HomeMy WebLinkAboutD-7 Staff Report - Golden Streets Festival MOUCONSENT ITEM
D-7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER
FROM: DANIEL BOBADILLA, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
DATE: APRIL 4, 2016
SUBJECT: APPROVAL OF A MEMORANDUM OF UNDERSTANDING BETWEEN THE
CITIES OF ARCADIA, AZUSA, DUARTE, IRWINDALE, MONROVIA, SAN
MARINO, AND SOUTH PASADENA AND THE COUNTY OF LOS ANGELES FOR
THE GOLDEN STREETS FESTIVAL
SUMMARY:
The City of South Pasadena, in collaboration with Bike San Gabriel Valley (BikeSGV), desires to
establish a partnership with numerous cities between South Pasadena and Azusa to host an open streets
event where streets along a 19.12 mile route will be closed to traffic and opened to the community to
walk, run, bike, and skate. This action approves a Memorandum of Understanding between the cities of
Arcadia, Azusa, Duarte, Irwindale, Monrovia, San Marino, and South Pasadena and the County of Los
Angeles to share resources to plan and host the Golden Streets Festival on June 26, 2016.
RECOMMENDATION:
Staff recommends that the City Council take the following action:
1) Authorize the City Manager to execute a Memorandum of Understanding between the cities of
Arcadia, Azusa, Duarte, Irwindale, Monrovia, San Marino, and South Pasadena and the County
of Los Angeles, in a form acceptable to the City Attorney, on behalf of the City.
DISCUSSION:
In 2014, the City of South Pasadena and Bike San Gabriel Valley (BikeSGV) were awarded a $393,600
grant in Congestion Mitigation Air Quality Funds from the Los Angeles County Metropolitan
Transportation Authority for an open streets event. Subsequently, the City of South Pasadena was
awarded a $320,000 grant from the Mobile Source Air Pollution Reduction Review Committee for the
open streets event. The proposed event, named Golden Streets Festival, will temporarily close streets for
automobile traffic between the cities of South Pasadena and Azusa and open the streets for community
members of all ages to walk, run, bike, skate, and explore. The event will provide an opportunity to link
APPROVED
COUNCIL MEETING
04/04/2016
Golden Streets Festival MOU
April 4, 2016
Page 2
the community with all Gold Line stations along the foothills, including the new Gold Line stations in
the cities of Arcadia, Monrovia, Duarte, Irwindale, and Azusa.
The proposed Memorandum of Understanding between the cities of Arcadia, Azusa, Duarte, Irwindale,
Monrovia, San Marino, and South Pasadena and the County of Los Angeles establishes a partnership
and formalizes the creation of a working group to collaborate and share resources related to the planning
and hosting of the 19.12 mile contiguous Golden Streets Festival on Sunday, June 26, 2016. Each city
along the event route will be responsible for street closures, vehicular detour plans, outreach, event
staging, and public safety within its jurisdictional boundaries.
The following provides additional information about the proposed Golden Streets Festival:
• Proposed Date: Sunday, June 26, 2016, 8:00 A.M. to 2:00 P.M.
• Proposed Route: City of South Pasadena to City of Azusa (see attached route map)
• Event Goals:
o Raise awareness about the Gold Line Foothill Extension and future plans
o Encourage local residents to walk, bike, skate, and scoot to the new Gold Line stations
o Allow local residents of all ages and abilities to experience streets from a unique
perspective
• The event is free for all participants.
• Participants may start and finish at any point along the route.
• All forms of non-motorized transportation are permitted, including walking, running, biking,
skating, and strolling.
• Activity hubs will be provided along the route where participants may relax, patronize local
businesses, and experience the San Gabriel Valley’s diverse offerings before ending their Golden
Streets Festival adventure.
FISCAL IMPACT:
The City will receive $26,174.40 from the awarded grants that will be utilized to support the event.
Funding allocation was based on route length in each jurisdiction along with the number of traffic
closures. As part of the grant conditions, the City will be required to provide an in-kind match of
$6,888.00, which will not involve an actual expenditure of funds, but rather involves the authorization of
Staff time for planning and working the event.
Prepared by: Reviewed and Approved:
Daniel Bobadilla, P.E. Louie F. Lacasella
Director of Public Works/City Engineer Management Analyst
Reviewed and Approved:
Troy L. Butzlaff, ICMA-CM
City Manager
Attachments:
1) Memorandum of Understanding
2) Proposed Route Map
ATTACHMENT 1
Golden Streets Working Group MOU
A MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE CITIES OF
ARCADIA, AZUSA, DUARTE, IRWINDALE, MONROVIA, SAN MARINO,
AND SOUTH PASADENA AND COUNTY OF LOS ANGELES TO SHARE
RESOURCES TO PLAN AND HOST THE GOLDEN STREETS FESTIVAL
THROUGH THE CREATION OF A "GOLDEN STREETS
WORKING GROUP"
WHEREAS, on June 26, 2014, the Los Angeles County Metropolitan Transportation
Authority (LACMTA) Board approved the 2014 Open Streets Grant Program providing
Congestion Mitigation Air Quality (“CMAQ”) Funds for one-day events that close the street to
automotive traffic and open them to people to walk or bike (“Open Street Event”). Further, the
LACMTA Board approved that LACMTA serve as the pass through agency of the CMAQ Funds
with local cities; and
WHEREAS, the City of South Pasadena (Grantee) and Bike San Gabriel Valley (BikeSGV)
were successful in securing $393,600 in CMAQ funds from the LACMTA county-wide “Open
Streets Event” program to host the Golden Streets Festival for outreach, pre-event planning,
and day of event staging costs; and
WHEREAS, the Golden Streets Festival, which qualifies as an “Open Street Event,” for
the use of the LACMTA pass though of CMAQ funds, will promote active transportation and
complete street concepts in conjunction with the grand opening of the Gold Line Foothill
Extension in Spring 2016; and
WHEREAS, LACMTA will advance local funds up to $393,600, to the Grantee for the
Golden Streets Festival and then submit requests, based on Grantee’s invoices to Caltrans for
reimbursement with CMAQ Funds; and
WHEREAS, the Grantee understands that the CMAQ Funds provided herein are subject
to the federal grant agreement between the California Department of Transportation and
LACTMA (Federal Grant); and
WHEREAS, Grantee shall be subject to, and shall comply with, all requirements of the
Federal Grant and other applicable requirements of the United States Department of
Transportation (USDOT), the United States Department of Labor (USDOL), and Caltrans. In
addition, the Grantee shall comply with all requirements of LACMTA so that LACMTA can fulfill
its responsibilities as the Grantee under the Federal Grant and as the pass-through agency; and,
WHEREAS, the LACMTA “Open Streets Event” program requires a 20% in-kind or local
fund match of the total cost of the event; and
Golden Streets Working Group MOU
2
WHEREAS, the Grantee shall utilize the local grant funds for non-infrastructure costs of
implementing the Golden Streets Festival. Per the funding guidelines, physical infrastructure
costs associated with the event are not eligible for reimbursement; and
WHEREAS, not more frequently than once a month, the Grantee will prepare and
submit to LACMTA a Request for Reimbursement for allowable costs incurred; and
WHEREAS, each Request for Reimbursement must be submitted on Grantee’s
letterhead and shall include an invoice number and report the total expenditures, specify the
percent and amount of CMAQ Funds to be reimbursed, the total amount of Local Match
expended and include a detailed invoice describing all invoiced work completed along with
appropriate detailed documentation supporting costs incurred. To ensure timely processing of
invoices, each Request for Reimbursement shall not include any invoices which are older than
three (3) months from the date of the Request for Reimbursement; and
WHEREAS, the State Legislature signed Assembly Bill 2766 in September 1990 providing
the South Coast Air Quality Management District (SCAQMD) within the Mobile Source Air
Pollution Reduction Review Committee (MSRC) to develop a work program to fund projects;
and
WHEREAS, the City of South Pasadena and BikeSGV were successful in securing
$320,000 from the MSRC 2015 Local Government Match Program for direct costs associated
with the Golden Streets Festival such as: marketing materials, traffic enforcement, rentals,
planning staff, insurance, and permits; and,
WHEREAS, MSRC will match Subvention Funds (AB 2766 Motor Vehicle Subvention
Program) and additional funding sources dollar for dollar in an amount not to exceed $320,000;
and
WHEREAS, MSRC match funds will be distributed on a reimbursement basis upon
completion of the approved project and submittal of all required reports and invoices to the
Grantee; and
WHEREAS, the cities of Arcadia, Azusa, Duarte, Irwindale, Monrovia, San Marino, and
South Pasadena, and the County of Los Angeles (collectively referred to as the "Cities" or
individually referred to respectively as "Partner City") by entering into this agreement have
partnered together to host a 19.12 mile contiguous open streets event on Sunday, June 26,
2016 from South Pasadena to Azusa (referred to herein as the “Golden Streets Festival”); and
WHEREAS, the Cities will be responsible for street closures, vehicular detour plans,
outreach, event staging, and public safety within their own jurisdiction; and
WHEREAS, the Cities desire to work jointly and collaboratively to share monetary,
staffing, and other resources in planning and hosting the Golden Streets Festival, and desire to
Golden Streets Working Group MOU
3
formalize their relationship through the creation of a "Golden Streets Working Group" or
“Working Group” to coordinate their activities; and
WHEREAS, nothing in this MOU creates a Joint Powers Agreement or Joint Powers
Agency within the meaning of California Government Code §§6500.
NOW, THEREFORE, the Cities hereto agree as follows:
1. CREATION OF THE "GOLDEN STREETS WORKING GROUP" - There is hereby created a
"Golden Streets Working Group" established for the purpose of combining resources
(financial, staffing and other in-kind) in order to plan and host the Golden Streets Festival.
The Working Group shall be composed of the City Manager, or designee, from the Grantee
and each Partner City.
2. MANAGEMENT OF OPERATIONS - The Golden Streets Working Group (“Working Group”)
shall be authorized to consider and direct, by majority vote of the entire Working Group,
the use of resources that are available to the Working Group consistent with the functions
and purposes of the planning and hosting of the Golden Streets Festival.
3.
a. VOTING - Each member of the Working Group shall have one (1) vote on matters
within the Working Group’s subject matter jurisdiction.
b.
FIDUCIARY AGENT - The City of South Pasadena shall act as the "Fiduciary Agent" of
the Working Group. The Fiduciary Agent will coordinate the reporting and
reimbursements requirements associated with the grants on behalf of the Working
Group. Subject to direction of the Working Group, the Fiduciary Agent shall pay
expenses of the Working Group and shall report regularly to the Working Group the
funding and reimbursement status of the Golden Streets Festival grants. The
Fiduciary Agent shall retain 5% of each of the Golden Streets Festival grant funds for
these administrative services.
4. CONTRIBUTIONS - Each Partner City shall contribute to the 20% in-kind match for the funds
received through the CMAQ grant funds. Contributions shall be determined based on the
length of the route and the number of street closures in each Partner City as shown in
Exhibit A.
5. AVAILABLE FUNDING - The available funding, from the CMAQ grant funds, to each city will
be determined based on the length of the route and the number of street closures in each
Partner City as shown in Exhibit A, after the shared expenditures and the 5% administrative
fee has been provided to the Fiduciary Agent for their costs associated with the
administration of the CMAQ grant funds.
Golden Streets Working Group MOU
4
6. CONSULTANT WORK - The Working Group may enlist the work of independent contractors,
consultants, vendors, and other professionals to assist in the planning and operations of the
Golden Streets Festival. Such consultant(s) shall not be employees of the Working Group
nor of any Partner City but shall be engaged by the Fiduciary Agent on behalf of the
Working Group. The consultant(s) shall provide indemnification, hold harmless and
additional insured coverage in the manner and amounts as set forth by the Working Group
naming each respective Partner City as an additional insured.
7. ALLOCATION OF FUNDS – The Working Group will authorize the Fiduciary Agent to enter
into contracts for the planning, implementation, and hosting of the Golden Streets Festival.
Any remaining CMAQ funds that have not been expended on behalf of the Working Group
for shared resources or purchases may be reallocated to individual Partner Cities in a
proportionate share based on length of the route and the number of street closures within
their respected jurisdictions as set forth in Exhibit A, for reimbursement of any additional
costs associated with the Golden Streets Festival. Any reallocation of CMAQ funds would
result in the reallocation of the 20% local match requirements. Any remaining unspent
CMAQ funds will be retained by LACTMA. Any remaining unspent MSRC funds will be
retained by SCAQMD.
8. INDEMNIFICATION - In light of the provisions of Section 895.2 of the Government Code of
the State of California imposing certain tort liability jointly upon public entities solely by
reason of such entities being parties to an agreement (as defined in Section 895 of said
Code), each Partner City, pursuant to the authorization contained in Section 895.4 and
895.6 of said Code, shall assume the full liability imposed upon it or any of its officers,
agents, or employees by law for injury caused by any act or omission occurring in the
performance of this Agreement to the same extent that such liability would be imposed in
the absence of Section 895.2 of said Code. To achieve the above stated purpose, the each
Partner City shall indemnify, defend, and hold each other Partner City harmless for any
liability, cost, or expense that may be imposed upon the other Partner Cities solely by virtue
of said Section 895.2. The provisions of Section 2778 of the California Civil Code are made a
part hereof as if incorporated herein.
DISSOLUTION -. Upon completion of the purposes of this MOU, or as determined by the Partner
Cities, at any time, this MOU shall be terminated and the Working Group dissolved.
Notwithstanding the termination of this MOU and the dissolution of the Working Group, all of the
rights and obligations of the respective parties under Section 7 hereof (Indemnification), shall
survive expiration or termination (for any reason) and remain in full force and effect.
9.
10. NOTICE TO PARTIES (AUTHORIZED REPRESENTATIVES) - Notices given pursuant to the
requirements of this MOU shall be by personal service upon the Partner City to be notified
by writing upon such notice being deposited into the custody of the United States Postal
Service addressed as follows:
Golden Streets Working Group MOU
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City of Arcadia
City Manager
240 West Huntington Drive
Arcadia, CA 91066
City of Azusa
City Manager
213 East Foothill Boulevard
Azusa, CA 91702
City of Duarte
City Manager
1600 Huntington Drive
Duarte, CA 91010
City of Irwindale
City Manager
5050 North Irwindale Avenue
Irwindale, CA 91706
City of Monrovia
City Manager
415 South Ivy Avenue
Monrovia, CA 91016
City of San Marino
City Manager
2200 Huntington Drive
San Marino, CA 91108
City of South Pasadena
City Manager
1414 Mission Street
South Pasadena, CA 91030
County of Los Angeles
Public Works Deputy Director
900 S. Fremont Ave.
Alhambra, CA 91803
11. AMENDMENTS - This MOU may only be amended in writing upon unanimous action by
each respective Partner City's city manager.
Golden Streets Working Group MOU
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IN WITNESS WHEREOF, the Parties hereto have caused MOU to be executed by their duly
authorized representatives:
CITY OF ARCADIA: ______________________________ ____________
Dominic Lazzaretto, City Manager Date
CITY OF AZUSA: ______________________________ ____________
Troy Butzlaff, City Manager Date
CITY OF DUARTE: ______________________________ ____________
Darrell George, City Manager Date
CITY OF IRWINDALE: ______________________________ ____________
John Davidson, City Manager Date
CITY OF MONROVIA: ______________________________ ____________
Oliver Chi, City Manager Date
CITY OF SAN MARINO: ______________________________ ____________
John Schaefer, City Manager Date
CITY OF SOUTH PASADENA: ______________________________ ____________
Sergio Gonzalez, City Manager Date
COUNTY OF LOS ANGELES: ______________________________ ____________
Pat Proano, Deputy Director Date
Golden Streets Working Group MOU
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EXHIBIT A
GOLDEN STREETS FESTIVAL
FUNDING ALLOCATION PLAN
FISCAL YEAR 2015-16
Metro Grant Award: $393,600
Less Administrative Fee (5%): $373,920
Partner City Route
Length
# of Hard
Closures
# of Soft
Closures
Funding
Allocation*
In-Kind Match
Requirement
Traffic
Control
Allocation
Available
Grant
Funds**
Total Grant
Funding**
Arcadia 4.3 23 3 17% $16,728.00 $28,500.00 $35,066.40 $63,566.40
Azusa 1.4 7 3 7% $6,888.00 $12,000.00 $14,174.40 $26,174.40
Duarte 3 21 4 16% $15,744.00 $27,000.00 $32,827.20 $59,827.20
Irwindale 1.62 3 1 3% $2,952.00 $6,000.00 $5,217.60 $11,217.60
Monrovia 2.66 19 2 13% $12,792.00 $22,500.00 $26,109.60 $48,609.60
San Marino 2.92 18 8 19% $18,696.00 $31,500.00 $39,544.80 $71,044.80
South Pasadena 1.63 19 3 14% $13,776.00 $22,500.00 $29,848.80 $52,348.80
Los Angeles County 1.41 16 2 11% $10,824.00 ----- $41,131.20 $41,131.20
Total 18.94 126 26 100% $98,400.00 $150,000.00 $223,920.00 $373,920.00
* Route Length + 2(# of Hard Closures) + 4(# of Soft Closures) = 100%
** Available funds will be less a 5% administrative fee for the Fiduciary Agent
MSRC Grant Award: $320,000
Less Administrative Fee (5%): $304,000
GOLDEN STREETS FESTIVAL PROPOSED ROUTE MAP ATTACHMENT 2