7, 2013 PAGE 2 CC STUDY SESSION General Fund Expenditures for 2013/14 are projected to grow about 4.9 percent, most of which is attributed to the Public Safety budget, Personnel and Benefit increases and much needed improvements and maintenance at the Diamond Bar Center and City Parks. The Public Safety budget for the 2013/14 year is anticipated to increase about 5.2 percent over the projected amount for this fiscal year with 2.4 perc ' ent going to the Sheriffs contract. The upcoming budget also anticipates a payment of 4 percent ($211,000) to the Sheriffs Liability Trust Fund. The FY 2013/14 Budget assumes that the Community Relations positions that have been vacant for the majority of the current fiscal year will be filled. This amounts to a total Public Safety Budget increase of about $303,000. CM/DeStefano explained that the position was left vacant by Mark St. Amant with a special exception that was good for only one year. MPT/Everett asked if this was separate from personnel as categorized. CM/DeStefano responded that it was part of the Sheriffs Department (law enforcement). FD/Honeywell continued stating that the proposed FY 2013114 budget assumes a 1.5 percent cost of living adjustment for City employees as well as, a $50 increase in the benefit allotment which amounts to total increase of personnel costs of about $125,000 of which $114,000 is General Fund dollars. FD/Honeywell explained that the FY 2013/14 proposed budget includes changes to the personnel budget as noted to more accurately meet the needs of the residents and the community. These proposed changes include reclassifying the vacant Planning Technician position to Assistant Planner; and, due to increased responsibility related to new and existing state and federal regulations the budget adds an accountant. Further, the Public Information Coordinator be repositioned in order to"enhance the City's communications. Also incorporated in this proposed budget is changing a Public Information Specialist to a Media Specialist at no additional cost. In order to increase productivity the budget proposes an addition of one senior maintenance worker and the Human Resource Manager position be increased from three-quarter time to full time. The impact to the General Fund for all of these changes is $186,000. C/Tye asked why the Human Resources Manager. was being pushed to full time. CM/DeStefano said that the City had a unique relationship with that past Human Resources Manager that began as a half-time position and grew to a three-quarter time position and believed it would be difficult to find someone to serve in the same time position. Staff is growing and MAY 7,2013 PAGE 3 CC STUDY SESSION therefore the City's needs are growing. There are new regulations coming forward between CalPers, IRS, and Affordable Care Act and there will be a need for more training and experiences for the employees. It is time to go back to a full time manager in that department. IVIPT/Evereft asked if there was a similar explanation for adding an accountant in the Finance Department due to government requirements. CIVI/DeStefano responding affirmatively stated that the City has been running with four employees in that department for 20 years while not only dealing with the requirements increasing but also all of the City's internal needs have increased. With a full service department head there are a lot of things the City has engaged in during the past year and a half and a lot more that staff wants to do. It was about six years ago that he asked the Council for authority to hire a part time additional benefited person in the finance department. He then had to immediately freeze that position because of resource needs in other areas but the department needs assistance and it would help both with external and internal customers. FD/Honeywell stated that this proposal also includes maintenance and improvements to the Diamond Bar Center in the amount of approximately $252,000. These items have been deferred in recent years due to budget constraints so this is a catch up item for staff this year. These improvements include landscape and irrigation improvements, lighting improvements, purchase of new tables and chairs, new front door mechanism and painting of the exterior walls. Also included are maintenance items at various parks including resurfacing of basketball and tennis courts at four parks as well as, interior and exterior painting of the Heritage Community Center. The proposed budget provides for the use of General Fund Reserves in the amount of approximately $980,000. The most notable use of the General Fund Balance Reserves includes construction of the Grandview Trail and Grandview Trail Link in the amount of $178,000. The City has been awarded a grant for these projects and one of the requirements of the grant is that the City provides matching funds, thus the recommendation that General Funds be used because many of the park related funds have been depleted in recent years due to other major CIP projects that have been completed. Also included in the use of the General Fund Reserves is the design of the Heritage Park Community Center, updating of the Housing Element as it relates to the General Plan, Economic Development activities, partial funding for slurry seal projects, a document scanning system and the construction of a permanent housing for the generator at City Hall. Another use of General Funds Reserves includes the transfer to the Lighting and Landscape Assessment Districts (LLADs) in the amount of about $121,000. Staff is also proposing the addition of two new funds: 1) a Law Enforcement Reserve Fund to take any realized savings from the annual law enforcement budget in the current year and set it aside for MAY 7, 2013 PAGE 4 CC STUDY SESSION future increases in the law enforcement budget which will be helpful in the 2014/15 budget because the -City has exhausted all of its asset forfeiture funds which helped pay for the STAR Deputy. It is anticipated that at the end of the current fiscal year the City will have a savings of about $245,000 that would be transferred into this fund (Mark St. Amant vacancy); and 2) the Waste Hauler Fund which would collect the revenue collected from the City's Waste Hauler, funds that are collected to mitigate damage to City streets caused by large trash trucks. Each year this revenue source is used to help fund the slurry seal projects. In the past this revenue was collected into the General Fund and because of the timing of the project those projects had to be carried over to the next year. This fund will allow the City to separate the revenue so that it is easily identifiable. Next year the City will set aside $125,000 which will be used to rehab area 2. FD/Honeywell stated that following tonight's discussion and Council direction, staff plans to conduct a study session on May 21 to d ' iscuss any special revenue fund questions and the five year CIP budget which will be followed by City Council adoption at its regular May 21 meeting. MPT/Everett asked if the City was doing anything about the transfer out for the LLADs to consider reducing the cost and service to those districts. M/Tanaka responded that after the last subcommittee meeting, staff was asked to follow-up with a report addressing all of those issues to include the question of putting the question to the property owners/homeowners regarding increases to maintain the service or possibly returning some of the property back to the homeowners/p rope rty owners. CM/DeStefano stated there are a couple of issues. One is that staff owes the full City Council a report and recommendations similar to a discussion that as the Mayor said, just took place with the subcommittee consisting of M/Tanaka and MPTIEverett. Second is an issue that MPTIEverett asked staff to research a few weeks ago as to how the City would manage the districts if the City was only to use the resources that came from the districts with no subsidy at all. CM/DeStefano stated that CSD/Rose has looked at that issue and has some ideas that the Council may or may not want to incorporate into this year's budget. CSD/Rose stated that the only way to reduce costs is to reduce watering or reduce areas that are currently being maintained. To reduce maintenance in the three districts, District 38 which is the medians and not including staff subsidy, costs about $30,000-$35,000 from the General Fund per district. In District 38 the General Fund subsidy is about $12,000. In order to save $12,000 in District 38 staff would not recommend that service be reduced because they are so visible. Staff could reduce the budget by about $12,000 by eliminating money that pays MAY 7, 2013 PAGE 5 CC STUDY SESSION for repairs and balance it between the years. However, when repairs. have to be made staff would have to come to the Council to ask for an' appropriation for those funds. The City spends $1,000 on south Brea Canyon Road for additional gopher control so the landscaping could be eliminated from the freeway side of Brea Canyon Road which would eliminate the need for gopher control and save those funds as well. Those are the main items in District 38. The other option is to take it back out to bid and possibly reduce the maintenance costs for District 38 and all of the Districts. For District 39 the General Fund subsidy not including staff is almost $82,000 and in order to save $82,000 the City would need to eliminate the maintenance and watering of about 12 areas which are not along major arterials but that residents would notice a significant change because when these areas are not maintained they revert back to natural status. If the City decides to reverse the course and begin irrigating those areas again it would be extremely expensive to recover the land and to reestablish the areas. District 41 has a subsidy of about $27,000 which could be reduced by eliminating maintenance and watering. Agai'n these are areas that are not along arterials, but are in the middle of neighborhoods. MPT/Everbtt felt that there is something in between because staff does a masterful job on parks across the City. What he has heard is that the City essentially has the same standard of service for the LLADs and that possibly the districts do not have to be as labor intensive and do not have to be watered as much so they might -get a little grayer. C/Tye asked what the savings would be if the medians were mowed every other week instead of every week, what would the savings be? CSD/Rose said the only way to find out would be to take it back out to bid with reduced service levels. He guessed that it might save the City $20,000. MPT/Evereft said that is the question he is asking. He respects the way staff does the City's business but he has a. concern that the City can make some cut backs because it is in some of the more remote areas and that the 'City doesn't have the budget to pay for it and if the people have to vote they will then understand that if they don't pay for the increase it will not look like the medians on Diamond Bar Boulevard, for example. This will give people a reality check and the City is in over its head. The people in these areas would understand they have to pay if they want something better. MAY 7, 2013 PAGE 6 CC STUDY SESSION CSD/Rose said staff would have to go out to bid on various service levels and bring the matter back to the Council to see what those service levels would be before actually going out to bid to find out what could be saved in the cost of doing the maintenance because that is the only way to obtain a hard cost. MPT/Everett said he wanted to be sure the City was thinking about what is practical and realistic and if the City can save $50,000 or $100,000 by reducing service levels, what those implications would be. PWD/Liu said that the City Attorney is doing some work on options for Districts 39 and 41 and that -staff Will forward those recommendations to the City Council. The other option that was discussed at the subcommittee meeting is whether or not the City Council would be interested in forming a "Benefit Assessment District" and taking it to the residents or initiate a survey, both of which will be a cost to the City. CM/DeStefano said it is a good conversation topic which he has raised in the six or seven budgets he has presented to the City Council. The Council can make a budget adjustment if the allocations are reduced for the districts with the adoption of the budget and make adjustments to raise those after the Council has had more time to digest the information presented. The Council can keep the budget amounts as they exist including the subsidies as presented and make adjustments down the road. The Council needs to hear more from staff as was previously discussed. Giving the full Council more information with respect to what the subcommittee heard and what the Council needs to understand the SCI proposal and the costs of an election which would probably take place in 2014, all of which staff roughly estimates at about $50,000. That $50,000 is not in the proposed budget because the Council has not talked about what it wants to do going forward with the LLADs. We can leave things as they are while we continue to look at it or the Council can make changes. Council needs to let staff know so that its wishes and desires can be appropriately implemented. M/Tanaka recommended that similar to the last Study Session, the Council wait for the full report and decide what action to take. Since the budget is balanced at this point he would recommend that the budget remain as is. At the same time he is sensitive to MPT/Everett's frustration because it is being addressed every time and it seems like nothing is being done. But he believes with the full report coming to the City Council it will be in a better position to make its decision. C/Herrera said she seconds M/Tanaka's motion and said that there are many services the City provides where it is an outright expense out of the City's General Fund such as maintenance for parks. Residents expect the MAY 7P 2013 PAGE 7 CC STUDY SESSION City to maintain its parks and to do certain things. So that is part of the balance that the Council has to consider. M/Tanaka said the other part is that Districts 39 and 41only a certain group of people are benefiting as opposed to District 38 which benefits the entire City. So, the question becomes whether the reside nts/p rope rty owners should take ownership of those two districts and therefore he would like to wait for the report. CM/DeStefano reiterated that with nods of the heads of Council Members, staff will continue with the budget for the three districts as it has been presented and the team will work on its presentation to the City Council, possibly for a June meeting. CM/DeStefano reported that there is an upcoming election. Last time because staff budgeted $75,000 or $80,000 and the County's cost was $120,000 staff had to do a mid -year adjustment, staff is assuming the County's costs will be even higher so the budget includes an additional $145,000 for this year. It is still more cost-effective to use the County versus an election at the City level. $50,000 for a scanning project would likel,v increase annually until the City was caught up. There is a lot of money being utilized this year for maintenance purposes. One component, which is not a budgetary issue but a management issue, is that the slurry seal for all of the parks will become the responsibility of PWD/Liu. As PWD/Liu works through the different districts for slurry seal he will work in each of those seven districts' parks to make sure the parks are included in the program. There are a couple of park parking lots that are in much worse shape so PWD/Liu and CSD/Rose will work closely together to make sure that proper and less costly slurry seal mitigation occurs. With respect to resurfacing basketball and tennis courts, the lighted courts have longer usage and while all have been budgeted this year, staff is not likely to do all of the courts this year but instead set up a cycle where a certain number are done each year and not all in any given year. There is a $50,000 budget item for Heritage Park which was the only building the City inherited from the County. The Heritage project was redone within about five years of cityhood which was some 20 plus years ago. So the building needs to be updated and ' modernized. The $50,000 is for the design work and then staff will look to budget the task for the next year or two depending on where the City is with its resources. Maybe it would be an additional use in reserves for a major investment in capital or perhaps there is CDBG money for some of the improvements. Most urgent of the work that needs to be done is painting the inside of the facility. The painting and the design are both in the budget. MPT/Everett asked if the park slurry seal was in the budget to a point and he is giving the Council a heads up because of the sequence issue with the streets. MAY 7, 2013 PAGE 8 CC STUDY SESSION CM/DeStefano responded "yes" and reiterated his explanation. M/Tanaka thanked FD/Honeywell for presenting a balanced budget to the Council. C/Herrera said that Council is grateful and saved this Council from having to make tough decisions that neighboring cities are finding they have to make. FD/Honeywell said that DB is very fortunate. C/Herrera echoed that sentiment. She thanked staff for their good management. PUBLIC COMMENTS: None Offered. ADJOURNMENT: With no further business to come before the City Council, M/Tanaka adjourned the Study Session at 6:13 p.m. to, the Regular City Council Meeting. L. TOMMVP- CRIBBINS, City Clerk The foregoing minutes are hereby approved this 21stdayof May 2013. Jack --Tanaka, Mayor MINUTES OF THE CITY COUNCIL REGULAR MEETING OF THE CITY OF DIAMOND BAR MAY 7, 2013 STUDY SESSION: 5:30 p.m., Room CC -8 ► Discussion of the FY 2013-14 Budget — Discussion and Action Public Comments: None Offered. Study Session recessed to Regular City Council Meeting at 6:13 p.m. CALL TO ORDER: Mayor Jack Tanaka called the Regular City Council meeting to order at 6:30 p.m. in the South Coast Air Quality Management Auditorium, 21865 Copley Drive, Diamond Bar, CA. CMIDeStefano reported that during tonight's study session, staff introduced the FY 2013-14 General Fund Budget and was pleased to announce that the City has a balanced budget again this year with estimated resources of $21.5 million and appropriations of about $21.4 million. On May 21 staff will bring to the Council for consideration the Special Funds, Capital Improvement Program (CIP) and adoption of the City budget for FY 2013-14. The proposed balanced budget provides no change or reduction in service levels and enhancements in numerous maintenance areas. No action was taken during the Study Session nor was action proposed for tonight's meeting. PLEDGE OF ALLEGIANCE: MPT/Everett led the Pledge of Allegiance. INVOCATION: Senior Pastor Troy Wong, Gateway Friends Church, gave the invocation. ROLL CALL: Council Member Chang, Herrera, Tye, Mayor Pro Tem Everett and Mayor Tanaka. Staff Present: James DeStefano, City Manager; David DeBerry, City Attorney; Ken Desforges, IT Director; David Liu Public Works Director; Bob Rose, Community Services Director; Dianna Honeywell, Finance Director; Greg Gubman, Community Development Director; Ryan McLean, Assistant to the City Manager; - Anthony Santos, Senior Management Analyst; Cecilia Arellano, Public Information Coordinator, and Tommye Cribbins, City Clerk. APPROVAL OF AGENDA: As Presented. 1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 CIChang proclaimed May 2013 as Water Awareness Month and presented the Proclamation to Walnut Valley Water Board Members Ebenkamp, Carrera, Kwong and Wu. MAY 7, 2013 PAGE 2 CITY COUNCIL BUSINESS OF THE MONTH; 1.2 M/Tanaka presented a City Tile to Khawaja (Sunny) Hussain owner of Baskin Robbins, 325 Diamond Bar Boulevard as Business of the Month. 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: CMIDeStefano updated the community on two Code Enforcement issues in which the City has been involved during the past two years. The concrete railings (K -Rail) to hold the soil back at the intersection of Clear Creek Canyon Road and Diamond Bar Boulevard are the result of a private residence on Banner Ridge that suffered a slope failure in December 2010. After a significant amount of time, in an attempt to allow the homeowner to correct the failed hillside, the City was forced to file a complaint against the homeowner in 2012. With the courts approval, a receiver was appointed and is working with the homeowners and a settlement was reached. The receiver will work with the homeowners and the City to repair the hillside so that the K --Rail (concrete rail) can be removed. The second matter is a higher profile location occupied by the Shell Station at Palomino and Diamond Bar Boulevard in front of Vons Shopping Center and is a case that has been ongoing for several years. A couple of months ago the Court finally allowed a receiver to be appointed. The receiver is currently working with contractors to obtain bids to develop cost estimates to complete the construction which will bring the station up to the City's Code standards after which the project will be sold. The timeline on this effort is three to six months before any conclusion is reached so that the station can again operate and provide employment and tax revenues to the City. CITye asked CMIDeStefano to describe more fully the process the City has undergone over a several year period to get the property owners to comply. CMIDeStefano stated that each case is different. In the case of the landslide which resulted from heavy rains in the fall of 2010, there were several property owners that had small sloughs on their property, most of which were interior. Staff, working with the property owners, was able to resolve all of those. in 2011 and 2012. In this particular case, the slough moved the earth onto the public right-of-way and covered the street and sidewalk which were rendered impassible. Staff spent a lot of time working with the property owners to gain their compliance but for a variety of reasons, those efforts were unsuccessful. If after numerous attempts staff is unsuccessful the City moves through a court process to obtain a court order to achieve the end result which is to clean up the property, MAY 7, 2013 PAGE 3 CITY COUNCIL remediate the hillside slope and allow the K -Rail to be removed. In this case, there were a variety of complications including issues with the homeowners' ability to afford the costs associated with the cleanup. Once the City enters into the court process it loses a lot of control and with reduced service levels in the courts, caseload, etc. it takes a lot of time to get an actual hearing. Once the hearing takes place judges ' give all preferences to the private property owners, giving them plenty of time to resolve the problems. In many instances, the property owners seek more time which causes these issues to drag on. At the same time the City provides detailed information about its efforts and why the City believes the Court should not give a private property owner more time; however, the judge will always give a private property owner more time. At some point everyone concedes and the City asks for a receiver to step in to ensure that the property is remediated to the City's standards. This particular case is nearing three years before it will be completed. CMIDeStefano reported that with respect to the Shell Station, it was a City approval for remodeling of the station approximately six years ago. Building permits were issued. Construction began and stopped and started again and then stopped due to a variety of problems the property owner had financially and otherwise. Working through that myriad of issues the City went before a judge seeking relief for the Court to mandate the property owner's completion of the improvements to eliminate the eyesore. That did not happen and that led to the City begging for a receiver to be appointed by the court in order to ensure that the work Would get done. The court process for this case has taken at least two years and it was three or four years prior to that with the property owner. The construction/financial issues will happen from time to time but they usually involve single family homes or a large project in "The Country Estates". Staff is working at the mercy of others to try and get this issue resolved and no one should or could say that this could easily be resolved in six months to a year. Each case has its own issues and each one, when it gets to the courts, takes time as related to what the judge believes is appropriate, the court calendar and so forth. These are anomalies. DB has one of these a year. However, there are now two or three cases that are overlapping in their correction timeframe. Staff looks at 700-800 cases a year where the City has requests for homeowners to clean up their property which are done very quickly and effectively when the homeowners are cooperative. On occasion, the City has this type of situation at a high profile location and these are the complicated cases that take a few years to resolve. MAY 7, 2013 PAGE 4 CITY COUNCIL 3. PUBLIC COMMENTS: Debbie. Avila -Mott representing DRHS's Instrumental Music Department invited everyone to join them for the Third Annual Spring Suite on Sunday, May 26 at 5:00 p.m. for dinner and music at the Fox Theater in Pomona. Gil Rivera, a 22 year resident, invited residents to become volunteer members of the Sheriff's Booster Club (Diamond Bar/Walnut Sheriff Station). This club is comprised of residential and business members of the DB community and exists solely to benefit the needs of volunteers who donate their time and talent at the station. He stated that Captain Scroggin has challenged his force to raise awareness for more volunteers to participate in one of four volunteer capacities — Reserve Deputy, Explorer, Civil on Patrol or Disaster Communication Services. Individuals can join the Booster's Club for a $15 individual or $25 family membership. Club members meet monthly to discuss and work on fundraising opportunities and every penny raised helps fund the purchase of uniforms, equipment and training for the volunteers. Stop by the Sheriff's Station at Grand Avenue and Valley Boulevard to ask how you can help make a difference. Brian Quan, President, Diamond Bar Breakfast Lions Club, invited the Council to join with club members for "Lions Day at Bob's Big Boy" a fundraiser on Monday, May 20 from 5:00 p.m. to closing. Pui Ching -Ho, DB Acting Library Manager announced several upcoming events that will take place at the library. 4. RESPONSE TO PUBLIC COMMENTS: None 5. SCHEDULE OF FUTURE EVENTS: 5.1 Traffic and Transportation Commission Meeting — May 9, 2013 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.2 Tonner Canyon Drill — May 13, 14 and 15, 2013 -- 8:00 a.m. to approximately 2:00 p.m., Tonner Canyon. In anticipation of Fire Season, LA County Fire Department will conduct an annual multi - agency training exercise. 5.3 Planning Commission Meeting — May 14, 2013 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.4 City Council Meeting — May 21, 2013 — 6:30 p.m., SCAQMD Auditorium, 21865 Copley Drive. MAY 7, 2013 PAGE 5 CITY COUNCIL 6. CONSENT CALENDAR: ClHerrera approve the Consent Calendar as following Roll Call vote: AYES: COUNCIL MEMBERS NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: 6.1 CITY COUNCIL MINUTES: moved, ClChang seconded, to presented. Motion carried by the Chang, Herrera, MlTanaka None None Tye, MPTIEverett, 6.1.1 Study Session of April 16, 2013 -Approved as Amended. 6.1.2 Regular Meeting of April 16, 2013 -- Approved as Submitted. 6.2 PARKS AND RECREATION COMMISSION MINUTES: 6.2.1 Regular Meeting of February 28, 2013 — Received and Filed. 6.2.2 Regular Meeting of March 28, 2013 — Received and Filed. 6.3 PLANNING COMMISSION MINUTES — Regular Meeting of March 12, 2013 --- Received and Filed. 6.4 RATIFIED CHECK REGISTER — Dated April 11, 2013 through May 1, 2013 totaling $1,624,492.25. 6.5 TREASURER'S STATEMENT — for the Month of March 2013. 6.6 APPROVED NOTICE OF COMPLETION FOR THE 2012-2013 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG). CURB RAMP INSTALLATION PROJECT. 6.7 APPROVED CONTRACT AMENDMENT NO. 2 WITH KOA CORPORATION FOR THE DEVELOPMENT AND IMPLEMENTATION OF A TRAFFIC RESPONSIVE PLAN (FOR GRAND AVENUE, DIAMOND BAR BOULEVARD AND GOLDEN SPRINGS DRIVE) IN THE AMOUNT OF $19,290. 6.8 APPROVED FY 2013-14 CITY COUNCIL GOALS & OBJECTIVES. 7. PUBLIC HEARING: 7.1 ADOPT RESOLUTION NO. 2013-06: APPROVING A ONE-YEAR EXTENSION OF TIME FOR CONDITIONAL USE PERMIT NO. 2007-10 AND DEVELOPMENT REVIEW NO. 2006-11 TO CONSTRUCT A NINE -UNIT RESIDENTIAL CONDOMINIUM LOCATED AT 23671 GOLDEN SPRINGS DRIVE. (ASSESSOR'S PARCEL NUMBER 8281-028-030) MAY 7, 2013 PAGE 6 CITY COUNCIL CDDIGubman presented staff's report stating that the first time he brought this project before the City Council he was three months into his job as the new Planning Manager in November 2007. This is for a condominium development project which is a redevelopment of Diamond Jim's Dairy site with a nine residential detached condominium project. When this project was originally approved the entitlement was good for three years. In the earlier stages of the project, the main challenge facing it was in developing a drainage plan to carry storm water runoff from the site. The initial effort was to negotiate for a drainage easement through the condominium complex to the south which would have allowed the drainage system to operate via gravity flow. Prior to the 2010 expiration date, the applicant requested a one-year extension to continue negotiating with the neighboring homeowner's association and the Council granted that extension in February 2011. These negotiations were ultimately unsuccessful so an alternate method of storm water management had to be engineered involving backup pumps, an emergency generator, and additional capacity to retain storm water onsite. The Council approved the subsequent extension in April 2012. In July 2012 the Public WorkslEngineering Department approved the applicant's grading and sewer plan and last month the applicant submitted construction plans to the Building and Safety Division for plan check. There are several tasks that must be completed before the applicant can begin construction and record the condominium map. In light of the steady progress being made toward that end, staff and the Planning Commission believe it to be appropriate to extend the project entitlements . for an additional year. Therefore, staff recommends that the City Council adopt a resolution to approve a one-year extension for Conditional Use Permit No. 2007-10 and Development Review No. 2006-11 based on the Findings of DB Municipal Code Section 22.66.050. MlTanaka opened the Public Hearing. With no one present who wished to speak on this item, MlTanaka closed the Public Hearing. ClChang moved, C/Herrera seconded, to approve a one-year extension for Conditional Use Permit No. 2007-10 and Development Review No. 2006-11 based on the Findings of DB Municipal Code Section 22.66.050. Motion carried by the following Roll Call vote: MAY 7, 2013 PAGE 7 CITY COUNCIL AYES: COUNCIL MEMBERS: Chang, Herrera, Tye, MPT/Everett, M/Tanaka NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None 8. COUNCIL CONSIDERATION: None 3. COUNCIL SUBCOMMITTEE REPORTS AND MEETING ATTENDANCE REPORTSICOUNCIL MEMBER COMMENTS: C/Herrera congratulated Eileen Tillery for her recognition by the Friends of the Library, Supervisor Knabe's Office and Senator Huffs office and the City of DB. Thanks to Eileen for 50 years of volunteerism to the City and contributing so many things to the Friends of the DB Library which has allowed them to hold fundraisers for additional programming for the library. The City has greatly benefited from Eileen's generosity and dedication and DB is very fortunate to have her in the City. Eileen will be relocating to Upland to be with her daughter and she will be missed. C/Herrera stated that she has been a very special inspiration to all of DB. C/Herrera reported that she has attended several meetings during the past two weeks. On April 18 she attended the San Gabriel Valley Council of Government meeting and was very disturbed by a resolution that was being proposed for adoption by the San Gabriel Valley COG Board. Southern California Edison has the Tehachapi Renewable Transmission project and throughout the greater region people have most likely noticed the extraordinarily high transmission towers which are proposed to align through various cities and are now coming close to DB. Fortunately, it will not come through DB but it will go through Chino Hills. Edison is asking the San Gabriel Valley COG to adopt a resolution that would allow undergrounding of these towers instead of the massive towers being placed next to homes in Chino Hills which would cost between $400 million to $1 billion providing the City of Chino Hills paid for it. In her opinion, this is a shift in policy for the San Gabriel Valley Council of Governments and is certainly not the norm of business. Certainly if one of the cities that DB participates with and other organizations such as League of Cities or Contract Cities, if there is a city that does something that some disagree with they do not adopt resolutions to not support that city and she is very disturbed the SVCOG is going in this direction. There were people from the City of Chino Hills that spoke out against SVCOG adopting this resolution. Chino Hills is not in the San Gabriel Valley, is in another county and outside the jurisdiction of the SVCOG. Chino Hills is in San Bernardino County. The matter was continued to the meeting of May 30 and she plans to vote No and not support the resolution. MAY 7, 2013 PAGE 8 CITY COUNCIL On April 24 a group of individuals traveled to Sacramento to visit very important offices and met with staff members of the Assembly Transportation Committee, staff members of the California Transportation Commission and staff members of the State Business Transportation and Housing Agency. C/Chang, CM/DeStefano and PWD/Liu also attended with the intent to ask for these agencies to help DB get the SR60 identified as a critical and vital link between the 710 and 15 as a Goods Movement Corridor. Having this corridor recognized as a critical and vital link has the potential for funding from the Federal government to help fix the SR57/60 Interchange which DB has been working on for a long time. She thanked PWDILiu who put together a booklet that was presented to everyone they met with including individuals from the City of Industry, all of whom were very impressed with the booklet and with PWD/Liu for his leadership in. meetings and talking with individuals. She is very proud that PWD/Liu is part of the DB team and thanked him for his outstanding job. Last week she attended the Southern California Association of Governments General Assembly and at each of the Council seats at the dais she placed a copy of the summary. In mid -2012 SCAG adopted the Regional Transportation Plan and commissioned six subcommittees to work on filling out more details within the plan. The six subcommittees are Active Transportation, Goods Movement, High Speed Rail and Transit, Public Health, Sustainability and Transportation Finance. The subcommittees came up with additional points contained in the summary she has shared with her colleagues and staff, which were adopted and approved by the General Assembly. She asked that tonight's meeting be adjourned in memory of Reon Moag, a 50 year resident of DB and a very active volunteer in Junior Ail - American Football, DB Girls Softball and many, many other organizations. One reason DB is a good and wonderful place to live is because of its volunteers and how very hard they work to make DB better and benefit the youth. C/Tye congratulated the Friends of the Library on a successful 20th Annual Wine Soiree a couple of weeks ago. He wished there was record of the 10s of thousands of dollars the Friends have contributed to the library, to having the reading garden built, the many books that are available, and the computers they continue to support. He also thanked the food contributors such as Whole Enchilada, Mandarin Taste, East 180 and asked residents to say thank you when they visit the establishments. Other contributors include Xavier's Florist, and In -and -Out. During the past couple of weeks the Walnut Valley Education Foundation held its Annual Teddy Bear Tea which is another opportunity to see what a generous community DB has where every penny raised by the Foundation goes for mini -grants for the teachers which helps them do things for their classes that the District is no longer providing, not unlike the Friends of the Library providing things that the County Library system is no longer MAY 7, 2013 PAGE 9 CITY COUNCIL providing. Earlier tonight it was a pleasure to be part of honoring Eileen Tillery who founded this organization as well as being a charter member of that organization or an executive director of this and that and simply put, it boils down to one word — Eileen is a Dynamo! She has been a wonderful contributor to this community and has made a difference in DB. DB is grateful for everything she has done and everyone is sorry to see her move away but know that it is in her best interest. DB looks forward to seeing Eileen at every opportunity. C/Chang reminded everyone that they can follow her activities on Facebook, Twitter, Foursquare and Pinterest. CM/DeStefano, C/Tye, M/Tanaka and she attended the Contract Cities Board meeting in Paramount honoring outgoing president Diane Martinez who did a phenomenal job with the association this past year. The new slate of officers was ratified and C/Tye will be the new President of Contract Cities. She and MPTIEverett attended Senator Huffs Education Summit which was eye-opening. Many school principals were in attendance and it was good to hear from them as well. The Friends of the Library Wine Soiree was very well attended and is always a fun event. Congratulations on a great and successful event. She also attended the Diamond Bar Community Foundation's "Spotlight on the Arts". This year it was fascinating to see a DBHS student, Tiffany Dean, actually conducting the orchestra for a segment of Swan Lake and she was phenomenal. She and MPTIEverett were present to appreciate DBHS and DRHS orchestras' performances. Continuing on C/Herrera's discussion regarding their trip to Sacramento, ClCang said the idea was to get the SR57160 into the State's Freight plan and DB has been working very, very hard on this issue for the past few years. Eileen Tillery is a phenomenal human being and has always been a role model for ClChang. C/Chang told Eileen this afternoon that she would like to grow up to be exactly like her and hopefully C/Chang can learn a lot more from her in her retirement. MPT/Everett stated that many of his activities have been addressed but in the form of "Discover Diamond Bar" The places are great but he thinks the programs and organizations are equally great and impactful and the bottom line is, the people -- people like Eileen Tillery who is retiring from the Friends of the Library and has been over 50 years in every activity in DB — founder, negotiator, volunteer model. On April 18 he went to a celebration with M/Tanaka and several other elected and representatives to the retirement of Battalion Chief Ed Gandara, just under 30 years of service. MAY 7, 2013 PAGE 10 CITY COUNCIL Along with C/Chang and others including many educators from Orange County, he attended Bob Huffs 4th Annual Educational Summit which was stimulating and challenging. Diamond Bar is a community that believes highly in education. He attended the 17th Annual Teddy Bear Tea by the Walnut Valley Education Foundation and the 20th Annual Wine Soiree on April 21. The community teamwork; the local restaurants and food providers, service entities are there from all over and come from all-over - our neighbors from Chino Hills, DB and Walnut and all around, to have fun and socialize and most of all it is a benefit auction and it is phenomenal. It is the only really funding source for Friends of the Library and you know what Friends of the Library have done recently — you see it all around in the library near the City Hall and with people like Eileen Tillery retiring we need to all pick up and do some more. He spent Monday, April 22 celebrating with friends from Walnut, a Quiet Zone commemoration on Brea Canyon Road. There is also one on Lemon near the Valley Boulevard train crossing. The City ,has some of those in our plans on the DB side in our Goals & Objectives. It takes literally millions of dollars to get a "Quiet Zone" due to all of the safety preparation, engineering and approval. But it is safe and very quiet. Tonight we heard a great presentation by Gil Rivera describing the Sheriff's Booster volunteers who are so important and who contribute real money hours to serve and free up the Sheriff's Department. The challenge from the new captain . is to expand these resources. There are 31 volunteers from DB and we want to double it if we can The second group he spoke about was the Explorers. We have four explorers from DB, one from DRHS and three from DBHS. We'd like to have more. These young people are fantastic individuals and we met some of them at the celebration and awards program this past month at the Royal Vista Golf Course. We have five Reserve Deputies in DB — one Mark St. Amant. You know him. They get paid $1 per year. One that was honored at the awards banquet is a man who as a reserve was a part of a narcotics team and is now waiting for his canine unit to be delivered to him. So it is unlimited opportunity in that area as a Reserve Deputy. Disaster Communications System we have two volunteers from DB and if you have interest ham radio licensing helps, consider that. If you are unable to find the time to do one of those four elements of volunteer — Volunteer, Explorer, Reserve Deputy or DCS volunteer, join the Boosters with Gil and $15 - $25 for a family annually. It's a lot of fun and a regular annuity and the more we have participating in that membership the more revenue we have coming into the station for our reserve officers and our volunteers. On Thursday, April 25 he joined M/Tanaka as he opened the DB Seniors Softball Intercity League The next day he went with M/Tanaka to the Arbor Day Celebration at Pantera Park as well as attending the "Spotlight on the Arts" .It was a fantastic experience with that young director from DBHS. MAY 7, 2013 PAGE 11 CITY COUNCIL Also performing was the String Orchestra from DRHS under the direction of Mr. Ruis. Pacific Crest was there with DRHS — Pacific Crest and DBHS and DBHS had Mr. Acciani with his wind ensemble. Also performing were the woodwinds ensemble from Mr. Ruis at DRHS and then finally the symphony orchestra of DBHS — Mr. Acciani -- music from the 1600's, 1700's, 1800's and even several from 1958. May 1 he had a chance to be at Pomona Unified School District to celebrate their recognition for serving consistent with the theme of the night, the serving of people at the Friends of the Library — Eileen Tillery and many that :you see here and in our community. He and M/Tanaka then had a chance to watch the new format of the presentation/recognition of service awards and that went very well, a video audio-visual done by one of their senior students available online and it went very fast, not a lot of talking, just moving quickly seeing the recipients of service awards in their school or in their place of dedication. He and M/Tanaka attended the WVUSD World Cafe May 1 along with other parents, community leaders, students of all ages in the classroom as well as, parents. The World Cafe is a meeting which centered around the 215 Century skills and it's an ongoing project to discuss and develop common core — "Common Core" is a major national thrust for education to reach and stretch us into the 21St Century. The information was presented to us by people at each one of the workshop tables. Then placed online and available so that you and I can continue to interact with developing the education for WVUSD and probably others into the 215{ Century. With that he hoped everyone had thought about some ways and places they might find in discover DB, a little bit richer, a little bit deeper. M1Tanaka. spoke about attending the Pomona Habitat for Humanity's Volunteer Recognition luncheon. He also attended the California Contract Cities Association meeting in Paramount. He congratulated CITye on being elected President for the California Contract Cities Association. He attended the retirement celebration for retiring Battalion Chief Gandara and on that Friday he attended the Arbor Day Celebration at Pantera Elementary School during which all. grades performed different songs and read essays describing what Arbor Day meant to them. Stories about pine trees from the forest service were given and how to plant and they also helped plant five new trees on campus.. He thanked CSCCTarazon and her staff for coordinating a wonderful event. On Saturday, April 20 he served as Master of Ceremonies for the Walnut Valley Educational Foundation's Teddy Bear Tea. Each school site decorates and donates gift basket and they hold a silent live auction with the money used for classroom or school site mini -grants. On Sunday, April 21 the Friends of the Library hosted a wonderful Wine Soiree with silent and live auctions and there was great food and wine to taste. Thank you to all of the participants. On April 22 he attended and thanked all of the DB Senior MAY 7, 2013 PAGE 12 CITY COUNCIL Volunteers for all of their work with a nice luncheon. On April 23 he met with the Executive Director of Foothill Transit and received orientation as a governing board member. On the 24th he attended the Walnut/DB Station's Sheriff's Boosters Volunteer Recognition dinner. Congratulations to all of the volunteers of the year and especially to Jorge Torres from DB. He wished all of the DB Senior Softball teams good luck in their season during their opening ceremonies and he had a chance to toss out the first pitch. On May 1 PUSD celebrated their Community Services Awards and Recognitions ceremony where individuals and organizations were recognized for their donation of time and talent. They also recognized money contributors who had donated more than $3000 to the district. The event was attended by different individuals, . family, teachers, administrators, school board members and a government representative as well. The WVUSD held its World Cafe. It was great to see that there was large attendance by teachers, administrators and students as well. DRHS held a groundbreaking ceremony to modernize the football and track field on May 2 and they will be getting new artificial turf with school logos and graphics, new goal posts and scoreboards similar to DBHS which had theirs done a couple of years ago. They will also be getting a new track surface and lighting on the field. That evening he attended the Senior's Cinco de Mayor dinner dance where there was Mexican Folklorico dancing from different regions of Mexico that were performed by young dancers. There was a delicious Mexican dinner followed by dancing and door prizes as well. On May 6 the American Cancer Society Relay for Life in DB held a fundraiser at Chili's Restaurant and the DB Relay for Life this year is going to be held at Lorbeer Middle School on June 8 and 9. This evening everyone heard about honoring a longtime resident and volunteer, Eileen Tillery and were able to congratulate her for her long support of the Friends of the Library organization over the past 20 years. He thanked 40 of the DBHS students for attending tonight's meeting and commented that there are only two and one-half weeks of school but that they are getting their assignment completed and we will see you all at graduation on the 30th. ADJOURNMENT: With no further business to conduct, M/Tanaka adjourned the Regular City Council Meetin at 7:43 p.m. in memory of Reon Moag. 9 � TOMMYlt CRIBBINS, CITY CLERK The foregoing minutes are hereby approved this %i St day of m, 20 . JACK TANAKA, MAYOR