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02/19/2013
uiamona City Council Agenda Tuesday, February 19, 2013 5:45 p.m. - Closed Session --- Room CC -8 6:3Op. 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 item, please contact the City Clerk at (909) 839-7010 during regular business hours. In an effort to comply with the requirements of Title 11 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 accommodations) 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.CityofDiamond8ar.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. CITY OF DIAMOND BAR CITY COUNCIL AGENDA February 19, 2013 Next Resolution No. 2013-02 Next Ordinance No. 01 (2013) CLOSED SESSION: 5:45 p.m., Room CC -8 Public Comments on Closed Session Agenda Government Code Section 54957 - City Attorney 11- Government Code Section 54956.9(a) Pending Litigation City of Diamond Bar et al v. Sheikhpour Los Angeles Superior Court, Case No. KC064161 CALL TO ORDER: PLEDGE OF ALLEGIANCE: INVOCATION: ROLL CALL: APPROVAL OF AGENDA: 6:30 p.m. Mayor Pastor Bob Stebe, Northminister Presbyterian Church 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 19, 2013 PAGE 2 SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1. Presentation of Certificate of Recognition for Los Angeles County Sheriff's Detective Sgt. Mario Estrada upon his retirement from the Sheriff's Department after 28 years of service. NEW BUSINESS OF THE MONTH: 1.2 Presentation of Certificate Plaque to Ranch House Cafe & Grill, 21130 Golden Springs Drive, as New Business of the Month, February, 2013. 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: 2.1 Presentation by Sandra Olson, District Director of Administrative Services with Walnut Valley Water District regarding the closure of the Weymouth Water Treatment Plant for maintenance. 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 Water Conservation Week — February 21-24, 2013. Conserve Water while Weymouth Water Treatment Plant is closed for_ scheduled maintenance. 5.2 Planning Commission Meeting — February 26, 2013 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive, 5.3 Parks and Recreation Commission Meeting — February 28, 2013 -- 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.4 City Council Meeting — March 5, 2013 — 6:30 p.m., AQMD/Government Center Auditorium, 21865 Copley Drive. February 19, 2013 PAGE 3 6. CONSENT CALENDAR: 6.1 City Council Minutes: (a) Study Session of February 5, 2013 — Approve as submitted. (b) Regular Meeting of February 5, 2013 — Approve as submitted. 6.2 Parks and Recreation Commission Minutes - Regular Meeting of November 15, 2012 — Receive and File. 6.3 Ratification of Check Register — Dated January 31, 2013 through February 13, 2013 totaling $466,656.39. Requested by: Finance Department 6.4 Acceptance of Work Performed by Torres Construction, Inc. for Construction of the ADA Accessible Walkway at the Pantera Park Dog Park; Direct the City Clerk to File the Notice of Completion and Release the Retention Thirty -Five Days after the Recordation Date. Recommended Action: Approve. Requested by: Community Services Department 7. PUBLIC HEARINGS: None. 8. COUNCIL CONSIDERATION: 8.1 Adopt Resolution No. 2013 -XX: Amending the FY12-13 Municipal Budget. Recommended Action: Adopt. Requested by: Finance Department 9. COUNCIL SUB -COMMITTEE REPORTS AND MEETING ATTENDANCE REPORTSICOUNCIL .MEMBER COMMENTS: 10. ADJOURNMENT: Agenda No. 6.1(a) CITY OF DIAMOND BAR p CITY COUNCIL STUDY SESSION FEBRUARY 5, 2013 STUDY SESSION; M/Tanaka called the Study Session to order at 5:50 p.m. in Room CC -8 of the South Coast Air Quality Management District, 21865 Copley Drive, Diamond Bar, California. Present: Council Members Ling -Ling Chang, Carol Herrera, Steve Tye, Mayor Pro Tem Ron Everett, and Mayor Jack Tanaka. Staff Present: James DeStefano, City Manager; David Doyle, Assistant City Manager; John Cotti, Assistant City Attorney; Dianna Honeywell, Finance Director; David Liu, Public Works Director; Bob Rose, Community Services Director; Greg Gubman, Community Development Director; Ryan McLean, Assistant to the City Manager; Ken Desforges, IT Director; Marsha Roa, Public Information Manager, Andee Terrazon, Community Services Coordinator; and Tommye Cribbins, City Clerk. ► 4th OF JULY FIREWORKS SHOW — DISCUSSION AND ACTION CM/DeStefano reported that for several years the City has hosted a spectacular fireworks show. The event has outgrown several of the original venues such as Diamond Bar High School and Lorbeer Middle School. This year the City is significantly challenged with respect to sites for the event. As a result of staff's investigating potential sites, staff is recommending that the City Council cancel the July 4th 2013 event as quickly as possible to provide vendors with proper notification and direct staff on how to move forward in future years. CSD/Rose reported that . staff has studied all potential sites and has sought professional input from Pyro Spectacular with respect to all locations. CSD/Rose stated that the eastside of DBHS has been used in the past for this event and has been the most effective site for the event. However, due to ongoing construction the City is unable to utilize this site for the event. CSC/Tarazon then showed a photograph of the area that included a new construction site which includes a swimming pool and the presence of a significant amount of construction equipment and materials which would present a potential fire hazard. C/Tye suggested using the ball field as a launch pad and putting people on the football field. CSC/Tarazon explained that the football field was redone with artificial turf and no drinking or eating is allowed and that the District has refused to reconsider this restriction. CM/DeStefano explained that it would be a logistical challenge attempting to get people through the construction area. FEBRUARY 5, 2013 PAGE 2 CC STUDY SESSION CSD/Rose stated that the event was held at .Lorbeer last year; however, the area is now housing the portable buildings to accommodate the upcoming renovation of the campus. Construction of this area would not be cleared until late July, early August after which they will remove the portable units and then plant grass. As a result, the field will not be usable until October/November. CSD/Rose said that staff had also looked at possibly shooting the fireworks at the Mt. Calvary campus but was told that there is not enough space in the facility for safe viewing. CSD/Rose explained that Sycamore Canyon Park is too small to accommodate the size of the event. CITye suggested using the golf course for staging. CSD/Rose responded that the golf course has been used for staging during prior events. CITye suggested the fireworks be shot from the park with participants standing at the golf course. CSD/Rose said that when staff spoke with golf course officials about people being on the course after dark they had expressed concerns about the liability issues. CITye said that there would be no golf after dark so the only issue would be liability. CSCITarazon said that people often come to the event during the early morning hours to stake out their location. She said staff could monitor that issue; however, the City would risk having everyone show up at 8:00 p.m. and try to crowd into the facility. ClHerrera said the City would need the County's permission which staff has already asked and had received a negative response. CSD/Rose spoke about Pantera Park and Pantera Elementary School as a place to have the people at the park and the fireworks shot off from the school area. The park is very dry and would present a very big fire hazard. CSD/Rose stated that staff also looked at Heritage Park/Castle Rock for shooting fireworks from Heritage Park with people sitting at the Castle Rock campus but this is also too small an area. ClHerrera pointed out that there would also be insufficient parking at this location. FEBRUARY 5, 2013 PAGE 3 CC STUDY SESSION C/Chang felt that parking would be an issue at any location. CSD/Rose explained that staff looked at the Diamond Bar Center and although the event could work at that location there is a pre -wedding event booked for the 41h of .July with 400 people attending from 4:00 p.m. to midnight. C/Herrera said this area is also very dry. CSD/Rose agreed and said that staff has not discussed any location with the Fire Department which would be one of the next steps should Council determine it wanted to move forward with the 2013 event. CSD/Rose reported that staff looked at the YMCA/Pony Baseball Field which offers a good amount of space, but there is one only very limited access to the area and the area is very dry and there is limited parking and traffic accessibility. CSD/Rose talked about the SCAQMD/City Hall area and some suggested shooting the fireworks from the roof of City Hall. CSC/Tarazon said that in order to protect the solar panels the cost would be about $2500. ClHerrera said there is a lot of dry grass around City Hall. CSD/Rose explained other impediments including compromise of the view. ClChang asked for further consideration of the Golf Course/Sycamore Canyon Park site and asked if it would be possible to shut down Golden Springs Drive at Grand and have folks mill around the area with the fireworks being shot from the golf course. CSD/Rose reiterated that the show was done that way when the event was held at Sycamore Canyon Park. The City blocked off the road and that it was so crowded that when the show ended most people headed toward Target and Mt. Calvary parking areas. CMIDeStefano said that staff looked very carefully at all of these different sites and tried to find a way to make it work, however, it doesn't appear that there are any viable options. CSD/Rose's explanation about what happened at Sycamore Canyon Park years ago was well before other surrounding cities eliminated their firework shows which then caused DB to gain a significantly greater attendance and participation. CITye asked about using the parking lot blacktop west of SCAQMD for staging and the SCAQMD for the crowd. FEBRUARY 5, 2013 PAGE 4 CC STUDY SESSION CSD/Rose responded that it would be a matter of getting permission from SCAQMD to use their property. CSCITarazon said it would be very difficult to overcome liability issues when using properties not owned by the City. C/Chang said she had many responses from people who love the City's firework show head and shoulder's over other events conducted by the City. She felt it would be sad to put off the event. C/Tye asked about any other pads available at the corporate center. ClHerrera said the issue is the dry flora. CMIDeStefano said there are only two other pads of any significant size — Travelers and the SCAQMD properties. All other pads are significantly smaller. CITye asked if there was any opportunity at South Point Middle School. CSD/Rose responded that there is so much brush around the area that it was not considered. ClHerrera felt that it would be okay to let the public know that there are impediments to having the event at its ideal locations in 2013 and that the City is "suspending" the 2013 event. ClChang said it would be good if staff could explore CITye's suggestion for using the Traveler's site. CMIDeStefano stated that if the Council wants other locations to be considered there is a very small window of time between now and July to speak with everyone that would be involved with this event. ClHerrera stated that she didn't feel it would be feasible to ask staff to spend time studying the issue further because she did not feel it was ideal to have the event on asphalt. Traveler's is a private company. SCAQMD requires board hearings, etc. and it seems to be a complicated, costly and time-consuming issue and the Council should accept the fact that no one is happy about it but the festivities will have to be suspended this year. M/Tanaka said he would want both a safe and enjoyable event and sitting out on asphalt for several hours does not really compare to being in a park. FEBRUARY 5, 2013 PAGE 5 CC STUDY SESSION C/Tye asked about DRHS and CM/DeStefano said the property is on the border and there is only one ingresslegress so that location was quickly eliminated from the list. ClHerrera felt that the City can honestly say it considered all possibilities. ClHerrera moved, MPT/Everett seconded, to suspend the 2013 4t" of July Fireworks Show. Without objection, the motion was so ordered. Public Comments: None Offered. ADJOURNMENT: With no further business to discuss, M/Tanaka adjourned the Study Session at 6.20 p.m. to the Regular City Council Meeting. TOMMYE CRIBBINS, City Clerk The foregoing minutes are hereby approved this day of 12013. Jack Tanaka, Mayor Agenda No. 6.1b MINUTES OF THE CITY COUNCIL REGULAR MEETING OF THE CITY OF DIAMOND BAR FEBRUARY 5, 2013 CLOSED SESSION: 5:30 p.m., Room CC -8 @Mn Public Comments on Closed Session Agenda — None offered. ► 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 - None offered. Study Session recessed at 6:20 p.m. to the Regular City Council Meeting. 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: Cantor Paul Buch, Temple Beth Israel, gave the invocation. ADAICotti reported that the City Council convened to Closed Session at 5:30 p.m. with no reportable actions taken. City Council recessed the Closed Session at 5:48 p.m. CMIDeStefano reported that during tonight's Study Session that commenced at 5:50 p.m., the City Council received a report regarding the 4th of July Fireworks Show for 2013. The City has conducted a fireworks show for at least a dozen years which the City Council strongly supports. Over the years the event has outgrown various venues such as Sycamore Canyon Park, Diamond Bar High School (DBHS) and Lobber Middle School. Currently, DBHS and Lorbeer Middle School will be is undergoing construction improvements which renders these sites unavailable for July 2013. Staff presented information on seven separate sites throughout DB of sufficient size but not without complications for consideration for the July 2013 event. After looking at each of the sites with each of their complications (public property, private or public agency owned property) it was determined that none would meet the criteria necessary for the safe discharge of fireworks and for those who attend the event. After significant consideration, the City Council concluded the Study Session by making the regrettable decision to suspend the 2013 4th of July spectacular. CMIDeStefano stated that 2014 will provide the City with the opportunity to again consider both DBHS and Lorbeer Middle School as a possible venue 2014 also provides the opportunity for a year-long celebration of the 25th year of Cityhood. FEBRUARY 5, 2013 PAGE 2 CITY COUNCIL The Study Session was adjourned to the Regular City Council Meeting at approximately 6:20 p.m. 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; John Cotti, Assistant City Attorney; Ken Desforges, IS 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; Marsha Roa, Public Information Manager, Cecilia Arellano, Public Information Coordinator; and Tommye Cribbins, City Clerk. APPROVAL OF AGENDA: As Presented. 1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 M/Tanaka, MPT/Everett and Council Members presented Certificates of Recognition to Winners of the "Through My Lens" Photo Contest; Raul Galindo, Diamond Bar Community Foundation presented cash prizes. Representatives of Congressman Royce, State Senator Huff, Assemblyman Hagman and Supervisor Knabe also made presentations to the winners. 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: None 3. PUBLIC COMMENTS: Jesse Lanz, Librarian, Diamond Bar Library announced upcoming events sponsored by the Library - "Boys Only" Party on Saturday, February 16, 2013 at 2:00 p.m. for boys aged 2-11. This year's theme is Vikings and Dragons. February is Black History Month and the library is celebrating with a special African Drumming program on Wednesday, February 19 at 4:00 p.m. Kids and families are invited to join drummer Chaz and learn how to create jungle sounds, basic rhythms and learn the basic history of drums and drumming. The Centerpiece program for adults will be held on Saturday, February 23 at 2:00 p.m. He reminded the public that the library offers free downloadable books and audio books for Nook, Kindle, iPad, iPhone, Android and Android Tablet. Those individuals who have library cards can check out up to 10 downloadable books and audio books at a time. The downloadable books automatically check themselves back into the library when due. Check out the website at www.colapublib.orq and click on the "download" link. 4. RESPONSE TO PUBLIC COMMENTS: None offered. FEBRUARY 5, 2013 PAGE 3 CITY COUNCIL 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 Meeting — February 14, 2013 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.3 Household Hazardous Waste and E -Waste Roundup, Saturday, February 16, 2013 — 9:00 a.m. to 3:00 p.m., 1300 Block of Bridge Gate Drive. 5.4 Presidents' Day Holiday — February 18, 2013 — City Offices will be closed in observance of Presidents' Holiday. City Offices reopen on Tuesday, February 19, 2013 at 7:30 a.m. 5.5 City Council Meeting — February 19, 2013 — 6:30 p.m., SCAQMD Auditorium, 21865 Copley Drive. 6. CONSENT CALENDAR: C/Herrera moved, C/Tye seconded, to approve the Consent Calendar as presented. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS ABSENT: COUNCIL MEMBERS 6.1 CITY COUNCIL MINUTES: Chang, Herrera, Tye, MPT/Everett, M/Tanaka None' None 6.1.1 Regular Meeting of January 15, 2013 - Approved as submitted. 6.1.2 Special Meeting of January 25, 2013 - Approved as submitted. 6.2 RECEIVED AND FILED PLANNING COMMISSION MINUTES — Regular Meeting of December 11, 2012. 6.3 RECEIVED AND FILED TRAFFIC AND TRANSPORTATION COMMISSION MINUTES — Regular Meeting of November 8, 2012. 6.4 RATIFIED CHECK REGISTER — Dated January 10, 2013 through January 30, 2013 totaling $2,465,792.83. 6.5 APPROVED TREASURER'S STATEMENT for December 2012. 6.6 ACCEPTED WORK PERFORMED BY ACE CONSTRUCTION, INC. FOR CONSTRUCTION OF FREE STANDING INTERPRETIVE PANELS ALONG SYCAMORE CANYON MESA TRAIL AND THE SUMMIT RIDGE TRAIL SYSTEM; DIRECTED THE CITY CLERK TO RECORD THE NOTICE OF COMPLETION AND RELEASE THE RETENTION THIRTY- FEBRUARY 5, 2013 PAGE 4 CITY COUNCIL FIVE DAYS AFTER THE RECORDATION DATE. 6.7 APPROVED CONTRACT AMENDMENT WITH KOA CORPORATION IN THE AMOUNT OF $27,175 FOR PREPARATION OF A TRAFFIC SIGNAL OPERATION AND MAINTENANCE MASTER PLAN. 7. PUBLIC HEARING: None S. COUNCIL CONSIDERATION: None 9. COUNCIL SUBCOMMITTEE REPORTS AND MEETING ATTENDANCE REPORTS/COUNCIL MEMBER COMMENTS: CITye reported that on Saturday, January 26 he attended the Scoping Session put on by Lennar Homes regarding the park at Site D. Many turned out for the event and gave their input as to what they would like to see done with the site. He encouraged residents to participate in future scoping sessions because it is important that the City hear from its residents. ClChang reminded everyone to continue following her on Facebook, Twitter and Foursquare. ClChang reported that today she had attended the Diamond Bar Educational Community Roundtable. She also reported that she had been in Sacramento to attend the League Policy Committee meeting and had been appointed by the League President to the Public Safety Committee and the Revenue & Tax Committee for the third year. The Public Safety Committee discussed realignment and legislative priorities and that it appears that nothing will budge at this time. The Revenue & Tax Committee reported that the California Democrats are proposing that Prop 13 be reformed which would include reassessing commercial property. ClChang stated that she had attended the Winter Snowfest which was a successful event. ClChang also announced that she had been appointed by the Women's Caucus of the League of California Cities as the Vice President of the Southern California Division. ClHerrera reported that on January 17 she attended a meeting of the San Gabriel Valley Council of Governments (COG) during which the Board unanimously voted to hire Andrea Travis -Miller with a two-year contract, as their new Executive Director. Ms. Travis -Miller is currently the interim City Manager for the City of San Bernardino. The Board also approved a two-year contract for four employees. Ms. Travis -Miller will commence her duties on February 17. ClHerrera also attended a SCAG's Goods Movement Committee meeting where there was a continued discussion of truck lanes moving from the 710 Freeway toward the 15 Freeway which will be truck lanes for clean fuel and electric trucks. The cost to build these truck lanes is estimated to be between 6 and 12 billion dollars with no funding sources being determined. On February 1 she attended the Foothill Transit Workshop. The number one goal for Foothill Transit next year is schedule adherence and to make sure that whatever needs to be done to make sure buses are on time for the various stops will be done. During the past FEBRUARY 5, 2013 PAGE 5 CITY COUNCIL few weeks residents have learned about LA County wanting to assess a "fee" on residential, commercial and City -owned property parcels. For homeowners the fee would be between $50 and $70 per parcel per year. The protest period was thought to have ended in January but has been extended to March 12. Residents who may have discarded the notice they received and would like to download another notice can go online to www.knable.com for information. She gave a big thank -you to the LA County Sheriff's Department for their February Star News article on the City of DB wherein it commends the City of DB for funding the Star program for the last 20 years at 11 of the City's schools and reaching over 8,000 kids each year for grades 4 through 6 teaching there about how to "Say No to Drugs". There is a very nice photo of M/Tanaka, ClChang and kids who participated in their school's program. C/Herrera said she is proud of the leadership that the City of DB exhibits throughout the region. She particularly congratulated CITye who is the incoming president for Contract Cities next year and ClChang who is the incoming president for League of California Cities, LA County Division. Efforts of these individuals result in broadcasting the good reputation and strong leadership of DB to others in the region. MPT/Everett congratulated CITye and ClChang. Those two organizations are significant to us because we are primarily a contract cities model and the League of California Cities is an excellent advocate for cities across the State. On January 17 and 18 The San Gabriel Valley Regional Chamber of Commerce hosted three activities. The first was a "State of the Chamber" Luncheon that he, M/Tanaka and CM/DeStefano attended where Chamber President Ben Su spoke. Then there was the quarterly Chamber Mixer for the entire region. Many Chambers were involved which was held at Valley Vista Services. It was a privilege not only to have members of the Friends of the Library, but also Miss Diamond Bar and her court where they were able to take several different tours of the Reclamation Center, Grand Central Recycling Transfer Station and a lot of trash. The gals were just amazed as were most of the adults that it was very clean and there was no odor and we didn't even think about it as we walked through. So it is a very high-tech and effective business that serves us as one of our vendors. Finally, what the Chamber does often is ribbon -cutting and there was a nice ribbon -cutting Friday the 18th. The Mayor and I were there for the "Pure Bliss Nails and Beauty Bar" Grand Opening which features services that are often only available at top resorts that are available at Pure Bliss Nails. They are located at the corner of Grand and Diamond Bar Boulevard right behind Jack-in-the-Box and next door to Subway Sandwiches. It's a great place to stop, the people are friendly and has a real community feeling. He also joined many of his colleagues at the Snowfest. All of the people who were in the snow had a wonderful time and there was great food, entertainment and fun for all ages. MPT/Everett then reported that both he and M/Tanaka had attended the Abacus Arithmetic Assn:'s Golden Cup Championship that developed from annual competitions that were held at Diamond Bar High School. The competition, which included participants from Canada, had 178 competitors, youngsters and older kids and was phenomenal. FEBRUARY 5, 2013 PAGE 6 CITY COUNCIL The youngest competitor was five years old. His demonstration was just phenomenal and had everybody in the audience captivated. He was able to calculate math faster than any calculator or computer. It was just incredible. Several representatives from local, county and state levels attended this great academic event and competition. MPT/Everett also reported that on Friday January 25t", the. Golden Eagle District of the Boy Scouts San Gabriel Valley Counsel held their annual showcasing event. The Golden Eagle District includes the area from the 605 Freeway out to Pomona and Claremont and from the 10 Freeway South to the LA County Border. Diamond Bar Troop #777 Scout Master Martin Cardenas hosted the event at the Diamond Bar Center. About 250 people attended the event, more than they've ever had before, and they expect it to double next year because of the enthusiasm shown at this year's event. All of the Eagle Scouts from the class of 2012 were present and two Diamond Bar troops were top of the pack; Troop 730 Scout Master Don Sutton had 13 Eagle Scouts and Troop 777 Scout Master Martin Cardenas had four boys who attained the designation of Eagle Scout. There were several others troops with four Eagle Scouts. In total 17 Eagle Scouts were from DB. There was a total of 48 Eagle Scouts in 2013 from this region and so over a third of all of the Eagle Scouts recognized were from Diamond Bar. Mayor Tanaka and I along with other colleagues issued Certificates of Appreciation, merit and commendations. MPT/Everett then showed flyers and reported that the regular commuter in Southern California may not realize that Metro has something new — it's no longer carpool lanes, it's "Express Lanes". Interstate 10 from downtown to the 605 Freeway will open as "Express Lanes". There will be two express lanes going each direction opening Saturday, February 23rd. Next he reported that there will be a Job Fair being held on March 215t, which is the first in Orange County. If you can't make that one, you can register for the one in Los Angeles on May 30th with another one later in the year in San Francisco. Additional information about the events is in the library. Lastly, one of the most interesting challenges we have in Southern California is water. For three years the University of LaVerne has held a Water Technology Conference. As you can see by the agenda shown on the screen, the people attending are not just people, they are water professionals, academic professionals. The host was University of LaVerne. Last year President Dr. Devorah Lieberman, who you may have heard on KNX Radio talking about the water challenges, agreed that the summary issue for all of us is to get radical in the way we use and conserve water. The most interesting speaker in my opinion was Randall Lewis, from the Lewis Group of Companies. Their company has built and developed property all around this region, State of California and the country and he is a passionate water man. Number 2 of his top items to consider in life beyond just building and developing FEBRUARY 5, 2013 PAGE 7 CITY COUNCIL is water and he spoke very creatively and thoughtfully about the challenges of water in southern California. He then introduced Congresswoman Judy Chu who is very interested water legislation. MPT/Everett felt it was important for the City to get additional information so he asked CMIDeStefano to follow up with the director/general manager of the Walnut Valley Water (District) to come give us one of his periodic updates and address some of these bits of information on water such as: "How are we doing in DB and what can we do, what are some of the options." One of the big conservation efforts is water recycling and we don't have a lot of recycled water because of economics and the topography of the City. But there should be things that we can do. MPT/Everett hoped that something that had been shown will help someone find a job, get better transportation and hopefully we'll all work together on water. M/Tanaka stated that a couple of weeks ago he attended the State of the Chamber Luncheon. This year's address was given by President Ben Su who talked about growth for the Chamber, increasing membership, continuing with the power lunch series and quarterly mixers, continuing with the HR seminars and Farmer's Market, increasing their newsletter and discussions about the Clean Water Act. He wanted to increase teamwork and he announced the Mayors' Prayer Breakfast. That same evening the Regional Chamber hosted their winter quarterly mixer at Valley Vista Services and one of the things on the tour showed how Valley Vista Services was composting the Christmas trees they had just picked up over the holidays. He attended the ribbon -cutting at Nail Bliss in DB along with Miss Diamond Bar and the Princesses. DB held its Winter Snowfest for which 90 tons of snow was trucked in. Four sledding runs and a snow play area for kids were created. There were food booths, games, face painting and live stage entertainment throughout the day. Everyone enjoyed the day out on the snow. It was another great job by Community Services and congratulations to CSCITarazon and her staff. One of the interesting things he saw at the Abacas Arithmetic Association's Global Cup Championships was students while they were demonstrating some of their calculations which showed like six digit figures that they were multiplying, adding and dividing. Students would actually wave their hands as they were figuring out the answers to these problems and they were mentally going through the motions that they would use using an Abacus and coming up with answers very quickly. Later on that week he attended the LA County Sanitation District 21 meeting where there was really nothing to report. On Friday the 25th he had participated in and made a presentation at Career Day at Diamond Point Elementary School. The Boy Scouts of America Golden Eagle District held their District awards banquet where 16 adult leaders earned their Baden-Powell awards for demonstration of exceptional character and distinguished service within their scouting unit. Members from Cub Scout Pack 730 and 737, Boy Scout Troops 730, 737 and 777 were all represented. He was also able to attend the Site D Scoping Meeting which provided an interesting presentation and the location of the park element on that piece of property. Last Thursday he attended the Wildlife Corridor Conservation Authority meeting and they held their telephonic FEBRUARY 5, 2013 PAGE 8 CITY COUNCIL meeting again in the Cities of Brea, Whittier and DB. On Monday evening he had a chance to attend the DBHS basketball game. The DBHS Women's Varsity basketball team beat Walnut by about 21 points but the boys were not quite as successful. Prior to the boys' game they honored all of the seniors from Song and Cheer, the Varsity Girls Basketball Team and the Varsity Boys as well. The Varsity Boys team lost in overtime by 2 points to Walnut so that wasn't a very good ending to the evening but it was a packed gym and a very exciting game. ADJOURNMENT: With no further business to conduct, MlTanaka adjourned the Regular City Council Meeting at 7:35 p.m. TOMMYE CRIBBINS, CITY CLERK The foregoing minutes are hereby approved this day of 12013. JACK TANAKA, MAYOR Agenda No. 6.2 CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 NOVEMBER 15. 2012 CALL TO ORDER: Chair/Herndon called the Parks and Recreation Commission meeting to order at 7:01 p.m. in the City Hall Windmill Room,'21810 Copley Drive, Diamond Bar, CA 91765, PLEDGE OF ALLEGIANCE: Commissioner Owens led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Ted Owens, Dave Roberto, Vice Chairman Benny Liang, Chairman Lew Herndon Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Robin Crawford, Community Services Coordinator; Phil Williams, Facility Attendant II, and Debbie Gonzales, Administrative Coordinator. MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented 1. CONSENT CALENDAR: 1.1 Approved Minutes for the October 25, 2012 Regular Meeting. C/Owns moved, C/Liang seconded, to approve the Consent Calendar as presented. Without objection, the motion was so ordered with Chair/Herndon abstaining. 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update -- CSC/Crawford C/Owens asked if the City offered a drop in program for adult basketball. CSC/Crawford responded that the numbers she presented were for youth basketball. There is no drop in program for adult basketball. C/Grundy asked how 243 dance participants compares to prior dance participation and CSC/Crawford said she observed the most recent dance participation was an improvement over the May dance participation. The dance usually attracts about 200 participants and said they were very pleasantly surprised with the outcome of the most recent event. NOVEMBER 15, 2012 PAGE 2 P&R COMMISSION ClRoberto said he understood that the Diamond Bar Community Foundation date was not held for next year and wondered why certain dates were not held open for future events at the Diamond Bar Center. CSD/Rose responded that there was no reservation made for next year's Diamond Bar Community Foundation's Fundraising event. The Board Members of the Foundation believed that staff automatically reserved the date. Over previous years there have been occasions when the Foundation contacted staff and staff notated the date. For whatever reason no date was reserved. Recently, a reservation was made for November 15 for 2013 and November 15 for 2014. The limit for booking is two years or 24 months. There is nothing that would prevent the City from booking further in advance should there be a policy change that was approved by either the City Manager or City Council. Technologically, it could be done but staff is working with current policy. Staff's preference is to be contacted with a specific date when an organization wants to set a date because the City has numerous organizations, both non-profit and business, that like to hold annual events and staff is never sure what dates the groups want to use the facility so it is always advisable for the group to contact the City to book the date. For whatever reason, this year was missed. In fact, it was CSC/Meyers who discovered the omission when she was entering the date for the dance. Chair/Herndon asked if staff could calendar a reminder and CSC/Crawford said staff has made plans to do that with a notation on November 1 of every year to contact the Foundation about the dates two years out. ClOwens asked how a 2013 336 registration number for youth basketball compares to the 2012 program and CSDIRose responded that there were just over 400 last year. There are a few more weeks left this year for people to register for the 2013 program. ClOwens wanted to know the ratio of malelfemale and staff said they would look into the matter and get the information to ClOwens. Chair/Herndon said he noticed rents were up this year and wanted to know if that reflected an improvement in the economy. CSD/Rose said he felt it was not a significant increase and felt it was market coincidence. This year to date is statistically close to last year to date. 2.1.1 PowerPoint Presentation on Picnic Reservations —CSC/Crawford Chair/Herndon asked how staff handles unusual requests. CSC/Crawford said she asks a series of questions to determine whether it will negatively impact the park and surrounding residential neighborhoods to determine whether the request will be granted. Chair/Herndon asked if staff had good overview shots of the parks and asked if that would be helpful to the process. CSC/Crawford said staff has aerial shots of the parks that are provided with the map so that the person seeking the reservation NOVEMBER 15, 2012 PAGE 3 P&R COMMISSION can circle the tables they will be using to let the field attendant know the location of use. 2.2 Parks Report — PMS/Jordan CIRoberto asked if the City attempted to subrogate for the damaged wall. PMS/Jordan responded that if a police report was taken it is typical for the offender's insurance company to contact the City in which case the City provides receipts for compensation. C/Liang asked when staff felt it would be able to contract out the lighting system repair and CSD/Rose responded that in the staff meeting yesterday the City Manager mentioned this item would go to the City Council the first week in December to get appropriation of funds which starts the formal process. Stage lighting, and other technology upgrades are planned for the Diamond Bar Center as well as office space, front counter and front door conversions/improvements. Chair/Herndon asked if the bees were Africanized Bees and PMS/Jordan responded that he treats all bees as if they were Africanized and lets the handlers remove the swarms to another site. Chair/Herndon said that when he attended the league games a swarm of bees flew over the field. PMS/Jordan said that typically, when bees swarm they are not as aggressive or defensive. When one encounters a hive it is the time one is most likely to encounter problems because the bees are protecting their home. C/Owens suggested that a thank -you letter be sent to the Scout Troop that painted the fence. 2.2.1 Power Point Presentation on "Bark Park" Dog Park — CSD/Rose C/Owens asked if the rules of use will be posted and CSD/Rose responded that all signage was professionally done and will be posted tomorrow. There are some benches available to be installed and staff will need to determine the best locations by asking grand opening attendees for some feedback. ClGrundy asked if there were any plans for monitoring or policing the use to which CSD/Rose responded that it is pretty much open to user self- monitoring. The signage will include telephone numbers for such services. ClGrundy asked about periodic cleanup of the dog park and CSD/Rose said that in addition to owners being asked to pick up after their dogs staff will provide ongoing maintenance. PMS/Jordan said that Valley Crest, the City's contractor, will monitor the park on a daily basis. For the most part, individuals will pick up after their dogs. NOVEMBER 15, 2012 PAGE 4 P&R COMMISSION Chair/Herndon asked if the City budgeted additional maintenance for the dog park. CSD/Rose responded that there is a little bit in the budget. Three new amenities were added to the maintenance budget this year including the Dog Park, Washington and the new trail at Sycamore which is well used. 2.3 CIP Projects — CSD/Rose 2.3.1 Trails Free Standing Interpretive Exhibits -- CSD/Rose reported that Ace Construction has received the panels and_ have been installing the panels up at the mesa of Sycamore Canyon Park. The installation should be complete within two to three weeks. 2.3:2 Dog Park at Pantera Meadow— CSD/Rose (previously discussed) 2.3.3 Grandview Trail and Grandview Trail Link — CSD/Rose stated that City Council approved the contract with TKE Engineering and Planning. The contract was mailed to TKE and once executed and signed by the Mayor and once all documents are received staff will schedule the kickoff meeting for design of the trail link. Once completed, there will be a trail linking the open space from the east parking lot of the Diamond Bar Center around to the west parking lot. 2.3.4 ADA Improvements at Longview South and Stardust Mini Parks — Staff will commence installation of the handicap ramp in the right of way at each of the parks next year. The park improvements are budgeted for 2014-2015 for Longview and 2015- 2016 for Stardust. Currently there is CDBG money available to move forward with the handicap ramps. 2.4 List of Pending Commission Requests — CSD/Rose 2.4.1 Improvements at the Diamond Bar Center — as previously discussed. Update will be provided at the January 2013 meeting. 2.4.2 Site D — no new information available. If a' meeting is scheduled before the next Commission meeting staff will notify the Commissioner's via email. 2.4.3 Resident seeking swings in parks — the resident attended the Diamond Bar Foundation meetings and one of the Foundation members will meet with the resident to talk about the request. 2.4.4 MOU with the School District — CSD/Rose met with CMIDeStefano today who is ready to begin moving forward NOVEMBER 15, 2012 PAGE 5 P&R COMMISSION on this matter. CMIDeStefano asked CSD/Rose to work up some talking points to move forward with school district meetings in the new two to three weeks. Chair/Herndon offered to assist with MOU process. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Roberto said he has been enjoying the parks and is surprised how fast the dog park has come together and appears to be sufficiently large enough. He noticed construction at Silver Tip Park and asked what the Helipad was intended for. CSD/Rose responded that the LA County Fire Department uses the Helipad to bring water to the site to fight fires. C/Roberto said he and his nephews visited Sycamore Canyon Park. Their boys really enjoyed the creek. He thanked staff for their reports and wished everyone Happy Holidays. ClGrundy said he would not be able to attend the CPRS Conference in San Jose. He said he looked forward to having the dog park open. He too thanked staff for their reports and wished everyone Happy Holidays. C/Owens thanked staff for their fine reports. He said that staff did a fine job on the Veterans Recognition Program last week. ClLiang thanked staff for their reports and PowerPoint presentations which he really enjoys. ClLiang said he would not be able to attend the CPRS Conference in San Jose. Happy Holidays to all. Chair/Herndon said he would not be attending the CPRS Conference. He attended the Veterans Recognition Ceremony.which was well done and felt those who were honored were very pleased with the event. The Fundraising Gala was held last Saturday during which the Diamond Bar Community Foundation announced that the raffle tickets are being sold which will raise funds for the "Kids for Field's" project. Anyone interested can purchase tickets from him. Staff does a great job and he hopes they have a wonderful Holiday Season. ADJOURNMENT: ClGrundy moved, C/Owens seconded, to adjourn the Parks and Recreation Commission meeting. With no one objecting and no further business before the Parks and Recreation Commission, Chair/Herndon adjourned the meeting at 7:55 p.m. NOVEMBER 15, 2012 PAGE 6 P&R COMMISSION The foregoing minutes are hereby approved this day of , 2013. Respectfully Submitted, BOB ROSE, SECRETARY Attest: LEW HERNDON, CHAIRMAN CITY COUNCIL ?9 Agenda 4 6_.3 Meeting Dale: February 1963, 2113 AGENDA REPORT TO: Honorable Mayor and Members of the City Council m FROM: James DeStefano, City M n ' `` TITLE: Ratification of Check Register d ted January 31, 2013 through February 13, 2013 totaling $ 466,656.39. RECOMMENDATION: Ratify. FINANCIAL IMPACT: Expenditure of $ 466,656.39 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 31, 2013 through February 13, 2013 for $ 466,656.39 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 — 01/31/13 through 02113113. 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 31, 2013 through February 13, 2013 has been audited and is certified as accurate. Payments have been allowed from the following funds in these amounts: Description General Fund Prop A - Transit Fund Prop C - Transit Tax Fund Integrated Waste Mgt Fund AB2766 - Air Qlty Mgt Fund Com Dev Block Grant Fund LLAD 38 Fund LLAD 39 Fund LLAD 41 Fund Capital Imp Projects Fund Signed: 4wvu"� L Pp- AtL_. Dianna Honeywell Finance Director Amount $374,609.59 $9,323.62 $6,480.36 $11,940.94 $4,792.50 $19,541.42 $700.08 $413.12 $240.13 $38,614.63 $466,656.39 CO ON �D I� N O O [Q O "It O (OLo r - M co r � ON m_ "0'i, r2 O CD (Np � O y I� N O O lr O n LU > ❑ p W C:) � � nA O w M r 4r— N W O tq C7 N 6fco 1 64 t-- V U d' 4R d V d1 64 CO ON �D I� N O O [Q O "It O (OLo r - M co r � c� cn m_ c 3 r2 O CD O � O O0 O OM ° UZ ❑ LLILU IY a O w Z J U U O O n LU > ❑ p W C:) � Z ¢ F U Oz p co x— Z CI) 0 W Q LL N V V d V N LO o 0 X) o L [if U) r c°7 m co m m O47 W Z O O d O O O O Q O O O O O O O O c� cn m_ c 3 r2 �_ m_ Z O � O O O W ° UZ ❑ LLILU IY a O w Z J U U O w ZLU U U O n LU > ❑ p W r LLI GK z O U o O W Q U W � z m Z ¢ F U Oz p co D 7 2 Q ❑ LU C11 Z of LL W Q LL c� cn m_ c 3 r2 �_ m_ Z O � O O O O O O O U ~ Z - W LU O U [if U) U) LLI W Z d z z U LL U z LLI d C -I C) X LL U z J Y LLC Q ¢ � W d 0 0 En LU LU ~fC i- Of W r � z Q ❑ Q j ¢=¢ U LU m Y U U W 67 O r N M It 'IT IZ It 141- Ict N N N N N N N N O O O O O O CJ O c� cn m_ c 3 r2 �_ m_ c2 O O O O O O O O O O O O (` l (r} O O O O O O U') O LO N O N O O O O O O C-) O O V V V Q � o O c7N R u7 ul O O O O O O � U � J {� U a aJ. 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N O Q V N [e> M O O a] LO Mr N M LC7 LO O O O O N 'O O O O O <- r r c O Ut O r_ 4 .0 w U Cl) M M M co Z U U U O O O O o o 0 in a a as as aa. o � D O D i 2 o's c7 M 715 � m ¢ D � 0) LL LL LL w w w w w LU LU ui LL LL LL LL LL y} z z z z z F- F- F Z Q ¢ Q U L� LL a a a a d� a) E Z `o w w w Ill w Y LL U- LL LL LL U LU z z z z z z z z z z z Q CL a a J J J J J J J J Q Q Q Q Qa a a a N M E j c3) cD O Z mO N N a U O O C'J a) L U N M C2 C'] M _ M _ M M M © O O O O O -C O N 0 N 0 N 0 N N U m r r r N N N UN r r r CITY COUNCIL Agenda # 6 , 4 Meeting Date: 2/19/13 AGENDA REPORT TO: Honorable Mayor and Members of the City Council FROM: James DeStefano, City Ma a r TITLE: ACCEPTANCE OF WORK PERF RMED BY TORRES CONSTRUCTION, INC FOR THE CONSTRUCTION OF THE ADA ACCESSIBLE WALKWAY AT THE PANTERA PARK DOG PARK; 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 Council authorized a total expenditure of $235,000 at its June 5, 2012 meeting for the construction of the Dog Park at the Pantera Park meadow. Total cost to construct the Dog Park is $234,408. Following is the breakdown of project costs: Project Costs: Construction Contract $ 94,491.25 Change Order $ 9,434.74 Design Documents $ 19,934.00 Bidding & Environmental Processes $ 4,459.23 Site Preparation $ 4,840.08 Inspection & Testing $ 3,671.00 Fencing & Concrete Curbs $ 45,700.50 Wood Chips $ 35,350.00 Amenities & Signage $ 16,527.20 TOTAL PROJECT COST $ 234,408.00 BACKGROUND: The City Council awarded a contract to Torres Construction on August 21, 2012 to construct the access walkway to the Dog Park at the Pantera Park meadow. There was one Change Order executed for this project in the amount of $9,434.74 for additional survey and grading work, 8" PVC drain pipe, and additional flatwork and curbing adjacent to the catch basin. DISCUSSION: The work was substantially completed on December 11, 2012 and is now ready to be accepted. Total cost of the project is $234,408. PRET ND REVIEWED BY: BoUf;(bie " -L~ Director of Community Services Attachment: Notice of Completion RECORDING REQUESTED BY AND WHEN RECORDED MAIL TO CITY OF DIAMOND BAR 2181.0 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 Conley Drive, Diamond Bar, CA 91765 4. The nature of the interest or estate of the owner is; "In Fee" (If other than fee, strilce. "In fee" and insert, for example, "purchaser under contract of purchase," or "lessee") 5. The full 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 December 11, 2012 The work done was: Construction of ADA accessible walkway for Dog Park at Pantera Park_ 7. The name of the contractor, if any, for such work of improvement was Torres Construction, Inc. (Uno contractor for work of improvement as a whole, insert "none") (Date of Contract) 8. The property on which said work of improvement was completed is in the City of Diamond Bar, County of Los Angeles, State of California, and is described as follows Dog Park located at Pantera Park in Diamond Bar, CA 9. The street address of said property is 738 Pantera Drive, Diamond Bar CA 91765 (Ifno street address has been officially assigned, insert "none") CITY OF DIAMOND BAR Dated: Verification for Individual Owner Signature ofowner or corporate officer o€owner named in paragraph 2 or his agent VERIFICATION I, the undersigned, say: I am the City Manager the declarant of the foregoing ("resident of', "Manager of," "A partner off" "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 alifornia(Date of signature) (City where signed) (Personal signature ofthe individual who is swearing that the contents of the notice of completion are true) CITY COUNCIL TO: Honorable Mayor and Members of the City Council FROM: James DeStefano, City Man r Agenda # Meeting Date: February 19, 2013 AGENDA REPORT TITLE: Resolution No. 2013 -XX approvin Fiscal Year 2012-2013 Budget Amendment RECOMMENDATION: Approve BACKGROUND: The City Council adopted Resolution #2012-29 on June 5, 2012 approving the FY12-13 Municipal Budget. The City Council has approved additional appropriations as they have occurred throughout the year. It is City policy for staff and the City Council to periodically review the annual budget and make adjustment as deemed necessary. DISCUSSION: The City's current adjusted General Fund Budget for FY12-13 shows anticipated resources of $22,146,813. It is recommended that the resource estimate be increased by $84,755 to $22,231,568. The current approved General Fund appropriations budget equals $21,116,969. It is recommended that this budget be increased by $20,603 to $21,137,572. In addition, the use of fund balance reserves are being decreased for a lower than anticipated use for Economic Development ($100,000) offset by and increase to subsidize LLAD 39 ($23,800). These recommended changes in the General Fund estimated resources and appropriations will result in an estimated $17,190,833 in General Fund fund balance at the end of the fiscal year. This estimated fund balance is up from $15,771,967 in the 2012113 adopted budget. The increase is due to 1) the fiscal year 2011112 ended up approximately $675,000 higher than anticipated; 2) previous budget adjustments that increased General Fund reserves by $603,000 primarily as a result of reimbursements from the County of Los Angeles for improvements to the new Library and 3) the expected improved results presented in this report for 2012113 in the amount of $140,000. Current Budget Amendment Adjusted Budget Resources Annual Revenue $21,023,136 $160,955 $21,184,091 Use of Fund Balance Reserve 1,123,677 (76,200.00) 1,047,477 Total Resources $22,146,813 $84,755 $22,231,568 Total Appropriations 21,116,969 20,603 21,137,572 Impact to Fund Balance $1,029,844 $64,152 $1,093,996 Unreserved Fund Balance @ Beg of FY Less Uses of Unreserved Fund Bal Estimated Unreserved Fund Bal @ End of FY General Fund Revenues: $17,144,314 $17,144,314 (1,123,677) 76,200 (1,047,477) $17,050,481 $140,352 $17,190,833 When the FY12-13 Budget was adopted, careful consideration went into the preparation of the revenue estimates. The state of the economy continues to be a concern to the City of Diamond Bar, despite signs that the economy is improving. However, nearly all categories of revenues are showing some growth. In preparation for the mid -year budget review, staff spent a considerable amount of time examining the City's revenues to ensure valid revenue estimates in this time of economic uncertainty. Other Taxes – Included in the "Other Taxes" category are Sales Tax, Transient Occupancy Tax, Property Transfer Tax and Franchise Tax. This category of revenue has been adjusted upward by $62,469, due to an increase in Transient Occupancy Tax, Franchise Tax and Property Transfer Tax offset by a slight decline in Sales Tax revenue. The increase in Transient Occupancy Tax and Property Transfer Tax is due to the modest improvement in the local economy. • County Revenue—The County of Los Angeles is going to reimburse the City for an additional $116,000 incurred for furniture purchased for the new County Library located in the Civic Center building. This revenue projection is being increased to offset an equivalent increase in expenditure appropriations in the Civic Center budget. • Current Service Charges – This category includes recreation fees. It is recommended that the revenue projections be decreased by $117,184 based on actual revenue received thus far in the fiscal year as compared to budgeted amounts for the first six months of 2012-13. Use of Money and Property – Investment yields have remained historically low this fiscal year resulting in lower than anticipated investment revenue. Due to the purchase of investment software earlier in the fiscal year, staff was able to calculate more accurate projections at the mid -year. As a result of these calculations, investment income is being reduced by $15,000. Also included in this category are increases in the Diamond Bar Center rental income and one- time revenues in the Miscellaneous category from class action lawsuit settlements received by the City and other various refunds. • The changes in revenue estimates are outlined in Exhibit A. 2 General Fund Appropriations: When the budget was adopted in June 2012 the General Fund appropriations equaled $20,347,070, which included the use of Fund Balance reserves ($721,470), for Economic Development, Capital Improvement Projects, the purchase of an emergency generator and the subsidy to the three Lighting and Landscape Districts. Prior to these mid -year budget amendments, the City Council had authorized additional appropriations in the amount of $769,899 for a total of $21,116,969. These additional appropriations consisted primarily of: Description Amount Construction expenses for the County Library $ 423,600.00 General Plan (Carryovers from previous year) 153,044.00 Miscellaneous budget corrections 193,255.00 $ 769,899.00 The following are the highlights of the changes in the General Fund appropriations: • City Attorney —This budget has been reallocated to reflect an increase in code enforcement activity. $80,000 has been designated for the City Prosecutor with a corresponding reduction in General Legal Services and Special Legal Services with a net result of no effect on the overall budget. • City Manager/City Clerk- This budget has been reduced by $101,078 as a result of staff assuming duties funded by AB939 revenue. • Finance — This department's budget has been increased by $7,500 (with a corresponding offsetting revenue) to fund a study on the City's deferred compensation plan in order to ensure the City is properly assuming its fiduciary responsibility. • Human Resources -This division's budget has been increased by $13,866 primarily as a result of increased claims for unemployment. • Information Systems —This division's budget has been increased by $11,000 due to the mandatory replacement of two servers. • General Government— This budget has been reduced by $63,475 as a result of drastically reduced property tax administration fees charged by the County of Los Angeles resulting from a favorable ruling by the Supreme Court of California. • Civic Center- The budget for the new civic center has been increased by $84,891, primarily for costs related to furniture purchases for the County Library. These costs will be offset by revenue from the County of Los Angeles and also by salary savings. • Economic Development —The economic development budget has been decreased by $100,000, based on anticipated actual expenses. • Law Enforcement — The law enforcement budget has been increased by $8,300 for an increase in special events. Due to a new location for the Fourth of July celebration in July 2012, higher than anticipated costs were incurred. Also included is funding for a saturation patrol for burglary suppression offset by an adjustment for Calvary Chapel. • Community Services Administration - The budget for community services administration has been increased by $5,700 due to unanticipated vehicle repairs and an archeological study required for a grant award. • Park Operations — This budget has been increased for additional overtime costs. • Building and Safety —The Building and Safety budget has been decreased by $16,010 due to salary savings from vacant positions offset by an increase in contract services. • Engineering — Appropriations have been increased by $27,300 for contract staff purposes, which is partially offset by a corresponding revenue. • Transfer out — Salary savings in the amount of $22,474 will be used for additional expenditures on the Dog Park project. A transfer to the Debt Service Fund in the amount of $3,335 is being requested to cover annual administration costs. A transfer to the Computer Equipment Replacement Fund in the amount of $90,000 is being requested in order to reimburse that fund for expenses incurred for the Civic Center project that should have originally been paid for out of the General Fund. The $90,000 will be used for improvements to the Broadcast Room (already appropriated in the 2012113 adopted budget for $50,000) and enhancements to the finance system ($40,000), which are included in the mid -year adjustments. • Transfer out- LLAD's-Due to increased expenses for advertising and utilities, an increased transfer is required in the amount of $4,200 for LLAD 38, $13,900 for LLAD 39 and $5,70.0 for LLAD 41. There are brief explanations of all of the adjustments to the General Fund appropriations on page 4 of Exhibit A. Capital Improvement Projects (CIP) and Other Funds: The Mid Year Budget Amendment includes changes to two capital projects in the City's CIP program resulting in an increase of $28,474, for the following: • Dog Park at Pantera Park — Improvements to the Dog Park included shade structures, drinking fountains and benches. This project will be funded by salary savings and Quimby funds. • Grandview Trail Design — this is a funding source change increasing funding from Quimby funds and decreasing funding from Park Development funds. • Traffic Signal System Master Plan — this is a funding source change increasing funding from Proposition C and decreasing funding from Proposition A. 4 Proposition C Fund The Proposition C Fund is being increased by $25,000 for increased usage of the Dial -A- Cab services. Park Fees Fund (Quimby) The funding source for the Grandview Trail Design project is being changed from Park Development funds to Quimby funds based on the availability of these funds. COPS Fund $5,000 is being appropriated from the COPS fund for at risk youth services. LLAD #38, 39 and 41 Funds The LLAD's are being increased to pay for higher advertising and utility costs requiring an additional transfer in from the General Fund in the amount of $23,800. CIP Fund The CIP fund is being increased by $28,474 for additional improvements to the Dog Park. Debt Service Fund The debt service fund budget is being increased by $3,335 for annual administrative costs Self Insurance Fund The self insurance fund is being decreased by $43,268 which is a carryover for Tot Lot inspections in the amount of $19,300 offset by a decrease due to worker's compensation premiums in the amount of $63,268 funded from prior year's accrual in the General Fund. Computer Equipment Replacement Fund The computer equipment replacement fund is being increased by $76,500 for an increase in depreciation expenses related to computer purchases for City Hall and for finance system upgrades. $90,000 is being. transferred from the General Fund in order to reimburse this fund for purchases made last fiscal year that should have been paid for from the General Fund. Building Facilities & Maintenance Fund (NEW) This is a new fund being established in order to record revenue received from the Southern California Edison Company for solar panel incentives. It is anticipated that the City will receive $50,000 in incentives over the next five years. The revenue will accumulate in this fund in order to fund repairs and maintenance to the solar panels along with other maintenance that may be required by the building. FINANCIAL IMPACT: General Fund The Mid -Year Budget Amendment includes an increase in estimated revenue for the General Fund in the amount of $84,755 and an increase in General Fund appropriations in the amount of $20,603, which are outlined in Exhibit A. 5 Capital Improvement Projects Changes to the Capital Improvement Projects (Exhibit A) list include total changes amounting to an increase of $28,474. Special Funds Changes to the other funds are outlined in Exhibit A. The following is a brief recap of the changes: Revenue Appropriations Fund Bal Increase/ Increase/ Net Increase (Decrease) (Decrease) (Decrease) CIP Fund Dog Park $ 28,474 $ 28,474 $ Debt Service Fund Administrative Fees 3,335 3,335 - Internal Service Funds Self Insurance Fund - (43,968) 43,968 Computer Equip Replc Fund 90,000 76,500 13,500 Building/Facilities Maint Fund 10,000 10,000 Total Internal Srvc Funds Changes 100,000 32,532 67,468 Special Funds Proposition A Fund (30,000) 30,000 Proposition C Fund 55,000 (55,000) Quimby Fund - 8,827 (8,827) Park Development Fund (8,827) 8,827 COPS Fund 5,000 (51000) LLAD 38 Fund 4,200 4,200 - LLAD 39 Fund 13,900 13,900 - LLAD 41 Fund 5,700 5,700 - Total Special Fund Changes $23,800 $53,800 ($30,000) General Fund Changes 84,755 20,603 64,152 Grand Totals $140,364 $106,212 $34,152 Overall the Mid Year Budget amendment proposes an increase in Estimated Revenue of $140,364 for all funds and an overall increase in Appropriations of $106,212 for all funds. PREPARED BY: Dianna L. Honeywell. Finance Director REVIEWED BY: Lb� A y Finance Director As ager Attachments: Resolution and Exhibit A - Budget Worksheets `- 6 RESOLUTION NO. 2013- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR AMENDING THE FY12-13 MUNICIPAL BUDGET. WHEREAS, the City Council has adopted Resolution No. 2012-29, A Resolution of the City Council of the City of Diamond Bar approving and adopting a budget for the City of Diamond Bar for the Fiscal Year commencing July 1, 2012 and ending June 30, 2013 including maintenance and operations, special funds and capital improvements and appropriating funds for accounts departments, divisions, object and purposes therein set forth (herein referred to as the "Budget"); and WHEREAS, the City Council may choose to amend the Budget from time to time throughout the fiscal year; and WHEREAS, an amendment to the FY 2012-13 Budget is attached as Exhibit A; and WHEREAS, the Amendment has been presented to the City Council at a City Council meeting; and WHEREAS, all legal prerequisites to the adoption of this Resolution have occurred. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Diamond Bar as follows: Section 1. The City Council hereby finds and determines that the FY12-13 Annual Budget be amended as set forth in the attached Exhibit A. Section 2. There are hereby appropriated for obligations and expenditures by the City Manager the amounts shown on the attached Exhibit. All obligations and expenditures shall be incurred and made in the manner provided by the provisions of State law and City ordinances and resolutions applicable to purchasing and contracting. The City Clerk shall certify to the adoption of this Resolution. PASSED, ADOPTED AND APPROVED this day of 12013. Jack Tanaka, Mayor 7 I, Tommye Cribbins, City Clerk of the City of Diamond Bar, do hereby certify that the foregoing Resolution was passed, adopted and approved at a regular meeting of the City Council of the City of Diamond Bar held on the day of , 2013, by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAINED: COUNCIL MEMBERS: rr09*01a Tommye Cribbins, City Clerk of the City of Diamond Bar 8 CITY OF DIAMOND BAR FY 2012-13 MIDYEAR BUDGET AMENDMENT GENERAL. FUND Exhibit A pi Previous Mid Year Adopted Budget Adjustments Current Budget Amendment Adi Budget Estimated Resources Property Taxes 3,949,504 3,949,504 - 3,949,504 Other Taxes 5,767,400 30,876 5,798,276 62,469 5,860,745 State Subventions 4,711,700 4,711,700 (16,706) 4,694,994 From Other Agencies 150,000 1,341,993 1,491,993 116,527 1,608,520 Fines & Forfeitures 486,000 486,000 18,000 504,000 Current Services & Charges 1,935,964 1,935,964 (77,184) 1,858,780 Use of Money & Property 1,097,040 1,097,040 39,149 1,136,1$9 Cost Reimbursements - - 34,100 34,100 Transfers -In Other Funds 1,552,659 1,552,659 - 1,552,659 Fund Balance Reserves 721,470 402,207 1,123,677 (91,600) 1,032,077 20,371,737 1,775,076 22,146,813 84,755 22,231,568 Appropriations City Council 162,629 162,629 162,629 City Attorney 285,000 285,000 285,000 City Manager/City Clerk 1,018,554 1,018,554 (101,078) 917,476 Finance 432,182 432,182 7,500 439,682 Human Resources 258,248 258,248 13,866 272,134 Information Technology 746,758 65,000 811,758 11,000 822.,758 General Government 466,640 13,000 479,640 (63,475) 416,165 Civic Center 590,315 423,600 1,013,915 84,891 1,098,806 Public Information 555,565 555,565 - 555,565 Economic Development 315,194 5,500 320,694 (100,000) 220,694 Law Enforcement 5,795,683 60,000 5,855,683 8,300 5,863,983 Volunteer Patrol 61000 6,000 6,000 Fire 7,500 7,500 7,500 Animal Control 143,141 143,141 143,141 Emergency Preparedness 59,640 59,640 59,640 Community Dev/Planning 594,867 153,044 747,911 (16,010) 731,901 Building & Safety 431,098 431,098 431,098 Neighborhood Improvement 302,403 302,403 302,403 Community Svcs Admin 382,053 382,053 5,700 387,753 Diamond Bar Center - Ops 892,382 892,382 - 892,382 Park Operations 951,032 951,032 3,000 954,032 Recreation 1,762,688 1,828 1,764,516 1,764,516 Public Works -Admin 620,881 61,423 682,304 682,304 Engineering 288,868 6,474 295,342 27,300 322,642 Road Maintenance 1,197,295 20,824 1,218,119 1,218,119 Landscape Maintenance 377,760 377,760 377,760 Transfer Out - Other Funds 1,702,694 (40,793) 1,661,901 139,609 1,801,510 Total Appropriations 20,347,070 769,899 21,116,969 20,6D3 21,137,572 Excess Resources over Approp 24,667 1,005,177 1,029,844 64,152 1,093,996 Fund Bal Reserves @ Beg of Year 17,144,314 17,244,314 17,144,314 Available Resources 17,168,981 1,005,177 18,174,158 64,152 18,238,310 Uses of Fund Balance Reserves: Economic Development 315,194 315,194 (100,000) 215,194 Emergency Generator 120,000 120,000 120,000 Transfer Out - CIP 173,989 (40,793) 133,196 133,196 Transfer Out - LLADS 112,287 112,287 23,800 136,087 DBC Technical Upgrades 353,000 353,000 353,000 DBC Office Renovations 30,000 30,000 30,D00 Mobile Command Post 60,000 60,000 60,000 721,470 402,207 1,123,677 (76,200) 1,047,477 Est Fund Bal Reserves @ 6/30/13 16,447,511 602,970 17,050,481 140,352 17,190,833 Exhibit A pi FY 2012-13 MID YEAR BUDGET AMENDMENT GENERAL FUND REVENUES Current Mid Year Account # Budget Amendment Adj Budget Explanation Property Taxes Exhibit A Current Secured 001-30010 3,680,634 3,680,634 Current Unsecured 001-30020 166,870 166,870 Supplemental Roll 001-30050 80,000 80,000 Prior Year Property Taxes 001-30100 (10,000) (10,000) Misc Property Tax 001-30020 2,000 2,000 Interest, Penalties & Delinq 001-30250 30,000 30,000 3,949,504 - 3,949,504 Other Taxes Sales Tax 2,633,749 (48,931) 2,584,818 Per HdL estimates Sales Tax Comp Fund 900,182 900,182 Transient Occupancy Tax 001-31200 693,600 26,400 720,000 Tracking ahead of last year Franchise Tax 001-31210 1,376,825 75,000 1,451,825 Tracking ahead of last year Property Transfer Tax 001-31250 193,920 10,000 203,920 Housing sales increasing 5,798,276 62,469 5,860,745 State Subventions Homeowners Exemption 001-31340 35,000 35,000 VLF - Property Tax In Lieu 001-31701 4,676,700 (16,706) 4,659,994 based on actual recd in 1/2013 4,711,700 (16,706) 4,694,994 From Other Agencies County - Library 001-31334 1,341,993 116,527 1,458,520 Library Furniture - offset exp Intergovt Revenue-Oth Cities 001-31900 150,000 150,000 1,491,993 116,527 1,608,520 Fines & Forfeitures Vehicle Code Fines 001-32150 324,000 11,000 335,000 General Fines 001-32200 22,000 22,000 Municipal Code Fines 001-32210 1,000 1,000 Parking Fines 001-32230 118,000 3,000 121,000 Impound Fees 001-32250 21;000 4,000 25,000 False Alarm Fees 001-32270 - - 486,000 1.8,000 504,000 Building Fees Building Permit Fees 001-34110 219,000 219,000 Plumbing Permit Fees 001-34120 25,600 25,600 Electrical Permit Fees 001-34130 27,250 27,250 Mechanical Permit Fees 001-34140 19,000 19,000 Permit Issuance Fees 001-34200 50,250 50,250 Inspection Fees - Bldg 001-34250 9,160 9,160 Plan Check Fees - Bldg 001-34300 182,450 182,450 Plan Retention Fee 001-34310 11,000 11,000 SMTP Fees 001-34350 2,950 2,950 Bldg Standards Admin 001-34355 1,000 1,000 547,660 - 547,660 Planning Fees Current Planning Fees 001-34430 82,500 20,000 102,500 Business License Fee 001-34560 18,000 18,000 Business License Late Fee 001-34561 3,000 3,000 103,500 20,000 123,500 10 FY 2012-13 MID YEAR BUDGET AMENDMENT GENERAL FUND REVENUES Current Mid Year Account # Budget Amendment Adj Budget Explanation Engineering Fees Exhibit A Plan Check Fees - Eng 001-34610 15,000 15,000 30,000 Permit Fees - Engineering 001-34620 5,000 5,000 10,000 Encroachment Permit 001-34630 70,000 70,000 Inspections - Engineering 001-34640 25,000 25,000 Soils/Mise Eng Fee 001-34650 30,000 30,000 Traffic Mitigation - Eng 001-34660 - - Waste Hauler Fees 001-34662 207,057 207,057 Industrial Waste 001-34665 30,000 30,000 382,057 20,000 402,057 Recreation Fees Community Activities 001-34720 89,685 (21,667) 68,018 based on actual recd in first Senior Activities 001-34730 66,490 (14,518) 51,972 six months of 2012-13 Athletic Programs 001-34740 103,560 (12,796) 90,764 Fee Programs 001-34760 256,012 (28,416) 227,596 Contract Classes 001-34780 280,000 (27,587) 252,413 Special Event Fees 001-34800 107,000 (12,200) 94,800 Calvery Chapel - based on actual 902,747 (117,184) 785,563 Use of Money and Property Investment Earnings 001-36100 182,000 (15,000) 167,000 Based on SymPro reports Returned Check Charge 001-36600 500 500 Misc Rents & Concessions 001-36610 227,040 (1,040) 226,000 DB Center Rental 001-36615 610,000 24,853 634,853 Facility Security 001-36618 25,000 (1,518) 23,482 Heritage Park Building Rent 001-36620 20,000 1,235 21,235 Parks & Fields Rent 001-36625 20,000 (81) 19,919 Sale of Assets 001-36630 1,000 (1,000) - Not expected to sell assets Proceeds from Sale 001-36635 - 9,200 9,200 Site D Proceeds (from escrow) Printed Material Sales 001-36650 5,000 5,000 Donations 001-36660 2,000 (1,500) 500 No revenue thus far Miscellaneous Revenue 001-36900 1,000 24,000 25,000 JP Morgan class action settle 1,093,540 39,149 1,132,689 Cost Reimbursements Cost Reimbursement 001-36950 - 25,000 25,000 Reimb from SGVCOG+mise Revenue Sharing 001-36910 - 7,500 7,500 Def Comp Revenue Sharing Prop Damage Reimb - 001-36800 3,000 2,000 5,000 Prop Damage Reimb - 001-36810 500 (400) 100 3,500 34,100 37,600 Interfund Transfers Transfer In - Narc Asset For 001-39127 119,418 119,418 Transfer In - Traffic Mit Fund 001-39116 271,758 271,758 Transfer In - Gas Tax Fund 001-39111 867,183 867,183 Transfer In - Int Waste Mgmt 001-39115 62,001 62,001 Transfer In - Safe Parks Fund 001-39123 122,135 122,135 Transfer In - COPS Fund 001-39126 110,164 110,164 1,552,659 - 1,552,659 Total General Fund Revenue Adjustment 21,023,136 176,355 21,199,491 11 Exhibit A FY 2012-13 MIDYEAR BUDGET AMENDMENT. GENERAL FUND APPROPRIATIONS Current Mid Year Account # Budget Amendment Adj. Budget Explanation City Attorney Def Comp Fiduciary Study (offset General Legal Services 44020 150,000 (60,000) 90,000 Based on actual Special Legal Services 44021 35,000 (20,000) 15,000 Based on actual Prof Svcs - Sp Lgl Code Enf 44023 100,000 80,000 180,000 Recoverable legal expenses Salaries 40010 285,000 - 285,000 hired at higher step City Manager/City Clerk Anticipated Staff Vacancy/HR Tech Salaries 40010 .680,062 (76,562) 603,500 Staff reassigned to Spec Rev Fd City Paid Benefits 40070 7,989 (1,989) 6,000 Staff reassigned to Spec Rev Fd Retirement Benefits 40080 113,679 (9,579) 104,100 Staff reassigned to Spec Rev Fd Worker's Comp 40083 10,253 (2,953) 7,300 Staff reassigned to Spec Rev Fd Short/Long Term Disab 40084 4,148 (10097) 3,051 Staff reassigned to Spec Rev Fd Medicare 40085 9,861 (826) 9,035 Staff reassigned to Spec Rev Fd Benefit Allotment 40090 73,872 (8,072) 65,800 Staff reassigned to Spec Rev Fd 899,864 (101,078) 798,786 Anticipated Staff Vacancy/HR Tech Finance 12 Def Comp Fiduciary Study (offset Professional Services 44000 30,000 7,500 37,500 w/revenue) Human Resources Anticipated Staff Vacancy/HR Tech Salaries 40010 139,717 (10,317) 129,400 hired at higher step Anticipated Staff Vacancy/HR Tech Retirement Benefits 40080 23,355 (722) 22,633 hired at higher step Anticipated Staff Vacancy/HR Tech Workers Compensation 40083 1,224 (83) 1,141 hired at higher step Anticipated Staff Vacancy/HR Tech Short/Long Terra Disab 40084 852 (63) 789 hired at higher step Anticipated Staff Vacancy/HR Tech Medicare 40085 2,026 (150) 1,876 hired at higher step Anticipated Staff Vacancy/HR Tech Benefit Allotment 40090 22,320 (2,300) 20,020 hired at higher step Beneflts Administration. 40093 6,000 27,500 33,500 Unemployment Claims 195,494 13,866 209,360 Information Systems Operating Supplies 41200 15,500 2,000 17,500 Computer Maintenance 42205 188,675 5,800 194,475 2 mandatory replacement server PS - Data Processing Svc 44030 45,800 5,200 51,000 CS - Contract Services 45000 28,600 (2,000) 26,600 278,575 11,000 289,575 General Government Printing 42110 7,500 2,500 10,000 Based on actual Telephones 42125 25,000 10,000 35,000 Based on actual 2 Safes (DBC & CH) + installation Rental/Lease of.Equip 42130 500 3,300 3,800 ($2,000); Postage Machine Rental/Lease of Real Prop 42140 48,300 4,200 52,500 Storage 12 Exhibit A FY 2012-13 MIDYEAR BUDGET AMENDMENT GENERAL FUND APPROPRIATIONS 13 Current Mid Year Account # Budget Amendment Adj Budget Explanation Maint of Grounds/Bldgs 42210 3,000 1,525 4,525 Evergreen Interiors Membership & Dues 42315 42,550 (5,000) 37,550 No Four Corners Dues Professional Services 44000 194,800 (76,000) 118,800 Prop Tax Admin Fees PS - Accounting & Audit 44010 20,000 (4,000) 16,000 HdL average $4,000 per quarter 341,650 (63,475) 278,175 Civic Center Salaries 40010 52,946 (26,596) 26,350 Salary Savings - Sr. Fac Maint Wk Overtime 40020 - 1,000 1,000 OT not budgeted for Sr. Fac M Part Time Wages 40030 22,474 (22,474) - Salary Savings City Paid Benefits 40070 1,232 (582) 650 Salary Savings - Sr. Fac Maint Wk Retirement 40080 8,850 (6,970) 1,880 Salary Savings - Sr. Fac Maint Wk Workers Compensation 40083 1,588 (672) 916 Salary Savings - Sr. Fac Maint Wk Short/Long Term Disability 40084 323 (157) 166 Salary Savings - Sr. Fac Maint Wk Medicare 40085 768 (386) 382 Salary Savings - Sr. Fac Maint Wk Benefit Allotment 40090 12,600 (4,590) 8,010 Salary Savings - Sr. Fac Maint Wk Telephones 42125 - 1,200 1,200 Based on actual Utilities 42126 181,200 (10,000) 171,200 Electricity is tracking lower Maint of Grounds/Bldgs 42210 154,608 (1,525) 153,083 Evergreen Interiors Professional Services 44000 1,500 22,000 23,500 City Hall Mural Library (offsetting revenue)/HVAC/add'I cost for Furniture, Fixtures, Equip 46220 140,362 134,643 275,005 generator 578,451 84,891 663,342 Public Information Salaries 40010 215,782 (26,870) 188,912 Salary Savings - Pub Info Spec City Paid Benefits 40070 3,382 (600) 2,782 Salary Savings - Pub Info Spec Medicare 40085 3,129 (390) 2,739 Salary Savings - Pub Info Spec Benefit Allotment 40090 32,166 (7,140) 25,026 Salary Savings - Pub Info Spec Operating Supplies 41200 2,500 5,000 7,500 Professional Services 44000 111,600 30,000 141,600 To augment for staff vacancies 368,559 - 368,559 Economic Development Professional Services 44000 205,500 (100,000) 105,500 Based on anticipated actual Law Enforcement Office Supplies 41200 500 500 1,000 Add'I supplies for parking Calvary Chapel (-$12,200/4th of July+$10,000/Saturation Patrol CS -Sheriff -Special Events 45402 148,000 7,800 155,800 +$10,000) 148,500 8,300 156,800 Community Services Administration Equipment Maintenance 42200 7,500 5,000 12,500 Unanticipated vehicle repairs Professional Services 44000 8,240 700 8,940 Required grant archeological study 15,740 5,700 21,440 Diamond Bar Center Miscellaneous Equip 46250 55,100 (8,500) 46,600 DBC Office Renovation 13 Capital Improvements Park Operations Overtime Wages Community Development/Planning Salaries Part -Time Wages City Paid Benefits Retirement Worker's Comp Short/Long Term Disab Medicare Benefit Allotment Professional Services Engineering CS - Engineering CS - Plan Check Transfers Transfer Out - Com Org Fd Transfer Out - CIP Fund Transfer Out - Debt Svc Transfer Out - Self ins Transfer Out - Comp Equip Transfer Out - LLAD #38 Transfer Out - LLAD #39 Transfer Out - LLAD #41 Total Appropriation Change Exhibit A FY 2012-13 MIDYEAR BUDGET AMENDMENT GENERAL FUND APPROPRIATIONS Current Mid Year Account # Budget Amendment Adj Budget Explanation 46410 proj 27313 30,000 8,500 38,500 DBC Office Renovation 85,100 - 85,100 40020 3,000 3,000 6,000 Based on actual 40010 368,137 (68,655) 299,482 Salary Savings - Asst. Planner 40030 - 11,800 11,800 40070 5,720 (1,820) 3,900 Salary Savings - Asst. Planner 40080 61,538 (7,308) 54,230 Salary Savings - Asst. Planner 40083 6,716 (1,356) 5,360 Salary Savings - Asst. Planner 40084 2,246 (586) 1,660 Salary Savings - Asst. Planner 40085 5,338 (845) 4,493 Salary Savings - Asst. Planner 40090 53,802 (12,240) 41,562 Salary Savings - Asst. Planner 44000 3,500 65,000 68,500 Contract Services for Vacancies 506,997 (16,010) 490,987 45221 75,448 15,000 90,448 45223 18,948 12,300 31,248 Corresponding revenue increase 94,396 27,300 121,696 49011 15,000 15, 000 49250 252,254 22,474 274,728 49370 833,981 3,335 837,316 49510 448,379 448,379 49530 - 90,000 90,000 49138 13,512 4,200 17,712 49139 81,752 13,900 95,652 Higher Utility Costs 49141 17,023 5,700 22,723 1,661,901 139,609 1,801,510 14 20,603 EY 2012-13 MIDYEAR BUDGET AMENDMENT SPECIAL FUNDS CHANGES Current Mid Year Account # Budget Amendment Adj Budget Explanation Proposition A Fund Exhibit A 15 Traffic Signal Master Plan s/b Transfer Out - CIP 112-9915-49250 30,000 (30,000) - funded with Prop C Proposition C Fund Dial -A -Cab 113-5553-45529 500,000 25,000 525,000 Based on actual expenses Traffic Signal Master Plan s/b Transfer Out - CIP 113-9915-49250 1,039,000 30,000 1,069,000 funded with Prop C Park Fees Fund (Quimby) Transfer to CIP Fund 122-9915-49250 49,705 8,827 58,531 To change funding source Transfer From Quimby Fund 250-39122 49,705 8,827 58,532 for project #25213 Grandview Trail Design Park Development Fund Transfer to CIP Fund 124-9915-49250 193,601 (8,827) 184,774 To change funding source Transfer from Park Dev Fund 250-391.24 193,601 (8,827) 184,774 for project #25213 Grandview Trail Design COPS Fund Professional Services 126-4411-44000 - 5,000 5,000 At Risk Youth Services LLAD #38 Advertising 1.38-5538-42115 3,500 4,200 7,700 Add'I advertising Transfer In - GF 138-39001 13,512 4,200 17,712 Add'I advertising Transfer Out - LLAD 38 001-9915-49138 13,512 4,200 17,712 Add'I advertising LLAD #39 Advertising 139-5538-42115 3,500 5,500 9,000 Add'I advertising Utilities 139-5538-42126 54,900 8,400 63,300 Higher utility costs Transfer In - GF 139-39001 81,752 13,900 950652 Higher utility costs Transfer Out - LLAD 39 001-9915-49139 81,752 13,900 95,652 Higher utility costs LLAD #41 Advertising 141-5538-42115 3,500 5,700 9,200 Add'I advertising Transfer In - GF 141-39001 17,023 5,700 22,723 Add'I advertising Transfer Out - LLAD 41 001-9915-49141 17,023 5,700 22,723 Add'] advertising Capital Improvement Fund Dog Park 250-5310-46415 216,362 28,474 244,836 Transfer In - Quimby 250-39122 49,705 6,000 55,705 Transfer In - General Fund 250-39001 252,254 22,474 274,728 Salary Savings Transfer In - Prop A 250-39112 30,000 (30,000) - Traffic Signal Master Plan Transfer In - Prop C 250-39113 1,039,000 30,000 1,069,000 s/b funded with Prop C 15 FY 2012-13 MIDYEAR BUDGET AMENDMENT SPECIAL FUNDS CHANGES Current Mid Year Account # Budget Amendment Adj Budget Explanation PFA - Debt Service Fund Exhibit A Banking Charges 370-4090-42128 25 3,335 3,360 Annual Admin Fees on bond Transfer In - GF 370-39001 - 3,335 3,335 Annual Admin Fees on bond Transfer Out - Debt Svc Fund 001-9915-49370 - 3,335 3,335 Annual Admin Fees on bond Self Insurance Fund Insurance Expense 510-4801-47200 11,000 19,300 30,300 Carryover for Tot Lot Insp W/C taken from GF excess Insurance Deposits 510-4081-47210 441,879 (63,268) 378,611 from a/c #21111 452,879 (43,968) 408,911 Computer Equip Replacement Fund Increased Dep'n due to purchases for new City Hall Depreciation Expense 530-4070-42215 7,500 36,500 44,000 (non-cash item) Computer Equip - Software 530-4070-46235 30,000 40,000 70,000 Finance System Upgrade Reimb for Civic Center/Add`I Transfer In - GF 530-39001 - 90,000 90,000 for Finance upgrade Telecom system related to new City Hall project/Add'i Transfer Out - Comp Equip 001-9915-49530 - 90,000 90,000 for Finance System upgrade Building Facilities & Maintenance Fund (NEW) Anticipated receipts from SCE (designated for future Solar Incentive Revenue 540-36750 - 10,000 10,000 maintenance/repairs) 16 VOLUNTARY REQUEST TO ADDRESS THE CITY COUNCIL TO: CITY CLERK FROM: 'f Gc QQY `z... DATE: { `' C.ot-fu�res r-t) 1� c� ADDRESS: C�\ PHONE: �� 7 ORGANIZATION: AGENDA#/SUBJECT: expect to address the Council on the subject agenda/subject item. Please have the Council Minutes reflect my name and address as written above. Signa This document is a public record subject to disclosure under the Public Records Act.