HomeMy WebLinkAboutAgenda Packet - September 7, 2004 01\ \ 01A
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AZUSA
CEREMONIAL CALENDAR
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: ALBERT TOVAR, LIBRARY DIRECTOR
VIA: JULIE GUTIERREZ, CITY MANAGER
DATE: SEPTEMBER 7, 2004
SUBJECT: PROCLAMATION TO ANNOUNCE INTERNATIONAL LITERACY
DAY IN THE CITY OF AZUSA ON SEPTEMBER 8, 2004.
RECOMMENDATION:
It is recommended that the City Council proclaim International Literacy Day in
the City of Azusa on September 8, 2004.
BACKGROUND
The United Nations Educational, Scientific, and Cultural Organization (UNESCO)
began officially observing International Literacy Day in 1967.
The aim of International Literacy Day is to focus attention on worldwide literacy
issues and needs. It is estimated that 860 million of the world's adults do not
know how to read or write (two-thirds of this number are women) and that
more than 100 million children lack access to education.
The International Reading Association is one of the leading organizations of Intl
Lit. Day.
The Library's Adult Education and Literacy Services Center will celebrate a
belated International Literacy Day on September 21, 2004 as city residents
welcome author/poet Jimmy Santiago Baca to share his story about how he
learned to read as an adult.
FISCAL IMPACT G 9/7/&/Y
There is no fiscal impact as a result of this action.
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AZUSA
AGENDA ITEM
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JOE JACOBS, DIRECTOR OF RECREATION AND FAMILY SERVICES
VIA: JULIE A. GUTIERREZ, CITY MANAGER
DATE: SEPTEMBER 7, 2004
SUBJECT: AMENDMENT OF THE FY2005 CAPITAL IMPROVEMENTS PROJECT BUDGET FOR
THE SAN GABRIEL RIVER BIKE PATH PROJECT AND AUTHORIZATION TO TRANSFER
$55,000 TO THE PROJECT FROM AN OBSOLETE CIP FUNDED PROJECT AT PIONEER
PARK AND TO INCREASE THE CONTRACT PURCHASE ORDER WITH TMT
DEVELOPMENT/dba TK ENGINEERING FROM $377,000 TO $432,000
RECOMMENDATION:
It is recommended that City Council:
(1) Amend the budget of the Bike Path Project (CIP Project #41002A) and authorize the
transfer of$55,000 from an obsolete project at Pioneer Park(CIP Project#42003D)to the
Bike Path Project, and,
(2) Revising the contract purchase order with TMT Development/DBA TK engineering from
$377,000 to $432,000.
BACKGROUND:
The San Gabriel River Bike Path Project in the Capital Improvement Projects Budget has been
funded by a contribution from the Mountain Cove Development ($108,000) and a Proposition A
Grant from LA County ($350,000). After bidding out the project, it was clear that the budget
would exceed the available funding. As part of an effort to live within the existing budget, staff
value engineered the project down to the remaining available funds ($377,000). However, part of
that value engineering resulted in the elimination of the construction of the main irrigation line
running the one mile length of the project. Staff is recommending that the project be
supplemented with the requested funding in order to provide the construction of the irrigation
line.
The requested transfer of funds were previously targeted for new water canal fencing at Pioneer
Park and are no longer required for that project pending the possible undergrounding of the canal
as a result of the Monrovia Nursery Project.
FISCAL IMPACT:
The requested action will transfer $55,000 from the Pioneer Park Canal Fencing Project (CIP
Project #42003D) to the SG River Bike Path Project (CIP Project #41002A). This represents a
transfer of funds only and does not reflect an increase in funding of the FY2005 CIP.
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LAZ,USAI
AGENDA ITEM • \,`
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TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
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FROM: JOE JACOBS, DIRECTOR OF RECREATION AND FAMILY SERVICES \*�
VIA: JULIE A. GUTIERREZ, CITY MANAGER
DATE: SEPTEMBER 7, 2004 \\ 5,(\\d\✓
SUBJECT: AMENDMENT OF THE FY2005 CAPITAL IMPR• EMENTS PROJECT BUDGET FOR
THE SAN GABRIEL RIVER BIKE PATH P e D AUTHORIZATION TO TRANSFER
$55,000 TO THE PROJECT FROM OBSOLETE %IP FUNDED PROJECT AT PIONEER
PARK AND TO INCREASE THE o • !.' PURCHASE ORDER WITH TMT
DEVELOPMENT/dba TK ENGINEERING FROM $377,000 TO $432,000
RECOMMENDATION:
It is recommended that City Council'a,end the budget of the Bike Path Project (CIP Project
#41002A) and authorize the transfer of $55,000 from an 9Josolete project at Pioneer Park (CIP
Project #42003D) to the Bike Path Project; there€ ''evis g the contract purchase order with
TMT Development/DBA TK engineering from $377,000 to $432,000.
BACKGROUND:
The San Gabriel River Bike Path Project in the Capital Improvement Projects Budget has been
funded by a contribution from the Mountain Cove Development ($108,000) and a Proposition A
Grant from LA County ($350,000). After bidding out the project, it was clear that the budget
would exceed the available funding. As part of an effort to live within the existing budget, staff
value engineered the project down to the remaining available funds ($377,000). However, part of
that value engineering resulted in the elimination of the construction of the main irrigation line
running the one mile length of the project. Staff is recommending that the project be
supplemented with the requested funding in order to provide the construction of the irrigation
line.
The requested transfer of funds were previously targeted for new water canal fencing at Pioneer
Park and are no longer required for that project pending the possible undergrounding of the canal
as a result of the Monrovia Nursery Project.
FISCAL IMPACT:
The requested action will transfer $55,000 from the Pioneer Park Canal Fencing Project (CIP
Project #42003D) to the SG River Bike Path Project (CIP Project #41002A). This represents a
transfer of funds only and does not reflect an increase in funding of the FY2005 CIP.
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AZUSA
CONSENT CALENDAR
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: ALBERT TOVAR, LIBRARY DIRECTOR
VIA: JULIE GUTIERREZ, CITY MANAGER d
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DATE: SEPTEMBER 7, 2004
SUBJECT: AMENDMENT TO FY 2004/05 LIBRARY DEPARTMENT BUDGET
RECOMMENDATION:
It is recommended that the City Council:
1. Approve a budget amendment recognizing $73,200 from the Public
Library Funds (28-30-511-051) and appropriating $64,700 to the
Library Services - General operating account (10-30-511) and $8,500
to the Library Services Youth operating program account (10-30-
513); and
2. Approve a budget amendment recognizing and appropriating
$14,000 from the Literacy Grant Fund (28-30-515-050-4540) to the
California Literacy Grant program account (10-30-515). See attached
award letter.
3. Approve a budget amendment recognizing and appropriating $6,000
in Global Language Materials Grant funds to the Public Library Funds
account 28-30-51 1-051.
BACKGROUND
As part of the Fiscal Year 2005 adopted operating budget, the Library
Department took substantial reductions that impacted direct services. With
preliminary data in for revenues and expenditures for Fiscal Year 2004, the
Library staff completed a financial analysis that the approved FY 2005 Library
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departmental budget could impac,vt, basic operations not originally targeted for
reductions in this fiscal year. This is especially evident in reviewing allocations
in the category of Materials &Supplies, which include items such as book
purchases, periodicals, software, program expenses, supplies, and utilities.
Also, while reviewing previous fiscal year's activity, year-end balances,
deposits, and patterns of spending, it was clear that library grant funds and
donations were not routinely appropriated and allocated. It was also
discovered that electrical utility costs were under-calculated. These were
unfortunate oversights that were buffered through salary savings in previous
years.
Staff is proposing a one-time budget amendment that will result in correcting
potential deficits in FY 2005. Additionally, the Library Department has reviewed
its internal procedures and has taken measures to realign its spending plan to
be commensurate with the approved Library budget. This will help to avoid
future discrepancies and the Library Department will be in a better position to
forecast its FY 2006 budget.
Public Library Fund money is distributed to all California public libraries on a per
capita basis using a complex formula based on the amount in the fund
approved by the State Legislature. Cities have discretion over these funds so
long as the funds serve public library purposes stated in the law. In FY 03/04,
the Library received approximately $25,500 in PLF funds and this amount is
expected to drop slightly in FY 04/05. The balance as of June 30, 2004 in the
Library Department's Public Library Funds account is $404,442.
Within the past year Library Literacy Services staff has raised approximately
$20,000 in donations to the literary program and this figure is expected to
grow in future years. The recommendation to recognize and appropriate
literacy grant funds will make these monies available in the current budget.
For future budget cycles, new monies raised through donations will be routinely
transferred and future budget amendments will be minimized.
FISCAL IMPACT
Sufficient funds are available in the respective fund balances as identified in the
above budget amendments. The net impact of the above budget amendments
will be an increase to the Library's operating budget in the amount of $93,200.
Please refer to the following summary page for more detail.
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AMENDMENT TO FY 2004/05 LIBRARY DEPARTMENT BUDGET
Summary Page
Approved operating library general fund budget FY 2005 $ 838,319
Approved operating library grants &seizures Fund 67,460
Total September 7, 2004 Amendment Request $93,200
General Library Services 64,700
Youth Services 8,500
Literacy Services 14,000
Global Language Materials Grant 6,000
RECOMMENDED REVISED LIBRARY BUDGET: $998,979
RECOMMENDED REVISED REVENUE: $998,979
Balance remaining in the Library Department's
Public Library Funds account 28 30 511051 (fund balance): $328,433
Balance remaining in the Library Literacy Grant Fund
account 28 30 515 050 4540: $3,000
Amended library operating general fund budget FY 2005 $ 917,519
Calculation: 838,319 + $79,200 = $917,519
Amended library operating grants &seizures Fund 81,460
Calculation: 67,460 + 14,000 = $81,460
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August 6,2004
Albert Tovar, Library Director CALIFORNIA
Azusa City Library F STAT
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ED E LID B�1 8 R5 U
729 N. Dalton Avenue •
Azusa, CA 91702-2586
Dear Mr. Tovar:
I.am pleased to inform you that your application has been approved and that your California Library
Literacy Services program will receive baseline amount for the 2004/05 fiscal year to support the
following approved CLLS program component: •
• Adult Literacy Service- $10,000
This is the first "installment" of your total allocation for the 2004/05 fiscal year, and you may claim this
amount immediately by signing and mailing the attached claim form to the State Library's budget office.
As you lrnow, this is the second year of implementation of our new CLLS funding formula. In essence,
the funding formula has moved from being one dimensional—a state match on locally generated dollars
for adult literacy—to a three-part funding formula that more accurately reflects our CLLS mission and
values and provides more equity for communities where local funding resources are very limited. The
three parts of the new funding formula are:
• A baseline amount for each of your approved CLLS program components that reflects the
importance of each library having enough funds to provide a minimum level of local literacy
staffing and services.
• A per capita amount per adult learner served in 03/04 that reflects the fact that Adult Literacy
Services are the heart of our service, and are the basis for all other literacy services.
• A match on local funds raised and expended for adult literacy services—reflecting a commitment
to a continuing State/Local partnership, and to providing an incentive for increased local support
for adult literacy.
The second"installment"which is the remainder of your 2004-05 award will be determined by applying
the other two parts of the formula–match and per capita–which will be determined once final reports on
the 2003/04 fiscal year are submitted to the State Library by the August 15,2004 deadline.
PLEASE NOTE: Libraries not submitting the final reports by September 15 at the latest,will be
eligible to receive baseline amounts ONLY, and no match or per capita dollars. The reason for this
is that we must make the final calculations based on dollars based on the total match and per capita for all
programs statewide. We will not hold up funding for all programs because one or two programs report
late.
Library-Courts Building PO.Box 942837 Sacramento,CA 94237-0001•
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August 5,2004
CALIFORNIA
STATE LIBRARY
FOUNDED 1 8 5 0
Albert Tovar,Library Director
Azusa City Library
729 N.Dalton Avenue
Azusa, CA 91702-2586
Subject: LSTA L-7,FY 2004/05,WP03, Grant Award#40-6106
Title: Global Language Materials Grant Program
Dear Mr. Tovar:
I am pleased to approve your grant application for the above named project for a total of$6,000 in
federal Library Services and Technology Act (LSTA) funds, effective immediately for the period
ending June 30, 2005. The State Library primary consultant assigned to this project will be Rush
Brandis, tel. (916) 653-5471, email rbrandis@library.ca.gov. Please work with this consultant in
implementing your project. My staff is ready to assist you in making your project a success.
This grant will allow your library to purchase materials that meet the needs of immigrants in your
community. Your library can look forward to meeting the recreational or informational needs of
this segment of the population and improving library service throughout the area. Your library will
be receiving complimentary bookplates, which I encourage you to use in promoting the Global
Language Materials grant program to your user population.
Due to the delay in the 2004/05 state budget which has resulted in a delay in LSTA awards,
together with an anticipated consequent delay in issuance of grant checks by the State Controller,
LSTA recipients who are able to do so may commence work on approved projects with locally
available funds, in anticipation of receipt of grant funds from the State Library. While receipt of
a signed award letter is a firm commitment of funds, if you do not feel comfortable starting up on
local funds prior to receipt of a state check, you may still be able to begin such preparatory
activities as organization of an advisory board, recruitment of staff, and selection of materials or
equipment that do not incur direct expense chargeable to the grant. We regret the inconvenience
these circumstances have caused for recipients.
As a condition for receiving this grant award, the final narrative report for this project must
contain how the library obtained project input from the targeted community, how the library
opted to use the funding, the number of titles acquired and in what specific language, the number
of materials for adults and the number of materials for children and young adults that were
acquired, and where these materials are housed in the library.
Library-Courts Building P.O.Box 942837 Sacramento,CA 94237-0001
LSTA Control # L-7
LSTA GRANT AWARD DOCUMENTATION
Budget Citation BA/04, Item 6120-211-0890
LSTA Award #: 40-6106 Approval Date: 08/05/04
Project Title: Global Language Materials Grant Program
Subgrantee: Azusa City Library
Funding Start Date: ** upon execution **
Approved Funds: $6,000 Term: upon execution - 6/30/05
Payments: $6,000 upon execution of agreement Schedule No.
LUMP-SUM PAYMENT
Appropriation Encumbered (designate where applicable) For: FY 04/05
WP 03
Fund Federal Trust PCA#: 92980 Code: 702 Vendor Code: M606
Catalog number from Federal Catalog of Domestic Assistance #: 45.310
Matching: State: 34% Federal: 66%
APPROVED
BUDGET CATEGORY BUDGET REVISED REVISED
SALARIES & BENEFITS
LIBRARY MATERIALS $6,000
OPERATING EXPENSES
INDIRECT COSTS
EQUIPMENT
TOTAL $6,000
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AZUSA
AGENDA ITEM
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JOE JACOBS, DIRECTOR OF RECREATION AND FAMILY SERVICES
VIA: JULIE A. GUTIERREZ, CITY MANAGER
DATE: SEPTEMBER 7, 2004
SUBJECT: ACCEPTANCE OF PARK AND RECREATION COMMISSION RECOMMENDATION FOR
IMPLEMENTATION OF COMMUNITY REQUESTED TREE PLANTING PROGRAM
RECOMMENDATION:
It is recommended that City Council accept the Parks and Recreation Commission recommended
program for the implementation of a community tree-planting program.
BACKGROUND
At City Council directive, the Parks and Recreation Commission was asked to develop a
recommendation for a city policy on community requested tree plantings, memorial or otherwise.
After discussion, the Commission has proposed a policy designed to provide a vehicle and
process for numerous tree planting requests; to centralize the program ideally into one location;
to improve aesthetics and consistency in the parks; and to reduce maintenance time and expense
Such a program would include an application process for the community that would include the
Parks and Recreation Commission as the sole board for the review approval and processing of
those applications as well as providing a centralized location to facilitate these requests. The
Commission has identified the "Memorial Grove" to house this project. The Memorial Grove is a
subset of the Garden Center in the proposed Forest Gateway Interpretive Center Project due to
commence with construction in 2005. . In the event of full build out in the proposed "grove", a
second site will need to be identified and utilized to facilitate these requests in the near future.
The "Memorial Grove" has been incorporated into the proposed Forest Gateway Interpretive
Center. There is already a "waiting list" for memorial trees resulting from the City's decision to
plant memorial trees in the names of Azusans whose families have already donated funds to a
Chamber of Commerce project that proposed memorial benches and trees along the bike path on
Highway 39. This project was not maintained properly and most of the benches and trees are no
longer in existence. A total of 24 families donated funds to this project and the City is proposing
that those memorial trees be the first to be located in the Memorial Grove. It is probable that this
amount of trees will exhaust the available space and a secondary site would have to be identifi d
in the future. The identification of additional sites for City Council consideration will be placed on
a future Parks &Recreation Commission agenda for deliberation and a recommendation.
This item will be on the Parks and Recreation Commission's agenda for September 2, 2004. Staff
will report on the action of the Commission at the September 7, 2004 City Council meeting.
FISCAL IMPACT:
The cost of the 24 memorial trees at the site is part of the Forest Gateway Interpretive Center
capital budget and is estimated to be approximately $4,800. Future requests for memorial trees
are estimated to be approximately $200 per tree. Staff will recommend a placement fee of that
amount upon approval of any application. The ongoing maintenance of the interpretive center
gardens as well as the memorial grove will be the responsibility of the US Forest Service as soon as
the project is ready for their occupancy. Maintenance of future sites would have to be budgeted
for as needed.
04-144
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'AZUSA
CONSENT ITEM
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: CATHY A. HANSON, DIRECTOR OF HUMAN RESOURCES
VIA: JULIE A. GUTIERREZ, CITY MANAGER
SUBJECT: INSURANCE RENEWAL - LIFE AND ACCIDENTAL DEATH AND
DISMEMBERMENT INSURANCE
RECOMMENDATION
It is recommended that the City Council approve the change of insurance providers
from Canada Life to Standard Life.
BACKGROUND
Canada Life has been the Third Party Administrator (TPA) for our life and accidental
death and dismemberment insurance since approximately May 2002. Recently, ABD
Insurance &Financial Services, our insurance broker, recommended we change from
Canada Life to Standard Life, a company that previously provided services to the City.
The change was recommended for a variety of reasons including:
• The perception that Canada Life was unstable. This company had been
purchased and sold twice within a two month timeframe.
• Standard Life is considered a "premier company" within the industry.
• Additional benefits were offered by Standard Life that were not offered by
Canada Life at the same rate the City was being charged by Canada Life.
• Standard Life guaranteed rates to the City until January 1, 2006.
FISCAL IMPACT
There is no fiscal impact for this change to the 2004-2005 budget. The rates being
charged by Standard Life are the same as those charged by Canada Life.
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