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HomeMy WebLinkAbout10/06/2015 Minutes - Regular Meeting� � •�,s • i-:: CI r �:1' STUDY SESSION: M/Tye called the Study Session to order at 5:30 p.m. in Room CC -8, South Coast Air Quality Management District Center, 21865 Copley Drive, Diamond Bar, CA 91765. Present: Council Members Carol Herrera, Jimmy Lin, Mayor Pro Tem Nancy Lyons and Mayor Steve Tye. Absent: Council Member Jack Tanaka was excused. Staff Present: James DeStefano, City Manager; David DeBerry, City Attorney; Ryan McLean, Deputy City Manager; Dianna Honeywell, Finance Director; David Liu, Public Works Director; Bob Rose, Community Services Director; Greg Gubman, Community Development Director; Marsha Road, Public Information Manager; Amy Haug, Human Resources Manager; Kimberly Young, Senior Civil Engineer; Cecilia Arellano, Public Information Coordinator; Christian Malpica, Associate Engineer (Traffic); John Beshay, Associate Engineer; Mayuko (May) Nakjima, Associate Planner; Anthony Santos, Senior Management Analyst, and Tommye Cribbins, City Clerk. t> GRAND AVENUE BEAUTI FICATION PROJECT UPDAI CM/DeStefano reported that the project is moving forward and that staff needs to discuss and receive direction from the City Council on some recommended changes to the construction schedule which will relieve residents and business operators of congestion and at the very least, reduce the pain of it. PWD/Liu provided an overview of the status of the project and stated that staff is here to provide a progress report and discuss recommended construction phasing with respect to the installation of the interlocking pavers. Staff will also share options that staff is considering and examining very closely and the impacts (cost, traffic and weather) related thereto. After tonight's presentation staff intends to begin reaching out to the affected public — residents and users of the City's roadways, at the key intersections of Longview Drive at Grand Avenue and Diamond Bar Boulevard at Grand Avenue. Tonight's update will focus on the continuous lane closures needed to move forward with the very intricate design for the crosswalks with the use of a combination of colored concrete with pavers. Staff has, focused on making sure the impacts are minimized while ensuring quality work. From the beginning of this project staff began thinking about the best way to construct the interlocking paver crosswalks. Working closely with the contractor since May, staff not only had to consider lane closures for the work and curing time, but in order to have a [- - I - ::l:zd+ZdWmtj-y�� good looking crosswalk the joints would have to be eliminated to every extent possible. As a result, the contractor began looking at the project from the standpoint of impacts to the public and construction. Because if the concrete truck is held up by traffic congestions it will cause problems for the contractor as well. If the concrete is not delivered in "good" condition it will have to be sent back. These details have been discussed with the contractor during the past several weeks and as a result, four separate options were brought forward for the last major piece of the project. 1) Work from one corner to the other corner could be done in two separate phases with the first phase being the corner sections and the second phase the centerpiece which would complete the entire length of the crosswalk. Option 1 requires a week (Friday, October 23 to Friday, October 30) to complete which involves lane closures (two lanes, one for left turns and one for through and right turns, left open for through traffic) at the two intersections. M/Tye said that there were three options and that Option 2 was preferred. CM/DeStefano acknowledged that staff's recommendation was Option 2 and that SCE/Young would go through the options for consideration. SCE/Young reviewed the impacts related to traffic control and lane closures regarding the four options, she reiterated that Option 1, Phase 1, is to construct all four outside corners/portions of the crosswalk at one time which would impact traffic in all four directions approaching the intersection and reduce traffic flow to one dedicated left -turn and one combined through/right-turn only during the weekend. Construction of the middle lanes would impact traffic in all four directions but would allow for two lanes, one combined through/left-turn and one combined through/right-turn in all four directions. However, the impacts related to this option mean that it will impact morning rush hour traffic, morning and afternoon school traffic, evening rush hour traffic and business lunch traffic. Option 2 (staff's recommendation as the preferred option because it eliminates the weekday traffic impacts) includes construction of the outside lanes during the weekend and Phase 2 would also be moved to weekend construction which would reduce or eliminate any potential impacts to weekday traffic including school traffic, morning/evening rush hour and business lunch traffic. Option 3 would be to construct one corner at a time; however, after review of the required traffic control there would still be impacts to the intersection along westbound Grand Avenue and southbound Diamond Bar Boulevard over one weekend and on another weekend there would be impacts to westbound Grand Avenue and northbound Diamond Bar Boulevard and eastbound Grand Avenue. northbound Diamond Bar Boulevard and with #CTOBER 6, 2015PAGE C i,' the last corner, there would be impacts to southbound Diamond Bar Boulevard and eastbound Grand Avenue thereby extending the impacts over the course of time. With the inside phase there would be impacts to Diamond Bar Boulevard in both directions and another weekend, impacts to Grand Avenue in both directions. Staff looked at impacts to Grand Avenue and Longview Drive and found that impacts are not as significant in terms of traffic related impacts/traffic congestion. Staff is proposing to completely close Longview Drive which it felt was appropriate because there is an alternate route through Summitridge Drive for residents who would be notified ahead of time with message boards strategically placed to notify residents to turn on Summitridge before arriving at Longview. This was most appropriate for traffic control because there will be no side traffic coming out of Longview Drive. The following weekend the inside lanes would be done which would result in minimal impacts to traffic. Lanes would be reduced to one but it would be a through right and left turn in all directions. The Grand Avenue/Longview Drive phase work can fit into any of the options. PWD/Liu stated that Option 1 construction would commence on Friday, October 23 after rush hour with one continuous week of significant traffic impacts and community impacts (commuter traffic, school traffic, etc.). Option 2, Phase I construction would commence on Friday, October 23 and come back for Phase 2 for November 6. M/Tye asked if construction could begin one week prior to the 23rd PWD/Liu stated that the project would not be to the point of installing pavers because the prior week was set aside for the paving. CM/DeStefano stated that Option 2 (a) would be to start on October 23rd skip the 30th and finish on Friday, November 6. Option 2 (b) would be to start on Friday, November 6 and finish over the weekend starting Friday, November 13 (two back-to-back weekends in November) which would give staff more time for notification and everything staff and the contractor needs to do. PWD/Liu said that under Option 3 construction would be done over one weekend in October, three weekends during November and two weekends in December which staff feels is too much interruption. CM/DeStefano stated that the concern about the Option 3 schedule is that the longer this project moves into the later months the more likelihood of rain which could further delay the project. PWD/Liu compared the four options and asked for Council's support for Option 2. OCTOBER 6,2015PAGE • N C/Lin asked for specifics related to additional costs. CM/DeStefano said that these additional costs would be paid for within the contingency that the Council has already granted him to award. It is basically demobilization costs over the course of different construction weekends. C/Lin asked if CM/DeStefano was saying that this construction was not included in the original bid by the contractor. CM/DeStefano responded that C/Lin was correct. C/Lin said he thought it was part of the package. SCENoung said the difference is that staff is now proposing to phase the construction as opposed to completing the construction during one continuous week. For example, if the City asks the contractor to work on Sundays it would require, according to the rules of a federally funded project that the contractor be paid time and one-half. C/Lin wanted to make sure that the City would not be paying for something that was recognized in the contract. PWD/Liu said that in the original specifications staff was focusing on two separate things, one of which was the asphalt pavers and when staff was looking at that component it was clear there would be some options including nighttime paving so that provision was included. However, when it came to the concrete crosswalk staff knew that there would be impacts to the intersections but did not know what the actual construction meant from the contractor's perspective. So staff felt it was suitable to allow continuous lane closures. Going forward, staff will be able to include these components in the specs to make sure .weekend construction is included. However, once that is included in the contract it means that the bidders will present higher bids for weekend work so either way the City ends up paying more. C/Lan asked if the $116,000 for Phase 2 was within the 10 percent contingency. If the Council agrees with Phase 2 today and the actual cost exceeds the 10 percent contingency, Council would have to approve the expenditure. CM/DeStefano said that C/Lin was correct and that staff is recommending Phase 2 which is within his (CM/DeStefano's) authority and has already been granted by the Council as long as he stays within that pool of resources the Council allocated. If it turns out that more resources would be needed, staff will come back to the Council with that award option the project would move forward with a November 6 and November 13 weekend. C/Lin asked if the quote staff would be seeking from the contractor would be time and material or a lump sum quote. PWD/Liu responded "lump sum." C/Lin wanted to make sure that if the quote was accepted there would be penalties built in if the work began at 5:00 Friday and the contractor was not finished by 8:00 a.m. on Monday. SCENoung said that it would be based on the concrete curing time. Staff will take cylinders of the concrete once it is poured and will try and break them early on Sunday evening to see where the strength is so that at that time staff will know whether that cure will be reached on Monday. Opening the lanes will not have anything to do with whether or not the contractor is finished working, it is all based on whether the concrete cures. C/Lin said his point is if the concrete is not cured by Monday morning what is the point in spending the extra money. CM/DeStefano stated that the extra money is necessary to avoid the total disruption during the work/school week. MPT/Lyons asked the probability that this would be completed prior to rush hour Monday morning. SCENoung said it was very good. PWD/Liu said that staff has been in communication with the contractor and this is something that they have done before and judging from their past experience and through discussions with the City inspector this is not unusual when using a high strength concrete. C/Lin said he felt it could be done but that they would have to have full crews working at the same time. SCENoung said they will have full crews and that the paving contractor who will be working on Sunday will have a crew of 18 working to make sure they can have the pavers set in time. Everyone is gearing up to make sure everything is done by Monday morning. The only thing that is in question is to ensure sufficient cure for the concrete to be able to put traffic back on the concrete. C�Z�tiT 1�t��TiF-1 looloolon�r •' MPT/Lyons said she was concerned about notification to the residents. Even though the City provided notification about the beautification project there were a number of people who were very surprised when it happened. Can the City use its reverse emergency service to notify residents over and above the usual notification? CM/DeStefano said that the next slide presented by SCENoung talks about the types of notification that will be done and reverse 911 is not on that list. It can be used and is used in different ways. The City has historically tried not to use the system so that it would not be spamming people with various events, traffic collisions, etc. The answer to the question is yes, the system can be used. Staff recommended the following public notification methods for this project: 1) Changeable Message Board throughout the City 2) Letters to Businesses at Grand Avenue/Diamond Bar Boulevard intersection 3) Letters to Longview Residents regarding Nighttime Work 4) Notifications to DBC Users 5) Notification to Country Estates 6) Notification to WVUSD 7) Notification to Mt. SAC 8) Notification to Cities of Walnut, Industry, Chino Hills and Chino 9) Google/Tom Tom/Waze Updates 10) Website Updates 11) DBTV 12) Facebook/Twitter 13) Reverse 911 System (added by MPT/Lyons) 14) Foothill Transit (added by MPT/Lyons) 15) OCTA (added by C/Herrera) C/Lin asked if when the pavers are in place and the signal loop is broken they will have to be replaced. PWD/Liu said and his staff members explained how that would be reactivated. C/Lin recommended a new timing be created during construction. PWD/Liu said that that was in place. C/Lin said it would be ideal to have someone directing traffic manually but he knew that it would be very expensive. OCTOBER 6, 2015 PAGE 7 CC STUDY SESSION PWD/Liu said that staff has developed the timing plans for the construction time period. Signals running these two intersections will be synchronized and there are timing plans for working hours. PWD/Liu reiterated that staff is seeking Council approval and recommendation of Option 2 for two consecutive weekends in November (November 6 and November 13). Council concurred. SCE/Young stated that with this approval,"the overall completion date will be pushed back closer to Thanksgiving. The only thing left after the crosswalks are completed is to put in the striping. Public Comments: None ADJOURNMENT: With no further business to come before the City Council, M/Tye adjourned the Study Session at 6:08 p.m./ L CJL TOMMYE CRIBBINS, City Clerk The for ng minutes are hereby approved this 20th day of October 2015 STEV E, Ma or MINUTES OF THE CITY COUNCIL REGULAR MEETING OF THE CITY OF DIAMOND BAR OCTOBER 6, 2015 STUDY SESSION: 5:30 P.M., Room CC -8 111. Grand Avenue Beautification Project Update CALL TO ORDER: Mayor Tye called the Regular City Council Meeting to order at 6:30 p.m. in the South Coast Air Quality Management District/Government Center Auditorium, 21865 Copley Drive, Diamond Bar, CA. CM/DeStefano reported that the purpose of tonight's study session was to discuss the current status of the Grand Avenue Beautification Project and to provide the City Council with information on the project's prognosis. Staff updated Council on the project, talked about the schedule and the need to extend the schedule to the end of November for significant work that needs to take place. In order to reduce traffic impacts of the work which includes the intersections at Longview Drive and Diamond Bar Boulevard (concrete work and interlocking crosswalk pavers) staff has made plans to conduct construction during two weekends in November — November 6 and November 13. City Council assisted staff in ensuring that significant and substantial public notice is provided which will begin immediately. Similar elements are being designed for the intersections of Diamond Bar Boulevard and Temple Avenue as well as, the intersection of Golden Springs Drive at Calbourne Drive. PLEDGE OF ALLEGIANCE: Council Member Herrera led the Pledge of Allegiance. INVOCATION: Pastor Joseph Lo, Gateway Friends Church provided the invocation. ROLL CALL: Council Members Herrera, Lin, Mayor Pro Tem Lyons and Mayor Tye. Absent: Council Member Tanaka was excused. Staff Present: James DeStefano, City Manager; David DeBerry, City Attorney; Ryan McLean, Deputy City Manager; Ken Desforges, Is Director; David Liu, Public Works Director; Bob Rose, Community Services Director; Dianna Honeywell, Finance Director; Greg Gubman, Community Development Director; Amy Haug, Human Resources Manager; Kimberly Young, Senior Civil Engineer; Marsha Roa, Public Information Manager; Cecilia Arellano, Public Information Coordinator; Christian Malpica, Associate Engineer (Traffic); John Beshay, Associate Engineer; Mayuko (May) Nakjima, Associate Planner; Anthony Santos, Management Analyst, and Tommye Cribbins, City Clerk. / T»:Zi]%1Rrly_Crl�� 1�7�:�7t�tt�:1 OCTOBER 6, 2015 PAGE 2 CITY COUNCIL 1.1 M/Tye and City Council Members presented a City Plaque to Manager Johnny Chou on behalf of Crunch Diamond Bar Gym, 1132 South Diamond Bar Boulevard, as New Business of the Month for October 2015. 2.1 Presentation regarding Diamond Canyon Park Construction Update. CM/DeStefano introduced CSD/Rose who gave a power point presentation on the construction status of the Diamond Canyon Park, a gross park area of 4.3 acres and usable park area of 2.5 acres at the intersection of Diamond Bar Boulevard and Brea Canyon Road. CSD/Rose reported that the park design was based on information provided by residents during community meetings in close proximity to the park. There are four areas including the main park area along Brea Canyon Road, the botanical garden area, the linear park area and the City Gateway Monument. The main park area lies between Brea Canyon Road and the Brea Canyon Channel and includes parking (two handicap stalls and nine regular parking stalls), tot lot, picnic area shelters and a bridge over the Brea Canyon Channel that leads to the rest of the park. Construction of the park is slated to commence soon that will include two tot -lot areas with swings, one for ages 2-5 and the other for ages 5-12, picnic tables, benches, a pet -friendly ADA drinking fountain, barbecues and decorative trash receptacles. The Botanical Garden Area will provide an irrigated area with a variety of primarily drought -tolerant plantings, trails, and interpretive panels. There will be a Verdura wall with irrigated planting materials adjacent to the homes. The linear park area runs from Pasado Drive down to the Brea Canyon Channel (approximately 850 feet) and will include a fire -access road for emergencies in the Willow Heights Community. On the opposite side of the roadway immediately adjacent is a path that leads to the lower end of the park. This area will include play equipment and swings as well as site furnishings (picnic tables, benches, drinking fountain, barbecue, picnic shelter and concrete trash recepticals). In addition there will be stations with exercise equipment along the linear trail. The path that leads to the pedestrian bridge extends over the Brea Canyon Channel and connects to the main park area. The general location of the City Gateway Monument starts at the base of the slope and extends up the slope where there will be picnic tables and steel cow cutouts. OCTOBER 6, 2015 PAGE 3 CITY COUNCIL CSD/Rose further stated that Lennar Homes continues to work with LA County Flood Control District to obtain the use permit for the pedestrian bridge over the channel and the corner improvement which has held up construction for a long period of time. In the meantime, the City plan check process has been completed and tomorrow the pre -construction meeting will be held with all parties participating. Lennar will commence with the construction that can be done prior to receiving the Flood Control District permit. LA County has stated that the permit should be issued ,.any minute now" but until the permit is actually received, Lennar cannot complete construction. Construction is anticipated to take about nine (9) months. After completion, ownership of the park will be turned over to the City of Diamond Bar for maintenance and operation of the park which will then be the sole responsibility of the City. Annual maintenance cost is estimated to be about $35,000. M/Tye asked why there is a hang up with the County. CSD/Rose responded that it is a long and arduous process. Last winter staff was working with a gentleman who suddenly went on medical leave and it seemed that it caught the County by surprise. In the meantime, that individual had made promises to the City and according to him that process should have been completed no later than early June. When Lennar contacted the County to get the permit in June it turned out that the County had not begun the process at all. Someone else at the County then took over and from the June date it took until August 4 to get the Use Agreement approved. Since August 4 (two months later) Lennar still does not have the permit. M/Tye asked if the County was running or crawling with the ball. CSD/Rose said that their comment to staff today was that the permit is on the manager's desk where it has been for two weeks waiting for his signature. One of the steps in the process was for the Board of Supervisors to approve the Use Agreement which leads to the issuance of the permit and that step was completed by August 4. C/Herrera thanked staff for bringing this matter before the Council and public because many residents have been wondering whatever happened with the park that was supposed to be constructed by now. She asked CSD/Rose to explain/clarify why Lennar needs to get a permit from the County and why cannot the City of Diamond Bar issue the permit. CSD/Rose explained that the Flood Control Channel that runs through the middle of the project is owned by LA County Flood Control District who has jurisdiction over the channel. Diamond Bar has required a pedestrian bridge to be constructed over the Flood Control Channel as well as, the widening of Brea Canyon Road at the corner of Diamond Bar Boulevard OCTOBER 6, 2015 PAGE 4 CITY COUNCIL which requires Lennar to construct over the Flood Control Channel. Therefore, both of those project requirements require the permit from the LA County Flood Control District. MPT/Lyons thanked staff for the presentation and asked CSD/Rose to clarify if the entire park including the greenbelt, gardens, etc. will be open to all Diamond Bar residents or is there a portion strictly for the Willow Heights project. CSD/Rose responded that the entire Diamond Canyon Park is open to all Diamond Bar residents. It is a City -owned and maintained public park. There may be some confusion because Willow Heights is also building a small park within their HOA that will be open only to residents of Willow Heights. MPT/Lyons said the shade structure appears to be large and could hold several picnic tables. CSD/Rose said that the presentation pictures are 'conceptual' only at this point and there will likely be room for one or two picnic tables. MPT/Lyons asked CSD/Rose to clarify that there was going to be a 'rain" garden and now there will be a "botanical' garden and in terms of use of the park there will be no difference between the two. CSD/Rose explained that if the "rain" garden had been built there would have been standing water in a portion of the area and with the botanical garden there will be no standing water. The garden will be more of a "demonstration" garden. C/Lin remembered that he helped approve this project when he served on the Planning Commission. He asked if the park landscaping would be watered using recycled water. CSD/Rose said there is no recycled water at that location, only potable water. C/Herrera said there has been a lot of discussion about rain during the coming winter and asked if the detention pond (botanical garden) area would have the capacity to hold a lot of water should that happen. CSD/Rose explained that the botanical garden is designed to collect a large capacity of water (five or six feet by a huge width). Should the pond overflow there is a channel that will move the excess flow into the flood control channel immediately adjacent to the park. OCTOBER 6,2015 PAGE 5 CITY COUNCIL 2.2 Introduction of new employee Mayuko (May) Nakjima. CM/DeStefano stated that staff recently completed recruitment for a position within the City's Planning Department. He introduced CDD/Gubman who introduced Mayuko (May) Nakjima, the City's newest Associate Planner. CDD/Gubman reported that May comes to Diamond Bar from the City of Rancho Cucamonga where she began her career as a Planning Aide while attending CalPoly Pomona and upon graduating was quickly promoted to Assistant Planner. May has managed a diverse palate of projects for the City of Rancho Cucamonga including historic preservation, grant management, transportation planning and public outreach. The City received over 150 applications for the Associate Planner position. Following a screening process wherein eight finalists were sent to an interview panel May quickly rose to the top of the list of candidates that were considered. He is very excited that she chose to accept the position because with her background and enthusiasm he looks forward to her playing a part in the City's General Plan update effort. 2.3 Presentation by SCAQMD Board Member Michael Cacciotti regarding available programs including Lawn Mower Exchange Program — PowerPoint Presentation. (Mr. Cacciotti was unable to make the meeting). i • Mill FA i YO Alexandra Ornelas, Miss Diamond Bar 2015, asked her court to introduce themselves: Rebecca Wang, Megan Quon, Cynthia Preciado, Katherine Hermosillo introduced themselves and presented a Certificate of Appreciation and Thank You for the Council's continued support of the Pageant. Alexandra Ornelas, Miss Diamond Bar, stated that she is proud to represent the City of Diamond Bar as a contestant for the 2016 Miss Teen California. To help her with this event Chili's in Diamond Bar is sponsoring a fundraiser on Monday, October 19 from 11:00 a.m. to 11:00 p.m. She invited Council Members to attend the fundraiser. She and her Court will be present from 5:00 to 11:00 p.m. to greet and seat attendees. Pui-Ching Ho, Diamond Bar Library, stated that in October the library invites everyone to join together to read Lisa See's China Dolls during Read Together Diamond Bar. Younger readers are encouraged to be part of the program by reading Farewell to Manzanar by Jeanne Wakatsuki Houston and Nim and The War Effort by Milly Lee. The Library will have an Oragami workshop for children ages 6 to 12 on Wednesday, October 14 at 4:00 p.m. On Monday, October 19 at 4:00 p.m. children are invited to join in a book discussion of Milly Lee's Nim and the War Effort. On Tuesday, October 20 at 3:00 p.m. teens are invited to join a book discussion of Farewell to Manzanar by Jeanne Wakatsuki Houston. Please OCTOBER 6, 2015 PAGE 6 CITY COUNCIL check the library website at www.colapublib.org for additional programs and information. Ruth Low said that she too was excited to invite everyone to participate in the October Read Together Diamond Bar and encouraged everyone to partake of the Wednesday and Saturday evening events. Author Victoria Moy will be sharing highlights from her book Fighting for the Dream, Voices of Chinese- American Veterans from World War 11 to Afghanistan this Saturday. The following Wednesday she will host a panel discussion entitled "Becoming American, Our Stories" where residents and community leaders will come from India, Taiwan, China, Ecuador and Canada to share their experiences of why they left their home country and what it meant to come to America and how they have thrived here. On October 17 people can come to the library to dance and enjoy swing music with a live band. The following Saturday, October 24 is featuring an afternoon with bestselling author Lisa See whose family is from Los Angeles. Please join with everyone for Read Together Diamond Bar to celebrate the bringing together lives and cultures to realize everyone shares the same hopes, dreams and humanity. Bob Stebe representing Inland Valley Hope Partners, (Diamond Bar, Pomona, Ontario and beyond) explained that this organization is dedicated to ensuring the empowerment of neighbors and the needy by providing food, shelter and other supported services serving 4500 individuals and families per month. Mr. Stebe announced the 42nd Annual Walk for the Hungry event on Sunday, October 11 at the Claremont Consortium with a 5K walk around the Claremont colleges. This is the agency's largest fundraiser of the year and provides a great opportunity for the community of friends to join in the fight against hunger. The walk kicks off at 1:00 p.m. with free popcorn, face painting, balloons and more for $8. There will also be an In and Out truck available for purchasing lunch prior to the walk. People should arrive at least one hour early to register and get ready for the walk. He provided the Council with flyers and invited anyone in Diamond Bar who wished to participate and to take part in the fight against hunger. Chia Teng presented photos showing that Millennium had cut trees before acquiring the necessary mitigation plan and reiterated his concerns about the project's non-conformance. 4. RESPONSE TO PUBLIC COMMENTS: CM/DeStefano responded to the last speaker that claims about work performed on the Millennium property were unlawful or otherwise in violation of the conditions of the City are inaccurate. Staff has taken a detailed look at the situation and since the project approval in February 2006 the applicant has followed all of the requirements of the City, has received approvals from the state agencies involved including Fish and Wildlife Service, Army Corps of Engineers and others. All the EIR mitigation measures that were imposed upon the project have been complied with. Comments with respect to the "stockpile" project that OCTOBER 6, 2015 PAGE 7 CITY COUNCIL occurred on a portion of the property is directly related to the adjacent Alamo Heights construction project that is presently underway consisting of about five homes on about 7 or 8 acres. As part of that approval as well as, the Millennium project approval there was cooperation that was required by the two developers for the future construction of Alamo Heights Road and the grades for that road and the adjoining pads for future home construction had to be properly aligned. As a part of that process, the current under -construction Alamo Heights project by Horizon Pacific was given permission by the City and by the Millennium property owner to stockpile earth on the Millennium site. That earth will be removed and redistributed as that project (Alamo Heights) proceeds and later, the Millennium project proceeds. In this and previous Council meetings questions have been raised regarding removal of trees, vegetation, etc. Again, the project was approved in February 2006. The process to begin the clearing of the site to specifically deal with the vegetation on the site outside of many of the trees was submitted to the City in 2007 and was approved in 2008 along with the mitigation plans to replace those trees at an offsite location (Frank G. Bonelli Regional Park in San Dimas) which was done in the 2008-2009 time period. Over the course of the years that property has continued to be maintained and grubbed as necessary. There was a comment made regarding removal of the trees prior to the environmental documents to allow it to be completed which is inaccurate. Those things that were done in 2008-2009 and again in about the 2013 time period was a proposal to put a debris basin on the property just outside of Millennium's boundaries. As a part of that debris basin proposal, there was a potential for 29 additional trees to be affected. The studies that were done in 2008 were redone in order to accompany the then known condition including the 29 additional trees that might be affected. Subsequent to the analysis in 2013 and all of the reports that were prepared the debris basin was ultimately chosen not to be created on the offsite property and will be constructed on the Millennium property. Based on that decision those 29 trees have been saved. To staff's knowledge, everything is up to date and everything has been done in accordance with the Environmental Impact Report and all of the decisions made by the City Council are being moved through by the developer leading to Final Map.approval and construction. 5.1 Traffic and Transportation Commission Meeting — October 8, 2015 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.2 Planning Commission Meeting — October 13, 2015 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.3 City Council Meeting — October 20, 2015 — 6:30 p.m., SCAQMD/Government Center, 21865 Copley Drive. 6. CONSENT CALENDAR: MPT/Lyons moved, C/Herrera seconded, to approve the Consent Calendar as presented. Motion carried by the following Roll Call vote: OCTOBER 6, 2015 PAGE 8 CITY COUNCIL AYES: COUNCIL MEMBERS: Herrera, Lin, MPT/Lyons; M/Tye NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: Tanaka 6.1 APPROVED CITY COUNCIL MINUTES — Regular Meeting of September 15, 2015 —As presented. 6.2 RECEIVED AND FILED TRAFFIC AND TRANSPORTATION COMMISSION MINUTES - Regular Meeting of August 13, 2015. 6.3 RECEIVED AND FILED PLANNING COMMISSION MINUTES — Regular Meeting of August 25, 2015. 6.4 RATIFIED CHECK REGISTER - Dated September 10, 2015 through September 30, 2015 totaling $1,050,048.64. 6.5 APPROVED TREASURER'S STATEMENT — Month of August 2015. 6.6 AUTHORIZED THE CITY MANAGER TO ENTER INTO A CONTRACT FOR ANNUAL PROPERTY TAX CONSULTING AND AUDIT SERVICES WITH HDL COREN & CONE, INC. COMMENCING FY 2015-16 THROUGH 2020-21 FOR AN ANNUAL FEE OF $12,240 PLUS 25% OF TAX REVENUE RECOVERED FOR THE CITY, FOR A TOTAL FIVE- YEAR CONTRACT AMOUNT NOT TO EXCEED $125,000. 6.7 APPROVED CONTRACT AMENDMENT NO. 3 WITH FEHRS & PEERS FOR CITYWIDE TRAFFIC DATA COLLECTION IN THE AMOUNT OF $36,345; PLUS A CONTINGENCY AMOUNT OF $3,000 FOR A TOTAL AUTHORIZATION OF $39,345. 6.8 APPROVED AMENDMENT NO. 5 TO THE CONTRACT WITH VALLEYCREST LANDSCAPE MAINTENANCE TO ADD ADDITIONAL SERVICES TO THEIR CONTRACT TO REMOVE TURF FROM THE MEDIANS ALONG DIAMOND BAR BOULEVARD AND REPLACE IT WITH DROUGHT TOLERANT PLANTING MATERIAL AND MULCH, PLUS RETROFIT THE IRRIGATION SYSTEMS AS NECESSARY TO MEET STATE WATER BOARD REQUIREMENTS, IN THE AMOUNT OF $539,465.46 FOR A TOTAL AUTHORIZATION NOT -TO -EXCEED $933,460.46 FOR FY 2015-16; PLUS, APPROPRIATED $539,510 OF METROPOLITAN WATER DISTRICT (MWD) GRANT FUNDS TO THE 2015-16 FY BUDGET FOR THIS PROJECT. 7. PUBLIC HEARINGS: None. OCTOBER • 1 PAGE + CITY COUNCIL MEETING9. COUNCIL SUBCOMMITTEE REPORTS AND REPORTSICOUNCIL MEMBER COMMENTS: C/Lin appreciated the outstanding report and presentation by staff on the progress and action to be taken on the Grand Avenue Beautification Project. Even with the traffic issues during October when this project is completed everyone will enjoy the beauty of the product. C/Herrera said that as everyone is aware the City is entering election season for the City Council. She believes the City of Diamond Bar is a great City and has run very smoothly. The City Council has been very collegial during the last several years which is different from years ago when there were quite contentious elections when -Council Members were fighting with each other and campaign signs were stolen and she is sad that that kind of negative activity is beginning once again. She hates to see Diamond Bar slip backward into negative activity that used to predominate the scene years ago. She advocated that it is okay to champion their candidates but please keep it positive and let the candidates talk about the positive things they can bring to the City and not have people running around town stealing signs, ripping them to shreds like happened last weekend. This is a crime and a police report is being filed and there will be prosecution if this occurs again. MPT/Lyons stated that in addition to what C/Herrera said she wanted to remind those residents who have not yet registered to vote that they should do so soon. There is about one week left to register so that one can vote in the upcoming election. Elections for City Council have a big impact on everyone who lives in Diamond Bar. She congratulated Diamond Bar Heroes who were celebrated at Diamond Bar Day at the Fair and thanked City staff for all of their hard work to make the event a big success. She displayed a copy of China Dolls which she said was a very easy to read book and her colleagues and CM/DeStefano are reading or have read the book. The author who will be coming to town is a very interesting woman. She suggested residents read the book and attend the meeting at the Library on October 24. Information regarding this event is posted all around town. M/Tye congratulated and welcomed May Nakjima as the City's newest staff member. M/Tye felt that Edison did a particularly good job in notifying his neighborhood of a maintenance power outage as they were working to make the power grid better able to handle increasing demand and upgrading to new equipment and cable. In this case they were being very pro -active and were scheduled to be out working from 5:00 p.m. last Friday to 6:00 a.m. Saturday morning and got the job done early. Kudos to Edison for their good work. Last week on September 28 he participated with Senator Huff in an event that was co- sponsored by Diamond Bar "Identity Theft and Fraud Prevention' Town Hall. Captain Scroggin was there and made a presentation on scams that targeted local seniors. There were over 100 seniors in attendance and if someone did not have an opportunity to participate there is a lot of good information through OCTOBER 6, 2015 PAGE 10 CITY COUNCIL Senator Huff's office in Brea at (714) 671-9474. ADJOURNMENT: With no further business to conduct, M/Tye adjourned the City Council Meeting at 7:30 p.m. 1�'L - CLCL TOMMA CRIBBINS, CITY CLERK The fo ing minutes are hereby approved this zothday of October , 2015. STEW TYE. OR