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01/23/2003 FJLE� Ppy �ztiNDz CE January 23,2003, , 22795 Barton Road i Grants Terrace California 92313-5295 Civic Center (909)824-662] Fax(909),783-7629 Fax(909)783-2600 CITY OF GRAND- TERRACE teL Ann Garcia ; Mayor a. , CRA/CITY ,COUNCIL: . :blaryetta Ferre Mayor Pro Tent REGULAR MEETINGS Flernian Hilkey DonLarkin; ZND Ai.ND .4TH Thursdays 6:00 .p.m.. Bea Cortes, •Council Members Thowas,J.Schwab City Ma�agcr Council Chambers. `Grand Terrace Civic,Center-_ 22795 Barton•Road Grand Terrace, CA 92313-5295 " ' CITY OF GRAND TERRACE COUNCIL MEETING AGENDA CITY COUNCIL CHAMBERS JANUARY 23, 2003 GRAND TERRACE CIVIC CENTER 6:00 P.M. 22795 Barton Road ,.THE,,CITY,OF'Gk��4!1)!T�tkR"ACE�-CFO %19S-WIT.HZHk, ERICANS-W�lTgH'DJSABM,,'I-T,.JES-,ACT�OF,1990.-z',IF,YOU-- MP, :S�tc IAEP SIIST NCR`X-di PR I CITY— L!ERWS-"; U L PEE, 824661t: OFFICKATiE X, Y' 8.HOU RS' -4 . "g & RES& N 'DERTU jp 'ES!kt � � ',j)VRIN M - ."N YOU:D '10' Di -TIIK�CITY,CWNCII� ,G 1IE"MEETING 11E uTHA, UN OL fc, kt" x COMPLETE—," SE �ST'T 0,SPEAX^FO "A YAXLXML Ei TT...H....E. l-,bOMMENT+ YOUuARK- IYIAYOR'r�T= , NRANCEAND -REStNTIT �CFTYCLEW."ql PONB w EaTIM PRIA Call to Order- Invocation- Pledge of Allegiance- Roll Call- STAFF COUNCIL AGENDA ITEMS RECOMMENDATION ACTION CONVENE COMMUNITY REDEVELOPMENT AGENCY 1. Approval of 01-09-2003 Minutes Approve 2. Annual Financial Report for Fiscal Year Ending June 30,2002 Accept 3. Authorization to Release Bid - Rollins Park Authorize Restroorn/Concession Building ADJOURN COMMUNITY REDEVELOPMENT AGENCY CONVENE CITY COUNCIL MEETING 1. Items to Delete 2. SPECIAL PRESENTATIONS A. Home of Distinction Award 3. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon by the Council at one time without discussion. Any Council Member,Staff Member,or Citizen may request removal of an item from the Consent Calendar for discussion. A. Approval of Check Register Dated 01-23-2003 Approve B. Ratify 01-23-2003 CRA Action COUNCIL AGENDA 01-23-2003 PAGE 2 OF 2 AGENDA ITEMS STAFF COUNCIL RECOMMENDATIONS ACTION C. Waive Full Reading of Ordinances on Agenda D. Approval of 01-09-2003 Minutes Approve E. CLEEP Grant Expenditure Authorize F. State COPS Grant FY 02-03 Allocation Approve G. Offer of Dedication-22888 Grand Terrace Road Accept H. Conference Travel Authorization-Finance Director Authorize 4. PUBLIC COMMENT 5. ORAL REPORTS A. Committee Reports 1. Historical and Cultural Activities Committee a. Minutes of December 9,2002 Accept 2. Emergency Operations Committee a. Minutes of January 6,2003 Accept b. Appoint New Members(Raborn&McElwee) Appoint 3. Crime Prevention Committee a. Minutes of November 11,2002 Accept B. Council Reports 6. PUBLIC HEARINGS-None 7. UNFINISHED BUSINESS-None 8. NEW BUSINESS A. Recreational Vehicle Review B. Measure I Capital Improvement Plan(CIP)for FY 2003- Approve 2007 C. Agreement with Site Management Services to Lease Utility Authorize Poles for Wireless Communications Facilities 9. CLOSED SESSION-None ADJOURN THE NEXT CRA/CITY COUNCIL MEETING WILL BE HELD ON THURSDAY,FEBRUARY 13,2003. .... ..................................................................... AGENDA ITEM REQUESTS FOR THE 02-13-2003 MEETING MUST BE SUBMITTED IN WRITING TO THE CITY CLERK'S OFFICE BY NOON 02-06-2003. R A APPROVAL CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY MINUTES REGULAR MEETING-JANUARY 9, 2003 A regular meeting of the Community Redevelopment Agency, City of Grand Terrace,was held in the Council Chambers,Grand Terrace Civic Center,22795 Barton Road,Grand Terrace,California, on January 9, 2003 at 6:00 p.m. PRESENT: Lee Ann Garcia, Chairman Maryetta Ferr6, Vice-Chairman Herman Hilkey, Agency Member Don Larkin, Agency Member Brenda Stanfill, City Clerk Steve Berry, Assistant City Manager Larry Ronnow, Finance Director Jerry Glander,Building & Safety Director Lt. Guerra, Sheriff's Department ABSENT: Bea Cortes, Agency Member Tom Schwab, Executive Director Gary Koontz, Community Development Director John Harper, City Attorney APPROVAL OF 12-10-2002 AND 12-12-2002 MINUTES CRA-2003-01 MOTION BY VICE-CHAIRMAN FERRE, SECOND BY AGENCY MEMBER LARKIN, CARRIED 4-0-1-0(AGENCY MEMBER CORTES WAS ABSENT),to approve the December 10,2002 and December 12,2002 Community Redevelopment Agency Minutes. Chairman Garcia adjourned the Community Redevelopment Agency Meeting at 6:10 p.m.until the next CRA/City Council Meeting scheduled to be held on Thursday, January 23, 2003 at 6:00 p.m. SECRETARY of the Community Redevelopment Agency of the City of Grand Terrace CHAIRMAN of the Community Redevelopment Agency of the City of Grand Terrace ICRA AGENDA ITEM NO. COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE STAFF REPORT Finance Department CRA ITEM(X) COUNCIL ITEM( ) MEETING DATE : January 23, 2003 t AGENDA ITEM SUBJECT: ANNUAL FINANCIAL REPORT FOR FISCAL YEAR ENDING JUNE 30, 2002 FUNDING REQUIRED NO FUNDING REQUIRED XX In accordance with Municipal Code 2.12.030.B, staff is presenting the Financial Audit Report for the fiscal year ended June 30, 2001 for your review and acceptance, and also as a matter of public record. The audited report was prepared.by the firm of Vavrinek, Trine, Day & Co., LLP, Certified Public Accountants, with whom the.Agency contracts to perform a financial and compliance audit. The CRA of the City of Grand Terrace continues to receive an unqualified ( opinion on its'financial report. The auditor has rendered an opinion that the financial statements, present fairly, in all material respects, the financial position of the CRA of the City of Grand Terrace, as of June 30, 2002 and the results of its operations.for the year then ended in conformity with generally accepted accounting principles. The majority of compliance findings were derived from our audit by the State Department of Housing and Community Development in April of this year. These findings have been reviewed by staff and the city attorney, and responded to or implemented as recommended. Additional review by staff and the city attorney will be required to update outstanding loan agreements. This report has been submitted to the State Controller's Office as required by the Single Audit Act of 1984 and OMB Circular A-128 and A-133. A copy of the CRA financial statements is available to the general public in the reference section of the Grand Terrace Library. Staff Recommends that Board: ACCEPT THE AUDITED FINANCIAL STATEMENTS OF THE CRA OF THE CITY OF GRAND TERRACE FOR THE FISCAL YEAR ENDED JUNE 30, 2002. CRA AGENDA ITEM NO. MI. LAFF et,P K I Vt ;Li CRA ITEM ( X ) COUNCIL ITEM MEETING DATE: January 23, 2003 FUNDING REQUIRED: ( X ) NO FUNDING REQUIRED ( ) SUBJECT: Authorization To Release Bid — Rollins Park Restroom/Concession Building RECOMMENDATION: Authorize the City Clerk to publish bid documents Background: In May 2002, the Redevelopment Agency approved a design services contract with Community Works Design Group for the preparation of construction documents for the renovation of Rollins Park and the playfields of Terrace Hills Middle School. The project includes the redevelopment of the park to serve as a soccer facility with upgrades to the parking lot, playgrounds, lighting, and a new restroom/concession building. As part of the facility design, it was determined that a pre-manufactured restroom building would best serve the park. Several companies market building systems that are fabricated in wall units at a factory and assembled onsite. Different components may be added to each building depending on the purchaser's needs. The proposed structure will include two restrooms, a concession stand, an office for use by the Youth Soccer League, and storage rooms for the Soccer League and City maintenance staff. Following discussions with the project landscape architect, it was determined that the City will save on the overall costs the total project by bidding this . structure separately by avoiding general contractor overhead and profit attached to the building. Funding will be provided for this project through the Redevelopment Agency/School District agreement directing designated school tax increment funds for use in this project. Additional funds are available through 2000 State Parks Bond funds and a State Parks Department Land and Water Conservation Fund grant. The Youth Soccer League will also assist in funding this structure and has tentatively approved a budget of $10,000 for this Fiscal Year. CRA AGENDA ITEM NO. All construction bid plans and documents have been completed and are ready for public bidding. The final award of the contract will be subject to City council approval. Staff recommends that the Redevelopment Agency Board authorize the City Clerk to publish the Rollins Park Restroom/Concession Building bid documents according to City policy and procedures. C', Check Register( ~"fed January 23, 2003 vchlist Voucher List Page: 1 01/15/2003 2:19:40PM CITY OF GRAND TERRACE n _ Bank code: bofa Voucher Date Vendor Invoice Description/Account Amount 51071 1/6/2003 006681 SMART&FINAL 0058357 TINY TOT SUPPLIES 10-440-221-000-000 116.67 Total : 116.67 51072 1/6/2003 001038 VERIZON WIRELESS-LA Ia4778500121 Child Care Dec. cell service 10-440-235-000-000 74.24 Total : 74.24 51073 1/6/2003 003420 INLAND COUNTIES INSURANCE SVCS 010103 DENTAL &VISION 10-022-63-00 895.02 Total : 895.02 51074 1/6/2003 004632 METLIFE 010103 METLIFE FOR JAN 03 10-022-63-00 219.00 Total : 219.00 51075 1/6/2003 004587 MANAGED HEALTH NETWORK MHN MANAGED HEALTH NETWORK 10-120-142-000-000 23.82 10-125-142-000-000 23.82 10-140-142-000-000 35.73 10-172-142-000-000 5.96 10-175-142-000-000 4.76 10-180-142-000-000 35.74 10-370-142-000-000 16.68 10-380-142-000-000 11.91 10-440-142-000-000 297.75 10-450-142-000-000 11.91 21-572-142-000-000 11.90 32-370-142-000-000 4.76 34-400-142-000-000 51.21 34-800-142-000-000 23.82 Total : 559.77 51076 1/6/2003 002901 G.T.AREA CHAMBER OF COMMERCE 3129/3128 JAN. COMM CALENDAR/NEWSLETTER 10-125-213-000-000 1,120.75 Total : 1,120.75 Page: 1 COUNCIL AGENDA iTE€J Ho. vchlist Voucher List Page: 2 01/15/2003 2:19:40PM CITY OF GRAND TERRACE Bank code: bofa Voucher Date Vendor Invoice Description/Account Amount 51077 1/6/2003 005452 PACIFICARE OF CALIFORNIA PACIFICARE PACIFICARE HEALTH INS 34-400-142-000-000 1,030.95 34-800-142-000-000 166.53 10-022-61-00 166.53 10-022-63-00 6,346.94 10-120-142-000-000 427.48 10-125-142-000-000 378.30 } 10-140-142-000-000 1,285.80 10-172-142-000-000 162.96 10-175-142-000-000 130.36 10-180-142-000-000 616.63 10-370-142-000-000 390.78 10-380-142-000-000 213.74 10-440-142-000-000 427.48 10-450-142-000-000 189.15 21-572-142-000-000 -213.74 32=370-142-000-000 111.65 Total : 12,259.02 51078 1/6/2003 006772 STANDARD INSURANCE COMPANY std STANDARD INS-LIFE AND DISABILITY 10-120-142-000-000 13.00 10-125-142-000-000 13.00 10-140-142-000-000 19.50 10-172-142-000-000 3.26 10-175-142-000-000 2.60 10-180-142-000-000' 18.88 10-370-142-000-000 9.10 10-380-142-000-000 6.50 10-440-142-000-000 83.25 10-450-142-000-000 6.50 21-572-142-000-000 5.87 32-370-142-000-000 2.60 34-400-142-000-000 25.44 34-800-142-000-000 10.50 10-022-63-00 1,217.38 Total 1,437.38 Page: 2 vchlist f V�of:her List Page: 3 01/15/2003 2:19:40PM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51079 1/6/2003 004550 EXPANETS INC. 1000088795 EXPANETS 10-190-246-000-000 612.50 Total : 612.50 51080 1/9/2003 005702 PUBLIC EMPLOYEES RETIREMENT 010303 PERS FOR PAYROLL END 1/3/03 10-022-62-00 4,073.84 Total : 4,073.84 51081 1/14/2003 004350 LEAGUE OF CALIFORNIA CITIES, INLA 011403 1/16/03 Mtq-Mission Inn 10-180-270-000-000 35.00 10-110-270-000-000 70.00 Total : 165.00 51082 1/14/2003 001907 COSTCO#478 478160161131 CHILD CARE SUPPLIES 10-440-220-000-000 25.95 10-440-228-000-000 52.77 Total : 78.72 51083 1/14/2003 001038 VERIZON WIRELESS-LA la4865534122 Dec. cell service-Bldq & Safety 34-400-235-000-000 299.34 Total : 299.34 51084 1/15/2003 006720 SO.CA.EDISON COMPANY Dec. 2002 Dec. energy-st..lights/city facilities 26-600-238-000-000 49.80 26-601-238-000-000 41.50 26-602-238-000-000 58.10 16-510-238-000-000 4,239.49 10-450-238-000-000 20.85 10-805-238-000-000 596.67 Total : 5,006.41 51085 1/23/2003 '001456 BOISE CASCADE OFFICE PRODUCTS 225098 Office Supplies 10-140-210-000-000 11.44 Total : 11.44 51086 1/23/2003 001484 BROWN INDUSTRIES 103-08588 EMPLOYEE OF THE MONTH PINS 10-440-228-000-000 133.50 Page: 3 vchlist Voucher List Page: 4 01/15/2003 2:19:40PM CITY OF GRAND-TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51086 1/23/2003 001484 BROWN INDUSTRIES (Continued) Total : .133.50 51087 1/23/2003 001494 BURTRONICS BUSINESS SYSTEMS 341667 Black RISO Ink 10-190-212-000-000 160.44 Total : 160.44 51088 1/23/2003 001694 CA HEALTH & HUMAN SERVICES 360908486 Annual Aggreqate,Lic. Fee 10-440-228-000-000 500.00 Total : 500.00 51089 1/23/2003 001656 CA MUNICIPAL REVENUE/TAX ASSOC 011403 20-03 Member Renewal 1.0-140-265-000-000 50.00 Total : 50.00 51090 1/23/2003 001713 CA. DEPT. OF TRANSPORTATION 162514 Nov. 1-215 ramp signal maint/energy 16-510-238-000-000 41.24 Total : 41.24 51091 1/23/2003 001739 CENTRAL CITY SIGN SERVICE 25778 TRAFFIC SIGN MAINTENANCE AGREEMENT 16-900-220-000-000 385.53 Total : 385:53 51092 1/23/2003 001840 COLTON, CITY OF 011302 OCT./NOV. WASTEWATER-TREATMENT 21-570-802-000-000 162,919.16 Total : 162,919.16 51093 1/23/2003 010147 CORTES, BEA Jan. 2003 Jan. City&Agency Stipends 32-200-120-000-000 150.00 10-110-120-000-000 250.00 Total : 400.00 51094 1/23/2003 010067 D.P.S. CONSTRUCTION 02-20 REHAB 22208 CARHART 34-700-775-000-000 5,960.00 Total : 5,960.00 51095 1/23/2003 001937 DANKA OFFICE IMAGING COMPANY 72160730 DANKA USAGE Page: 4 i r' vchlist V.—Lher List �\ r Page: 5. 01/15/2003 2:19:40PM CITY OF GRAND TERRACE Bank code: bofa Voucher Date Vendor Invoice Description/Account Amount 51095 1/23/2003 001937 DANKA OFFICE IMAGING COMPANY (Continued) 10-172-246-000-000 21.08 10-175-246-000-000 26.35 34-400-246-000-000 57.95 Total : 105.38 51096 1/23/2003 001935 DFM ASSOCIATES 010903 2003 CA Elections Code 10-125-250-000-000 43.10 Total : 43.10 51097 1/23/2003 002165 DRUG ALTERNATIVE PROGRAM 3386 Dec. lawn serv-22565 Franklin 34-700-767-000-000 60.00 Total : 60.00 51098 1/23/2003 002187 DUNN-EDWARDS CORP. 00180025540 PAINT SUPPLIES 10-450-245-000-000 29.47 Total : 29.47 51099 1/23/2003 010157 EDMUNDSON, COLLEEN 010703 Reimburse supplies 10-804-210-000-000 53.72 Total : 53.72 51100 1/23/2003 002280 EVER READY EMBROIDERY 607427 Uniform shirt embroidery 10-180-220-000-000 26.94 Total : 26.94 51101 1/23/2003 002301 FEDEX 4-527-08765 Document delivery service 10-190-211-000-000 11.70 Total : 11.70 51102 1/23/2003 002450 FERRE', MARYETTA Jan. 2003 Jan. City&Agency Stipend 32-200-120-000-000 150.00 10-110-120-000-000 250.00 Total : 400.00 51103 1/23/2003 002740 FRUIT GROWERS SUPPLY 32051145 PVC Pipe Sch40 1/2" &3/4" 10-450-710-000-000 131.46 Page: 5 vchlist Voucher List Page: 6 01/15/2003 2:19:40PM CITY OF GRAND TERRACE Bank code: bofa Voucher Date Vendor Invoice Description/Account Amount 51103 1/23/2003 002740 FRUIT GROWERS SUPPLY (Continued) 32051225 PVC Red Hot-pint 10-450-710-000-000 4.93 32051273 PVC Red Hot-quart 10-450-710-000-000 8.35 Total : 144.74 51104 1/23/2003 002795 GARCIA, LEE ANN Jan. 2003 Jan. City and Agency Stipends 32-200-120-000-000 150.00 10-110-120-000-000 250.00 Total : 400.00 51105 1/23/2003 010148 GRAND TERRACE SENIORS ' Jan. 2003 Jan. Larkin Stipend Donation 10-110-120-000-000 250.00 Total : 250.00 51106 1/23/2003 010152 GREATER RIVERSIDE CHAMBER 10069 2003 Membership Renewal-S. Berry ` 10-180-265-000-000 125.00 Total : 125.00 51107 1/23/2003 003020 GREENWOOD'S UNIFORM COMPANY 88411 UNIFORMS 10-180-218-000-000 49.90 10-180-218-000-000 3.87 Total : 53.77 51108 1/23/2003 010120 H & E DO-IT-YOURSELF CENTERS 87125 Plumblinq supplies 10-440-246-000-000 12.91 Total : 12.91 51109 1/23/2003 003178 HENAGON LTD COLTON 32941 Sandbag sand 21-573-602-000-000 226.27 Total : 226.27 511,10 1/23/2003 003200 HILKEY, HERMAN Jan. 2003 Jan. CitV and Agency Stipends 32-200-120-000-000 150.00 _10-110-120-000-000 250.00 Total : 400.00 1 Page: 6 vchlist V'C' oucher List } Page: 7 01/15/2003 2:19:40PM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51111 1/23/2003 003210 HOME DEPOT 284/1041799 SMALL TOOLS 10-180-218-000-000 16.17 Total : 16.17 51112 1/23/2003 003224 HYDRO-SCAPE PRODUCTS INC. 2653734-00 LANDSCAPE SUPPLIES 10-450-245-000-000 32.38 Total : 32.38 51113 1/23/2003 003490 INMARK/VICTOR 14857 Enqravinq/name plates/taq 10-110-210-000-000 35.80 Total : 35.80 51114 1/23/2003 003540 INTERNATIONAL INSTITUTE 12162002 Annual Renewal-Stanfill 10-125-265-000-000 95.00 Total : 95.00 51115 1/23/2003 003747 J & M TROPHIES 35239 Enqraved qavel 10-110-220-000-000 30.17 Total : 30.17 51116 1/23/2003 003800 JAGUAR COMPUTER SYSTEMS INC 25584 Eden Server-Jan. pmt 10-140-701-000-000 291.32 Total : 291.32 51117 1/23/2003 003850 JANI-KING OF COLTON 1030015 JANUARY CLEANING-child care 10-440-244-000-000 815.00 Total : 815.00 51118 1/23/2003 003890 KELLY PAPER 101276 Letterhead stock 10-190-212-000-000 21.57 Total : 21.57 51119 1/23/2003 004299 LAKESHORE LEARNING MATERIAL_S 020419 CHILD CARE SUPPLIES 10-440-223-000-000 81.06 Total : 81.06 51120 1/23/2003 004316 LARKIN, DON Jan. 2003 Jan. AgencV Stipend 32-200-120-000-000 150.00 Page: 7 vchlist Voucher List Page: 8 01/15/2003 2:19:40PM CITY OF GRAND TERRACE Bank code: bofa Voucher Date Vendor Invoice Description/Account Amount 51120 1/23/2003 004316 LARKIN, DON (Continued) Total : 150.00 51121 1/23/2003 004582 MALTON CONSTRUCTION 1025 TREE REMOVAL/SIDEWALK REPAIR 16-900-260-000-000 3,600.00 Total : 3,600.00 51122 1/23/2003 004650 MIRACLE PLAYGROUND SALES 586371 Play equipment repair 10-440-245-000-000 14.44 Total : 14.44 51123 1/23/2003 005660 POSTMASTER 01354 Bulk mail fee Permit#01354 10-190-211-000-000 150.00 Total : 150.00 51124 1/23/2003 010142 RADIOSHACK 382417 RADIO 10-908-247-000-000 129.93 10-808-247-000-000 10.07 Total : 140.00 51125 1/23/2003 006285 RIVERSIDE HIGHLAND WATER CO 2170 OUTSOURCE OF SEWER BILLING 21-572-255-000-000 1,573.86 Total : 1,573.86 51126 1/23/2003 006335 ROQUET PAVING INC. 1106-02 PATCHWORK 16-900-257-000-000 6,362.25 1202-02 B REMOVE& REPLACE PATCHES 16-900-257-000-000 1,687.00 Total : 8,049.25 51127 1/23/2003 006456 S.B. COUNTY CENTRAL MICROFILM 010203 1 vellum copy 02-028 10-175-210-000-000 5.27 Total : 5.27 51128 1/23/2003 006531 S.B. COUNTY.SHERIFF 3389 02-03 SHERRIFFS CONTRACT 14-411-256-000-000 4,778.99 10-410-256-000-000 82,279.10 10-410-255-000=000 2,268.91 Page: 8 i i vchlist 20 ;her List Page: 9 01/15/2003 2:19:40PM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 51128 1/23/2003 006531 S.B. COUNTY SHERIFF (Continued) Total : 89,327.00 51129 1/23/2003 006560 S.B. COUNTY WASTE SYSTEMS DIV. T-05784 DUMP CHARGES 16-900-253-000-000 26.84 Total : 26.84 51130 1/23/2003 006730 SO.CA.GAS COMPANY Dec. 2002 CNG fuel 15-500-601-000-000 11.67 Dec.2002 Dec. Natural Gas-City facilities 10-190-238-000-000 551.15 10-440-238-000-000 122.23 10-805-238-000-000 _46.31 Total : 731.36 51131 1/23/2003 006685 SOFTERWARE INC W8088E Computer Full Support-1 Vr renewal 10-440-246-000-000 - 360.00 Total : 360.00 51132 1/23/2003 006778 STAPLES CREDIT PLAN 11848 Office Supplies 34-400-210-000-000 43.64 Total : 43.64 51133 1/23/2003 006898 SYSCO FOOD SERVICES OF L.A. 3010910335 CHILD CARE FOOD SUPPLIES 10-440-220-000-000 589.82 Total : 589.82 51134 1/23/2003 006980 TEXACO/SHELL 800020968730 Dec. Fuel-City Vehicles - 10-180-272-000-000 408.50 34-800-272-000-000 14.32 16-900-254-000-000 164.40 Total : 587.22 51135 1/23/2003 010156 TINSLEY, RALPH 011003 Refund-sticker fundraiser 23-200-14-00 10.00 - Total : 10.00 51136 1/23/2003 007803 WEARGUARD WORK CLOTHES 48819410-1 SHIRTS, JACKETS ETC 10-180-218-000-000 36.35 Page: 9 vchlist Voucher List Page: 10 01/15/2003 2:19:40PM CITY OF GRAND TERRACE Bank code: bofa Voucher Date Vendor Invoice Description/Account Amount 51136 1/23/2003 007803 WEARGUARD WORK CLOTHES (Continued) 48966969-1 return shirt#48733371-1 10-180-218-000-000 -36.35 49652526-1 SHIRTS, JACKETS ETC 34-800-218-000-000 76.46 49652526-1a Shirt-S. Berry 10-180-218-000-000 44.95 49652526-1 b Polo shirt-B. Cortes 10-110-220-000-000 42.80 Total : 164.21 51137 1/23/2003 007880 WEST GROUP 6012887660 LEGISLATIVE UPDATES 10-125-250-000-000 133.61 Total : 133.61 51138 1/23/2003 007920 WILLDAN 062-6207 Plan check&inspection services 10-400-03 1,859.36 34-400-251-000-000 105.00 062-6208 PLAN CHECK SERVICES 10-370-255-000-000 220.00 062-6208a Enqineerinq/Plan Check Nov. 2002 10-400-04 380.00 10-400-03 285.00 Total : 2,849.36 51139 1/23/2003 007984 YOSEMITE WATERS 209015963 Coffee Service 10-190-210-000-000 64.00 Total : 64.00 51140 1/23/2003 007995 ZUG, RICHARD 010403 Discinq-12569 Michiqan 34-700-709-000-000 40.00 Total : 40.00 1/15/2003 007400 U. S. BANK TRUST N.A. 011503 MO LEASE PAYMENTS 33-300-206-000-000 22,579.19 Total : 22,579.19 Page: 10 � vchlist V�.__her List - Page: 11 01/1512003 2:19:40PM CITY OF GRAND TERRACE Bank code : bofa Voucher Date Vendor Invoice Description/Account Amount 71 Vouchers for bank code : bofa Bank total : 332,369.51 71 Vouchers in this report Total vouchers : 332,369.51 I certify that, to the best of my knowledge, the afore-listed checks for payment of City and Community Redevelopment Agency liabilities have been audited by me and are necessary and appropriate expenditures for the operation of the City and Agency. Larry Ronnow, Finance Director Page: 11 (` CITY OF GRAND TERRACE Cnvta CITY COUNCIL MINUTES REGULAR MEETING-JANUARY 9, 2003 A regular meeting of the City Council of the City of Grand Terrace was called to order in the Council Chambers,Grand Terrace Civic Center,22795 Barton Road,Grand Terrace,California,on January 9, 2003, at 6:00 p.m. PRESENT: Lee Ann Garcia,Mayor Maryetta Ferr6, Mayor Pro Tern Herman Hilkey, Councilmember Don Larkin, Councilmember Brenda Stanfill, City Clerk Steve Berry, Assistant City Manager Larry Ronnow, Finance Director Jerry Glander,Building& Safety Director Lt. Guerra, Sheriff's Department ABSENT: Bea Cortes, Councilmember Tom Schwab, City Manager Gary Koontz, Community Development Director John Harper, City Attorney The meeting was opened with invocation by Council Member Larkin, followed by the Pledge of Allegiance led by Council Member Hilkey. CONSENT CALENDAR CC-2003-01 MOTION BY MAYOR PRO TEM FERRE, SECOND BY COUNCILMEMBER LARKIN,CARRIED 4-0-1-0(COUNCILMEMBER CORTES WAS ABSENT), to approve the following consent calendar items: 3A. Approval of Check Register Dated December 26, 2002 and January 9,2003 3B. Ratify 01-09-2003 CRA Action 3C. Waive Full Reading of Ordinances on Agenda 3D. Approval of 12-10-2002 and 12-12-2002 Minutes PUBLIC COMMENT Don Smith, 12029 Mt.Vernon Avenue,indicated that he believes that K&M Raceway is in violation of their CUP. He is protesting the CUP and requested that the Council not approve the CUP when it comes up for renewal or to look at the hours of operations. COUNCIL AGENDA ITEM NO2 i Council Minutes January 9,2003 Page 2 ORAL REPORTS 5A. Committee Reports -None COUNCIL REPORTS Mayor Pro Tem Ferre,wished everyone a happy new year. She complimented staff on the placement of the palm trees on Grand Terrace Road and Barton Road and the staging areas. She attended the San Bernardino County Gangs and Drug Task Force meeting. She reported that it was a very interesting meeting. The County is systematically addressing the problems with gangs and drugs amongst the youth. She questioned whether or not there was any more information on the new high school. Assistant City Manager Berry,indicated that there is no new major information at this time. Councilmember Hilkev,reported that the City of Riverside does not finalize any construction or building permits until a business license is in place for all of the contractors and their subs and asked if Grand Terrace could do the same. Building&Safety Director Glander,responded that the City currently does require abusiness license for contractors and subs. Councilmember Hilkev, reported that he attended the SANBAG meeting and the topic of discussion is the State Budget. Councilmember Larkin,in Western City magazine there was a very interesting article on how legislators and the State Assembly and State Senate ranked as far as supporting city issues. He feels that we should publicize as much as possible the assemblyman and senators voting record on support of cities. He indicated that he is in the Army Reserves and stated that of his unit of 55, 15 of them have been mobilized. He questioned whether or not there are any reserves on City Staff. He and his wife went to the Lotus Cafe in the Stater Bros. Shopping Center and the food was excellent. He wished everyone a happy New Year. Mayor Garcia, wished everyone a Happy New Year and is looking forward to working on a very positive year especially as we are facing a very tough year with the State Budget. She is chairing the League of California Cities Mayors and Councilmembers Technology Committee and John Harrison of ESRI is a Councilmember for Redlands who will be spearheading technology advances. She was appointed to chair the League Grass Roots Advisory Committee in an effort to protect local revenue. She is looking forward to City Manager Schwab's return. She thanked Lt. Guerra for the outstanding public safety presentation and is looking forwarding to doing additional programs perhaps related to children. She also reported that the University of Southern California Riverside will be Council Minutes January 9,2003 Page 3 creating a center for Sustainable Suburban Development. PUBLIC HEARING -None UNFINISHED BUSINESS 7A. Continue Review and Assign Representatives/Alternates to Various Government Organizations CC-2003-02 MOTION BY COUNCILMEMBER HILKEY,SECOND BY COUNCILMEMBER LARKIN,CARRIED 4-0-1-0(COUNCILMEMBER CORTES WAS ABSENT),to continue Review and Assign Representatives/Alternates to Various Government Organizations to the first meeting in February. NEW BUSINESS 8A. California League of Cities Leave-Our-Community-Assets-Local (L.O.C.A.L.) Request for Support CC-2003-03 MOTION BY MAYOR PRO TEM FERRE, SECOND BY COUNCILMEMBER LARKIN, CARRIED 4-0-1-0(COUNCILMEMBER CORTES WAS ABSENT),to approve the following language of the Mission/Principal Statement Concerning L.O.C.A.L. and to support their efforts: Organized Labor and Local Governments agree to work together with other advocates to lobby California State Government to protect local government services and revenues, and jobs with fair wages and benefits. Together we recognize the importance of maintaining local revenue streams to preserve and create good paying jobs and promote economic growth while continuing to provide basic services and protect the quality of life for our communities. As partners, we will remain united to support issues of mutual interest. This statement of principal and mission will be signed by each member-of labor and local government followed by the number of members or residents that each represents. Followed by: "Collectively,we represent"total" California residents." CLOSED SESSION -None ORDER OF ADJOURNMENT Mayor Garcia adjourned the City Council Meeting at 6:40 p.m., until the next CRA/City Council Meeting which is scheduled to be held on Thursday, January 23, 2003 at 6:00 p.m. Council Minutes January 9,2003 Page 4 CITY CLERK of the City of Grand Terrace MAYOR of the City of Grand Terrace STAFF REPORT Finance Department c1Tr . O GROND TERR CE CRA ITEM( ) COUNCIL ITEM(X ) MEETING DATE : January 23, 2003 AGENDA ITEM SUBJECT: CLEEP GRANT EXPENDITURE FUNDING REQUIRED XX NO FUNDING REQUIRED BACKGROUND: The City of Grand Terrace has received CLEEP Grant funds to date totalling $155,307. The grant acronym stands for California Law Enforcement Equipment Program, and is restricted to the purchase of high technology police-related equipment. Council has previously approved purchases totalling $51,249. Balance available is $104,058. Lt Guerra is requesting funds for an auto theft bait car device,per the attached. This equipment will be installed on an unmarked Sheriff's vehicle to bait and apprehend auto theft suspects. Cost of this device is $2,921.80. RECOMMENDATION: Request Council authorize the expenditure of CLEEP Grant funds in the amount of$2,921.80 for the auto theft bait car device. J INTEROFFICE MEMO i SAN BERNARDINO ' DATE December 12, 2002 PHONE FROM Hector Guerra, Lieutenant MAIL CODE 0061 _c Central Station TO Larry Ronnow, Finance Director City of Grand Terrace SUBJECT ,Purchase Requisition Attached you will find a price quote from"Avid Electric Incorporated"(A.E. Inc.) in the amount of$2,921.80 for the purchase of an"Auto Theft Bait Car Device". This equipment includes transmitters;receivers, relay switches-and other related electronic equipment to be i_nsta1led in an unmarked Sheriffs Department vehicle which will be used to bait and apprehend auto theft suspects. A. E. Inc. is a sole source vendor of this equipment,therefore no other price quotes could be obtained for this equipment. At your earliest convenience could you pleas prepare the necessary purchase requisition documents and issue a P/O to the vendor of this equipment. Funding for this purchase should be processed out of the"CLEEP"grant. As with previous purchases through this account,this item will need to be placed on the City Council agenda for approval. Thank you for your assistance in this matter, if you should have any questions please contact me at-(909) 387-3505. FROM :TRAP-SOUTHEAST FAX NO. :5Ei2-602-2865 Dec. 09 2002 12:06PM P1 - , A-Vid + �R 15�r�f invoice#2002-P016708 Page 1 of 1 Your #1 Source For All Your Electronic Needs DATE NOVEMBER 22nd, 2002 Bill To: Ship To: TOMMY JIMENEZ TOMMY JIMENEZ 9040 Telstar Ave. Ste.115 9040.Telstar Ave. Ste.115 EI Monte, CA. 91.731-2831 El Monte, CA. 91731-2831 &USPERSON P. 0. DATE LC NUMBER SHIP DATE SHIPMENT PAYMENT TERMS TERMS PD 11/22/02 N/A PENDING FOE VISA Imo: IreWZde Priori Vnh J(h Anft SWIRgedDLO- $ Each 119MI 1 BCH30 ea 4 4 4.95 19.80 spdt 12v/30amp relay 2 BCHSKT ea 4 4 4.50 18.00 relay socket 3-14ga./2-18ga./24" 3 ATQFH ea 4 4 3.75 15.00 atq fuse holder 12ga. 9" (� 4 DB9-FP ea 4 4 1.45 5.80 db9 connector female 5 D89-'MP ea 4 4 1.25 5,00 db9 connector male 6 DB9-H ea 8 8 1.65 13.20 db9 connector hood 7 AV BNC ea 1 _1 10.00 19.00 Antennae 8 MAXON 3 ea 1 1 1899.00 1899.00 remote receiver 9 DTMF programming lbr 135.00 464,900 mhz. 10 VX-10 Ea 2 2 389.00 778.00 portable handheld 2 way AMOUNT SUBJECT AMOUNT EXEM'3T SUBTOTAL $ 2907.80 TO SALES TAX FROM SALES T,4 X INVOICE DISC $ 000.00 000.00 000.00 SALES TAX $ 000.00 SHIP/HDL $ 14.00 TOTAL $ 2921.80 � t Ix k&:• .�... ..f,-,.. 1'•r y hv> v r,',b�,#7"l'"'115• r �. (i �lfrJ} a; tip voift'netdfi:ii`may ie'WWI ned.for"rc iac�rn+�iit,':ti'e 1'.'p i ;fir' s ' /•1.; U��, SY! tl 1 vr'� Q t ^y•1 rib? �. i'�'.� � ' 1' �' ,(iI~dli�vi3iry. Iftttiirl�h' lnont�vasc3aagd';i §il Q(( . P,. / 5 4 Ils• ,�r;•.YRie ,�,J.. � ��{�{ y�' ••tW'2y+��" GM�".'1 '`k �0.!i'".it,"- ..i;..,..:,:•,. `.Y•:"�:;;'•a: •'u»:{ v ti'<b'S -r"'?I r>� .aj'Re3yij�•^.r,17!,•, �FyyyyJ' ib.�ri tKijlt'to'c�i;dr` (a i9totr�)eloi'.tronio's:pigCBfir1`Ec�� u Ni'0{ �f , ,ixA� gro*ly V Poll defivbjY. r L THE CITY OF GRAND TERRACE Finance Department c1T-r O GROND TERR C CRA ITEM( ) COUNCIL ITEM(X ) MEETING DATE: January 23, 2003 AGENDA ITEM SUBJECT:, STATE COPS GRANT FY02-03 ALLOCATION FUNDING REQUIRED xx NO FUNDING REQUIRED, The City Budget for FY02-03 was adopted by Council action on May 23, 2002. Included in the budget document was a separate section for the Supplemental Law Enforcement Safety Fund (SLESF AB3229 COPS)which funds the activities of the Sheriff's Department Special Services Officer, Tanya Cahill. I have attached a copy of the applicable budget page. The estimated grant revenue is $100,003. This grant is programmed to fund the SSS Officer, with the remaining funds to be used for overtime of 6.76 deputy sheriff positions serving the City. New statutes require that expenditure plans for SLESF Funds receive separate Council approval, which in turn must be certified by the County Supplemental Law Enforcement Oversight Committee prior to the release of funds. Staff Recommends that the City Council: Approve the Grand Terrace Expenditure Plan for SLESFAB3229 COPS Grant for FY02-03. C0UNrC'IL AG1—:NDA ITF-M N0.' j CITY OF GRAND TERRACE FISCAL YEAR 2002-2003 SUPPLEMENTAL LAW ENFORCEMENT(14) SAFETY FUND (SLESF AB3229 COPS) (411) EXPENDITURES ,COMMENTARY.. LINE _ ITEM EXPLANATION 210 GENERAL OFFICE EXPENSE AND SUPPLIES 220 SUPPLIES AND SUPPORT COSTS FOR INVOLVEMENT PROGRAMS AND RED RIBBON WEEK, ETC. 223 EXPENSES FOR CITIZEN PATROL UNIFORMS 230 ID PROGRAM 256 CONTRACT WITH COUNTY SHERIFF FOR SPECIAL SERVICES OFFICER,ONE VEHICLE AND RELATED OVERHEAD: SSS OFFICER&VEHICLE$53,380, SHERIFF CONTRACT O/H ALLOCATION(5.35%)$5,691. 268 CONFERENCES,REQUIRED ANNUAL CPR AND FIRST AID TRAINING FOR VOLUNTEERS ASSUMED FUNDING FOR FY 02-03,FUNDS MUST BE APPROPRIATED BY STATE LEGISLATURE EVERY BUDGET YEAR BALANCE OF GRANT FUNDS FOR CONTRACT DEPUTY OVERTIME AS REQUIRED. BUDGET 2001-2002 2001-2002 2002-2003 2002-2003 LINE TITLE 1998-99 1999-00 2000-01 COUNCIL CURRENT FYE DEPARTMENT MANAGER ITEM ACTUAL ACTUAL ACTUAL APPROVED ESTIMATE REQUEST RECOMMENDS PROGRAM EXPENDITURES 210 OFFICE EXPENSE 0 0 1,445 1,500 1,500 1,500 _ 1,500 220 SPECIAL DEPARTMENTAL EXPENSE 0 0 2,236 3,000 3,000 2,500 2,500 223 CITIZEN'S PATROL-UNIFORMS 0 0 602 1,000 700 750 750 230 CHILDREN IDENTIFICATION AWARENESS PROGRAM 0 0 0 2,500 0 2,500 2,500 256 CONTRACTUAL SERVICES-COUNTY' 0 0 63,831 56,512 58,852 59,071 59,071 268 TRAINING 686 0 364 1,000 1,000 500 500 270 TRAVEL/CONFERENCES/MEETINGS 0 0 0 800 800 400 400 TOTAL PROGRAM COSTS 686 0 68,478 66,312 65,852 67,221 67,221 701 EQUIPMENT&FURNITURE 1,895 0 4,101 0 0 0 0 TOTAL CAPITAL, 1,895 0 4,101 0 0 0 0 TOTAL•PRIORTQCOST ALLOCATION 2,581 0 72,579- 66;312 65;852 67;221; 67'221 14-998 TRANSFER-IN(OUT)O/H COST ALLOCATION 0 308 0 159 159 159 159 14-998-1 TRANSFER-IN(OUT)O/H COST ALLOCATION RETRO 7951 ol 0 0 0 ol 0 14 GRAND TOTAL-FUND 14 = 30376 3081 7.2,579 66;471; 66;0.141 67,380 67'380 1/7/2003 0203ezp, PAGE38 DATE: January 15,2003 W.O.# 12-5.5926 P - ; - - .STAFF RE=P.,clTy OR GRAND T RR C CRA( ) COUNCIL ITEM(X) MEETING DATE: January 23, 2003 1�GUGH K��S� SUBJECT: Offer of Dedication FUNDING REQUIRED_ NO FUNDING REQUIRED XX DEPARTMENT OF BUILDING&SAFETY, Pursuant to Section 15.28.080 of the Grand Terrace Municipal Code,an offer of dedication for PUBLIC WORKS �- AND HOUSING street and public utility purposes has been submitted to the city per the conditions of approval for the project. 22795 Barton Road ' Suite B The property is located at 22888 Grand Terrace Road, submitted by Ruth L. Parrett,revocable Grand Terrace Living Trust. California 92313-5295 Civic Center STAFF RECOMMENDS THAT THE CITY COUNCIL: (909) 825-3825 Fax(909) 825-7506 1. Accept the offer of dedication for street and utility purposes. 2. Direct the City Clerk to record said document after the mayor has signed it. s ' CO)UNCIL AGEEEMBA ITEM Wo. J WIN RECORDED MAIL TO: City Clerk City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92313 SPACE ABOVE THIS LINE FOR RECORDER'S USE APN: 276-451-13 GRANT DEED FOR A VALUABLE CONSIDERATION, receipt of which is hereby acknowledged, The Ruth L. Parrett Revocable Living Trust hereby GRANTS to: The City of Grand Terrace, a Municipal Corporation for Public Streets and Public Utility: purposes, the real property in the City of Grand Terrace, County of San Bernardino, State of California, described as on Exhibit"A"and shown on Exhibit"B", both are attached and by this reference made apart of. By: 1 Ruth L. Parrett, Trustee Dated: CITY OF GRAND TERRACE By Mayor, City of Grand Terrace State of California ) County of San Bernardino ) ss. City of Grand Terrace ) O ct- before me,the undersigned, a Notary Public in and for said State,personally appeared Ruth L. Parrett ,personally known to me to be the person whose name is subscribed to the within instrument and acknowledged to me that she executed the same in her authorized capacity, and that by her signature on the instrument the person, or the entity upon behalf of which the person acted, e u i strument. BARBARA CONRAD WI SS my hand fficial seal Commission# 1263977 Z Z ;-r Notary Public - California ; San Bernardino .County My Comm,EXPires Jun 6,2004 e CITY OF GRAND TERRACE EXHIBIT "A" LEGAL DESCRIPTION OF AN OFFER OF DEDICATION FOR STREET WIDENING AND PUBLIC UTILITY PURPOSES FOR ' GRAND TERRACE ROAD That portion of Lot 4 of Vista Grande Tract, as per Plat recorded in Book 17, Page 10 of Maps, Records of San Bernardino County, California, in the City of Grand Terrace, described as follows: Commencing at the intersection of the East line of said Lot 4 and its Southerly prolongation with the center line of Grand Terrace Road (formerly Grand Avenue); Thence North 00°03'20"West, a distance of 20.22 feet to the Northerly line of said Grand Terrace Road, and the True Point of Beginning; Thence.continuing North 00°03'20" West, along said West line, a distance of 10.11 feet to a point lying 30.00 Northerly,measured at right angles from said center line of Grand Terrace Road; Thence North 81°3 TOO" West, along a line parallel with said center line, a distance of 95.79 feet to the West line of the parcel of land conveyed to the Ruth L:Parrett Revocable Living Trust by deed recorded November 22, 1999 as Document No. 19990481328 of Official Records of said County; Thence South 00°03'20"East, along said West line a distance of 10.11 feet to said Northerly line of Grand Terrace Road; Thence South 81°37'00" East, along said Northerly line a distance of 95.79 feet to the True Point of Beginning. William H. Addington, PLS \\t ` ' �� EXHIBIT- B 96.96, I OFFER OF DEDICATION s 81 °p' 37" E GRAND TERRACE ROAD IN THE CITY OF GRAND TERRACE N MB 17110 I SLY LINE OF SO. CALIF. EDISON R/W EASEMENT PER O.R. 1837-168 AND c^v. R.S. 11131 � N ' W 96.96r---- �t - a � O N 0 o APN ,276-451 - 13 N co - o z LI 1 G O to o SCALE 1" = 40' M N ' o w z co J Q� W 95.79, � 10.11' N 30.33' A 20.22' 95- GRAND TER3 00 A CE R p OA Finance Department c�TY O 6RR„D TERR c Staff Report CRA ITEM O COUNCIL ITEM(X) MEETING DATE : January 23, 2003 AGENDAITEM - SUBJECT: CONFERENCE TRAVEL: FINANCE DIRECTOR FUNDING REQUIRED NO FUNDING REQUIRED XX DISCUSSION: During the period of May 18 - 21, the Government Finance Officers Association of the United States and Canada(GFOA)will be holding its annual conference in New York City. This will involve travel out of the area by the Finance Director to attend and participate in the conference. Staff is requesting authorization from the City Council for this travel. Funding for the expense is in the budget. RECOMMENDATION: That the City Council authorizes travel and attendance of the Finance Director at the GFOA annual conference, May 18-21, 2003. COUNCIL AGENDA ITEM NO. 3H A;1 T Y OF GI,,`4D T ERI R,r'.,, Historical & Cultural Activities Committee Minutes for December 9, 2002 J A N 0 ^ 2003 The meeting was called to order at 7:10 p.m. by Chairman Pauline Grant. Those present were Pauline, Colleen Edmundson, Shelly Rosenkild, Hannah Laister, Barbara Tinsley, Ann Petta and Brenda Stanfill. Secretary's Minutes: Thank You notes were sent to those people listed in last month's minutes.The U minutes were read and approved on motion by Barbara, seconded by Colleen, all in favor. Treasurer's Report: Balance in Budget$880.56,Petty Cash$213.04. Colleen brought a sample of the containers she would like us to purchase for our suppli%s. The small size are $11.99, large $15.99. We will need three of each. Ann made a motion to purchase these, seconded by Hannah, all in favor. Historical Report: Ann showed a Commendation issued to Seth Armstead signed by Mayor Tony Petta. This will be placed in our show case. She also has a book"Only Once Around"by Thomas Teorey, Poet Laureate for the City. Anniversary Pot Luck:Ann passed around a layout of the room for any changes we might make. The food tables were moved from in front of the library to the center of the lobby. We think this will work out better. The food list was gone over. Barbara will make punch,Colleen will get water and ice. Shelly brought a sample of the decorations which all liked. These will cost$52.35 for 15 tables. Ann will prepare a basket of greens. Motion was made for Shelly to spend under$60. Colleen made motion,Pauline seconded, all in favor. Sign will be prepared"Mayor will lead Buffet line. Brenda will get half sheet cake. Display Case:Work has been done on the Show Case by Colleen and Hannah showing the volunteer work done by the Grand Terrace Woman's Club. The calendar of events will be prepared in January. The meeting was adjourned at 8:30 p.m. The next meeting will be January 6, 2003. Respectfully Submitted, � e i Hannah Laister Secretary CITY OF GRAND TERRACE OF C-I`WIN TEPE EMERGENCY OPERATIONS COMMITTEE Regular Meeting `�` N 0 20�3 MINUTES (NOTES) January 6,2003 The Grand Terrace Emergency Operations Committee was not able to hold an official meeting due to the lack of members and a quorum. However, the two members and prospective members Claire McElwee and Dottie Raborn met at the regular time and place. Discussion centered around the needs of the City and of the Committee with an added focus on upcoming training of city staff. MEMBERS PRESENT-Vic Pfennighausen and JoAnn Johnson. MEMBERS ABSENT—Richard Haubert CITY STAFF—Assistant City Manager, Steve Berry and Management Information Systems Specialist, Dragos Barbu. GUESTS PRESENT—Prospective members Claire McElwee and Dottie Raborn. APPROVAL OF MINUTES of December 2, 2002 was not given, due to lack of quorum. However, notes are to be sent to the council for information purposes. LIAISON REPORT a. Email has been sent to all staff re training session set for January 22nd. b. Suggested we have coffee and other refreshments. Steve will take care of this. c. Staff meeting on Tuesday morning, Steve will assign positions of staff. d. Would like to go through a trial run before January 22nd. e. Suggested we need a phone list which includes schools,hospitals, churches, etc. f. We do have a rather extensive phone list,but will work on better and updated. g. Vic to get boxes out soon and go over with Steve. Dragos may be able to help. EOC SET-UP TRAINING . a. Discussion on just how the training will go. b. Material on SEMS (Standardized Emergency Management System)to be given to staff ahead of time and they should be urged to read carefully. c. Early on the agenda will be the informative video on SEMS. d. Hopefully,representatives of Fire and Sheriff s Dept will be present. e. Council members will be urged to attend and fill a position. f. Set up procedure will be demonstrated at each training session. g. Participants will then be asked to do a set up. h. Charts and maps that will be used in real situation will also be demonstrated. i. Steve pointed out that we do not have an organizational chart for Operations. j. This will be pursued. Also for Finance. EQUIPMENT AND FACILITIES REPORT a. Auto Patch and the 2 meter radio will be programmed when radio is repaired. b. Radio for Fire Department has been finished and programmed. Vic will pick up on Tuesday. EUL AGENDA ITEM NO I c. In general, all equipment is working well. OLD BUSINESS-None NEW BUSINESS a. New member's applications were discussed briefly. Each of the new members brings prior service experience and will be assets to the committee. b. There being no quorum,the new members were gratefully accepted. c. The secretary will prepare Action Items to send to the Council. MEMBER REPORTS AND COMMENTS—Steve indicated that he had inadvertently agreed to the new 6 pm Monday time for the EOC meetings when, in fact, there was a conflict with meetings scheduled with Child Care. To be on the agenda next month, a discussion on the possibility of changing to another day. The first Tuesday at 6 p.m. seemed to be an acceptable time for those who were there. To be discussed fully next regular meeting. ADJOURNMENT AT 7:15 p.m. Respectfully submitted, ' JoAnn Jo son, Secretary NEXT MEETING WILL BE FEBRUARY 3,2003 6 p.m. COMMITTEE REPORTS COUNCIL MEETING DATE: January 23, 2003 COMMISSION/COMMITTEE: Emergency Operations DATE: 1/8/03 SUBJECT: NEW MEMBER APPLICATIONS PROBLEM: The Emergency Operations Committee is short several members. REQUESTED ACTION TO BE TAKEN BY COUNCIL, AND/OR STAFF: Consider the application of Dorothy Raborn as a regular member of the committee. Upon appointment, send a letter of acceptance and of appreciation. Update roster to reflect her membership. COUNUL AGEN50A iTE5 a No 942 J OTr u CITY OF GRAND TERRACE 011-1(©F GRAND TERRr GRAND TERR c APPLICATION FOR CITIZEN SERVICE J A N 0 2003 CITY CLERK. Complete and submit to the City Clerk's Department Applying as a member of Name -Do ,eo LAY LIM 0!2/I/ Address % FL�- 2 c Av Home Phone Ya,5= 'y P,? Business Phone Occupation 7- Education (List highest year completed and all degrees) &16.4 sc A ),A Are there any workday evenings you could not meet? ( -)' Yes ( i ) No If so, please list - Why are you interested in this appointment? What do you consider to be your major qualifications? 4V4L/yy References 1. -G 1 N—Je 2. U¢ �= Ch us .v 3. '74;4a �� Please attach a written statement containing any additional information you feel would be useful to the City Council. COMMITTEE REPORTS COUNCIL MEETING DATE: January 23, 2003 COMMISSION/COMMITTEE: Emergency Operations DATE: 1/8/03 SUBJECT: NEW MEMBER APPLICATIONS PROBLEM: The Emergency Operations Committee is short several members. REQUESTED ACTION TO BE TAKEN BY COUNCIL, AND/OR STAFF: Consider the application of Claire McElwee as a regular member of the committee. Upon appointment, send a letter of acceptance and of appreciation. Update roster to reflect her membership. r c,T r CITY OF GRAND TERRACE �Unv TERR c APPLICATION FOR CITIZEN SERVICE G[i Y OF GRAND TER i'.v- J AN 0 2003 Complete and submit to the City Clerk's Department CITY CLFPIIC Applying as a member of Name 3 Address q Home Phone ��'/ 7�`�^ Business Phone Occupation Education (List highest year completed and all degrees) //7/S �'��'�T sc rfvoL Are there any workday evenings you could not meet? ( ) Yes ) No If so, please list Why are you interested in this appointment? What do you consider to be your major qualifications? GCS References 1. -`- �� J 2. Please attach a written statement containing any additional information you feel would be useful to the City Council. i CITY OF GRAND TERRACE CRIME PREVENTION COMMITTEE 'al I Y OF GRAND T ERR/.�,,- Regular Meeting J A N A 2003 MINUTES November 11, 2002 0iTY GLE R The Grand Terrace Crime Prevention Committee met for the regular monthly meeting at the Senior Center, Grand Terrace, California at 1800 hours. MEMBERS PRESENT: Chairperson Philomene Spisak, JoAnn Johnson, Vice Chairperson, Dottie Raborn, Claire McElwee, Lewis Neeb and Richard Rollins. MEMBERS ABSENT: None CITY STAFF/SHERIFF'S DEPT None GUEST PRESENT: Bob Stewart, Citizen Patrol AGENDA: Lewis Neeb made a motion to accept the agenda as written with Claire McElwee making the second. Motion carried. MINUTES: The minutes of the meeting of October 14, 2002 were distributed to the members present for their approval. Lewis Neeb made the motion to accept as written with Dottie Raborn making the second. The motion carried. PUBLIC COMMENT: None CORRESPONDENCE: None BUDGET: Expenditures of$68.10 for uniform expense, balance of$7,540.00 in Crime Prevention budget for year. UNFINISHED BUSINESS: None NEW BUSINESS: Cancel December meeting. Bob Stewart reported 281 hours of patrol duty by the Citizen Patrol for the month of October. There being no further business to discuss the meeting was adjourned at 1915 hours. Respectfully submitted RICHARD ROLLINS Recording Secretary C 0 U N C�L AGENDDA GTE7g-0 N10. N EIC Community Services Department Staff Report MEETING DATE: January 23, 2003 CRA ITEM O COUNCIL ITEM (X SUBJECT: Recreational Vehicle Review NO FUNDING REQUIRED (I) Background At the September 26, 2002 council meeting, the City Council reviewed the Grand Terrace Municipal Code concerning Motorized and Non Motorized Recreational Vehicles, Boats, and Trailers. A motion was made by Mayor Pro Tern Garcia, seconded by Council Member Larkin for the following actions: A. Direct staff to re-write the Grand Terrace Municipal Code to allow all Recreational Vehicles the same privileges as motorized non-commercial vehicles including: �- a. Class A, Class C motor homes b. Fifth wheels c. Boats on trailers d. ATV's on trailers e. Wave Runner type vehicles on trailers f. Any existing or future recreation vehicle(s) on a trailer B. Have staff convene a RV Task Force meeting in December 2002 to review the current municipal codes relating to RV's, address the issues of unsightly RV's and come to a consensus on the setback for residential property. The RV Task Force meeting was held December 4, 2002 with five of the nine volunteer members present. Of the members in attendance, a majority,(3) owned RV's. Attached are the minutes of the meeting and the members of the RV Task Force. Recommendations: Taking into consideration the meeting with the RV Task Force, Staff recommends the following: COUNCIL AGENDA ITEM NPO6781q (1) Include in the pending re-write of the Grand Terrace Municipal Code this terminology relating to "unsightly conditions" for RV/trailers: -RV's and trailers must be kept neat and clean at all times (cobwebs, spider webs, debris, excessive dirt, weed accumulation on and under RV/trailer will be prohibited; broken windows, flat tires, expired tags). -Covers/tarps must be secure and be able to withstand the elements. Rocks/bricks cannot be used to secure the cover -RV/trailer must display current tags. -RV/trailer can't be used for a storage container. -All trailers and RV's must be able to withstand the elements. (2) The RV setback for parking in residential driveways/improved surfaces is to be 10.5 ft. from the curb face. This is the minimum distance that was recommended by the city's Traffic Consultant (see attached report). (3) To cover inspection costs, staff recommends a one-time permit fee of$49 for the first RV/trailer and $39 for the second/third for those residents who want to legally park their vehicles in the front, side or back of their property. , For those residents that will only temporarily have their RV/trailers on site to charge batteries or load, the city will allow up to four days per month without a permit. (4) Based upon the outcome of this report, staff is to take the decision of the council and update the Municipal Codes bringing them back to council for approval. L TEP sm P.O. Box 18355 phone: 949 552 4357 Irvine CA 92623 R E �/ fax: 909494 4408 e-mail:tepirvine@earthlink.net �' I ® mobile: 909 263 0383 OCT, 1 7 2002 October 14, 2002 To: Steve Berry, Assistant City Manager,-City of Grand Terrace From: Craig 'S. Neustaedter, P.E., Consulting Traffic Engineer Subject: Recreational Vehicle (R. V.) Parking Setback for Residential Driveways Issue: The City of Grand Terrace is going to allow R. V.'s to park on residential driveways. The City is interested in determining an appropriate setback requirement for parked R. V.'s in order to preserve safe stopping sight distances for traffic in residential areas. Applicable Standard Plans: In analysis of this issue, the following standard plans were reviewed: San Bernardino County Standard Plan 104: Local Street San Bernardino County Standard Plan 130: Driveway Spacing San Bernardino County Standard Plan 128: Residential Driveway Approach with Curb These are the applicable standard plans for residential streets and driveways in the City of Grand Terrace. Minimum Setback: The minimum recommended setback requirement for R. V.'s parked on residential driveways is 10.5 feet from the curb face. This setback is required to prevent R. V.'s from encroaching in the sidewalk area of a local street that has been built to the typical section per Standard Plan 104. Recommended Setback: The recommended setback requirement for R. V.'s parked on residential driveways is greater than the minimum setback, at 18 feet from curb face. A greater setback is recommended to enable a driver who is backing out of a residential driveway to see oncoming pedestrians in the traversing sidewalk. This analysis is based on the following assumptions: 1)A typical passenger vehicle is parked adjacent to a R. V., with a height that is sufficient to obstruct the view of the passenger vehicle,driver. Transportation Engineering and Planning, Inc. 2) The local street and residential driveway are designed per the standard plans cited above. 3)A minimum sight line of 18 feet is required for vehicle exiting the driveway at 3 mph. The factors that were considered in developing the recommended setback are illustrated in the attached figure. The stopping sight distance requirement for oncoming vehicles on local streets were also considered. However, the stopping sight distance is accommodated per existing standard plans and are not affected by R. Ws parked in residential driveways if they are parked per the minimum setback. Please do not hesitate to call me if I can be of additional assistance concerning this matter. Transportation Engineering and Planning, Inc. R.V. VEHICLE _-rBACK ANALYST$` I I I I R V I PASSENGER VEHICLE I I DRIVER 18' 10' MINIMUM \; 0' '000 R.O.W 12' LINE SIDEWALK (4) PARKWAY (B.S) DRIVEWAY (24'HYPOTHETICAL) 3' CURB LINE LOCAL STREET N December 16, 2002 Dear RV Community Task Force member, ', The City of Grand Terrace hosted the RV Community Task Force meeting on Wednesday, December 4, 2002. The attendees noted a general feeling that this process was done democratically with the best interest of the entire city in mind. The City staff was also pleased with the progress made in this meeting and will proceed with the development of staff recommendations. The City staff will take the notes from the Task Force meeting and develop staff recommendations to present to the City Council toward the end of January, 2003. The City will send notices to the Task Force Committee members informing you of the date and time of this meeting. I have attached the notes from the meeting for your reference. The City staff will take the notes from the Task Force meeting and develop staff recommendations to present to the City Council at the January 23, 2003 meeting. The staff recommendations will be made available to the public on January,17th after 3p.m. There will be public input at the council meeting. The public, including any task force members are welcome to make comments about this issue to the council. Council may or may not take any action at this meeting. If you have any questions, please contact me at (909) 430-2201. Sincerely, 4Steveerrvy Assistant City Manager Enc. Cc: Thomas Schwab, City Manager Grand Terrace City Council Members Community Services Department CITY 0 GROMP TERR CE L � , January 15, 2003 S ��^�'� LACO C y Dear Grand Terrace Resident, On behalf of the City of Grand Terrace, I would like to thank you for participating in the general meeting of the City Council concerning the RV/Trailer issue held on 9-26-02. Since that meeting, the city held a Community Task Force meeting on Wednesday, December 4, 2002. For those of you who attended, there was a general feeling.that this process was done democratically with the best interest of the entire city in'mind. The City staff was also pleased with the progress made in this meeting and will proceed with the development of staff. recommendations. The City staff took the notes from the Task Force meeting and developed staff recommendations that will be presented to the City Council at the January 23, 2003 meeting. There will be public input at the council meeting. The public, including any task force members are welcome to make comments about this issue to the council. Council may or may not take any action at this meeting. If you have any questions, please contact me at (909) 430-2201. Si rely, Steve B Assistant City Manager Enc. Cc: Thomas Schwab, City Manager Grand Terrace City Council Members 22795 Barton Road a Grand Terrace, California 92313-5295 ® (909) 824-6621 R. V Task Force Robert Sterling 22827 Wren St. Grand Terrace Ca 92313 Ph# 783-3834 Lawrence R. McCloskey, Ph.D. 12722 Reed Ave Grand Terrace Ca 92313 Ph# (909) 260-5802 Dale Crossno 22668 Arliss Dr. Grand Terrace Ca 92313 Ph# 825-6963 Bill Warren 11773 Holly St. Grand.Terrace CA 92313 Ph# 824-9444 Terry McGuire - 22525 Franklin St. Grand Terrace Ca 92313 Cell ph# 721-5458 Larry Struchen 22763 La Paix St. Grand Terrace Ca r92313 Ph# 825-3148 Chuck Collier 22715 Kentfield St. Grand Terrace Ca 92313 Ph# 825-6257 Michael Sedzmak 22770 Kentfield St. Grand Terrace Ca 92313 Ph# 824-8071 Clair McElwee 12535 Oriole Grand Terrace CA 92313 Ph# 783-6924 Margaret (Peggy) Reagan 23083 Hampton Ct Grand Terrace Ca 92313 U RV Task Force Meeting December 4, 2002 Attending Community Members Attending City Staff Dale Crossno Steve Berry, Asst. City Manager Lawrence R. McCoskey, Ph.D Jeff Gollihar, Planning Technician Claire McElwee Barrie Owens, Code Enforcement Margaret Reagan Michael Sedzmak NOTE: Three of the above community members own RV's. One of the three parks their RV off site. The remaining two members do not own an RV/trailer. Members Absent: Robert Sterling Terry McGuire Larry Struchen Chuck Collier All members were mailed an agenda with backup information two weeks in advance of the meeting and received a personal phone call confirming their participation. Meeting began at 5:10 p.m. Committee reviewed CURRENT MUNICIPAL CODES as listed below: 8.04.020 Declaration of nuisance. A14 Vehicles parked in required front or side yard setbacks in a residential zone except when such vehicles are operative, have current licensing and are parked on a paved drive approach to a required garage or other permitted driveway. 8.04.020 Any property with pooled oil accumulation, oil or other hazardous material A20 flowing onto public rights-of-way, or excessive accumulations or grease, oil or other hazardous material on paved or.unpaved surfaces, buildings, walls or fences or on any public street property. 8.04.020 The outside storage of camper shells in any required front or side yard A23 other than on an operable and licensed pick-up truck parked in a lawful manner. 8.04.020 The outside storage of boats, catamarans, dingys, vessels or other A24 watercraft in any required front or side yard other than On a validly licensed trailer parked in a lawful manner. 10.1.6.21 Restriction of commercial vehicles in-front yards, paved driveways and side yards of residential areas. The parking and/or storage of the following commercial vehicles in the front yards, front yards paved area, driveway, or side yards where these.are visible form the street shall be prohibited in all residentially zoned areas (refer to.graphic display) CURRENT MUNICIPAL CODES (continued) 10.16.040 Sight obstruction of intersections. No person who owns or haspossession, custody or control of any vehicle shall park such vehicle or leave such vehicle standing upon any street, alley or public roadway in such a position or in such a manner that it will result in a sight obstruction of traffic at any intersection. 18.73.200 Visual screening of unsightly uses. All open storage of motor vehicles (other than licensed recreational vehicles), trailers (other than licensed boat trailers with boat), building materials, appliances and similar materials shall be screened from all other properties an public streets by a six foot high solid block wall on non-residential properties, and a six foot high solid fence on residential properties, unless otherwise approved by the site and architectural'review board of city council. TRAILER/MOTORHOME CLASSIFICATIONS The City Council agreed at the September 26, 2002 council,meeting to consider motorized and non-motorized recreational vehicles in the same manner. Staff was requested to make changes to the current municipal codes to comply with this request and bring this back to council in January after review by the task force. RV/trailers/boats/jet ski's/utility trailers, etc. are all included as a RV/trailer for the purpose of this meeting. UNSIGHTLY CONDITIONS City/Community Task Force needs to determine/define "unsightly" conditions. Task Force recommends the following terms for"unsightly condition: • Unsightly - staff definition: RV's and trailers must be kept neat and clean at all times (cobwebs, spider webs, debris, excessive dirt, weed accumulation on and under RV/trailer will be prohibited; broken windows, flat tires, expired tags). • RV/trailer must display current tags • Storage - can't be used as/or for a storage container • All trailers and RV's must be able to withstand the elements What do we do if resident cannot store/park RV on property and runs electric from house to RV parked on street (over city right of way)? Steve Berry replied: the City cannot legally allow the electrical cords to run onto or over the City right-of-way due to liability. Residents can run an electrical cord (not over the public right-of-way) to the trailer/RV up to four days per month. This is to discourage people living in the trailers/RV's but allow those people to charge up their vehicles. STAFF PROPOSED PARKING/STORING PERMIT FOR RVS, TRAILERS, ETC. Inspection Process • Temporary Permit Process Available Grand Terrace residents may submit a written request to the City Manager asking for a temporary parking permit if out of town guests are arriving in their trailer/ motor home and will leave the trailer parked on the street for more than 72 consecutive hours. • City staff recommended a parking/storage permit fee for all RVs/trailers, etc. on residential property to cover the estimated time/admin it takes to monitor this program • An annual permit would be required for each and every RV/trailer/utility trailer, etc. The fee would be $49 per year for one permit. A $39 fee would be charged for each and every other additional RV/trailer. Code Enforcement would conduct an inspection for each permit application to ensure the resident meets all City Municipal Codes prior to issuing a permit. • Poll of Community Task Force Members to implement a annual parking/storage permit program: 2 in favor, 3 opposed, 1 undecided Task Force asked City to consider a one-time permit and fee. City staff felt positive about this compromise. • City staff will review all recommendations with the City Attorney to ensure City is within legal limits regarding any/all parking/storage regulations. • City staff recommends four days of electrical hookup per month without a permit.. r • Non-operable permit - check with sheriff and DMV re: legality of storing vehicle/R.V in public view. Can we enforce Municipal Code? Follow up to the above concern: Staff contacted the Sheriff's Dept. The City can require all vehicles to be operable that are in public view—even if they have a non-op permit. • Covers/tarps -what is acceptable? RV's motor homes - acceptable covers recommended by the Task Force - fitted cover or secured tarp (secured with tie-downs and secured to the trailer) Covers/tarps, etc. Cover/tarp may not be held in place with bricks, etc. - secured to the ground with hooks etc. is not acceptable - tears, holes, etc. constitutes unsightly appearance • Improved surface -why is gravel/rock unacceptable? The current Municipal Code was established by the City Council in 1978. Owners may not cover more than 50% of their property with improved surfaces (residents should check with the City Planning Dept. before laying improved surface). • Rear yard trailers etc. must still be on improved surface. City will review Municipal Code and decide if residents can park/store RV/trailers in rear yard. , Staff reviewed the municipal code: -Vehicles/trailers are allowed in the rear of the property as long as they are on an improved surface. The property cannot have more than 50% of the lot--both front and back (excluding the footprint of the home) as an improved surface. -Vehicles/trailers are allowed in the side yard as long as they are on an improved surface and behind a minimum 6ft gated fence. • Set-back for residential driveways —Task Force reviewed the City Traffic Engineer report/recommendations (see attached). Jeff Gollihar, City , Planning Technician reviewed City required set-backs with the committee. Committee recommended 10.5 ft set-back (minimum requirement) from the curb face for local streets as opposed to the 18 ft setback considered by the City's traffic consultant. Should the measurement be from curb to closest portion of trailer (trailer tongue, etc.)? Committee members of the Task Force said they would like to allow trailer tongues may encroach into the City right-of-way as long as it does not block the curb,. Any other part (body) of a RV/trailer may not encroach into the City right-of-way. Staff recommended that members—including staff— go out into the community and tour the neighborhoods looking at the various RVs/trailer tongues. • Task Force recommends the RV/trailer body cannot intrude 10.5 ft set- back. Tongue acceptable as long as it is behind the sidewalk. • 5 in favor 1 opposed Staff went out into the field to note the tongues of the 5th wheels and trailers. Most.5th wheels tongues can extend up to 5 feet from the main body. Trailers can have tongues from one foot to some that are 3-5 ft long. The concern with these tongues is not only the line of sight (mostly 5th wheels) but the hazard of tripping over the low tongues if they are in the public right-of-way. • Task Force recommended the City Educate the community regarding set-back codes land the City's rights • After the committee vote, Community Task Force members continued to discuss this issue and voiced opinions that they would like to see a 6ft. set-back instead of a 10.5 ft. set-back. Two task force members expressed concern that the 6ft. set-back could obstruct a neighbor's vision when backing out of their driveway. No part of trailer, etc. may extend past 6 ft. from curb surface. • City Staff reasons to oppose a 6ft. set-back: there would be less reaction time for the driver and if a child/adult was riding their bike along the street/sidewalk, the bike rider may not see the car backing out of the driveway and the driver may not see the bike rider in time. • City Staff will View RVs/trailers, etc. - measurements/photos will be documented to assist City with recommendations. CLOSING Steve Berry thanked the members of the Community Task Force for attending the meeting and actively participating in the Municipal Code development/revision process. Task Force Member Larry Struchen commented that this meeting was very democratic and thanked staff for their efforts. He noted that he just recently moved to Grand Terrace partly because of the low crime rate. The recommendations will be reviewed by City staff and Staff recommendations will be presented to the City Council. The task force decided that will not be another meeting. Members/public are welcome to participate in the council meeting on January 23, 2003 regarding RVs/trailers, etc. prior to the implementation of the new parking/storage regulations. Meeting ended at 6:25 p.m. ��T y • " RFIND TERR C Community Services Department Staff Report MEETING DATE: January 23, 2003 CRA ITEM ( ) COUNCIL ITEM.(X) SUBJECT: Measure I Capital Improvement Plan (CIP) for FY 2003-2007 FUNDING REQUIRED (X) Background: Measure I Funds come from a one-half of 1% of retail transactions and use tax applicable to transportation improvement and-traffic management programs. This additional sales tax measure was implemented in 1989 and is expected to fund$1.6 billion dollars in road infrastructure improvements. The City is required to update our Measure I,CIP in order to continue to receive Measure I Funds. Many of the road improvements that are currently under construction and/or pending are directed by the City Council's top priorities list. Included in the annual funding(see attached list) are projects deemed necessary by staff. These projects can be changed with a resolution from City Council. Recommendation Staff requests the City Council to approve the Five Year Measure I Projects for the 2003-07 FY. COONM ,,Q NDA I R;5,11 r-0. 0 lJ Resolution No. 2003- A RESOLUTION OF THE CITY COUNCIL'OF THE CITY OF GRAND TERRACE,STATE OF CALIFORNIA,ADOPTING THE MEASURE "I" FIVE-YEAR CAPITAL 'IMPROVEMENT PROGRAM WHEREAS, San Bernardino County voters approved passage of Measure I in November, 1989, authorizing San Bernardino Associated Governments, acting as the San Bernardino County. Transportation Authority, to impose a one-half of one percent retail transactions and use tax applicable.in the incorporated and unincorporated territory of the county of San Bernardino, and WHEREAS, revenue from the tax can only be used for transportation improvement and traffic management programs authorized in the Expenditure Plans set forth in Ordinance No. 89-1 of the Authority, and WHEREAS, Expenditure Plans of the Ordinance require each local jurisdiction receiving revenue from the tax to expend those funds pursuant to a Five-Year Capital Improvement Program and a Twenty-Year Transportation Plan adopted by resolution of the local jurisdiction, and WHEREAS,the Twenty-Year Transportation Plan has been previously adopted, and is on file with the San Bernardino Association of Governments (SANBAG), and NOW,THEREFORE,BE IT RESOLVED that: 1) The City Council of the City of Grand Terrace, State of California,hereby adopts the Measure I Five-Year Capital Improvement Program, a copy of which is attached to this resolution. 2) In case of an emergency, such as flooding or other major necessary road expenses,these funds could be reallocated. NOW,THEREFORE,BE IT FURTHER RESOLVED,that the City Council of the City of Grand Terrace, State of California,hereby adopts the Measure I Five-year Capital Improvement Program. PASSED,APPROVED AND ADOPTED by the City Council of the City of Grand Terrace, California at a regular meeting held on the 23rd day of January, 2003; ATTEST: City Clerk of the City of Grand Terrace Mayor of the City of Grand Terrace and of the City Council thereof. And of the City Council thereof. City o4 rand Terrace MEASURE I FIVE YEAR PLAN 2003/2007 Adopted January 23, 2003 YEAR STREET & LIMITS IMPROVEMENT COST ESTIMATE 2003-04 Mt. Vernon St. Upgrade to Secondary Highway w/raised 1 $370,000 Grand Terrace Rd./Canal St. median &City entry sign and landscaping City Entry) to 300 ft. south 2003-04 City-Wide-Slurry Program (1/2 City) Slurry Program _ 2 $90,000 2003-04 Grand Terrace Road from Vivienda Ave to Pavement Rehab-OS 3 137,461 Newport Ave 2004-05 City Wide-Slurry Program 1/2 City Slurry Program 2 $90,000 2004-05 Michigan St. Barton Rd. to Commerce Wy. Upgrade to Major Highway&Signal 1 $105,000 Relocation 2005-06 Union Pacific Railroad Bridge at Barton Road Replacement and widening of Bridge 1 $140,000 2005-06 Michigan St from Ladera St to Raven Wy Pavement Rehab-OS 3 $22,440 2005-06 Pico St from Michigan to Royal Pavement Rehab-OS 3 $45,340 2005-06 Pico St from Oriole to Blue Mtn Ct Pavement Rehab-OS 3 $37,342 2006-07 Mt. Vernon from De Berry to Van Buren Pavement Rehab-OS 3 $123,000 2006-07 Mt Vernon from Main Street to Van Buren Pavement Rehab-OS 3 $132,000 Total Measure I CIP $1,292,583 Contact: Steve Berry SANBAG's Measure I Revenue Estimate (5 yrs.) $ 647,500 909-430-2226 Fund Balance as of June 30, 2002 715,610 TOTAL AVAILABLE: $1,363,1.10 NOTES: 1 = Transportation/Traffic Projects 2= Max. expenditures of general program categories shall not exceed 50%of SANBAG's total annual forecast revenue for the jurisdiction. 3= Originally, we proposed Measure I to cover only 50%of the cost of projects related to street reconstruction and pavement, saving 50%for transportation/Circulation.projects. Over the years,for lack of other revenue sources;we have increased to 60% and to 75%since last year. The other 25% is paid from Redevelopment funds for gas tax funds. 2 ..STAFF:,REPORT ; CRA ITEM ( ) COUNCIL ITEM (X ) MEETING DATE: January 23, 2003 FUNDING REQUIRED: ( ) NO FUNDING REQUIRED ( X ) SUBJECT: Agreement with Site Management Services to lease utility poles for wireless communications facilities RECOMMENDATION: Authorize City Manager to execute an agreement with Site Management Services Background: Over the past several months, City staff has met with Site Management Services (SMS) regarding their request to install wireless communications equipment on street light poles within City rights-of-way. , SMS is a management firm that assists several communications companies in negotiating agreements with municipalities for the use of pubic utility poles to serve as cellular communications towers. Te systems_ are primarily antennas attach6 to the top of street lights with small cabinets holding network interface equipment. All installation and maintenance costs will be the responsibility of the service provider. Terms of the agreement include: ■ SMS may site up to six wireless communications systems on street light poles within City rights-of-way. ■ SMS has a maximum of three years,to designate sites for their systems. ■ Each designated site has a contract term of 5 years. ■ Fees paid to the City will vary depending upon the type of equipment installed -and the height of the pole. Larger systems will be limited to commercial and industrial areas. ■ The City will be paid an annual fee ranging from $1,336 per site to $5,344 per site for poles not owned by the City (i.e. Edison-owned poles). If the City owns the pole, it will be paid an additional fee of$1,336 to $5,679. ■ A 3 percent annual CPI will be added to the fee on January 1st of each contract year. ■ If SMS enters into an agreement with another City for a higher per site fee, Grand Terrace's fee will be increased accordingly. ■ This agreement does not prohibit the City from entering into additional agreements with other wireless communications companies for similar use of City street lights. ■ All equipment must be approved by the City prior to installation. COUNCIL AGENDA ITEM' N0j SMS has entered into similar agreements with the Cities of Riverside and Fontana and is currently negotiating with several other local cities. Staff recommends that the City Council authorize the City Manager to execute an agreement with Site Management Services for the siting of wireless communications equipment on City street light poles. I POLE ATTACHMENT AGREEMENT THIS POLE ATTACHMENT AGREEMENT ("Agreement") dated 2003, is between SITE MANAGEMENT SERVICES, INC. A CALIFORNIA CORPORATION ("SMS") and CITY OF GRAND TERRACE, A CALIFORNIA MUNICIPAL CORPORATION (the "City"). RECITALS A. SMS and the City desire to enter into a, master agreement to govern the parties' respective rights and obligations related to installing mobile/wireless communications facilities on City-owned or controlled poles located in City streets and rights-of-way: B. SMS is in the business of-licensing the use of certain properties to FCC-licensed mobile/wireless telecommunications companies ("FCC-Licensee") for the installation of communications facilities at various locations. NOW THEREFORE, in consideration of the mutual obligations and agreements herein contained, the parties hereto agree as follows: 1. Sites. Subject to the following terms and conditions, the City grants-to SMS the right to use that portion of the City's property (including, but not limited,to, the pole and underlying real property) more particularly described in each Site Acknowledgment ("Site Acknowledgment") executed hereunder by the parties. (Hereinafter the term Site shall refer to each property described in a Site Acknowledgment.) Each Site Acknowledgment executed hereunder shall be.substantially in the form of Exhibit A and- upon execution shall be deemed attached to this Agreement and incorporated herein. 2. Designs. SMS shall submit to the City the designs it desires to use within the City. The basic design shall consist of antennas to be attached to a pole and a transceiver located on the pole or on the ground adjacent thereto. The categories of equipment that SMS desires to locate within the City and the designs which have been generally accepted-by the City shall be described in Exhibit B attached to this Agreement, which may be modified or supplemented by mutual consent of the parties. 3. Permit Approvals. SMS shall timely pay to the City all applicable permit fees required to be paid by SMS to the City in connection with obtaining permits under this Agreement. 4. Term. (a) The term-of this Agreement shall commence upon full execution of this Agreement and shall continue in full force and effect until such time as the last remaining Site Acknowledgment subject to this Agreement is terminated, or if no Site Acknowledgment is executed, three (3) years from the date of full execution of this Agreement. (b) The term of the Agreement for each- Site ("Site Term") shall be five ,(5) years commencing on the date agreed to in the applicable Site Acknowledgment,("Commencement Date"). SMS shall have the right to extend each Site Term for five (5). additional terms, ("Renewal Term") of five (5) years each. The terms and conditions for each Renewal Term shall be the same terms and conditions of this Agreement, except that Fee shall be increased as set forth below. The Site Term shall automatically be extended for each successive Renewal Term unless SMS notifies the City in writing of-SMS's intention not to extend at least thirty (30) days prior to the expiration of the first five (5) year Term or any Renewal Term. 5. Fees. Upon the Commencement Date, SMS shall pay in advance to the City a monthly fee ("Fee") for the use of each Site, which shall be calculated in accordance with Exhibit C to this Agreement. Fees shall be- paid to the City at the address specified on the signature page. If the Commencement Date is other than the first day of a calendar month, SMS may pay the prorated Fee for the remainder of the calendar month in which the Site Term commences, and thereafter, SMS shall pay a full month's Fee on the first day of each calendar month, except that payment shall be prorated for the final fractional month of the Site Acknowledgment. Beginning January 1, 2004, Fees shall be.increased,on each January 1st by an amount equal to three percent (3%) of the Fees for the previous year. 6. Use. SMS shall have the right to use each Site for mobile/wireless communications services, including without limitation, the transmission and reception of radio communication signals on various frequencies. SMS shall use the Site in accordance with all applicable laws and regulations of governmental bodies with jurisdiction over the Site and SMS's Facilities. In connection therewith SMS, its licensees, employees, agents, contractors and subcontractors shall have the right to: (a) construct, maintain and operate on the Site radio frequency transmitting and receiving equipment, batteries, utility lines, transmission lines, antennas and supporting structures and improvements ("SMS's Facilities"). In connection therewith, SMS has the right to do all work necessary to prepare, add, maintain and alter the Site for communications operations. All construction and installation work .shall be performed in a good and workmanlike manner, in accordance with all then-existing regulations and zoning approvals, at SMS's sole cost and expense. SMS's Facilities shall remain the property of SMS and are not fixtures. (b) access the Site twenty-four (24) hours a day, seven (7) days a week, at no charge, to the extent required to construct, maintain, install and operate SMS's Facilities on the Site. The exercise of such rights shall not cause undue inconvenience to the City. (c) install utilities, at SMS's expense, and to improve the present utilities on or near the Site in order to serve SMS's Facilities. SMS shall fully and promptly pay for all utilities furnished for the use, operation and maintenance of SMS's Facilities. (d) remove all of SMS's Facilities at,its sole expense on the expiration, cancellation or early termination of the Site Term or any Renewal Term, repairing any damage to the Site caused by such removal and shall return the Site to the condition which existed on the Commencement Date, reasonable wear and tear and damages beyond the control or without the fault or neglect of SMS excepted. 7. Non-exclusivity. This Agreement does not provide SMS with exclusive use of the Sites' except for the area occupied by SMS's Facilities. The City has the right to install, or permit other parties to install, equipment or devices on the site, provided that such installation does not interfere with the communications operations of SMS. SMS's Facilities shall comply with all non-interference rules of the'Federal Communications Commission. 8. Termination. Any Site Acknowledgment hereunder may be terminated without further liability on ninety (90) days' prior written notice 'as follows: (a) by-either party, upon a default of any covenant, condition or term hereof by the other party related to that Site Acknowledgment, which default is not cured within sixty (60) days of receipt of written notice of default; (b) by either party, if a suitable substitute site cannot be provided to SMS as provided for under the Relocation paragraph, or (c) by SMS, if SMS determines that a Site is not appropriate for its operations for economic, environmental or technological reasons, including without limitation, signal strength or interference. 9. Relocation. The City shall in good faith use its best efforts to fully accommodate and allow the continuing use of Sites or suitable substitute sites. In the event the City determines that a Site is needed, for (a) the construction, completion, repair, relocation or maintenance of a City project; or (b) protection and preservation of public health and safety, the City shall provide SMS with no less than three (3) months prior written notice, on major projects, of its desire to relocate that Site. If a Site is damaged or destroyed, the City shall use its best efforts to locate a suitable substitute site for SMS to relocate' SMS's Facilities or to place temporary facilities. The suitability of any substitute site shall be subject to SMS's prior written consent, which consent shall not be unreasonably withheld. SMS shall relocate and/or remove SMS's Facilities at its sole cost and expense. 9.1 Damage or Destruction. If a Site is damaged or destroyed, City shall use -� commercially reasonable efforts to provide SMS with (a) a suitable site within the City for SMS to relocate SMS's Facilities or (b) a suitable site upon which to place temporary SMS Facilities while City repairs or replaces the City Pole. SMS shall be responsible for removing or relocating the SMS Facilities from the damaged City Pole. , 10. Insurance. SMS shall. maintain Commercial General Liability with limits,of $5,000,000..00 per occurrence. Upon written request, a Certificate of Insurance shall be provided to the City naming the City, its council members, officers and employees as additional insureds. 11. Hold Harmless. SMS shall defend, indemnify, hold and save the City, its council members, officers, agents or employees harmless from and against any and all loss, costs, liability or damage (including reasonable attorneys' fees and court costs) arising by reason of the acts, intentional or negligent of SMS, or its licensees, officers, agents or employees, in connection with their operations or use of any Site, except to the extent arising out of the willful misconduct or negligence of the City, its officers, agents or employees. 12. Assignment and Licensing. SMS shall not assign this Agreement without the City's prior written approval, which approval shall not be unreasonably withheld. Notwithstanding anything to the contrary in this Agreement, SMS may grant any rights and obligations it has under this Agreement to FCC-Licensees for the use of the Sites subject to this Agreement and by execution of this Agreement and each Site Acknowledgment attached hereto, the City consents to such licensing and recognizes such licensee's rights under this Agreement. 13. Title and Quiet Enjoyment. The City warrants that it has full right, power and authority to execute this Agreement; the City further warrants that SMS shall have quiet enjoyment of the Site to the extent of their use herein during the Site Term or any Renewal Term. 14. Notices. Any notice or demand-required to be given herein shall be made by certified or registered mail return receipt requested, or reliable overnight mail to the address of the respective parties set forth on the signature page. The City or SMS may from time to time designate any other address for this purpose by written notice to the other party. Any notice sent by SMS's licensees shall constitute notice by SMS. 15. Most-Favored-Nation Clause. Should SMS, or any of SMS's licensees, after the parties' execution of this Agreement enter into a similar agreement (to place communications facilities on city-owned or controlled poles located in city streets and rights-of-way) for a licensee's facilities with another municipality in the same (Primary) Metropolitan Statistical Area as the City, which agreement contains Fee provisions for such municipality that are superior to those in this Agreement, the City,shall'have the right to require SMS to modify this Agreement to incorporate the same or substantially similar superior Fees relative only to that licensee. If a pricing structure substantially different than the fixed fee pricing set forth in this Agreement is agreed to by SMS, then the City shall have the right to require SMS to modify this Agreement to provide that type of pricing. 16. Miscellaneous. (a) 'If any provision of this Agreement is invalid or unenforceable with respect to any party, the remainder of this Agreement or the application of such provision to persons other than those as to whom it is held invalid or unenforceable, shall not be affected and each provision of this Agreement shall be valid and enforceable to the fullest extent permitted,by law. (b) This Agreement shall be binding on and inure to the benefit of the successors, licensees and permitted assignees of the respective parties. (c) This Agreement shall be governed under the laws of the State of California. (d) The substantially prevailing party in any legal action or lawsuit arising hereunder shall be entitled to its reasonable attorneys' fees and court costs, including appeals, if any. (e) -Terms and conditions of this Agreement which by their sense and context should survive the termination, cancellation or expiration of this Agreement will so survive. (f) This Agreement, ,including any 'Site Acknowledgments executed hereunder, constitutes the entire agreement and understanding between the parties, and supersedes all offers, negotiations and other agreements concerning the subject matter contained herein. There are no representations or understandings of any kind not set forth herein. Any amendments to a Agreement executed hereunder must be in writing and executed by both parties. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written. CITY SMS CITY OF Grand Terrace SITE MANAGEMENT SERVICES, INC., A CALIFORNIA MUNICIPAL CORPORATION A CALIFORNIA CORPORATION By: By: Name: Name: Mike Flynn Title: Title: President Date: Date: City of Grand Terrace Site Management Services, Inc. 22795 Barton Rd. 5440 Trabuco Road Grand Terrace, CA 923.13 Irvine, CA 92620 Attn Attn: Property Management EXHIBIT A SITE ACKNOWLEDGMENT This Site Acknowledgment Number , effective , 2003 is governed by the terms and conditions of the Pole Attachment Agreement entered into between Site Management Services, Inc., a California corporation and the City of , a California municipal corporation, dated , 2003, and is incorporated herein by this reference: 1. Term. The term of this Site Acknowledgment shall commence on the date SMS begins construction of SMS's Facilities on the Site, or 1, 200_, whichever is earlier ("Commencement Date"). 2. Site. The Site under this Site Acknowledgment is located on the property commonly known as and is more specifically described and depicted on the construction drawings included as an Attachment to this Site Acknowledgment. 3. Design Category. Fee for this Site is based upon the following design categories allowed at this Site: Design Category: Pole Fee: 4. Fee. Dollars ($ .00) is the Fee due under this Site Acknowledgment. 5. Sublicensee. The Sublicensee under this Site Acknowledgment is IN WITNESS WHEREOF, the parties have executed this Site Acknowledgment as of the date first above written. CITY SMS CITY OF SITE MANAGEMENT SERVICES, Inc. By: By: Name: Name Title: Title: Date: Date: EXHIBIT B EQUIPMENT DESIGN CATEGORIES The attached drawings and depictions are of the design categories allowed under this Agreement. 1. Residential Microsite. 2. Commercial Microsite. 3. Multiple Commercial Microsite. Such designs and pictures are illustrative only. The final-approved designs shall be those mutually approved by the City and SMS. EXHIBIT C FEE SCHEDULE 1. The Fee for each Site shall be based upon the type of equipment installed at the Site and the height of the pole upon which SMS is allowed to place its antennas. 2. The Base Fee for each Site shall be calculated as follows: Design Category + Pole Fee* = Base Fee * Pole Fee only applicable where City-owned pole is utilized. Design Category Fees Residential MicroSite* $1,336 per year Microcell-BTS unit, Antenna(s), Network Interface Unit, and Electric Meter and Breaker Commercial MicroSite* $2,672 per year BTS cabinet, Antennas, Network Interface Unit, and Electric Meter and Breaker Multiple Commercial MicroSite* $5,344 per year Multiple BTS cabinets, Antennas, Network Interface Unit, and Electric.Meter and Breaker r * These descriptions illustrate the characteristics of the proposed, Site. The parties understand and agree that each Site is unique and may incorporate different equipment which is similar in size and appearance to the above illustrations. The actual equipment to be deployed will be more specifically described and depicted on construction drawings approved by the City. Pole Fee* Additional Fees Existing Pole $1,336 per year Pole replaced— less than 50' high** $3,007 per year Pole replaced - 50' or more** $5,679 per,year * Pole Fee is only applicable where a City-owned pole is utilized. ** Pole Height is measured from the highest point on the pole. 3. Beginning January 1, 2004, the Base Fee shall be adjusted annually on each January 1st at the rate of three percent (3%) as provided in the Pole Attachment Agreement. 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K � i 17 4,'�""t"�� ,.. � Yam. �.•m � r.�.r�• tr�r'`2a_s?;�:hw.r Sef ��•xtTs z � ,e J, "h y •ai,�;��s,L" ^'41'i T34;S*M y3y`it +H- {=Y'}`��"i t� •'i �G r+X' j!� t � �♦ +.•a'-a �Py�R'Fts :,'►�, AZT �Tt a+ x`+F�y �r �3 �' X�� r p. ry r a� r Y 'S � .ram+•• yyy} ,t 1 y`� • Top of Antenna Proposed cylinder antenna Proposed Street' Light per City of Riverside, Standard Drawings c o .. c o, 2. C y S T Q d C y _ Proposed concrete- combination. light standard to match r existing u o _ E o t z p Finish Grade TYPICAL PBMS COMBINATION/LIGHT STANDARD (TYPE 1 ) Not to Scale } Sample Site Plan for a Commercial MicroSite ANTENNA ORIENTATION WOME DF AIL stcton a iwtunu SECTOR a urtuna r - _ I oo� Ns<cioa a u�nu } r . j � t ■ uusr� t � a ■ nrei een . . •■ .:i • ■ ' . ii - - Pole Height � ■ � . � l 32' ,a a non v a � ■ . a , PROPOSED POLE SCALE, 1"=s'