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HomeMy WebLinkAbout02/05/2013City Council Agenda Tuesday, February 5, 2013 Closed Session - 5:30 p.m., Room CC -8 Study Session — 5:50 p.m., Room CC -8 6:30 p.m. — Regular Meeting The Government Center South Coast Air Quality Management District/ Main Auditorium 21865 Copley Drive, Diamond Bar, CA 91765 Jack Tanaka Ron Everett Mayor Mayor Pro Tem Ling -Ling Chang Carol Herrera Steve Tye Council Member Council Member Council Member City Manager James DeStefano City Attorney Michael Jenkins City Clerk Tommye Cribbins Copies of staff reports or other written documentation relating to agenda items are on file in the Office of the City Clerk, and are available for public inspection. if you have questions regarding an agenda itern, please contact the City Clerk at (909) 839-7010 during regular business hours, In an effort to comply with the requirements of Title It of the Americans with Disabilities Act of 1990, the City of Diamond Bar requires that any person in need of any type of special equipment, assistance or accommodation(s) in order to communicate at a City public meeting, must inform the City Clerk a minimum of 72 hours prior to the scheduled meeting. Have online access? City Council Agendas are now available on the City of Diamond Bar's web site at www.CityofDiamondBar.com Please refrain from smoking, eating or drinking in the Council Chambers. The City of Diamond Bar uses recycled paper and encourages you to do the same. Aoy CITY OF DIAMOND BAR CITY COUNCIL AGENDA February 5, 2013 Next Resolution No. 2013-02 Next Ordinance No. 01 (2013) CLOSED SESSION: 5:30 p.m. Room CC -8 Public Comments on Closed Session Agenda ► Government Code Section Government Code Section 54957 - City Attorney ► Government Code Section 549569. (a) Pending Litigation — One Case - City of Alhambra et al. v. County of Los Angeles Case No. BS 116475 STUDY SESSION: 5:50 p.m., Room CC -8 ► 4th of July Fireworks Show — Discussion and Action. Public Comments CALL TO ORDER: PLEDGE OF ALLEGIANCE: INVOCATION: ROLL CALL: APPROVAL OF AGENDA: 6:30 p.m. Mayor Cantor Paul Buch, Temple Beth Israel Council Members. Chang, Herrera, Tye, Mayor Pro Tem Everett, Mayor Tanaka Mayor Written materials distributed to the City Council within 72 hours of the City Council meeting are available for public inspection immediately upon distribution in the City Clerk's Office at 21810 Copley Dr., Diamond Bar, California, during normal business hours. February 5, 2013 PAGE 2 1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 Presentation of Certificates of Recognition to the Winners of "Through My Lens" Photo Contest. 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: 3. PUBLIC COMMENTS: "Public Comments" is the time reserved on each regular meeting agenda to provide an opportunity for members of the public to directly address the Council on Consent Calendar items or matters of interest to the public that are not already scheduled for consideration on this agenda. Although the City Council values your comments, pursuant to the Brown Act, the Council generally cannot take any action on items *not listed on the posted agenda, Please complete a Speaker's Card and give it to the City Clerk (completion of this form is voluntary). There is a five-minute maximum_ time limit when addressing the City Council. 4. RESPONSE TO PUBLIC COMMENT: Under the Brown Act, members of the City Council may briefly respond to public comments but no extended discussion and no action on such matters may take place. 5. SCHEDULE OF FUTURE EVENTS: 5.1 Planning Commission Meeting — February 12, 2013 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.2 Traffic and Transportation Commission — February 14, 2013 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.3 President's Day Holiday — February 18, 2013 — City Offices will be closed in observance of President's Holiday. City Offices will reopen on Tuesday, February 19, 2013. 5.4 City Council Meeting — February 19, 2013 — 6:30 p.m., AQMDIGovernment Center, 21865 Copley Drive. 6. CONSENT CALENDAR: 6.1 6.2 City Council Minutes: (a) Regular Meeting of January 15, 2013 —Approve as submitted. (b) Special Meeting of January 25, 2013 —Approve as submitted. Planning Commission Minutes — Regular Meeting of December 11, 2012 — Receive and File. February 5, 2013 PAGE 3 6.3 Traffic and Transportation Commission Minutes — Regular Meeting of November 8, 2012 — Receive and File. 6.4 Ratification of Check Register — Dated January 10, 2013 through January 30, 2013 totaling $2,465,792.83. Requested by: Finance Department 6.5 Treasurer's Statement — Month of December, 2012. Recommended Action: Approve. Requested by: Finance Department 6.6 Acceptance of Work Performed by Ace Construction, Inc. for Construction of Free Standing Interpretive Panels Along Sycamore Canyon Mesa Trail and the Summit Ridge Trail System; Direct the City Clerk to Record the Notice of Completion and Release the Retention Thirty -fine Days after the Recordation Date. Recommended Action: Approve. Requested by: Community Services Department 6.7 Approve Contract Amendment with KOA Corporation in the Amount of $27,175 for Preparation of a Traffic Signal Operation and Maintenance Master Plan. Recommended Action: Approve Requested by: Public Works Department 7. PUBLIC HEARINGS: None. 8, COUNCIL CONSIDERATION: None. 9. COUNCIL SUB -COMMITTEE REPORTS AND MEETING ATTENDANCE REPORTS/COUNCIL MEMBER COMMENTS: 10. ADJOURNMENT: Agenda # Study Session Meeting Date: 2/5/2013 CITY COUNCIL r R�R�,�� AGENDA REPORT j989 TO: Honorable Mayor and Members of the ity Council FROM: James DeStefano, City Manage TITLE: Consideration of Fireworks Show for July 4, 2013 RECOMMENDATION: Staff recommends that the City Council cancel the 2013 fireworks show scheduled for July 4 due to the lack of an appropriate location for the show. FINANCIAL IMPACT: Last year, the Fireworks Show cost about $46,800 (plus Sheriff's Department costs of about $9,175) to conduct. It is expected to cost a similar amount if conducted this year. As a comparison, the 2011 show at Diamond Bar High School in 2011 cost about $32,800 (plus Sheriff's Department costs of about $4,500). The primary difference is the traffic control equipment necessary for closing streets. It's not necessary to close streets for the Diamond Bar High School show. BACKGROUND: The City of Diamond Bar has conducted a community fireworks show on the 4th of JUIy for the past 12 years. It has been conducted at Sycamore Canyon Park (2001 through 2005), Diamond Bar High School (2006 through 2011) and Lorbeer Middle School (2012). Neither Lorbeer nor Diamond Bar High School are available for this year's show, as both schools have construction projects that render the facilities unusable. Staff has evaluated seven locations where the fireworks show could possibly be held. Unfortunately, none of the alternate locations are appropriate for this show. That said, if the City Council prefers to conduct a fireworks show this year, Pyro Spectaculars representatives say it can be safely conducted at one of the following two locations: 1) adjacent to Diamond Bar City Hall, using the west parking lot of AQMD as the seating area; 2) at the Diamond Bar Center using the grass fields at Summit Ridge Park for spectator seating. DISCUSSION: Following are the locations evaluated by staff and Pyro Spectaculars representatives for the 2013 Fireworks Show: AQMD West Parking Lot (Viewing Area) Shooting Area and Fallout Zone: Roof of City Hall / City Hall Parking Lot and Copley Drive Comments: Tall trees in viewing area and adjacent to shooting area could make viewing difficult. Viewing area on asphalt during hot weather could add to viewer discomfort. Also, there are no homes within easy walking distance of City Hall. An alternative provided by Pyro Spectaculars representatives is to shoot smaller shells from the roof of City Hall. For a variety of reasons, including concern for the new solar panels on the roof, staff does not recommend shooting fireworks from the roof of City Hall. 2. Diamond Bar Center Shooting Area and Fallout Zone: Parking lot east of Diamond Bar Center. Viewing area from the grass fields at Summit Ridge Park. Comments: Lack of adequate parking for spectators and long distances to shuttle lots will create a logistical challenge accommodating a large crowd. Also, dry brush on slopes adjacent to shooting area makes this site hazardous. There is a private rental scheduled for the DBC on July 4, so if this site is selected, the rental will have to be cancelled. 3. Sycamore Canyon Park (Viewing Area) Shooting Area and Fallout Zone: Diamond Bar Golf Course Comments: Sycamore Canyon Park is much too small to host the Fireworks Show now. Attendance has about doubled since last held at this park in 2005. 4. YMCA / Pony _ Baseball Fields Shooting Area and Fallout Zone: Vacant lot across flood control channel in City of Industry (west of YMCA building) Viewing area from grass fields at YMCA / Pony Baseball Fields. Comments: The vacant lot proposed by Pyro Spectaculars representatives as the shooting area is usually covered with 3 -feet tall dry weeds in July, making the site unusable for fireworks. 5. Mt. Calvary / Lorbeer Middle School Shooting Area and Fallout Zone: Mt. Calvary Parking lot and grass field Comments: Viewing area from grass football field at Lorbeer. Pyro Spectaculars representatives determined the shooting area and fallout zone available at Mt. Calvary is too small. 6. Pantera Park / Pantera Elementary School Shooting Area and Fallout Zone: Pantera Elementary School Viewing area from grass fields at Pantera Park, Comments: Too much dry brush on slopes adjacent to shooting area makes this site too hazardous. 7. Heritage Park / Castle Rock Elementary School Shooting Area and Fallout Zone: Heritage Park Viewing area from grass fields at Castle Rock Elementary. Comments: Pyro Spectaculars representatives determined the shooting area and fallout zone available at Heritage Park is too small. Since none of the seven sites evaluated by staff provide an adequate location for the 2013 Fireworks show, staff recommends that the show be cancelled this year and be evaluated for 2014 as more appropriate sites become available again. As an alternative, if the City Council prefers to conduct a fireworks show this year, staff requests that the City Council select a site and direct staff to begin planning the logistics of the show. Prepared affMReviewed by: t, i Jig Bob Rose Director of Community Services Agenda No. 6.1(a) MINUTES OF THE CITY COUNCIL REGULAR MEETING OF THE CITY OF DIAMOND BAR@Mlpy JANUARY 15, 2013 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 District Auditorium, 21865 Copley Drive, Diamond Bar, CA. PLEDGE OF ALLEGIANCE: Mayor Pro Tem Ron Everett led the Pledge of Allegiance. INVOCATION: Alex Barrett, Executive Pastor, Church of the Valley, gave the invocation. ROLL CALL: 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 Doyle, Assistant City Manager; Karl Berger, Assistant City Attorney; Ken Deforges, 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, Sr. Management Analyst; Cecilia Arellano, Public Information Coordinator, and Tommye Cribbins, City Clerk. APPROVAL OF AGENDA: As Presented. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 M/Tanaka and Council Members presented Certificates of Recognition to the Molina and Monk Families, winners of the 2012 Diamond Bar Holiday Home Decorating Contest. NEW BUSINESS OF THE MONTH: 1.2 M/Tanaka and Council Members presented a Certificate Plaque to Akemia Tanaka and Brent Tanaka, owners of Sushi Koshu, 20627 Golden Springs Drive, Suite 2K as New Business of the Month for January 2013. 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: CMIDeStefano stated that DB is one of 34 public agencies that are members of the SGVCOG for which Council Member Herrera has served as DB's Delegate for many years as well as serving as the President of the organization. Recently, the executive director left the SGVCOG and a search committee was organized, of which he served as a member, to encourage qualified candidates to apply, review the candidate's qualifications, conduct interviews and make a recommendation to the full Board of Directors. CMIDeStefano said that he was pleased to report to the City Council that Andrea Travis -Miller, the Acting City Manager of San Bernardino will be nominated as the executive director. He anticipates that the full Board will approve the committee's recommendation this Thursday. Mrs. Miller is an excellent candidate who comes with experience in the short term attempting to steer the City of San Bernardino out of bankruptcy. JANUARY 15, 2013 PAGE 2 CITY COUNCIL 0 0 She has also served as a long time city manager for the City of La Mirada and as a municipal law attorney. The search committee was unanimous in its recommendation for Board approval of her contract and is scheduled to take up her duties approximately March 1. CMIDeStefano further added that Mrs. Miller will be attending the City Council Meeting on March 5 for formal introduction. PUBLIC COMMENTS: Grace Kirkwood, DB resident and volunteer for "Better Vision for Children" Foundation spoke about the 501(c) 3 non-profit foundation that provides free screening in an effort to protect children and their families from the devastating effects of undetected vision problems and asked the City Council to consider issuing a proclamation encouraging screening of all pre-school aged children for Amblyopia (lazy eye) and Retinoblastoma (retinal cancer) in children at no cost to the City. The cities of Anaheim, Beverly Hills and Los Angeles have submitted such proclamations. Further information can be obtained by going to the foundation's website at www.bettervisionforchildren.org Angela Young, DB resident representing the Girl's U10 Legacy soccer team stated that the team is moving to a competitive level of play and that the league asked her to request additional field access for the teams' spring practice. Particularly troubling is that from June through August there is very little or no park access for practice. She submitted a letter to the Council for consideration which was signed by parents of the U10 team. She asked that the City Council review the letter and review the allocation of field access. Nancy Lyons, 27 year DB resident and current Vice President of the Walnut Valley Unified School District's Board of Trustees, announced that due to the District's fairly serious budget problems due to the State's reduction in budget funds by 23 percent over three years they will be holding two town hall meetings to review budget problems, receive input and seek community assistance. The town hall meetings are scheduled for Tuesday, January 22 at the DBHS Theater beginning at 6:00 p.m. and on Thursday, January 24 at 6:00 p.m. at Walnut High School. For further information call the WVUSD office at (909)595-1261. RESPONSE TO PUBLIC COMMENTS: None offered. 5. SCHEDULE OF FUTURE EVENTS: 5.1 Winter Snow Fest — January 19, 2013 — 10:00 a.m. to 4:00 p.m., Pantera Park, 738 Pantera Drive. 5.2 Planning Commission Meeting — January 22, 2013 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.3 Parks and Recreation Commission Meeting — January 24, 2013 — 7:00 p.m., Windmill Community Room; 21810 Copley Drive. JANUARY 15, 2013 PAGE 3 CITY COUNCIL C. 5.4 City Council Meeting — February 5, 2013 — 6:30 p.m., SCAQMD, 21865 Copley Drive. CONSENT CALENDAR: ClChang moved, MPT/Everett seconded, to approve the Consent Calendar with the exception of Item 6.6 which was pulled by ClChang. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: Chang, Herrera, Tye, MPT/Everett, M/Tanaka NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None 6.1 CITY COUNCIL MINUTES - Regular Meeting of December 18, 2012 — Approved as submitted. 6.2 RECEIVED AND FILED PARKS AND RECREATION COMMISSION MINUTES — Regular Meeting of October 25, 2012. 6.3 RATIFIED CHECK REGISTER — Dated December 13, 2012 through January 9, 2013 totaling $1,349,149.16. 6.4 APPROVED TREASURER'S STATEMENT for November 2012. 6.5 TRANSMITTED COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR THE YEAR ENDED JUNE 30, 2012. 6.7 APPROVED NOTICE OF COMPLETION FOR CHINO HILLS PARKWAY AND CHINO AVENUE STREET REHABILITATION PROJECT, FEDERAL PROJECT NO. STPL-5455(015). 6.8 AUTHORIZED STAFF TO PURSUE FUNDING PARTNERS FOR A PROJECT STUDY REPORT (PSR) FOR THE MISSING COMPONENTS OF THE STATE ROUTE 57/STATE ROUTE 60 CONFLUENCE PROJECT IMPROVEMENTS. 6.9 AUTHORIZED REPAIRS AND UPGRADES TO SHERIFF'S DEPARTMENT'S MOBILE COMMAND POST BY FINAL TOUCH COACH WORKS IN AN AMOUNT NOT TO EXCEED $60,000 AND APPROPRIATED NECESSARY FUNDS FROM GENERAL FUND RESERVES. JANUARY 15, 2013 PAGE 4 CITY COUNCIL ITEMS WITHDRAWN FROM CONSENT CALENDAR: 6.6 ADOPT RESOLUTION NO. 2013-01: ESTABLISHING AN APPROVED VENDOR LIST AS DEFINED BY ORDINANCE NO. 05(2006): TO BE IN EFFECT FROM FEBRUARY 1, 2013 THROUGH JANUARY 31, 2014. ClChang asked for clarification on the process by which vendors are placed on the "Approved" Vendor list. CMIDeStefano responding to ClChang stated that the process that the City Council has undertaken for the past few years was implemented in order to conduct the public's business in a manner that is effective, expedient and at the lowest possible cost for a variety of goods and services that the City purchases on a regular basis. FD/Honeywell stated that the City has a purchasing policy in place which outlines the purchasing process that the City's staff must follow when making purchases on behalf of the City. Included in the policy is a section regarding the approved vendor list, which is regularly reviewed by staff. The review criteria include - the vendor has traditionally been the lowest bidder - that they can deliver the goods and services on time, or - that they consistently meet or exceed product or service specifications. This is an ongoing process throughout the year that results in an annual review list for the City Council. ClChang explained that she wanted to make certain that the City had a concrete step by step process for its vendor list. ClChang moved, MPT/Everett seconded, to adopt Resolution No, 2013- 01: Establishing an Approved Vendor List as defined by Ordinance No. 05(2006), to be in effect from February 1, 2013 through January 31, 2014. Motion carried by the following Roll Call vote: AYES: NOES: ABSENT: 7. PUBLIC HEARING: COUNCIL MEMBERS COUNCIL MEMBERS COUNCIL MEMBERS ki•[Tits 8. COUNCIL CONSIDERATION: None. Chang, Herrera, Tye, MPT/Everett, M/Tanaka None None JANUARY 15, 2013 PAGE 5 CITY COUNCIL 9. COUNCIL SUBCOMMITTEE REPORTS AND MEETING ATTENDANCE REPORTSICOUNCIL MEMBER COMMENTS: ClChang stated that residents can follow her activities on Facebook, Twitter and Foursquare. She attended the League of California Cities Strategic Planning/Board Meeting and shortly after was the League's general meeting. She and CITye traveled to Sacramento for the Contract Cities Legislative Board Orientation Tour during which they met many of the freshman legislators. Both she and CITye spoke with them about issues that affect cities such as realignment and the early release of prisoners from county facilities that have a negative impact on cities, as well as, the next generation of economic development tools for cities, pension reform and unfunded liabilities. It was great to meet all of the new folks and she felt there was a lot of optimism that they would be working together to get things done. ClChang announced that she has been appointed by the State's League President and Mayor of Pasadena, Bill Bogaard, to the League's Public Safety Policy Committee and will now be representing the City of DB on both the Public Safety and Revenue and Tax Policy Committee. C/Herrera stated that while attending a SCAG meeting a couple of weeks ago as well as a Four Corners Coalition meeting yesterday, a presentation was made for a bike sharing program; a program that is popular in Europe and that has been implemented in Washington D.C. The cities of Long Beach and Anaheim have adopted the policy and Fullerton will do so in the near future. This is an exciting program designed to share bicycles which are checked out via membership or credit card. The bikes are ridden to their destinations and deposited for others to use. This program is designed to promote better air quality and get more vehicles off of the roadways. This Thursday she will be attending a San Gabriel Valley COG meeting where they will be discussing the new executive director and possible actions to hire her. ClHerrera said she looks forward to reporting the results of that meeting at the next City Council meeting. On February 1 there will be a Foothill Transit Executive Board Member retreat. She is a member of the Executive Board and the objective for the retreat is to create goals for Foothill Transit for the next year. Most likely one of the goals will be for better bus scheduling and on-time service. There has been a lot of difficulty with busses adhering to their schedules lately and people are arriving late at their ultimate destinations. When an entity is proposing greater ridership; scheduling and timeliness are very important. She said she anticipates a lot of meetings and work in the next couple of weeks. C/Tye said he knows that residents are aware that Council Members are very active both locally and regionally. He thanked CMIDeStefano for representing DB's interest on a Saturday to interview and recommend a new leader of the COG. This leader will have an impact on the area for years to come. Today he attended the Board of Supervisor's meeting to speak against Item 40, the fee (parcel tax). It took him 35 minutes to get to the meeting and then waited for another hour and a half to have his 60 seconds to speak in front of the Board JANUARY 15, 2013 PAGE 6 CITY COUNCIL to let them know of DB's opposition as it is currently constituted and further recommended that if the Board wanted to impose a tax they should call it a flax and let people vote on it. On Thursday, December 20 he attended a Neighborhood Watch meeting at the Deane Homes Swim Club that was attended by some of the residents who attended the December 18 Council meeting. Deputy St. Amant did a terrific job as he always does conducting the meeting and the neighbors now know what they need to do to take action. Last week he was in Sacramento on January 7 and 8. It was a good time to get together with legislators as they settle in. He is encouraged to tell residents that he heard from one of the speakers say that there will be no new tax increases because they will now be referred to as "revenue raising efforts". As DB's delegate he was chosen last Thursday to serve as Secretary -Treasurer of the Greater Los Angeles County Vector Control District. This position places him in line to become the Chair and that will afford him the opportunity to provide leadership and represent DB. He thanked ,his colleagues for his appointment as the delegate. He hoped that residents would make an effort to. join the City Council and staff at the Snow Fest at Pantera Park from 10:00 a.m. to 4:00 p.m. CITye urged residents to make your voice heard and your input considered when the WVUSD holds its meeting regarding Site D on Saturday, January 26 from 1:30 to 4:30 at Castle Rock Elementary School, The District will provide transportation to Site D for onsite consideration. MPTIEverett said he appreciated Nancy Lyon's input, on the WVUSD's budget which is critical and urged residents to attend the Town Hall Meeting as well as the Site D proposal and workshop. He commented on Item 6.5 "CAFR"on tonight's agenda. It is a powerful document which is just over 100 pages and contains comparative information on the budget. He encouraged everyone to check out the disclosure and make sure it makes senses and helps us all be accountable. There are a number of comparisons in revenues, expenses and other funds that is easy reading to see if something changed. There is also a narrative paragraph logo of some of the more important changes that he thinks residents will feel better about the fiscal status of our City. The City has won certification for 17 years with this CAFR which is audited by the City's CPA on the financial side. It is very, very important. Interesting also in the back are notes about the City's history — facts about the legal history — easy reading. And then 10 year comparative numbers for things like fire, police, parks and recreation programs and activities and so you will see what's going on over a horizon of time. It is very valuable and he thinks the accountability is important. He acknowledged PWD/Liu for his efforts in saving the City $100,000 on the Chino Hills Roadway Rehabilitation Project. That is how the City keeps its budget. Just before Christmas last year Council Members and staff participated with the Volunteers on Patrol who volunteer for the Sheriff's Department who were honored at the LA County Sheriff's Station. After that he, M/Tanaka, Lt. Katz and Sandy Clark boarded a bus and went to Medieval Times in Buena Park and enjoyed their special entertainment and unusual dining. That was a great event of thanks for our patrol. He also suggested that residents might want to think about joining them if there is an interest. Last Friday was the DB Friends of JANUARY 15, 2013 PAGE 7 CITY COUNCIL the Library Volunteer Appreciation Dinner at the DB Golf Course. Former President of Friends of the Library for the last two years, Rosette Clippinger, was Master of Ceremonies. She had a special season this last two years with the new library and many, many other activities and she was very thankful and did a very fine job of leading that group. We had nice teamwork and attendance and input with remarks from LA County Librarian, Margaret Todd and staff reps were there for dinner and the celebration and of course Dickie Simmons was back and we were happy to have him there because he brought money the last time he was at an event like this from Supervisor Knabe and that's always good. Our Community Librarian, Jesse Lanz reminded us that DB has two Basically Book stores. One at the original location that has been there for years on Golden Springs Drive near Diamond Bar Boulevard across from Lorbeer Middle School and a brand new location inside the new library at the Gateway Center on Copley Drive. Certainly you have a great library but you also have more parking for the .library and the store, programs for all ages, literacy and so much more, so the enthusiastic staff says and welcomes you. Come by, stop by and see them. See what's there and if you don't see something, ask and they will respond. The bookstore manager, Mary Hackett, has been there for years, a couple of decades, and she introduced really the theme for the event for more than half of the 50 plus volunteers who contribute more than 4800 hours in the two stores now -- or the chain. Don't forget that the original store on Golden Springs Drive will have an annual clearance on Saturday, January 19 and February 15 from 10:00 a.m. to 3:00 p.m. with lots of bargains. One of those 50 plus volunteers the Basically Books Volunteer of the Year was Lucille Damon, a resume that is 13 years since 1999 she is exemplary and so thank you, Lucille. Certificates were given by Dickie Simmons from the County as well as Mayor Tanaka and me from the City of DB. M/Tanaka wished everyone a Happy New Year. Last Thursday he joined the DB Volunteers on Patrol for their dinner at Medieval Times. We also had a chance to say thank you to the men and women who volunteer hundreds of hours each year working with the LA County Sheriffs Department to keep DB a safe place to live and work. On the last day of the year the DB Seniors celebrated their New Year's Eve Dinner and Dance at Heritage Park and they enjoyed a wonderful dinner by BC Continental and danced to the music of DJ Keith Johnson. They held two countdowns, a New York count down at 9:00 p.m. and the midnight one in DB. Everyone in attendance had a great time. He repeated a "congratulations" to all of the five homeowners who won the home decorating contest and stated that he had the honor along with Anthony Santos to present yard banners to each of the winners in each of the categories. The Friends of the Library held its Volunteer Appreciation Dinner. Congratulations to Past President Rosette Clippinger for doing such a wonderful job the past two years. This Saturday is the Winter Snow Fest and he is looking forward to seeing everyone at Pantera Park. He knows there is some 90 tons of snow being brought in to create at least three or four sledding areas and a snow play area for the little ones. So please come out this Saturday from 10:00,a.m. to 4:00 p.m. at Pantera Park. This evening he said he would adjourn the meeting in memory of JANUARY 15, 2013 PAGE 8 CITY COUNCIL Dottie Ferguson who was a longtime DB resident and past president of the DB Senior Citizens. ADJOURNMENT. With no further business to conduct, M/Tanaka adjourned the Regular City Council Meeting at 7:22 p.m., in memory of Dottie Ferguson. TOMMYE CRIBBINS, CITY CLERK The foregoing minutes are hereby approved this JACK TANAKA, MAYOR day of )2013. Agenda No. 6.1(b) MINUTES OF THE CITY COUNCIL SPECIAL MEETING OF THE CITY OF DIAMOND BAR JANUARY 25, 2013 10HAVIT CALL TO ORDER: Mayor Tanaka called the Special City Council Meeting to order at 7:30 a.m. in Grand Conference Room, City Hall, 21810 Copley Drive, Diamond Bar, California 91765 PLEDGE OF ALLEGIANCE: Mayor ROLL CALL: Council Members Herrera, Tye, Mayor Pro Tem Everett, Mayor Tanaka. Council Member Chang was absent and did not participate. ALSO PRESENT: City Manager. CMIDeStefano and Ryan McLean, Assistant to the PUBLIC COMMENTS ON CLOSED SESSION ITEM: No Public Comments given. RECESS TO CLOSED SESSION M/Tanaka recessed the Special Meeting to Closed Session at 7:33 a.m. CLOSED SESSION: PUBLIC EMPLOYMENT Pursuant to Government Code §54957 Title: City Attorney RECONVENE IN OPEN SESSION: M/Tanaka reconvened the Open Session at 8:47 a.m. CLOSED SESSION ANNOUNCEMENT: M/Tanaka announced that no reportable action was taken during Closed Session. ADJOURNMENT: M/Tanaka adjourned the Special Meeting at 8:47 a.m. Tommye Cribbins, City Clerk The foregoing minutes are hereby approved this day of JACK TANAKA, MAYOR 12013. Agenda No. 6.2 MINUTES OF THE CITY OF DIAMOND BAR REGULAR MEETING OF THE PLANNING COMMISSION DECEMBER 11, 2012 CALL TO ORDER: Chairman Lin called the meeting to order at 7:00 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Kristen Genesx, Diamond Bar High School student, led the Pledge of Allegiance, 1. ROLL CALL: Present: Commissioners Frank Farago, Jack Shah, Tony Torng, and Chairman Jimmy Lin. Absent: Vice Chairman Steve Nelson was excused. Also present: Greg Gubman, Community Development Director; Grace Lee, Senior Planner; Natalie Tobon, Planning Technician; and Stella Marquez, Administrative Coordinator. 2. MATTERS FROM THE AUDIENCEIPUBLIC COMMENTS: None 3. APPROVAL OF AGENDA: As presented 4. CONSENT CALENDAR: 4.1 Minutes of the Regular Meeting of November 13, 2012. C/Torng moved, C/Farago seconded, to approve the Minutes of the Regular Meeting of November 13, 2012, as presented. Motion carried by the following Roll Call vote: AYES: NOES: ABSTAIN ABSENT: 5. OLD BUSINESS: COMMISSIONERS: COMMISSIONERS: COMMISSIONERS: COMMISSIONERS: None 6. NEW BUSINESS: None Farago, Torng, Chair/Lin None Shah VC/Nelson DECEMBER 11, 2012 PAGE 2 PLANNING COMMISSION 7. PUBLIC HEARINGS: 7.1 Development Review No. PL 2012-237 — Under the authority of Diamond Bar Municipal Code Section 22.48, applicant Twen Ma, and property owner Ran Song, requested Development Review approval to construct a 708 square foot first floor addition and a 3,368 square foot second floor addition to an existing 6,682 square foot single family residence on a 48,787 gross square foot (1.12 acre) lot. The subject property is zoned Rural Residential (RR) with a consistent underlying General Plan land use designation of Rural Residential. PROJECT ADDRESS: 23942 Falcons View Drive Diamond Bar, CA 91765 PROPERTY OWNER: Ran Song 23942 Falcons View Drive Diamond Bar, CA 91765 APPLICANT: Twen Ma 195 Mount Olive Drive Bradbury, CA 91008 PTITobon presented staff's report and recommended Planning Commission approval of Development Review No. PL 2012-237, based on the Findings of Fact, and subject to the conditions of approval as listed within the resolution. Chair/Lin asked how staff identifies which areas are additions and which areas currently exist. PTITobon explained that toward the right side on Sheets Al and A2 (the floor plan) are shaded walls which indicate the proposed additions for the first and second story. Also, there is a wall legend at the bottom of the sheets. Chair/Lin asked why the original home that was built in 1992 was built under LA County standards when the city incorporated in 1989. PT/Tobon explained that the City's Development Code was not adopted until 1998 and until that time the City continued using LA County standards. Twen Ma, Architect and owner's representative explained that when he took this assignment he observed that the second story appeared to have an unbalanced look. His clients purchased this property and now having three children, they need more bedrooms. As a result Mr. Ma proposed a DECEMBER 11, 2012 PAGE 3 PLANNING COMMISSION more balanced look by adding square footage to the existing plan with 780 square feet being added to the southwest side to accommodate the additional overall coverage to the building. The project will use the same stucco, windows, clay roof tiles and balustrades to ensure the finished product looks like it was part of the original house. Mr. Ma said he and his client reviewed and concurred with the conditions of approval. Chair/Lin asked if the applicant obtained a soils report to make certain there was no differentiation in settlement between the existing structure and the extension. Mr. Ma said that construction engineering designs have been prepared and are awaiting action from the Commission in order to move forward. In observing the site there are no cracks and it appears that the original builder did a good job compacting the soil. The addition was contemplated using an even more conservative approach. The existing footings will be enlarged to ensure compliance with the current City Green Code which will result in a better construction than the original structure. ClShah asked if the existing walls would take the additional load. Mr. Ma responded that by reinforcing the existing foundation and by adding shear walls it would ensure structural integrity for the additional load. Chair/Lin opened the public hearing. With no one present who wished to speak on this matter, Chair/Lin closed the public hearing. CfShah moved, ClTorng seconded, to approve Development Review No. PL2012-237, based on the Findings of Fact, and subject to the conditions of approval as listed within the resolution. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Farago, Shah, Torng, Chair/Lin NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: VC/Nelson 7.2 Development Review No. PL 2012-04 — Under the authority of Diamond Bar Municipal Code Section 22.48, applicant William R. Edwards and property owner Harvey Dua requested Development Review approval to construct a single family residence consisting of 14,000 square feet of living space, a 1,836 square foot garage, and 2,172 square feet of loggias, verandas and gazebo, pool, terrace and sports court on a 2.09 gross acre DECEMBER 11, 2012 PAGE 4 PLANNING COMMISSION (91,215 square foot) lot.. The subject property is zoned Rural Residential (RR) with a consistent underlying General Plan land use designation of Rural Residential. PROJECT ADDRESS: 22840 Ridge Line Road Diamond Bar, CA 91765 PROPERTY OWNER: Harvey Dua 630 Ridgeview Court Diamond Bar, CA 91765 APPLICANT: William R. Edwards 2549 E. Bluff Drive #297 Newport Beach, CA 92660 PT/Tobon presented staff's report and recommended Planning Commission approval of Development Review No. PL2012-004, based on the Findings of Fact, and subject to the conditions of approval as listed within the resolution. C/Torng asked PT/Tobon to identify the location of the 14 foot retaining wall. C/Torng asked if the house was behind the retaining wall and PT/Tobon responded that from the street, the house will not be visible.. C[Torng asked the purpose of the wall and PT/Tobon responded that the wall was built in order to create the pad for the original house. CDD/Gubman said it appears that looking at the property from the street, it appears that there was a cross slope that required a substantial cut to create Ridge Line Road in that area. There are some characteristics of Ridge Line Road to the south where the grade has a hinge point where it becomes much steeper and there are indications that there had to have been a significant cut to maintain the road grade and in order to splice that cut a substantial retaining wall was built on this property to make a buildable lot. C/Torng asked if there was a rendering of the slope of the property because he sees only a flat pad. CDD/Gubman explained the reason was because the property was developed in the 1970s and the existing topography of the site is a fully graded condition which is a large flat pad. For that reason, there is no cut and fill occurring on this site because the property owner has the good fortune of having a large fiat buildable area DECEMBER 11, 2012 PAGE 5 PLANNING COMMISSION that does not require the terracing of retaining walls the Commission often sees with undeveloped and never before developed pads in `The Country Estates." ClShah asked staff to explain where the drainage channel empties and CDDIGubman postulated that there is a drainage easement with the drainage structure that conveys the water. The project architect will be able to provide a more articulate explanation. ClShah said he was concerned about the hydrology. ClFarago asked if staff made mention that this would be a "balanced" site and PTITobon responded "yes." ClFarago asked where the fill would go and PT/Tobon said it is toward the back and side to increase the pad toward the rear. Chair/Lin asked for an aerial photo of the site and where the access to the water tower is located. CDDIGubman said that if he recalls correctly there is a shared entry point to the driveway and a gate to the water complex pointing to a location on the photo. Bill Edwards, project architect and applicant, responded to Commissioner's questions that the driveway is not proposed to be a shared access between the private site and the existing water utilities. It is his understanding that the driveway is solely for accessing the water tanks. Mr. Edwards pointed out the access driveway off of Ridge Line Road using the overhead map. Chair/Lin asked Mr. Edwards if he was certain that there is no water district easement on the southeast side of the property where the applicant is building the basketball court area. Mr. Edwards. responded that none was discovered in title or by the project surveyor, RDM. In his experience over the past year in studying the design of the property, there has been no discovery of layering or overriding easement onto the private property from the access drive. He said he would assume that what has been accessible for maintenance equipment, emergency vehicles, etc., has contended with the existing circumstances fairly well. ClShah asked if the applicant had checked with the water district to make certain there is no conflict. Mr. Edwards said that there was no requirement to do so thus far but if the Commission or staff determines that that be appropriate he would appreciate that it be a condition but that tonight's approval not be contingent upon that issue. ClShah said it was DECEMBER 11, 20112 PAGE 6 PLANNING COMMISSION his recommendation, not a condition and Mr. Edwards said he would be happy to do so. Chair/Lin said that it was for the property owner's own good that he would not want to find out later that there was an easement on the property. Mr. Edwards said he understood and reiterated that historically, they have found nothing in title, surveying or in the search of county records. Certainly for the benefit of the owner he will do so and thanked the Commission for their recommendation. Mr. Edwards responded that with respect to the grading and drainage plan, the general flow is to the southwestern long property line that basically follows the same course of natural drainage from the pad and on the slope he created a line of drainage (concrete v -ditch) along that line with a high point about mid -depth of property. A portion goes to the north and then spills and picks up on the natural drainage flow of street side via the gutter and then off to the southwest. In meetings with planning and engineering staff, he learned that there is basically a collection swale that flows from other adjacent properties as well as, the subject property, and that the project has directed the drainage from that portion of the site to be picked up where there is rip rap and a bulkhead to basically arrest adverse issues in flow and then spill into a kind of large earthen swale and then it continues its flow to the large storm drain inlet about three or four properties down. C/Shah said he imagined that the project would increase the flow into the storm drain because of the larger pad. It goes down to the southwest portion and then also on the north side toward the street. He asked if the additional flow could be properly handled dumping into that area and has it been discussed with the county or whoever has authority over the storm drain. His concern -is that the project is increasing the amount of drainage. Mr. Edwards said he appreciated C/Shah's concern. Once again, the project is currently in the grading and drainage plan check with the City. If there is a correction or recommend ationlsuggestion that it be coordinated with the County they will do so. Their efforts to coordinate thus far in drainage patterns and direction have been primarily with the City of Diamond Bar, and we hope to their satisfaction. C/Shah said as long as the impacts to the existing system have been checked that is his concern. Mr. Edwards said that as presented by PTITobon, the existing pad which is basically 55,000 square feet was a benefit to the project and the project has attempted to maintain as much as possible in softscape landscape areas other than just what is necessary by driveway, existing entry DECEMBER 11, 2012 PAGE 7 PLANNING COMMISSION driveway is being reused, most of the motor court outlined is being reused though landscaping is being added at the center. So where there. is an opportunity for softscape, for absorbent and porous landscape facilities, the project has made an attempt to do that. Mr. Edwards said he would further investigate the quantities and any potential increase in accordance with C/Shah's concerns. Mr. Edwards said that with respect to earthwork he agreed with PT/Tobon's description as there is a certain amount of cut to the eastern end of the site as well as the excavation for the partial recession/ digression into the existing pad sport court. Soils from the area of the pad break from the main existing front pad, and the rear portion is to be brought down about three or four feet so what would otherwise be export will be brought over into a couple of portions along the westerly line and especially a slight extension to the pad in the form of lawn and softscape (porouslabsorbent material) to successfully create a balance for which the grading contractor will make his best effort. Based on the soils report, the project has attempted to allow for the over excavation that is necessary to create a foundation for the home and a suitable substrate because there is a lot of fill on this particular site. Historians say that it could have been some of the excavation activity that ensued for creation of the water utility. It is an interesting pattern on this site. He pointed out the existing drive and motor court areas using the overhead map which the project is replicating. There is a proposed lower connect circulation along the line as well as connecting the two which adds advantages for circulation. Los Angeles County Fire reviewed the basic plan, access, length of hose pull, etc., and when one reviews the existing topography survey, there is kind of a rough cut for almost a road bed that is unpaved that the project tends to begin to duplicate with the lower access to the .property which levels out at the northwest. C/Shah asked what kind of footings the applicant will be pouring and Mr. Edwards responded that the soild recommendations are, with the over excavation and impact to a certain depth to create the substrate that will support a conventional foundation system without caissons. Were the home built on conditions that this project faces now, there would be caissons and grade beams involved, but the project attempts to minimize that work by just doing the earthwork and compaction properly. C/Shah said that settlement may be of concern to the owners. Mr. Edwards thanked C/Shah for his comment. DECEMBER 11, 2012 PAGE 8 PLANNING COMMISSION Chair/Lin commented that this project is a pretty project and the design is of the utmost standard. Mr. Edwards acknowledged staff and in particular PT/Tobon for the amount of detail and advantages of having her assigned to this project. Mr. Edwards confirmed C/Shah's comment that staff is the "best of the best" stating that his firm works in many jurisdictions and he appreciates Diamond Bar staffs talent because it makes his work easier. Harvey Dua introduced himself and his wife. He said they love the community. With respect to water, this property was three individual lots. One lot was actually purchased from the water district. Chair/Lin opened the public hearing. With no one present who wished to speak on the item, Chair/Lin closed the public hearing. C/Shah moved, C/Farago seconded, to approve Development Review No. PL2012-04, based on the Findings of Fact, and subject to the conditions of approval as listed within the resolution. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Farago, Shah, Torng, Chair/Lin NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: VC/Nelson 8. PLANNING COMMISSIONER COMMENTSIINFORMATIONAL ITEMS: C/Shah thanked his colleagues and staff for their cooperation and support and wished everyone a Merry Christmas and Happy New Year. C/Torng wished everyone Happy Holidays. C/Farago wished everyone Happy Holidays. He asked if there was any activity on the Honda Dealership location and CDD/Gubman responded that there is a moratorium in place to lock down the site to ensure that a development such as an office building or some other use that is not taking advantage of the freeway exposure of the site and consequential revenue generating amenities can take place while staff crafts a new set of regulations to ensure that future development of the site benefits the City to the greatest extent possible while obviously providing economic return to the property owner. This matter will come back to the .Planning Commission and ultimately to the City Council with a Code DECEMBER 11, 2012 PAGE 9 PLANNING COMMISSION Amendment that establishes a palate of permissible uses that would most likely require a hotel development to be the anchor of any subsequent development on the site since time has moved on and it is no longer a viable dealership site. To ensure recovery of the previously generated tax revenues from the dealership would require the City to work in partnership with the developer to bring in a revenue -generating and lucrative use to the site. Chair/Lin asked if the City of Industry NFL stadium was a dead issue and CDD/Gubman said he would not say it is a dead issue, but believes that "slow and steady wins the race" where hype (referring to AEG's Downtown L. A. Stadium proposal) eventually fizzles out while those working in a low-key fashion (referring to Majestic's Industry Stadium plan) actually succeeds, and that he subscribes to that storyline until he hears otherwise. As everyone knows, Pasadena may serve as a temporary host to an NFL team at the Rose Bowl, and although the Rose Bowl is still ambiguous as to whether they would host a team that would ultimately reside in Industry or in downtown Los Angeles, it is an indication that there is likely to be a football stadium in the future. Unfortunately, the kick-off date for a project seems to be delayed for a year on an annual basis. Staff was expecting to see movement about this time because the championship and playoff contenders have been narrowed down to a few teams and staff would have expected that a team no longer in the running for the finals would then be able to go public with an announcement about a move. However, if appears it will be another year before that happens. Staff is impatient about the matter because through the City's settlement agreement with the developers there is a substantial amount of one-time and ongoing revenue to the City. Staff's optimism is based on the fact that Diamond Bar has some skin in the game and the City could really use the revenue based on the diminished revenue sources coming into the City. C/Farago asked if there was an escalation clause in the settlement agreement and CDD/Gubman said he did not believe so as far as the initial lump -sum payments were concerned. The settlement includes a $20 million sum that would be paid to the City in installments based first on the issuance of the grading permit and then upon completion of the project as well as an annual payment to the City based on the number of events that occur at the stadium or no less than $700,000 per year with CPI escalators tied to the per -event revenue. C/Shah asked about the SR57/60 Interchange project and the Ralph's property on Diamond Bar Boulevard. CDD/Gubman responded that the SR57/60 project is broken into phases, the first of which is the creation of the westbound slip ramp that would require removal of the Honda message board sign to allow DECEMBER 11, 2012 PAGE 10 PLANNING COMMISSION southbound Grand Avenue traffic to make a right turn and enter the SR60 westbound. The next phase would be an off ramp that replaces the Grand Avenue off ramp and moves the ramp into the golf course property and moves the intersection closer to Golden Springs Drive and the new hook ramp, acceleration lanes along the frontage of the golf course would take some of the property on the easterly side of the golf course frontage. The first phase continues to be pushed out. He will look into the matter and report back to the Commission about a possible start date. With respect to the Ralph's property, there is a lease in process and something will be occurring there but he is not at liberty to discuss the tenancy at this time. 9. STAFF COMMENTSIINFORMATIONAL ITEMS: 9.1 Public Hearing dates for future projects. CDDIGubman stated that on behalf of the Community Development Department and staff he wished everyone Happy Holidays. The Commission will not reconvene until January 22, 2013. Staff thought it prudent to cancel the December 25 meeting and there are no agenda items scheduled for January 8. The January 22, 2013, agenda potentially includes three projects: The first project is at Diamond Hills Plaza (HMart Center) which involves removal of the Burger King facility to make way for the new Chase Bank; the second is in a 5 -lot tract at Alamo Heights which are planned for semi -custom homes, two of which will be on the agenda. CIShah asked about Site D which CDDIGubman said was moving forward in the planning stages. The 90 -day due diligence period for Lennar concluded in early November and they have made a subsequent escrow payment. Lennar is preparing the permit package for the Army Corps of Engineers and the Department of Fish and Game and they are preparing for an all day neighborhood workshop in the near future where the neighborhood will be invited to assist in a design charrette to assist staff in designing the two -acre park that is required as part of the project. Lennar is moving forward to provide the City with development plans with what looks to be about 170-175 homes before next summer. 10. SCHEDULE OF FUTURE EVENTS: As listed in tonight's agenda. DECEMBER 11, 2012 PAGE 11 PLANNING COMMISSION ADJOURNMENT: With no further business before the Planning Commission, Chairman Lin adjourned the regular meeting at 8:03 p.m. to January 22, 2013. The foregoing minutes are hereby approved this 22nd day of January, 2013. Attest: Respectfully Submitted, Greg Gubman Community Development Director Jimmy Lin, Chai an Agenda No. 6.3 CITY OF DIAMOND BAR MINUTES OF THE TRAFFIC AND TRANSPORTATION COMMISSION MEETING NOVEMBER S, 2012 CALL TO ORDER: Chairman Carrera called the meeting to order at 7:02 p.m. in the Diamond Bar City Hall Windmill Community Room, 21810 Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Vice Chairman Kenneth Mok led the Pledge of Allegiance in dedication to all veterans who have served or are currently serving this great country of ours. ADMINISTRATION OF OATH OF OFFICE: A. Administration of Oath of Office to incoming Traffic and Transportation Commissioner Peter Pirritano administered by Tommye Cribbins, City Clerk. ROLL CALL: Commissioners Jen "Fred" Mahike, Liana Pincher, Peter Pirritano, Vice Chairman Kenneth Mok and Chairman Ted Carrera. Also Present: David Liu, Public Works Director; Christian Malpica, Associate Engineer (Traffic), and Marcy Hilario, Administrative Coordinator. APPROVAL OF MINUTES: A. Minutes of the October 11, 2012 Regular Meeting C/Mahlke moved, VC/Mok seconded, to approve the Minutes of the October 11, 2012 meeting. Motion carried by the following Rolf Call vote: AYES: COMMISSIONERS: Mahlke, Pincher, VC/Mok, Chair/Carrera NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: None ABSTAIN: COMMISSIONERS: Pirritano II. PUBLIC COMMENTS: None Offered. III. ITEMS FROM STAFF: A. Receive and File Traffic Enforcement Updates for: 1. Citations: August, September & October 2012 2. Collisions: August, September & October 2012 3. Street Sweeping: August, September & October 2012 Item continued to December 6, 2012 for lack of report. NOVEMBER S, 2012 PAGE 2 T&T COMMISSION IV. OLD BUSINESS: A. Sunbright Drive Petition for removal of Preferential Parking District. AEIMalpica presented staff's report and recommended that the Traffic and Transportation Commission table this matter and concur with staff to monitor the parking conditions along Sunbright Drive. Chair/Carrera concurred with staff's recommendation. He commented that he appreciated the residents who brought this matter to the Commission; however, it is difficult to make a decision based on the 3 to 5 votes out of 42 residents. C/Pirritano moved, C/Pincher seconded to concur with staffs recommendation that the matter be tabled and direct staff to continue to monitor the parking conditions along Sunbright Drive for further consideration. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Mahlke, Pincher, Pirritano, VCIMok, ChairlCarrera NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: None V. NEW BUSINESS: None VL STATUS OF PREVIOUS ACTION ITEMS: None VII. ITEMS FROM COMMISSIONERS: ClPirritano introduced himself and said he appreciated this opportunity to be of service to his community. VCIMok, Chair/Carrera, ClPincher and C/Ma.hlke welcomed C/Pirritano. Vlll. INFORMATIONAL ITEMS: A. CDBG Curb Ramp Project AEIMalpica presented staff s report regarding the Federal Community Development Block Grant (CDBG) funds the City receives for citywide Americans with Disability Act (ADA) upgrades. This CDGB project will include 43 new concrete ramps and replacement of 3 truncated domes to comply with the ADA Code. This project will also include construction of portions of sidewalk, curb and gutter. All improvements are contemplated for the Gateway Corporate Center as well as Peaceful Hills Road and Pathfinder Road neighborhood areas. The engineer's estimate is $109,000 with the construction duration of 30 calendar days. The pre-bid meeting will take place on November 13th with bid opening on November 19th NOVEMBER 8, 2012 PAGE 3 T&T COMMISSION Chair/Carrera asked if these funds could be used for audible signals. PWD/Liu responded that the funds could be used for that; however, historically, the City has focused on bringing all curb ramps up to ADA standards, particularly in school areas. All of the curb ramps in the Gateway Center are substandard; therefore, that is the City's next area of focus. There are 14 schools in the City and most have been completed. However, the curb ramps that were completed 14-15 years ago are most likely not up to current standards and all curb ramps need to be updated everyfour to five years. This will mean a constant effort to bring everything up to current standards. B. Traffic Management Center PWD/Liu stated that he was happy to report that the video wall system was just installed in the Traffic Management Center (TMC). AEIMalpica gave a PowerPoint presentation and explained how the eight monitors work to provide live streaming from the signalized intersections that are supplied with CCTV cameras to assist with traffic monitoring and flow. This system is tied to the regional system which includes the L.A. County and Metro systems. Commissioners unanimously concurred to schedule a hands-on session to learn about the system. C/Pincher commented that the difference between traveling south to north versus north to south on Diamond Bar Boulevard after morning rush hour is five to 10 minutes less and wanted to know if the City had collected any data. PWD/Liu responded that during the business weekdays, there is a noticeable difference (10-15%) in the amount of reduced travel time. Chair/Carrera felt the public needed to be reminded about this system and its many benefits. IX. SCHEDULE OF FUTURE CITY EVENTS: As stated in the agenda. ADJOURNMENT: There being no further business to come before the Traffic and Transportation Commission, Chair/Carrera adjourned the meeting at 7:47 p.m. The foregoing minutes are hereby approved this '0 day of T4rJoL 2013. Respectfully, David G. Liu, Secretary Attest: Chairman Ted Carrera CITY COUNCIL TO: Honorable Mayor and Members of the City Council Agenda # 6.4__. Meeting Date: February arca, 2013 AGENDA REPORT FROM: James DeStefano, City Manager `. TITLE: Ratification of Check Register dated January 10, 2013 through January 30, 2013 totaling $ 2,465,792.83. RECOMMENDATION: Ratify. FINANCIAL IMPACT: Expenditure of $ 2,465,792.83 in City funds. BACKGROUND: The City has established the policy of issuing accounts payable checks on a weekly basis with City Council ratification at the next scheduled City Council meeting. DISCUSSION: The attached check register containing checks dated January 10, 2013 through January 30, 2013 for $ 2,465,792.83 is being presented for ratification. All payments have been made in compliance with the City's purchasing policies and procedures. Payments have been reviewed and approved by the appropriate departmental staff and the attached Affidavit affirms that the check register has been audited and deemed accurate by the Finance Director. PREPARED BY: Luisa Fua Accounting Technician REVIEWED BY: % Finance Director Attachments: Affidavit and Check Register— 01/10/13 through 01/30113. CITY OF DIAMOND BAR CHECK REGISTER AFFIDAVIT The attached listings of demands, invoices, and claims in the form of a check register including checks dated January 10, 2013 through January 30, 2013 has been audited and is certified as accurate. 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Li- Fr- J_ J V U LQL L¢ 0 0 0 0 0 a 2 a a Oar - M C'O M C+] co L Of x LK LL LL LL LL LL ¢Z¢ Z Z Z Z (K - 0i w� w Of Q C] Z O LL U z Z `o 'O Zcn c�7 Z W W w w a LL] 7 LU z W D_' 5 f1 N N w LY R_ J J ca U O ❑W ¢ Of O LL❑ J Z LLI o cn ¢ O J U N w C'1 LU ' LL7 w J Z O Q p LU LLJJ 5 } Q I- U w N V) w J C6 w_ 00Z 0 Y n O co L� � � 0_ wi LwL twi LwL twt 2 Z J J J J J d a a a a m � z LI It QO 0 It D L v (ao v m v (0 v (D v LO tT (n Nr Loo IT N a a CL U O O O O a a O O O O N L U co co M_ M_ M co co co M M co M M M M M (4 U Ln Ln LLS LLS Ln Ln Lo LO Ln Ln r- t• h N U r r r N N N CL CITY COUNCIL TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, City Ma'a TITLE: Treasurer's Statement — Decemb r 2012 RECOMMENDATION: Approve the December 2012 Treasurer's Statement. FINANCIAL IMPACT: No Fiscal Impact I:Y_[el:(tl[To][1]►10 Agenda # 6 , 5 Meeting Date: Feb. 5, 2013 AGENDA REPORT Per City policy, the Finance Department presents the monthly Treasurer's Statement for the City Council's review and approval. This statement shows the cash balances with a breakdown of various investment accounts and the yield to maturity from investments. This statement also includes an investment portfolio management report which details the activities of the investments. All investments have been made in accordance with the City's Investment Policy. PREPARED BY: Susan Full, Senior Accountant REVIEWED BY: 6wi .Finance Director V Assista ity M ager Attachments: Treasurer's Statement, Investment Portfolio Report CITY OF DIAMOND BAR - CITY TREASURER'S REPORT CASH BALANCE AS OF DECEMBER 31, 2012 BEGINNING CASH BALANCE CASH RECEIVED Cash Receipts $2,680,247.12 $19,984,801.69 Total Cash Received $2,680,247.12 $22,665,048.81 EXPENDITURES Checks Written ($1,184,945.81) Payroll Transfers (378,700.97) Wire Transfers 0.00 Returned Checks (79.00) Charge Card Fees & Other Adjustments (1,666.76) Total Expenditures ($1,565,392.54) CASH BALANCE AS OF: December 31, 2012 $21,099,656.27 TOTAL CASH BREAKDOWN Active Funds General Account $32,152.57 Payroll Account $41,311.95 Change Fund $1,000.00 Petty Cash Account $500.00 Cash With Fiscal Agent $0.16 Unamortized Discount on Investments $2,847.27 Total Active Funds $77,811.95 Investment Funds: Local Agency Investment Fund $8,776,789.57 Corporate Notes $2,000,000.00 Federal Agency Callable $3,997,728.95 Negotiable CDs $5,454,423.78 US Treasury Money Market Account $792,902.02 Total Investment Funds $21,021,844.32 CASH BALANCE AS OF: December 31, 2012 $21,099,656.27 Average Yield to Maturity 0.770% FY2012-13 Year -To -Date Interest Earnings $87,792.96 FY2012-13 Budgeted Annual Interest Earnings $204,600.00 CITY OF DIAMOND BAR INVESTMENT PORTFOLIO SUMMARY REPORT for the Month of December 2012 AVERAGE PERCENT OF AVERAGE DAYS TO INVESTMENTS BOOK VALUE PORTFOLIO TERM MATURITY YIELD TO MATURITY Local Agency Investment Fund $8,776,789.57 41.75% 1 1 0.340 Corporate Notes $2,000,000.00 9.51% 1279 946 1.463 Federal Agency Issues - Callable $3,997,728.95 19.02% 1,690 728 0.825 Negotiable CD's - Bank $5,454,423.78 25.95% 1,320 997 1.278 Wells Fargo Sweep Account $792,902.02 3.77% 1 1 0.010 Sub -total Investments and Averages $21,021,844.32 100.00% 786 488 0.770 TOTALS TOTAL INTEREST EARNED James DeStefano City Treasurer Date $21,021,844.32 100.00% NIA NIA N/A MONTH ENDING December 31, 2012 $12,864.82 FISCAL YEAR-TO-DATE 2012-13 $87,792.96 I certify that this report accurately reflects all City pooled investments and is in conformity with the investment policy of the City of Diamond Bar approved by City Council and on file in the City Clerk's office. The investment program herein provides sufficient cash flow liquidity to meet the next six months estimated expenditures. Page 1 m ? 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CL a CITY COUNCIL TO: Honorable Mayor and Members of the City Council FROM: James DeStefano, City Man 41 Agenda # 6 6 Meeting Date: 2/05/13 AGENDA REPORT TITLE: ACCEPTANCE OF WORK PERF RMED BY ACE CONSTRUCTION, INC FOR THE CONSTRUCTION OF FREE STANDING INTERPRETIVE PANELS ALONG SYCAMORE CANYON MESA TRAIL AND THE SUMMIT RIDGE TRAIL SYSTEM; DIRECTION TO THE CITY CLERK TO FILE THE PROPER NOTICE OF COMPLETION AND TO RELEASE THE RETENTION THIRTY- FIVE DAYS AFTER THE RECORDATION DATE. RECOMMENDATION: Approve. FINANCIAL IMPACT: The City was awarded a Prop. 84 NEFP Grant ($61,063) to install free standing interpretive panels along trails in Diamond Bar. The Prop 84 Grant is matched with $7,674.24 in Park Development Funds to cover the total construction costs. Following is the breakdown of project costs: Project Costs: Interpretive Panels $ 19,866.48 Trail Amenities $ 27,982.37 Construction Change Order (Welding) $ 1,734,38 Site Preparation & Grading $ 7,472.00 Design of Panels & Construction Documents $ 11,333.00 Copy Right Authorization $ 29.00 Administrative Training (required by grant) $ 320.01 TOTAL PROJECT COST $ 68,737.24 BACKGROUND: The City Council awarded a contract to ACE Construction on September 20, 2011 to construct the Sycamore Canyon Trail — Phase IV. After the completion of the trail project, staff executed Change Order #4 to have ACE Construction complete the installation of 10 free standing interpretive panels, five along the Sycamore Canyon Mesa Trail and five along the Summit Ridge Trail System. These panels describe the flora and fauna native to the area, provide cultural and historical information, and present information about features that may be viewed in the distance from the trails. There was one additional Change Order executed for this project in the amount of $1,734.38 for welding five of the panels to their back plate. DISCUSSION: The work was substantially completed on January 18, 2013 and is now ready to be accepted. Total cost of the project is $68,737.24. PRE R ND REVIEWED BY: B o e Director of Community Services Attachment: Notice of Completion RECORDING REQUESTED BY AND WHEN RECORDED MAIL TO CITY OF DIAMOND BAR 21810 COPLEY DRIVE DIAMOND BAR CA 91765 ATTENTION: CITY CLERK NOTICE OF COMPLETION Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion. Notice is hereby given that: 1. The undersigned is the owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described: 2. The full name of the owner is City of Diamond Bar 3. The full address of the owner is 21810 Copley Drive, Diamond Bar, CA 91765 4, The nature of the interest or estate of the owner is; "In Fee" (If other than fee; strike "In fee" and insert, for example, "purchaserunder contract of purchase," or "lessee") 5. The fall names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants in common are: NAMES ADDRESSES 6. A work of improvement on the property hereinafter described was completed on _ 7anuM I & 2073 The work done was: Installation of Free Standing Inte relive Panels along Sycamore Canyon Mesa Trail and Summit Ridge Trail Svstem 7. The name of the contractor, if any, for such work of improvement was ACE Construction, Inc. 9120111 (Change Order 94 executed 1125112) (If no contractor for work of improvement as a whole, insert "none") (Dai of Contact) 8. The property on which said work of improvement was completed is in the City of Diamond Bar, County of Los Angetes, State of California, and is described as follows Installation of Free Standing Int= retive Panels along Sycamore Canon Mesa Trail and Summit Ridge Trail System in Diamond Bar CA 9. The street address of said property is 22930 Golden Shrines Dr and 1425 Summit Ridge Dr, Diamond Bar, CA 91765 {If no street address has been officially assigned, insert "none") CITY OF DIAMOND BAR Dated: Verification for Individual Owner ,Signature of ovmer or corporate officer of owner narned in paragraph 2 or his agent VERIFICATION I, the undersigned, say: I am the City Manager the declarant of the foregoing (''resident ef', "Manager of," "A partroer of," "Owner of;" etc,) notice of completion; I have read said notice of completion and know the contests thereof; the same is true of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct. Executed on 20 13 at Diamond Bar California, (Date of signature) (City where signed) {Personal signature ofthe individual who is swearing that the contents of the notice of completion are nae) Agenda # 6.7 Meeting Date: February .5, 2013 CITY COUNCIL ® AGENDAREPORT TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, City Manager TITLE: APPROVE CONTRACT AMENDMENT WITH KOA CORPORATION IN THE AMOUNT OF $27,175 FOR PREPARATION OF A TRAFFIC SIGNAL OPERATION AND MAINTENANCE MASTER PLAN. RECOMMENDATION: Approve. FINANCIAL IMPACT: For Fiscal Year 2012-2013, the Capital Improvement Program (CIP) Budget included an appropriation of Proposition A Local Return Funds in the amount of $30,000 for preparation of the traffic signal operation and maintenance master plan. BACKGROUNDIDISCUSSION: The purpose of Traffic Signal Operation and Maintenance Master Plan is to provide a comprehensive study of the City's traffic signal system to examine the current hardware and software conditions, signal coordination operation, maintenance efforts, and to identify and recommend system deficiencies and areas for improvement. The study will result in the development of a comprehensive plan for more efficient operation of the City's traffic signal system, including the use. of the TransSuite system and other investments, a more informed public in term of traffic management in the City, and a more efficient coordination and communication of all signalized intersections within the City, with a road map for future integration with other Intelligent Transportation Technologies. KOA Corporation has been providing as needed on-call technical support to the City's traffic management system since 2010. Their current services include system monitoring support, signal timing adjustment, technical training and other optional tasks. The proposed services will be in accordance with KOA's proposal and fee schedule dated December 13, 2012 (See Exhibit A). The Citywide traffic signal operation and maintenance master plan will include the following: • Comprehensive study of the City's traffic signal system and activities • Evaluation of current City's assigned operation and maintenance budget • Evaluate current traffic signal programs and identify deficiencies • Optimal traffic signal retiming along major corridors to minimize traffic diversion to local and residential streets • Comprehensive analysis of possible cause of controller firmware conflicts The project schedule is tentatively set as follows: Award of Contract Preparation of Study Study Completion February 5, 2013 February 6, 2013 May 13, 2013 This additional service effort of $27,175 and the current fiscal year contract amount with KOA Corporation will exceed the City Manager's authority of $25,000. Therefore, Public Works Department is requesting City Council approval of the attached KOA's contract amendment (See Exhibit B) PREPARED BY: Christian Malpica, Associate Engineer REVIEWED BY: Z"/ David . Liu, Director of Public Works Attachments: Date Prepared: January 30, 2013 Exhibit A - KOA Proposal, dated December 13, 2012 Exhibit B - Contract Amendment 2 EXHIBIT "B" AMENDMENT NO. 'I ON-CALL CONSULTING SERVICES AGREEMENT This Amendment No.1 to the On -Call Consulting Services Agreement is made and entered into this 5th day of February, 2013 between the CITY OF DIAMOND BAR, a Municipal Corporation (hereinafter referred to as "CITY") and KOA Corporation (hereinafter referred to as "CONSULTANT'). A. RECITALS: (i) The CITY has heretofore entered into an Agreement, with CONSULTANT to provide professional engineering services, which the Agreement was dated October 26, 2010. (ii.) The CONSULTANT submitted a proposal, a full, true and correct copy of which is attached hereto as Exhibit "A" to prepare the Traffic Signal System Master Plan. NOW, THEREFORE, it is agreed by and between CITY and CONSULTANT: Section 1: Section 1. A. Scope of Services of the Agreement is hereby amended to read as follows: "A. Scope of Services. The nature and scope of the specific services to be performed by Consultant are as described in Exhibit "A", dated December 13, 2012, to prepare the Traffic Signal System Master Plan. Section 2: Section 3 of the Agreement is hereby amended to read as follows.. Compensation. "City agrees to compensate Consultant for each service which Consultant performs to the satisfaction of City in compliance with the schedule set forth in Exhibit "A". Payment will be made only after submission of proper invoices in the form specified by the City." Section 3: Each party to this Amendment No. 1 acknowledges that no representation by any party which is not embodied herein nor any other agreement, statement, or promise not contained in this Amendment No. 1 shall be valid and binding. Any modification of this Amendment No. 1 shall be effective only if it is in writing signed by the parties. Total payment to Consultant pursuant to this Amendment shall not exceed ($27,175.00) dollars. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 as of the day and year first set forth above: APPROVED AS TO FORM By: City Attorney ATTEST: CITY OF DIAMOND BAR Tommye Cribbins, City Clerk DATE: CONSULTANT: KOA Corporation Min Zhou, P.E. Vice President Jack Tanaka, Mayor 2 KOA CORPORATION . " FLANIMNIG &ENGINEERING December 13, 2012 Mr. David Liu, P.E. Department of Public Works City of Diamond Bar 21825 Copley Drive Diamond Bar, CA 91765-4177 EXHIBIT "A" 2141 West Orangewood Ave., Suite A Orange, CA 92868 t: 714.573,0317 f: 714:573.9534 www koacorporadan.com Subject: PROPOSAL FOR TRAFFIC SIGNAL MASTER PLAN for the City of Diamond Bar Dear Mr. Liu: KOA Corporation (KOA) is pleased to resubmit the proposal to prepare the City's Traffic Signal Master Pian for the City of Diamond Bar. KOA has earned a reputation for high quality work., fulfillment of deadlines, and reasonable costs. While we have offices six offices in Southern California, our Orange office will manage this project. The firm has coverage in the following areas: Professional Liability ($2 million), Automobile Liability ($1 million) and General Liability ($5 million). .Our Worker's Compensation coverage meets the insurance requirements of California State Law. We have successfully completed similar projects for numerous public agencies and private parties. References for specific related projects will be provided upon request. The attached proposal presents our revised scope of services, technical proposal, cost estimate, and schedule. Please contact me if you have any questions or if you require additional information regarding the subject project. I look forward to working with you on this Project. If you concur with the terms of this proposal, you may authorize KOA to begin work, by signing the authorization on this proposal and returning it to our office. The proposal is valid for 90 days. Sincerely, Min Zhou, P.E. Vice President G,Q072Dn-Call Contracts'Diamond BarWB23090Traffrc Signal Master Plan.doc LOS ANGELES O [TARiO OKANGE SAID DIEGO SOUTH OAS' K ai CORPORATION Traffic Signal Master Plan Project Scope and Understanding Background The City of Diamond Bar (City) has invested in and will continue to improve its infrastructure to provide a safe and efficient transportation facility. The investment in the infrastructure includes signal communication network upgrades with the introduction of fiber optic cabling, traffic signal improvements and various street improvements, and implementing a state -of -the art TransSuite Traffic Management System (TMS) that will enable the City to control and monitor the entire traffic signal network from a central location at City Hall. Additionally, the City will have a "Live Wall" system that enables the operator to view multiple events at a time. The purposes of these investments are to enable the City to make necessary and expeditious changes to alleviate traffic conditions on its street network. However, the City believes that, in addition to monitoring and control, information management, and graphical data display, the system should be able to provide more information and services that benefit the community. Traffic Issues The City is bordered on the west by the junction of two regional freeways, State Route 57 and State Route 60. Tonner Canyon Road, bordering the City on the east, limits the number of access points to the adjoining cities. State Route 57 (SR 57), also known as the Orange Freeway, is a major north—south state highway in the greater Los Angeles area, connecting the interchange of Interstate 5 near downtown Orange and the interchange of State Route 210 in Glendora. State Route 60, a major east - west state highway, runs from Interstate 10 near the Los Angeles River in Los Angeles east to 1-10 in Riverside County. As a result, the city arterials become commute routes as well as detour routes when incidents occurred on the two state routes. Other than the commute traffic, the City's other primary traffic concern is traffic congestion and safety around the various school campuses during the morning and afternoon school breaks. Some of the campuses, such as Chaparral Middle School and Quail Summit Elementary School, are located inside the residential areas. Therefore, parents pick-ups and drop-offs become real traffic issues Scope of Services and Purposes The purpose of a Traffic Signal Master Pian is to provide a comprehensive study of the City's traffic signal system to examine the current hardware and software conditions, signal coordination operation, maintenance efforts, and to identify and recommend system deficiencies and areas for improvement. The study will result in the development of a comprehensive plan for more efficient operation of the City's traffic signal system, including the use of the TransSuite system and other investments, a more informed public in term of traffic management in the City, and a more efficient coordination and communication of all signalized intersections within the City of Diamond Bar, with a roadmap for future integration with other Intelligent Transportation Technologies. The citywide traffic signal master plan will include the following: PRO VOS.A1.- FOR TRAFFIC SIGl. MAS'.EER PLAN irl the City G_/BCi- KOA CORPORATION Current Traffic Signa! Activities The Master Plan will evaluate the current City's assigned budget, process and activities relating to the operation and maintenance of the traffic signal system. The evaluation includes the following: 1. Personnel (Staffing Level) and Budget in comparison to the report prepared by the FHWA. 2. Maintenance Services • Responsive Maintenance • Preventative Maintenance 3 Annual Signal Modification and Upgrades, including rewiring, controller replacement and design modification to comply with current standards. 4. Capital Improvement Projects, including new signal installations, intersection design studies Trak Signa! Program To improve the operation of the City's traffic signal system, we will also evaluate and identify the current traffic signal program and also discuss the deficiencies of some of the programs. Although the current TransSuite system has the ability to operate a traffic responsive system, it has its limitation especially its ability to handle a large surge of vehicular traffic on the City's arterial such as crowd going to and leaving a sporting event in a stadium. Therefore, our evaluation will include implementation of a traffic adaptive system into the City's Traffic Signal program. Traffic adaptive system has been proven to be a valuable tool to reduce travel time and increase speed in an environment where there are significant surges of traffic onto the arterials. Our study will evaluate the cost of installing a fully adaptive system including the cost of upgrading the servers, rewiring of detection system and maintenance cost. Other topics covered include: •:* Tracking Hours by Various Types of Traffic Signal Work ❖ Replacement of Obsolete and/or Used Devices Interconnect Gap Closure ❖ Frequency of Crash Analysis for Existing Signal Locations 4- Condition of Existing Traffic Signals Funding for New Traffic Signal Installations and new CCTVs Signa! Timing Assessment The NCHRP 409 Traffic Signal Retiming Practices recommends retiming of signals citywide on a three to five year intervals. The primary factors for needing to retime the signals are: ■ Land use changes ■ Population growth or shifts ■ Change in flow profiles (volume and classification) ■ Compliance to changes in Federal or state standards for pedestrian clearance and other intervals Optimal timed signals along major corridors minimize the diversion of traffic to local and residential PROPOS L FOR�YkA3 FtC SIGNAL MASTER PLAN in file Circ of Diamond Bar PFKOA CORPORATION z='?F„NM EN �Ira`��.)"tet. streets, as well as improve safety and traffic conditions. The Federal Congestion Mitigation and Air Quality (CMAQ) program is one of the local programs that the City might be eligible for funding. The study will investigate other possible funding sources to pay for the retiming effort. The Los Angeles County Controller Firmware The City is using the Los Angeles County controller firmware to operate and run all its traffic signals. However, the City experiences signal related issues such as emergency red flashes and signal stuck -on at different locations and at different times in a day. The study will take a more comprehensive analysis of the cause of the conflicts, whether it relates to the possible conflicts between the TransSuite system and the firmware, or whether it is strictly the firmware issue. Outreach and Instructional Presentation to the Community and Stakeholders Educating the public and stakeholders on the benefits from the investment of deploying a traffic management system, including the building of a traffic management center with Live Wall displays, and other infrastructure improvements is an important aspect of the plan discussion. The stakeholders will want to know the reasons for continued allocation of limited resources to maintain the City's traffic signal system. The plan will discuss the efforts that have been devoted to improve traffic flows and safety on the City's arterials and will explore additional benefits that can be realized from the system. KOA will work with staff to prepare and provide content of educational brochures discussing the features of the systems and the continued efforts by City staff to maintain a safe and orderly movement of traffic and people on city streets. Finally, the plan will discuss a multi -step development plan that allows the City to strategically implement the elements of Traffic Signal System Master Plan, based on needs and funding. Funding strategies for each phase of work will also be included, as well as qualification requirements with the identification of potential issues or timing constrains, which would impact funding strategies. We are well experienced with the traffic signal system operation in Diamond Bar through an on-call service. The Project Manager, Mr. Benjamin Chan, is very familiar with the city's system and has been trouble -shooting and responding to complaints for the past two years. The detail scope of work by tasks is listed below: Task 1- Project Management It is expected that the majority of the project management will be accomplished through emails and other correspondence with City staff. KOA will have a minimum of four meetings with City staff and stakeholders, including presentation to the City Council. KOA will provide assurance that all project tasks are being completed on time and as expected. Contacts for KOA will be: Benjamin Chan, Project Manager from our Orange office, at 2141 W. Orangewood PROPOSAL FOR TRAFFIC SiGNAL MASTER PLAN ir1the City of Diamond Bor PRKOA CORPORATION :ANN? `J G Pic 1INF"FT;IN G Avenue, Suite A, Tel: (714) 573-0317. Email: Bchan@koacorporation.com. Task 2 - Review Existing Signal Activities KOA believes that one of the significant elements of the Signal Master Plan is to benchmark the capabilities, status, and maintenance performance of the existing traffic signal systems. We understand that the City has information on the infrastructure of its traffic signal system. KOA will use the information provided by the City and will supplement and verify its accuracy as needed. KOA conduct a review of the budget allocated to the City personnel responsible for operating the traffic signal system, on-call traffic engineering services and maintenance activities. The plan will also discuss the budget allocated for the signal related Capital Improvement Project. The Field Review Checklist will be utilized by all staff conducting the field investigation, to ensure that the same information is collected by all team members. The checklist will be reviewed with City staff in advance of any field work being performed, to ensure a mutual understanding of the data that will be collected. As previously mentioned, some of the elements in the checklist will be obtained from the City's existing inventory. KOA will provide the illustration of the conditions and status of the City's existing communications network and infrastructure supporting the traffic signal system. The inventory will be sufficient to assess the routing of the City's existing communications, and to identify any gaps of interconnect. KOA will meet the City traffic engineering staff and maintenance staff to review signal system inventory documentation and to identify any existing deficiencies and potential improvements. Task 2 Deliverables: • A technical memorandum summarizing findings of existing signal system activities Task 3 - Identify System Deficiencies and Potential Improvements and Signal Timing Assessment Based upon the evaluation of existing signal system and survey with City staff, KOA will identify traffic signal system deficiencies and potential improvements, including the evaluation and cost of implementing a fully adaptive traffic signal. system. The study will also discuss the frequency of assessing the signal timing at all the city's intersections and the reasons for the recommendation. The items covered include: • Interconnect Gap • Traffic Signal Adaptive System • Replacement of obsolete equipment andlor used devices • Reasonableness of hours spent on various types of traffic signal work • Condition of existing traffic signals Przop Ts'.at. PoR TRA FF! C SIGNAL N1ASfER PLAN in III City of Di,71310 td Isar PM KOA CORPORATION • Traffic Signal Timing Deficiencies Funding for new Traffic Signal Installations, CCTVs, and other Devices • Integration of Other ITS technologies to the system (CMS) + Frequency of Crash Analysis for Existing and Proposed Signalized Intersections Task 3 Defiverables: • A technical memorandum identifying the deficiencies and potential improvements to the existing programs Task 4 - Los Angeles County Controller (LACO) Firmware and Features and Benefits of the TransSuite System The study will memorialize the interview with other cities that currently use the same TMS system and Los Angeles County firmware to determine whether they experience similar issues as the City. The study will also evaluate other features of the TransSuite System which could be useful for the City staff to have, in order to maintain an efficient day -today operation of the system. The study will review and improve upon the current alert and logging systems to eliminate frivolous messages, as well as recommend new alerts. Task 4 Deliverables: • A technical memorandum identifying, if any, the causes of the signal malfunction related to the LACO firmware and potential improvements. This will also identify and recommend usage of other features in the TransSuite System Task 5 — Presentation, Outreach and Educational Campaign The plan will include discussion on educating the public and stakeholders on the current status and benefits of the system, suggestions of what more can be done and the reasons for allocating the resources to support the on-going operation of the City's traffic signal system. KOA staff will coordinate with City staff to develop presentation materials to reach out to the community regarding the City's traffic signal system. Task 5 Deliverables: + A technical memorandum discussing the efforts to educate the public on the City's traffic signal system, including the development of presentation materials. In conclusion, the Traffic Signal master plan will recommend a deployment strategy to implement various elements discussed in the plan. The recommendation includes indentifying possible funding sources and qualification requirements to obtain such funds. PIt.o&'os.kiko14 TmaFFic: S7GNAL MASJER P L A in 1718 C'ilr 0f I.)ioino,rd Bnr POKOACORPORATION A Traffic Signal System Master Plan will be signed and sealed by a Civil Engineer registered to practice in the State of California. PERSONNEL ASSIGNED Mr. Benjamin Chan will be the Project Manager for this project. Mr. Chan is a Senior Engineer with KOA and has over 30 years experience in ITS and signal system integration. Mr. Chan will handle most contacts with the City and will prepare the MasterPlan. Mr. Chan will be assisted by Mr. Jason Xu and Mr. Balaji Shivagi and other KOA staff. Ms. Min Zhou, P.E., will be the Principal -in -Charge and she will oversee the completion of the plan, as well as attend to the needs of the City during the study period. SCHEDULE We anticipate that the final Master Plan Report will be completed by May of 2013. Once KOA has been selected for this project, we will prepare a project schedule outlining the tasks to be performed, associated time frame for each task, critical milestone and the review period required of staff. PROPOSED FEE The estimated cost for KOA to perform the tasks outlined in the proposal is2$ 7,175. Invoices would be submitted monthly, based upon the actual hours for KOA employees and the billing rates included in the engineering services contract, with consideration from task cost estimates and overall progress. Our invoices would not exceed the amount indicated above for the scope of services proposed. Accounts will be considered Past Due after 30 days. A finance charge of 1.5% per month after invoice date may be assessed on accounts more than 60 days past due. In any lawsuit brought upon to enforce the terms of this contract, the prevailing party shall be entitled to their reasonable attorneys fees. PROl'OSEr_ root TR..AfFIC SGNB%A- MA5TFR PLAN it fhc CiIC of DiaPaiond Bul- 00 LU 7 LU u LU w LL 13w O W 9L d o_ o An a C) LO ti r +' -a O CO co N '. N N I` (D 00 : N CG 4!3 U N O O O O O O 07 ai U ci3 ct? Ef3 ff} O CL pCL co N 00 o o to m d3 N Y L G p W C O e-• 00 CO pp U1 r 6'3 aw O N U c O. e r EtT ti N N N o0 r N f - rn N r aw LO LO O (Y) N co r- Go m a r N N (O p UD- ?O U C) c0 N O Q m N 6F3 C N E T O _ � a (D a�Ei 0 0 CLE �- Nfn �. Uj N (D ca U U) c LU.. m U E U) cEu) ". M X TO E -O LU E 0 LL co (D Q N Q Y Y ut Y 0 Y w Y U) �- ro o co m m 03 o=tem tm FFKOA CORPORATION P AN Nv , G ?, E €.YIN , GfsING WORK SCOPE ASSUMPTIONS V. All plans designed by KOA Corporation will be signed by a State of California registered civil engineer on our staff. %> Design Standards will be based on American Public Works Standard Construction Plans, Los Angeles County Department of Public Works, Caltrans' Highway Design Manual and City's standards. The work scope is considered complete upon plan approval. All other services requested after plan approval will be considered extra work. Fees for extra work will be determined prior to the start of that work. CONFLICT OF INTEREST To the best of our knowledge, KOA Corporation has no conflict of interest issue with our Clients or any City staff. QUALITY CONTROL KOA has established an effective Quality Assurance/Quality Control program to enhance the quality of our finished product (See Section VI of this proposal). KOA is focused on continuous improvement. Consequently, the company has in place a formal Quality Assurance program for all of our engineering and transportation planning projects. To ensure continuity and adherence to budget and schedule, a Project Manager and project team conducts the project from inception to the completion of the final engineering and/or planning documents. There is an ongoing focus on the fundamentals of technical management and design quality: field reviews and data collection, project planning, documentation, design/study reviews, and milestone checkpoints. Formai quality control and ergonomic checklists are employed. Unless totally beyond our control (i.e. natural disaster, Client's delay/fault, etc.), KOA will maintain each project schedule to the best of our ability, at no additional costs to the City. If required, we will utilize personnel from our four other offices within California to produce the necessary work products. CONCLUSION Any questions about this proposal and scope of services may be directed to Ms. Min Zhou at (7[4) 573- 0317. The proposal is valid for 90 days. PROPOSAL r( -'R TRAFFIC Sf(.NAL NIASrr,a PL4N i,? the City o.fDiamr)lld Bar FPKOA CORPORA�TIO AUTHORIZATION If convenient, you may fill out and sign a copy of this authorization proposal on the indicated line and return it with a copy of the complete proposal to our office. We have carefully reviewed the proposal dated January 9, 2013 by KOA Corporation. We do hereby authorize KOA Corporation to commence work as indicated within the terms and conditions of this proposal. Signature Print or Type Name & Title Address (if different than letter addressee) Date G:�20721On-Call Contracts lDiamond Ba6MB2309GTraffic Signal Master Plan ,Revised-doc PAOPOSA1_ FOR TRAFFIC SR .NAL MAs`E'Ek PLAN 171 dhe CiIV of Diaololl(d B,( r