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HomeMy WebLinkAboutAgneda Packet - August 2, 2004 - CC k i �IO�F ^w AGENDA CITY COUNCIL, AND THE REDEVELOPMENT AGENCY AZUSA AUDITORIUM MONDAY, AUGUST 2, 2004 213 EAST FOOTHILL BOULEVARD 6:30 P.M. AZUSA CITY COUNCIL CRISTINA C. MADRID MAYOR DIANE CHAGNON IOSEPH R. ROCHA COUNCILMEMBER COUNCILMEMBER DICK STANFORD DAVE HARDISON MAYOR PRO-TEMPORE COUNCILMEMBER • Call to Order • Pledge to the Flag • Invocation — Pastor Daniel Simonson of Christbridge Immanuel Church. • Roll Call 1. CEREMONIAL A. Presentation of Proclamation to Lupe Chagolla, retiring from the Azusa Unified School District. B. Presentation of Certificate and Blue Star for Private Steven Navarette Jr., who is serving in the U.S. Armed forces. 11. CLOSED SESSION A. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Gov. Code Sec. 54956.9) Name of Case: Deanna Rios v. City of Azusa Case Number: US District Court, Central District, Case No. CV04-4039SJO B. CONFERENCE WITH LABOR NEGOTIATOR (Gov. Code Sec. 54957.6). Agency Negotiators: Mr. Robert Person and Ms. Julie Gutierrez Organizations/Employee: APOA and IBEW III. PUBLIC PARTICIPATION Person/Group shall be a//owed to speak without interruption up to five (S) minutes, subject to comp/lance with app/scab/e meeting ru/es. Questions to the speaker or responses to the speaker's questions or comments, sha//be hand/ed after the speakerhas completed his/her comments. Public Participation will be/invited to sarty(60) minutes. IV. REPORTS. UPDATES.PENDING ITEMS AND ANNOUNCEMENTS FROM COUNCIL AND STAFF A. Councilmember Rocha - Update on Viet Nam Moving Wall. V. SCHEDULED ITEMS A. PUBLIC HEARING - to consider Water System Development and Annexation Fees to be charged by Azusa Light 8, Water. Recommendation: Open the Public Hearing; receive testimony, close the Public Hearing. Waive further reading and adopt Resolution No. 04-058, approving adjustments to the Water System Development Fee and Resolution No. 04-059, adopting the adjustments to the Annexation Fees. B. Amendment to the 2005-2009 Capital Improvement Program (CIP) Budget and Authorization to Commence "Early Tree Care Program" Using Public Benefit/Prop: 12 Competitive Grant Reimbursement Funds Appropriating $50.000 to a New CIP Project. Recommendation: Amend the 2005-2009 Capital Improvement Program (CIP) Budget and authorize commencement of an "Early Tree Care Program" using Public Benefit/Proposition 12 competitive Grant Reimbursable Funding and appropriating$50,000 in Proposition 12 funds to a new CIP Project. C. Authorization to Enter into a Professional Services Agreement with B/R Partners for Project Management of the Monrovia Nursery Development Prosect. Recommendation: Authorize staff to enter into a professional services agreement, effective August 1 , 2004, with B/R Partners for project management services of the Monrovia Nursery development project. D. Confirmation of the City Council Chambers Security Auditorium Prolect of the FY2005 Capital Improvement's Project (CIP) Budget Assessment. Recommendation: Confirm the inclusion of the Council Security - Auditorium Project of the FY 2005 Capital Improvements Project (CIP) Budget. 08/02/04 PAGE TWO E. PARS Separation Incentive Implementation. Recommendation: 1) Approve a payment of $247,358.80 to Pacific Life Insurance Company for three consecutive years in order to fund the Public Agency Retirement System (PARS) Separation Incentive Plan which was adopted by the City Council on May 3, 2004. 2) Approve a transfer from the following fund balances to the Employee Benefits fund in the amount of $247,358.80, as follows: General Fund $190,266.72, Consumer Services Fund $37,505.52, and Electric Fund $19,586.56. F. Vacation Balance Payout to CAP. Recommendation: 1) Approve the vacation balance payouts to employees of APMA, AMMA, EXEC, AND IBEW per their current contract. 2) Approve a budget transfer in the amount of $234,782 from various fund balance to cover the cost of the vacation payouts as outlined in Attachment A. VI. CONSENT CALENDAR The Consent Calendar adopting the printed recommended actions will be enacted with one vote. if Staff or Councilmembers wish to address any item on the Consent Calendar individually, it will be considered under SPECIAL CALL ITEMS. A. Approval of Minutes. Recommendation: Approve minutes as written. B. Human Resources Action Items. Recommendation: Approve Personnel Action Requests in accordance with Section 3.3 of the City of Azusa Civil Service Rules and applicable Memorandum of Understanding(s). C. Authorization of Purchase of Toro Groundmaster 4000D Lawnmower in the Amount of $45,846, Utilizing the California Master Award Schedule (CMAs). Recommendation: Authorize the purchase of a Toro Groundmaster 4000-D lawnmower for the Parks Division of the Recreation and Family Services Department in the amount of $45,846. D. Approval of Bids and'. Specifications for Three Year Contract for Landscape and Irrigation Maintenance of Various Median Islands, Public Facilities and Right-of-Ways. Recommendation: Approve bids and specifications for a three year contract for landscape and irrigation maintenance of various median islands, public facilities and right-of-ways. (The bids and specification for this contract are available at the City Clerk's Office for review by Councilmembers, staff and members of the public). E. Change Order for the Pioneer Park Restroom Project, and Authorize a Change in the Contract Purchase Order with lergensen Construction to be revised from $258,000.00 to $265.200.00. Recommendation: Approve $7,200 change order for the Pioneer Park Restroom Project, CIP Project #22-80-000-160/7130/42003D and authorize a change in the Contract Purchase Order with Jergensen Construction to be revised from $258,000.00 to $265,200.00. 08/02/04 PAGE THREE F. Authorization to Issue Notices of Completion and Approval of Over Expenditures to Contracts with Gentry Brothers and American Asphalt for Completion of Year 2 of the Citv's "Pavement Management Plan Improvements". Recommendation: Approve the attached project completion notices and over expenditures to contracts with Gentry Brothers and American AsphaltI for completion of Year 2 of the City's "Pavement Management Plan Improvements": 1) Authorize the City Clerk's Office to file the Completion Notices with the County Recorder's Office 2) a. Authorize payment for extra work in the amount of$130,171 to the following: a) Authorize payment of $126,154 in excess of the contract authorized with Gentry Brothers. Original contract amount $937,729 plus $126,154 for additional work described in the background of the report for a total contract amount of $1,063,883. b. Authorize payment oft $4,017 in excess of the contract authorized with American Asphalt. Original contract amount of $833,765 plus $4,017 for additional work described in the background of the rep ort for a total contract amount of $837,782. G. Annuity Option for Heaith Insurance durinn Retirement. Recommendation: Approve a request by Ms. Acerol to receive an annuity option for health insurance during retirement. Approve a budget amendment transferring $81,250 from the Water Fund (32) and $43,750 from the Electric Fund (33) to the Self Insurance Fund - Reserve for Employee Health Retirement (42). H. Resolution Authorizing Payment of Warrants by the City. Recommendation: Adopt Resolution No. 04-C60. CONVENE JOINTLY WITH THE REDEVELOPMENT AGENCY TO CONSIDER THE FOLLOWING: VII. Redevelopment Agency Administration/Advance from the City. Recommendation: Operating expenses for the Redevelopment Agency were approved in the 2004/05 Budget. To fund these expenses with Redevelopment property tax increment revenues, the Agency must enter into a debt instrument with the City. (1) Adopt Resolution No. 04-R20, (Agency) Requesting a Loan from the City of Azusa for Purposes of the Merged Redevelopment Project Area and authorize execution of the Promissory Note. (2) Adopt Resolution No. 04-C61, Authorizing Loans for(purposes of the Merged Redevelopment Project Area. CITY COUNCIL TO RECESS AND THE REDEVELOPMENT AGENCY TO CONTINUE. Vlll. REDEVELOPMENT AGENCY CONSENT CALENDAR The Consent Calend adopting the printed recommended actions will be enacted with one vote. if Staff or Directors wish to address any item on the Consent Calendar individually, it will be considered under SPEC14L CALL ITEMS. A. Minutes of the Redevelopment Agencv. Recommendation: Approve minutes as written. 08/02/04 PAGE FOUR B. Redevelopment Agency Personnel Action Items. Step Increase Recommendations: S. Ruiz, Economic Development Specialist, and effective 5/15/04. C. Making a Finding that Planning and Administrative Expenses may be Funded from the Low- To-Moderate Income:Housing Fund (20% Set Aside). Recommendation: Adopt Resolution No. 04-R21, finding that the Planning and Administrative Expenses to be funded from the Low and Moderate Income Housing Fund are Necessary for the Production, Improvement or Preservation of the Community's Supply of Low and Moderate Income Housing. D. Resolution Authorkling Payment of Warrants by the Agency. Recommendation: Adopt Resolution No. 04-R22. IX ORDINANCES/SPECKL RESOLUTIONS A. Proposed Ordinances to Extend the Life of the Redevelopment Plans by One Year in Accordance with Senate Bill 1045. Recommendation: Waive further reading and introduce the Ordinances amending the Redevelopment Plans for the Merged and Ranch Center Project Areas pursuant to Senate Bill 1045 as codified in Health & Safety Code Section 33333.6(e)(2)(C). X. ADIOURNMENT A. Adjourn. UPCOMING MEETINGS: August 16, 2004, City Council Meeting September 7, 2004, City Council Meeting September 13, 2004, City Council Workshop September 20, 2004, City Council Meeting In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a citymeeting,please contact the City Clerkat 626-812-5229. Notification three (3) working days prior to the meeting when special services are needed will assist staff in assuring that reasonable wragFements can be made to provide access to the meeting. 08/02/04 PAGE FIVE T AzusA AGENDA ITEM TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: JOE JACOBS, DIRECTOR OF RECREATION AND FAMILY SERVICES VIA: JULIE GUTIERREZ, CITY MANAGER DATE: AUGUST 2, 2004 SUBJECT: AMENDMENT TO THE 2005-2009 CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET AND AUTHORIZATION TO COMMENCE "EARLY TREE CARE PROGRAM" USING PUBLIC BENEFIT/PROP. 12 COMPETITIVE GRANT REIMBURSEMENT FUNDS APPROPRIATING $50,000 TO A NEW CIP PROJECT RECOMMENDATION: It is recommended that the City Council amend the 2005-2009 Capital Improvement Program (CIP) Budget and authorize the establishment of an "Early Tree Care Program" using Public Benefit/Proposition 12 Competitive Grant Reimbursable Funding and appropriating $50,000 in Proposition 12 funds to a new CIP project. BACKGROUND: Since Fiscal Year 2000-01, the City of Azusa has planted over 4, 500 new trees in city parks and parkway locations in a concentrated effort to enhance our urban forest. This program has been funded by Public Benefit money and reimbursed on a 50%basis by Prop 12 Reimbursable Funds. This program has been a joint effort between Light & Water/Public Benefit Division whose responsibility includes administering the initial funding and the Parks Division, which had responsibility for grant oversight and the coordination of the actual tree planting and tree care activity. Essentially, this program has reimbursed the City of Azusa 50% of the costs associated with tree planting(inclusive of tree purchase cost and labor cost for installation). Historically, the city has expended approximately $50,000 annually on tree planting efforts and received back $25,000 annually. We are requesting that$50,000 in Prop 12 Reimbursable Funds be allocated to a (2) year "Early Tree Care Program". The "Early Tree Care Program" will cost approximately $25,000 per year for the next (2) years (FY 2004/2005 and FY 2005/2006), and allow us to reinvest those funds awarded by Public Benefit Funds. The "Early Tree Care Program"will be focused on nurturing recently planted trees during their early stages of development. Early tree care activities will include, but are not limited to the following tasks; routine watering, tree well maintenance, pruning, staking, routine observation and fertilization. The $50,000 expense for (2) years will consist of initial start up expense and on going operational expense. The initial start up cost is itemized as follows; ,// ///11 Miscellaneous Hand Tools $2,397.38 Wireless Tree Inventory Interface Card $ 400.00 Utility Trailer $2,000.00 Total Start Up Cost $4,797.38 The ongoing annual operational expense is itemized as follows; (1) Part Time PMW-I annual expense $20,000(25)average#of hours/week (This position will be eliminated at the conclusion of this two year program.) Chemical Weed Control Spraying $ 2,000 Annual wireless access to tree inventory $ 600 Annual Operational Expense $22,600 In addition to a proactive "Early Tree Care Program", the reinvestment of resources funded under this program will also proactively maintain the 635 tree well sites located throughout the City of Azusa further enhancing the aesthetic beauty of our urban forest. This "Early Tree Care Program"will no longer be necessary after the Fiscal Year 2005-2006 due to the fact that the tree planting program will be scaled down and the maintenance of this program will become part of the annual grid trimming cycle. FISCAL IMPACT: The sum total cost for the "Early Tree Care Program" for a (2) year duration will be $49,997.38 broken down as follows; Initial Start Up Expense $ 4,797.38 Year #1 Operational Expense $22,600.00 Year #2 Operational Expense $22,600.00 Total (2)Year Expense $49,997.38 The entire funding for the "Early Tree Care Program" will come from the Prop. 12 Competitive Grant Reimbursable Funds already received and targeted for such a specific purpose. The funds ($49,997.38) have been deposited to and are currently available in acct. #28-55420068. The requested action will establish a new Capital Improvements Project budget account to fund the project during FY2005 and FY2006. • r rt AZUSA TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: KING F. DAVIS, CHIEF OF POLICE VIA: JULIE A. GUTIERREZ, CITY MANAGER DATE: AUGUST 2, 2004 SUBJECT: CONFIRMATION OF THE CITY COUNCIL CHAMBERS SECURITY AUDITORIUM PROJECT OF THE FY2005 CAPITAL IMPROVEMENTS PROJECT (CIP) BUDGETASSESSMENT RECOMMENDATION It is recommended City Council confirm the inclusion of the Council Security- Auditorium Project of the FY2005 Capital Improvements Project (CIP) Budget. BACKGROUND During the recent City Council deliberations regarding the FY2005 Capital Improvements Project (CIP) Budget, City Council requested further discussion on the subject matter. In the CIP, $35,000 has been appropriated to fund a project that would construct a 36" tall perimeter fencing around the dais as well as installation of Lexan panels in the lower seating area near the Council members. The project resulted from concerns voiced by some Council members over security incidents in the cities of New York and Riverside in which public officials and the public where subject to attacks by members of the public. The project specifications were the result of an assessment performed by this office approximately one year ago. During the Council deliberations, some Council members were concerned about the appearance of barriers between the Council and members of the public and is the basis for delaying implementation of the project. FISCAL IMPACT There is adequate funding included in the FY2005 CIP budget for this project. 1 / y elk tfsiV ' 14a j. • AZUSA AGENDA ITEM TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: CATHY A. HANSON, DIRECTOR OF HUMAN RESOURCES VIA: JULIE A. GUTIERREZ, CITY MANAGER DATE: AUGUST 2, 2004 SUBJECT: VACATION BALANCE PAYOUT TO CAP RECOMMENDATION It is recommended that City Council: 1 . Approve the vacation balance payouts to employees of , AMMA, EXEC, and IBEW per their current contract. 2. Approve a budget transfer in the amount of $234,782 from various fund balance to cover the cost of the vacation payouts as outlined in Attachment A. BACKGROUND In an effort to manage the amount of vacation employees continue to carry over from year to year, vacation caps were negotiated in the 2000-2004 MOUs. Four of the bargaining units (ACEA, APOA, CAPP, and Laborers) had their balances in excess of the cap paid off in four equal annual payments during the term of the MOU. Four others (APMA, AMMA, EXEC, and IBEW) accrued vacation until July 31 , 2004, at which time their balances at or in excess of the cap shall be paid down to 52 times the then- current pay period rate of vacation accrual. FISCAL IMPACT Funding is reserved within each of the various funds under the Reserves for Compensated Absences. With the approval of the above budget transfer, funds will be moved from the various fund's reserve for compensated absences to the specific ��b 4,40,U�' �/ ' , n'fr 5 _organization key in which the employee is funded. The total impact for fiscal year • 2005 is $234,782. Attachment A Transfer From Transfer To Amount to Transfer General Fund Reserve 10-20-310-000-6003 Total $21,928.80 General Fund Reserve 10-20-310-000-6004 Total $4,252.74 General Fund Reserve 10-20-310-000-6005 Total $27,945.88 General Fund Reserve 10-20-310-000-6006 Total $3,920.81 General Fund Reserve 10-20-320-000-6003 Total $6,789.70 General Fund Reserve 10-25-410-000-6003 Total $11,312.17 General Fund Reserve 10-35-511-000-6003 Total $2,271.13 General Fund Reserve 10-35-611-000-6003 Total $12,389.71 Public Benefit Fund Reserve 24-40-739-085-6003 Total $1,902.96 Consumer Services Fund Reserve 31-10-130-000-6003 Total $7,529.31 Consumer Services Fund Reserve 31-40-711-902-6003 Total $1,316.41 Water Fund Reserve 32-40-722-700-6003 Total $44,780.11 Water Fund Reserve 32-40-723-750-6003 Total $11,880.48 Electric Fund Reserve 33-40-735-800-6003 Total $19,550.96 Electric Fund Reserve 33-40-735-830-6003 Total $3,850.14 Electric Fund Reserve 33-40-735-840-6003 Total $3,850.14 Electric Fund Reserve 33-40-745-800-6003 Total $38,703.47 Redevelopment Fund Reserve 80-10-110-000-6003 Total $10,607.17 Grand Total $234,782.11 all 444,-1 AZUSA CONSENT CALENDAR TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: JOE JACOBS, DIRECTOR OF RECREATION AND FAMILY SERVICES VIA: JULIE GUTIERREZ, CITY MANAGER DATE: AUGUST 2, 2004 SUBJECT: AUTHORIZATION TO PURCHASE TORO GROUNDMASTER 4000D LAWNMOWER IN THE AMOUNT OF $45,846UTILIZING THE CALIFORNIA MASTER AWARD SCHEDULE (CMAS) RECOMMENDATION: It is recommended that City Council authorize the purchase of a Toro Groundmaster 4000-D lawnmower for the Parks Division of the Recreation and Family Services Department in the amount of $45,846. BACKGROUND: The City's current equipment for mowing lawns is designed for smaller maintenance needs. As part of the consolidation of parks maintenance within the Recreation and Family Services Department, it is recommended that the proposed purchase be made in order to address the need for mowing larger acreage areas and to reduce wear and tear on current equipment not primarily designed for the acreage in the City Park System. The addition of this equipment will also reduce the amount of time necessary in the mowing schedule by 50%. FISCAL IMPACT: Funds have been budgeted in the Public Works' Department FY2005 Operating Budget. The funding source for the equipment is the Public Works Endowment Fund. 04-122 pp sAZUSA CONSENT CALENDAR TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: CATHY A. HANSON, DIRECTOR OF HUMAN RESOURCES VIA: JULIE A. GUTIERREZ, CITY MANAGER q„,44,4t-- DATE: AUGUST 2, 2004 SUBJECT: SALLIE ACERO ANNUITY OPTION FOR HEALTH INSURANCE DURING RETIREMENT RECOMMENDATION It is recommended that City Council : 1 . Approve a request by Ms. Acero to receive an annuity option for health insurance during retirement. 2. Approve a budget amendment transferring $81 ,250 from the Water Fund (32) and $43,750 from the Electric Fund (33) to the Self Insurance Fund - Reserve for Employee Health Retirement (42). BACKGROUND The current IBEW MOU section 23.2 states, "Employees who, at the time of retirement from the City of Azusa, have at least twenty (20) cumulative years of service with the City of Azusa, shall have the opportunity to choose one of the following options. The employee must indicate his or her choice within 30 days of retirement from the City of Azusa and such chose shall be considered irrevocable." Options include City paid health insurance or a City paid annuity. Section 23.2.02 states "The City will purchase, in the employee's behalf, a paid-up annuity income policy with benefits paid monthly, in an initial amount equal to the monthly single coverage premium in the PERSCare health plan. The annuity shall include an allowance for increases due to inflation." Ms. Acreo has requested the Annuity option. The present value of this option is approximately $125,000 whereby Ms. Acreo would be paid $544.77 monthly adjusted each July by the Consumer Price Index. The City has the option of self funding this annuity or purchasing an annuity from a third party. By self funding the annuity, the City is saving fees that would be paid to the third party vendor and receives the interest accrued on this investment. FISCAL IMPACT Approval of the above recommendation sets aside the total amount of the annuity of $125,000 . There is sufficient funding in both the Electric Fund and the Water Fund to cover this amount. The reserve will be reduced monthly by an amount equal to the monthly single coverage premium in the PERSCare health plan. The annuity included an annual allowance for increases due to inflation. 1:::11,:r:EB ►.�y - AZUSA CONSENT CALENDAR TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE BOARD FROM: CATHY HANSON, DIRECTOR OF HUMAN RESOURCES VIA: JULIE A. GUTIERREZ, CITY MANAGER DATE: AUGUST 2, 2004 SUBJECT: REDEVELOPMENT AGENCY PERSONNEL ACTION ITEMS STEP INCREASE RECOMMENDATIONS-The Director of Redevelopment has submitted Performance Appraisal(s) for the following employee (s) and requested a merit increase be granted as noted. NAME CLASSIFICATION EFFECTIVE RANGE/STEP MONTHLY DATE SALARY Sandra Ruiz Economic Development Specialist 5/15/04 4206/3 $4,904.48 FISCAL IMPACT Sufficient funds exist in the approved departmental budgets to cover the salary changes. Salary savings realized from vacant positions are utilized to underfill positions with temporary hires and/or to offset overtime costs.