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08/22/1985rii I CITY OF GRAND TERRACE REGULAR COUNCIL MEETING AGENDA CITY COUNCIL CHAMBERS AUG GRAND TERRACE CIVIC CENTER 5 3' 22795 Barton Road * Call to Order - Invocation - Pastor Dave Jacobs - Grand Terrace Christian Followship Church * Pledge of Allegiance * Roll Call Staff CONVENE COMMUNITY REDEVELOPMENT AGENCY Recommendations 1. Approval of 8/8/85 Minutes Approve 2 Approval of Check Register No 082285 Approve i (Also listed as Council Agenda No. 2A) ADJOURN COMMUNITY REDEVELOPMENT AGENCY CONVENE CITY COUNCIL 1. Items to Add/Delete 12. CONSENT CALENDAR The following Consent Calendar items are expected to be routine & non -controversial 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. Approve Check Register No 082285 Approve B. Ratify 8/22/85 CRA Action Approve C. Approve 8/8/85 Minutes Approve D Authorize 3 Councilmembers & 2 Staff Members Approve to attend League of Calif Cities Annual Conference in San Francisco, Oct 6-9 E Increase Funds in Line Item No 10-11C'-220, Approve Council Special Departmental Expense, from $800.00 to $2,260 00 with the Appropriation from General Fund Balance to purchase 15 City Plaques Council Action ! PLEASE, DO NOT _ y - 2--- FROM;lNFORMATIO ,= a ti h COUNCIL AGENDA 8/22/85 - Page 2 of 3 Staff Recommendations Council Action F Authorize $25 00 Expenditure from Line Item Approve No. 10-110-220, Council Special Departmental Expense, for 1/2-Page Ad in Grand Terrace Woman's Club 1985-86 Yearbook G. Waive $150 Security Deposit Fee for Grand Approve Terrace Woman's Club Use of Community Meeting Room 3. PUBLIC PARTICIPATION 4. ORAL REPORTS A. Planning Commission B. Parks & Recreation Committee C. Historical & Cultural Activities Committee D. Crime Prevention Committee E. Emergency Operations Committee F. Economic Development Adhoc Committee G. Police Chief H. Fire Chief I. City Engineer J. City Attorney K. City Manager L. City Council (1) Voting & Voting Alternate for League of Calif. Cities Annual Conference (2) Establish Date for Planninq Commission Training Session 5. PUBLIC HEARINGS - 7 30 P M. A. Continued - Conditional Use Permit/Specific Plan 85-11 - USA Properties Fund, Ltd. (1) A RESOLUTION OF THE CITY COUNCIL OF THE Adopt following CITY OF GRAND TERRACE, CA, APPROVING Public Hearing CONDITIONAL USE PEP,MIT/SPECIFIC PLAN 85-11 & MAKING OTHER DETERMINATIONS a B AN URGENCY ORDINANCE OF THE CITY COUNCIL OF Adopt following THE CITY OF GRAND TERRACE, CA, ADOPTING Public Hearing UNIFORM BUILDING CODES FOR THE CITY OF GRAND TERRACE. _ C. AN URGENCY ORDINANCE OF THE CITY COUNCIL OF Adopt following THE CITY OF GRAND TERRACE, CA, AMENDING Public Hearing GRAND TERRACE MUNICIPAL CODE, CHAPTER 10 08, DEALING WITH ESTABLISHMENT OF SPEED LIMITS FOR VARIOUS STREETS IN THE CITY OF GRAND TERRACE. a. COUNCIL AGENDA 8/22/85 - Page 3 of 3 Staff Recommendations Council Action D AN ORDINANCE OF THE CITY COUNCIL OF THE CITY Adopt following OF GRAND TERRACE, CA, ADOPTING POLICIES & Public Hearing PROCEDURES FOR THE PURCHASING OF SUPPLIES & EQUIPMENT BY THE CITY OF GRAND TERRACE (Second Reading) G UNFINISHED BUSINESS A Street Sweeping (1) Parking Citations (2) Authorize Mayor to Execute Street Sweeping Contract with Houston Sweeping (GTC 85-20) B Master Plan, Areas 10, 11 & 12 C. Red Curbing - 11959 Arliss Drive D School Impaction [ADJOURN THE NEXT REGULAR CRA/CITY COUNCIL MEETINGS WILL BE HELD THURSDAY, SEPTEMBER 12, 1985, AT 5 30 P M ------------------------------------------------- ------------------------------------------------ AGENDA ITEM REQUESTS FOR THE 9/12/85 MEETING MUST BE SUBMITTED IN WRITING TO THE CITY CLERK'S OFFICE BY 12 00 NOON ON 9/4/85 1- r -I MING CRA APPROVAL. CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY REGULAR MEETING - AUGUST 8, 1985 0 AUGUST 8, 1905" CRA AGENDA ITEM # 1 The 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 August 8, 1985, at 5.33 p.m. PRESENT. Byron Matteson, Vice Chairman Tony Petta Barbara Pfennighausen Seth Armstead, Executive Director Thomas J. Schwab, Treasurer Ivan Hopkins, Attorney Ilene Dughman, Acting Secretary ABSENT Hugh J. Grant, Chairman Dennis L. Evans APPROVAL OF MINUTES (7/25/85) CRA-85-42 Motion by Mrs. Pfennighausen, Second by Councilman Petta, ALL AYES, to approve the Minutes of July 25, 1985, as presented. APPROVAL OF CHECK REGISTER NO. 080885 CRA-85-43 Motion by Councilman Petta, Second by Mrs. Pfennighausen, ALL AYES, to approve Check Register No. 080885, as presented. Adjourned at 5 35 p.m. The next Regular Meeting will be held August 22, 1985, at 5 30 p.m. Respectfully submitted, cti ng City C 1 e APPROVED Vice Chairman VOCHREGR DATE 08/15/85 , PENDING CITY COUNCIL APPROVAL CITY OF GRAND TERRACE VOUCHER/WARRANT REGISTER tbljNcli�'AMNET4140ffo -?A AVG 2 2 1985 PAGE 1 -VOUCHER/ VENDOR _VE?w9OR WARRANT NUMBER NUMBER Ell NAME DESCRIPTION STEM ARRAM AMOUNT AMOUNT P4384- —6782- STATE-GOMPENS•A-T-ION-INi-.Ff1ND WORKER3-N--COMP 7-t@ N-(?3 —517-03--- P4385 1840 COLTON9 CITY OF SEWER SVC AUGUST 189486 52 189486 52 P4386 1972 DEFERRED COMPENSATION` FUND t REPLACE PR6259 14 33.94 — — --P 4388 1158 AMEBIC-AN-PU$LIG WORKS-ASrrO 33.94 Or AP•WA-4EHiN*RfAN5T-INE-F-1 UN7t 0700 0-r0@ RA1532 2950 HUGH GRANT AGENCY DIRECTOR FRINGE 150.00 150 00 RA1533 4658 BYRON MATTESON - 'r ;AGENCY DIRECTOR FRINGE '� , �'�'�,,+� 150.00 RA1��T,��' 5✓3� 4576 r 150.00 BARBABA-P ENN-I-GHA4SEN kGEP16 IREETOR-FR-I GE ' 5@.@0 -i5@-00 RA1536 2278 DENNIS L. EVANS AGENCY DIRECTOR FRINGE 150 00 150 00 RA1537 5565 ANTHONY PETTA�AGENCY, DIRECTOR FRINGE �� r 93.50 93.50 R-A-15 3 8 14-7 2 „ DEFER-R E Q-60P4REN3 A-T-I-O N--FUND -M EB--fN S=-fl E PU GTN-/P•E'FT A �; i 6-r56 6 .-5 0— 14902 STATE OF CALIFORNIA BARTON RECONST.INSPECTION 11500 00 19500 00 14903 - , a RICHARD CHURCHWELL'V''' 'rs' "°' ' ' ' rk Q' t ';�: REFUND OVERPAYMENT``, ` 11.41 11.41 {u e � 51 ). a �' � {''"•..F' `^EFyNOO-0AT-TLXY#EN7:';'r�3y � 04 BAB-1 .-JBfiN3$N ` Ij 14905 GWEN GRAINGER REFUND OVERPAYMENT 11 69 11.69 14906 TIMOTHY WEBER �,REFgNO OVERPAYMENTjsf4 '✓a �' " 2 10 2.10 102-7 e Ar-"R"A-T-"AN-I-T$R--A"E-P.V-KE.S---=--;,IAN•ITGP+A1RG-7485 �^ ° ` �1490-7 4r44 4- 4 14908 1160 VERN ANDRESS JULY STIPEND 25 00 25 00 14909 1190 APPLE ONE ;STENO CLERK , fL i ' STENO CLERK `' I ? + z 141.21 209 20 350.41 ' 14910 1210 SETH ARMSTEAD LOCAL MILEAGE 46.74 I' 14911- -1260 AWARD-GOMP-ANY-OF-AMER-i-GA R6AQLtES 13I-r81 14912 1371 BECKLEY CARDY REC. SUPPLIES `' J 300.55 �14913 I 1711 CALIFORNIA9 STATE OF BARTON/215 SIGNAL 6/85 107.35 r---14914---- -1725 NOR MA N-T-,-GAOUE74E _ -,;UL Y-STIPEND II --25.00 14915 1755 CHOP CHOP TREE SERVICE REMV 13 PALM TREES—PICO 29395.00 �i 14916 � 1769 CLEAN COMMUNITY SYSTEMS 85/85 GRANT 35 ---- —------- 85/85 GRANT 00 700 00 �, i �` ------ —85/85—GRANT —250.00• 46.74 300 107.35 ----- - 25.Oo - - 29395.00 i , vnCHREGR CITY OF GRAND TERRACE PAGE 2 DATE 06/15/85 VOUCHER/WARRANT REGISTER vni1r_KFRi vFNnnR 1tEN119R ITEM I-TE-M 'ArRRAN- WARRANT NUMBER NUMBER NAME DESCRIPTION AMOUNT AMOUNT 1 4 9-1-6 1 76-9 CLEAN-L-W MUN T Ty�Y f T G M.S 8-5-/ 8 5-C-"NT• 16 5-r99 1 v 1,50--i 00 14917 1798 GERALD COLE JULY STIPEND 25.00 25.00 14918 1800 SANFORD L. COLLINS JULY STIPEND,, ^ `# 50.00 �' 50.00 F^' Y -;€R-SUP R I I E S " ` ' 1 24. Y ^Trr; - 14920 1956 DE ARMOND CONSTRUCTION E 107 RETENTION 1,820.21 19820.21 14921 2301 FEDERAL,EXPRESS CORP s LTR. SOFTWARE CO r 14.00 LTR SOFTWARE CO _`' 14.00 28.00- 14922 2675 FORT DEARBORN LIFE INSURANCE EMPLOYEE LIFE INS 9/85 11.72 EMPLOYEE LIFE INS 9/85 14.20 FE :-NS 9/8-5 21.30 ^ 4' Jx` EMPLOYEE LIFE INS 9/85° ,;>, ; 21.30 >° ` " "';' EMPLOYEE LIFE INSw9/8F 3,`' `~'M 7.10 ;'< < 75.62 14923 3153 HAUL AWAY CLEAN UP HUGHES PROP. 2,274.26 2,274.26 -IASON lU 0 50,00- i .�' z iev•rY t y %• s m 14925 °x 3163 HEALTHI�T "%�w ri > ;r Y>> F 'EMPLOYEE HEALTH INS 164.22 Kt� ,,r, r9/85 TH INS --, _,o 18 5` " 164 Z 2 EMPLOYEE HEALTH INS 9/85 246.33 EMPLOYEE HEALTH INS 9/85 246.33 -.11 903�21 1 " 'jO ..� ;� "'^ ' sit !� 't e AeA _.> t' t, '!.� +i £^�' Z 4 • § f y = F " +Y= '; _•, :'' t .,..t 'r:l4926 3171 £` NERSHEYBUSINESS PR(iDUCTS`4 MTCE TYPEWRITERS,z" rx+- ' > " ,. 165.55CE t -T-KP-��LRIT�RS rt 65,55 MTCE TYPEWRITERS 131.10 8 MTCE TYPEWRITERS 131.10 393.30 ' 14927 "3495 IPS SERVICES<INCORPORATED '" STREET SWEEPING SVC 7/@5 #" " 1�838.72 ' 19838.72 " 9 3501 TNTFRNATTnuAL CITY MAMAGE-MENT DEMO-RKG. GAR- C,..M_r_'P/W 35.40 3-`5--0$ 0 ' 14929 4470 LOMA LINDA DISPOSAL SVC CIV CTR 7/85 cvr PA_ 7J85 38.35 38.35 i Y SPECIAL PARK' PICKUPS 15.00 91.70 s f, .5 JOHN Mrnnbjr- L 1 ItUl YY SITPGND ^ " " -00 50-.-00 -- .I 14931 4700 RAY MUNSON JULY STIPEND 50.00 50.00 14932 4790 MURRAY'S RESTAURANT SUPPLIES RECORDING EQUIP. CART 94.87 94.87 14Q11 Ga04 N r R rnRPnRATTnN rART2T(1rP TAPGS__EnR-rnM.P_IlT_E.P I CARTRIDGE TAPES FOR COMPUTER 259.03 FRT CHGS/COMPUTER PAPER 20.67 ER_LCHGSLGOhR-UJJ=ILPAP ER 20.67 559.39 - - VOCHREGP CITY OF GRAND TERRACE PAGE 3 DATE 08/15/85 VOUCHER/WARRANT REGISTER J--VOUGHER,l VENDOR 1) e R ITE -ITEM - WARRAN- WARRANT NUMBER NUMBER NAME DESCRIPTION AMOUNT AMOUNT 1-4934---4992 -!:AZAREK-r"R-PERrHGRKI85-00------ 14935 5528 PHILIP M. PAGE WEEKEND PARK MTCE 7/85 14936 5529 PACIFIC BELL _ SPECIAL LISTING 5.00 5.00 14 r T-R-A-ENDER-P-R 1 S E 3 F-I-XEB-ASS f T-G0NTROL-GAR) S 36.9- -56 .91- 206.00 206.00 14938 5579 PEOPLE HELPERS,INC. SVCS 7/26-8/8/85 29030.73 29030.73 14939 6270 CITY OF RIALTO ^ GAS TAX FUND TRANSFER 859000.00 859000.00 H€ R.1 F-F-F-L-&Y4-T-I-9-WEL6 O V ER44- } E- 4 / 6 /30-f-8 5 -6-5 6 .1-1- 14941 6555 SAN BERNARDIN09COUNTY OF DUMP CHARGES 7/85 102.60 4 DUMP GHEs 7/ 8 55 k 3.60 14942 6610 SCHMITZ PHOTOGRAPHY~ REPRODUCTION OF PHOTOS£" 69.96 69.96 14943 6629 SECURITY PACIFIC NAT.BANK AIR FARE/SEM MONTEREY 908.00 MTG RE COMPUTER 17.71 MTG RE•IMPACTION FEEio 29.54 MTG RE L.L.DISP.FRANCHISE : 19.67 F' MFAt ciSFM ktGN-T�6REY ' H 257-.%R HOTEL/SEM.MONTEREY 1,312.20 29567.47 �4 4 1ab55 cTr,ru F. c_o1-_ro.15,/06 2i9.48 14945 67204 SO.CA.EDISON COMPANY 2 POLES AT PARK '` 24.79' ` r I G14AL--4 AR-T-991 M T- C- H0 7_r0 2 1-2-'r.$1 , 14946 6724 SO CA.PUBLIC LABOR RELATIONS 14947 6730 SO.CA.GAS COMPANY ` MEMBERSHIP FEE 150.00 150.00 CITY BLDG - 7/85 12.32 i ,CIVIC CENTER 7/85 t- ' 382.31^ -GI-T-IBL-9G-7-"5 - 3T02 07-.65- 14948 6765 SQUIRES LUMBER COMPANY PLYWOOD WALL RECEPT. 23 22 RL�(:+888-IFAL I-{�E6 EF T . 23.23 - 46 r1r5 Y 14949 6820 STULTS ELECTRIC CO ELEC REPAIRS PARK 145.00 --_ H A-N D-I- -P-A-C-G e 5 S-Ovf-L-L--C-1-V-6-T R 1, 2 33 r40- ---i 0 78-r00- 14950 6844 14951 6871 ' 14952 6960 i I THE SUN SUVERKRUP LUMBER CO. TERRACE LANDSCAPE SERVICES AD STENO CLERK 120.19 GLASS iF lE(1-A --r�.T T1�-Gl K '-50-.36 270.55 Y SUPPLIES FOR EOC 252,70 LNDSCP MAINT. PK, CC, MEDIAN 400.00 LNDSCP MAINT. PK, CC, MEDIAN 960 00 PARK--VANDAL-ISM-REP A I R 96.92- 252.70 1456-.9 2-- )CHREGR UllY UF- UXANU ItKKAUt rNvc %TE"08/15/85 VOUCHER/WARRANT REGISTER Vni'CHER I V DO TTLM ITEM WARRAN--- WaRRANT NUMBER NUMBER NAME DESCRIPTION, AMOUNT AMOUNT 140 3 Z(1s6 p6GGY rQnrrrFR ' nGA ,��EA6E --- ---i -.-9'9 12.90-- 14954 7309 UNION OIL CO.OF CALIFORNIA FUEL 7/85 78.57 78.57 14955 7582 VERTICAL MANAGEMENT SYSTEMS 'DATA PROCESSING! �st.s" s 87.15 w " r DATA PROCESSING 66.15 153.30 3. s TOTAL CHECKS f 1339643.15 3 m I CERTIFY THAT, TO THE BEST�OF MY KNOWLEDGE, THE AFORELISTED r>3 " k r CHECKS FOR PAYMENT OF CITY LIABILITIES HAVE BEEN AUDITED BY ME -- ND -ARE NECESSARY-AND-MPRGPRI*TE--EXPE-NM-TURES -FOR`THE---OPERA*FIO OF THE CITY G ✓ Sr d li {� ) Y t 5 " ! F` 'i n=, r 5 [ S A, s✓, ; .✓, < ) i �= "f a3 �:. l"` .> l E, x AroiL Yr F t „f ' ) � � R� s✓ } ✓£ tt e� a, 4' bq� < t tri "L'L'"ti4k �?wrt .a. t�st€F n 1 L { ` )� ws 5 x M1 t r x^ { ? •.4,5(r'bf Ali'YL, 57 r�i,r��Jk bE .Xyy FINANCE DIRECTOR C l PENDING CFTY CITY OF GRAND TERRACE COUNCIL APPROVAL COUNCIL MINUTES AUG 2 2 A285 REGULAR MEETING - AUGUST 8, 1985 OR NGll; AGENDA ITEM Mai 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 August 8, 1985, at 5 33 p m PRESENT Byron Matteson, Mayor Pro Tempore Tony Petta, Councilman Barbara Pfennighausen, Councilwoman Seth Armstead, City Manager Ivan Hopkins, City Attorney John Shone, Acting City Engineer/Planning Director Ilene Dughman, Acting City Clerk ABSENT Hugh J. Grant, Mayor Dennis L Evans, Councilman Joe Kicak, City Engineer/Planning Director The meeting was opened with invocation by Councilwoman Pfennighausen, followed by the Pledge of Allegiance, led by Councilman Petta ITEMS ADDED TO AGENDA - 7B - Peddling License, Teen Challenge, C - Transfer of Appropriations, 1984-85. CONSENT CALENDAR - Items 3A (Check Register No 080885), Item 3E (Resolution amending application for grant funds under the Roberti-Z'berg Open -Space & Recreation Program, and Item F (Renewal of Bingo Permit - Lions Club) were removed from the Consent Calendar for discussion CC-85-242 Motion by Councilman Petta, Second By Councilwoman Pfennighausen, ALL AYES, to approve the following Consent Calendar Items B Ratify 8/8/85 CRA Action, C. Approve 7/8/85 Minutes, as presented, D. Approve 7/25/85 Minutes, as presented, G Approve and authorize Mayor to execute Addendums 1 & 2 for Civic Center Janitorial Service - Accurate Janitorial Service Inc , CHECK REGISTER NO 080885 - Following clarifcation for Civic Center high utility costs reflected in Warrants #14897 and 1#114898, Motion by CC-85-243 Mayor Pro Tem Matteson, Second by Councilman Petta, ALL AYES, to approve Check Register No 080885, as presented Page 1 - 8/8/85 RESOLUTION NO 85-15 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CAL RNIA, RESCINDING RESOLUTION NO. 85-04 AND APPROVING AN AMENDED APPLICATION FOR GRANT FUNDS UNDER THE ROBERTI-Z'BERG URBAN OPEN -SPACE AND RECREATION PROGRAM FOR ACQUISITION OF EQUIPMENT FOR RECREATION TINY -TOT PROGRAM AND ACQUISITION AND INSTALLATION OF WASTE RECEPTACLES FOR TERRACE HILLS COMMUNITY PARK. Following clarification of equipment costs and anticipated purchases CC-85-244 for Tiny -Tot program not listed on amended application, Motion by Councilwoman Pfennighausen, Second by Councilman Petta, ALL AYES, to approve Resolution No 85-15. BINGO LICENSE RENEWAL - GRAND TERRACE LIONS CLUB - Mayor Pro Tem Matteson questioned and was advised the Lions Club currently carries no liability insurance for the Community/Senior Center Responding to possible legal repercussions, City Attorney Hopkins advised of City's potential liability CC-85-245 Motion by Mayor Pro Tem Matteson, Second by Councilman Petta, ALL AYES, to approve renewal of Lions Club Bingo Permit upon proof of liability insurance Councilman Petta stated he would bring up matter of liability insurance at the Lions Club's next board meeting, August 21, 1985, and foresaw no difficulties PLANNING COMMISSION REPORT - John Shone, Acting Planning Director, reported the o owing ) Planning Commission proposed tentative date of Saturday, September 28, 1985, for Planning Commission Training Session, Council deferred decision until August 22 meeting. (2) Planning Commission reviewed Colton Unified School District's Impaction Fees Report, City Attorney Hopkins advised of Planning Commission's action to refer matter to Council for review. (3) Regarding $85,000 held by SCE for allocation to build underground facilities, Planning Commission determined funds were insufficient to initiate a meaningful project at this time, it was concluded funds should be left to accumulate (4) Planning Commission recommended adoption of proposed Speed Zone Study. EMERGENCY OPERATIONS COMMITTEE REPORT - Minutes of July 8 and July 18, 1985 were provided ECONOMIC DEVELOPMENT ADHOC COMMITTEE - Chairman Jim Rigley reported the following items from meeting o August 6, 1985 (1) Due to the absence of the Chamber of Commerce's representative, no status on brochure intended to enhance developers into area (2) Scheduled completion date of Terrace Plaza is October. (3) No new status on establishment of a base hardware store, Jerry Hawkinson and Dennis Cardoza are pursuing this endeavor. (4) All signs indicate that development along Barton Road is forthcoming. Page 2 - 8/8/85 CITY COUNCIL REPORTS Councilwoman Pfennighausen reported the following (1) Recommended ounce review posse i i y of suspending all future issuances of street sweeping citations. (2) Discussed several speeding complaints received since the removal of the stop sign at Arliss Drive and Holly, recommended Council review possibility of replacing that sign. (3) Advised Sign Code Violation List contains 15 code violations and only three variance applications, recommended expedition of procedures for businesses to procure sign variances, stating procedure used with Ontario Savings and Loan should be sufficient for all businesses. Mayor Pro Tem Matteson questioned enforcement of speed violations on Arliss Drive Captain Jim Bradford, San Bernardino County Sheriff's Department, advised citations have been issued for driving 35 m.p h. or above, stated a report would be supplied reflecting surveillance hours and citations issued in that area for the next two weeks. Captain Bradford also commented that discontinuance of issuing street sweeping citations would allow better utilization of police enforcement in other areas Councilwoman Pfennighausen questioned acquisition and installation costs of streep sweeping signs, Community Services Director Anstine responded Council had approved appropriation of $2,000 for approximately 35 signs, however, stated 2,000 signs at $130.00 per sign would more adequately cover the needs of the City Motion by Councilwoman Pfennighausen, Second by Mayor Pro Tem Matteson to suspend issuance of street sweeping citations. Mr Anstine suggested that City staff monitor street sweeping activities and submit status to Council. Councilman Petta commented that parking enforcement for street sweeping is the only effective means to accomplish task Motion failed, 2-1, with Councilman Petta voting NOE Councilwoman Pfennighausen, with Mayor Pro Tem Matteson concurring, requested matter be placed on next Agenda for determination when all members are present RED CURB - 11959 ARLISS DRIVE - Due to continuous problems in the specific area in question, Councilman Petta, with Councilwoman Pfennighausen concurring, recommended redlining curb for parking enforcement to alleviate neighborhood problems Motion by Councilman Petta, Second by Councilwoman Pfennighausen, to redline the curb in front of 11959 Arliss Drive Mayor Pro Tem Matteson voiced his nonsupport of Motion due to setting a precedent Captain Bradford advised that, although he had no experience with handling a neighborhood dispute in this manner, he doubted its effectiveness, felt there was no easy solution to problem Page 3 - 8/8/85 r Motion failed, 2-1, with Mayor Pro Tem Matteson voting NOE Councilwoman Pfennighausen requested item be placed on next Agenda SPECIFIC PLAN 85-11 - USA PROPERTIES - Motion by Councilwoman CC-85-246 Pfennighausen, Second by ayor ro em Matteson, ALL AYES, to approve continuing the Public Hearing on Specific Plan 85-11 to August 22, 1985. RESOLUTION NO 85-14 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CA, ESTABLISHING SPEED LIMITS ON VARIOUS STREETS IN THE CITY OF GRAND TERRACE CC-85-247 Following discussion, Motion by Mayor Pro Tem Matteson, Second by Councilman Petta, ALL AYES, to approve Resolution No. 85-14 amended to reduce speed limit from 35 m.p h to 25 m p.h on Palm Avenue from Honey Hills to Barton Road MASTER PLAN - AREAS 10, 11, & 12 - A Revised Report for the proposed Master Plan was provided CC-85-248 Motion by Councilman Petta, Second by Mayor Pro Tem Matteson, ALL AYES, to approve the Revised Report recommendations as follows Page 4 - 8/8/85 1 Favorably consider the formation of an Assessment District for Areas 10, 11, and 12 subject to (a) Presentation of a petition by 60% or more of the property owners in the areas to form such Districts (1913-1915 Act and 1972 Act Maintenance). (b) Deposit with the City of Grand Terrace the costs associated with formation of the District. (c) A schedule for completing the development in the subject area 2. Direct investigating potential of a successful bond sale for proposed district. 3 If above indicates a district can be formed, direct preparation of necessary documents for initiating the Assessment District Councilwoman Pfennighausen commended the Report, felt projected sales tax figures are low, however; that revenues will increase significantly in the future following the accomplishment of anticipated commercial and residential development Mr Al Trevino, 1015 Madison Place, Laguna Beach, requested clarification whether purpose of Motion was merely to direct City staff to further study the Assessment District and costs associated thereof and would, therefore, in no way hinder the next step of the development project Mayor Pro Tem Matteson confirmed that was Council's intent CONTRACT AWARD - EMPLOYEE CLASSIFICATION STUDY (GTC 85-19) - Following CC-85-249 staff discussion, Motion by Councilman Petta, Second by Mayor Pro Tem Matteson, ALL AYES, to approve the following staff recommendations (1) Select Hay Management Consultants to conduct the classification analysis and comparable worth study to include salary and benefits for all personnel in the amount of $10,300 to be appropriated from the general fund balance (2) Direct Hay Management Consultants to initiate study as soon as possible AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CA, ADOPTING POLICIES & PROCEDURES FOR THE PURCHASING OF SUPPLIES & EQUIPMENT BY THE CITY OF GRAND TERRACE (FIRST READING) City Attorney Hopkins read the title of the Ordinance. Finance Director Schwab commented that the manual, prepared approximately one year ago, encompasses current purchasing policies and procedural guidelines, advised of City Attorney Hopkin's recommendation to adopt this as an ordinance, thereby establishing an official directive from Council to Staff with regard to purchase of supplies and ecuipment by the City of Grand Terrace. CC-85-250 Motion by Councilwoman Pfennighausen, Second by Councilman Petta, ALL AYES, to waive full reading and to adopt first reading of the Ordinance by title only PEDDLING LICENSE FOR TEEN CHALLENGE - Motion by Councilwoman CC-85-251 Pfennighausen, Second by Councilman Petta, ALL AYES, to approve issuance of a Peddling License to Teen Challenge to solicit the sale of tickets from August 26 through August 31 for an Annual Pancake Breakfast to be held October 12, 1985, with the stipulation that written permission from affected businesses be furnished. TRANSFER OF APPROPRIATIONS 1984-1985 - Finance Director Schwab reported on two fiscal year expen itures which exceeded their appropriation and requested transfer of funds to cover the deficits CC-85-252 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES, to approve Transfer of 1984-85 Appropriations as follows $5,850 to Utilities Account #10-190-238 for a total of $14,850, $835 to Account #10-430-245, Maintenance of Buildings and Grounds, for a total appropriation of $20,835, from account #01-180-255, Professional Services, leaving a total appropriation of $11,31e 00 Adjourned at 6 48 p m The next regular meeting will be held August at 5 30 p m Respectfully submitted, APPROVED Mayor Pro Tempore Acting City Clerk Paqe 5 - 8/8/85 STtAFF REP01-,T Date C R A ITEM ( ) COUNCIL ITEM (xx) MEETING DATE: August 22, 1985 AGENDA ITEM NO. SUBJECT: League's Annual Conference in San Francisco - Oct 6-9, 1985 FUNDING IS REQUIRED XX NO FUNDING IS REQUIRED Pursuant to Resolution No. 80-51 establishing Travel & Expense Reimbursement policies, Council must approve travel outside of the Southern California area. Funds for subject conference are appropriated in Department Travel and Conference Line Items of FY 1985-86 Budget. Staff recommends Council AUTHORIZE MAYOR GRANT, MAYOR PRO TEM MATTESON, COUNCILMAN PETTA, CITY MANAGER ARMSTEAD, AND FINANCE DIRECTOR SCHWAB TO ATTEND THE LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE IN SAN FRANCISCO, OCTOBER 6 THROUGH 9, 1985. ID Conterence Registration Form (This form is for Conference Registration and NOT for hotel reservations ) Make checks payable to League of California Cities Number of registration fees city officials at $95 00 each = $ 475.00 non -city public officials at $105 00 each = $ non-public officials at $110 00 each = $ City Attorney's Papers at $25 00 each = $ Total $ 475 00 NAME Ilene Dughman ADDRESS 2270� ; Reston Road CITY Grand Terrace STATE CA Zip 92324 Check which Check which ❑ Send individual advance ❑ Enclosed find registration receipts to personal check each name and address ❑ City check below ❑ Money order ❑ or all to name and address below (Please, no purchase orders TITLE Acting City Clerk PHONE LZLU — 7 � F Unless payment in full accompanies this form advance registration will not be processed Enter below the name and official title as they should appear on the Conference badge and registration card If registering a spouse give the name as it should appear on the Conference badge and Indicate "spouse" under the title column Name 011 SETH ,1 THOMAS J. SCHWAB Please Return This Form Not Later Than September 20, 1985, To Title I'!" rEMPORC7 —rnf�9-iNrrE.M.,�IN CITY MANAGER FINANCE DIRECTOR Conference Registration Office League of California Cities P O Box 7005 Lafayette California 94549 Registration Fee Refund Policy Advance registrants unable to attend the Annual Conference can receive a refund of the full registration tee less a 510 processing charge by submitting a written request to the League of Cal itornia Cities, Conference Registration Office Box ; 005 Lafayette CA 94549 Requests for refunds must be received by December 1, 19 1 URIC TA P4 X -u • -, . -- C R A ITEM ( ) COUNCIL ITEM MEETING DATE Aua. 22 1985 AGENDA ITEM NO SUBJECT APPROPRIATION FOR CITY PLAQUES FUNDING REQUIRED X NO FUNDING REQUIRED At the Council meeting of July 25, 1985 the Council by motion directed the staff to present to all former Council members, our sister City, the designer of our City logo and future former Council members one of the cast wall plaques. The staff will require an appropriation to purchase the plaques. The last order was for fifteen and the plaques were $130 each. It is estimated that the plaques will now cost $135 each. The amount required to purchase fifteen plaques including tax and shipping is $1,460.00 STAFF RECOMMENDS THAT COUNCIL INCREASE LINE ITEM 10-110-220, COUNCIL SPECIAL DEPARTMENTAL EXPENSE, FROM $800 00 to $2,260.00 WITH THE APPROPRIATION PC OPRIATIONTY PLAQUES OMING FROM GENERAL FUND BALANCE TO PURCHASE TS bt STAFF REPORT C R A ITEM ( ) COUNCIL ITEM (XX) MEETING DATE: 8/22/85 AGENDA ITEM NO. 2 F SUBJECT: Grand Terrace Woman's Club Yearbook Advertisement FUNDING IS REQUIRED XX NO FUNDING IS REQUIRED Date 8/12/85 A* Attached is a request from the Woman's Club requesting City support by placing an ad in their 1985-86 Yearook - in previous years, the City has placed a one-half page ad. Funds are available in fund number 10-110-220, Council Special Departmental Expense. Staff recommends that Council AUTHORIZE A $25.00 EXPENDITURE FROM ACCOUNT 10-110-220, COUNCIL SPECIAL DEPARTMENTAL EXPENSE, FOR A ONE-HALF PAGE AD IN THE GRAND TERRACE WOMAN'S CLUB 1985-86 YEARBOOK. ID 13 I- . YtL `00.0 P.O. Box 1216 WColton, CA 92324 August 8, 1985 GRAND TERRACE CITY COUNCIL CITY OF GRAND TERRACE CIVIC CENTER 2279 Barton Road Grand Terrace, CA 92324 // IlJEQ d 9 RECEIVED ` jr, M5 CITY OF GRAND TERRACE -------------------------------------------------- The Grand Terrace Woman's Club wishes to take this opportunity to sincerely thank you for your past support by advertising in our yearbook. We are now preparing the new 1985-86 yearbook and if you wish to renew your ad, please send your check to the above address. fWe have revised our rates for the new yearbook. Advertising rate schedule for the 1985-85 yearbook is as follpws: - $5.00 Per line $15.00 1/3 page (Business card size) $25 00 1/2 page (We can copy your business $45.00 Full page card or letterhead) If you have any questions, please contact: Claire Kidd 783-2176 Frances Carter 782-0107 (Work 793-3022) Again, Thank you very much for your past support. We have attached a copy of your ad for last year. If you a have any changes or corrections, please return the copy with your check Renewal of your ad for the 1985-86 yearbook will be. 1/2 Page = $25 00 � � •Tien c�d i�J HAPPY BIRTHDAY G T W C for your untiring work, civic pride, and community service Hugh Grant, Mayor Jim Rigley, Mayor Pro -Tern City Council Roy Nix Tony Petta Barbara Pfennighausen City Manager Seth Armstead City Clerk Myrna Erway City Hall. 22779 Barton Road,G.T. 621 "The great woman is she who does not lose her child -like heart - But works and plays in harmony with all those she comes in contact with! Glenn & Skippy Cooley Best Wishes for Another Successful Year Pat & Roy Nix To Friendship & Growth - Ken & Francie Carter Stafford & Dorthea Cooley Jason & Mickey Otter -41- STAFF REPO,,,T Date 8/15/85 4S* C R A ITEM ( ) COUNCIL ITEM (XX) MEETING DATE: 8/22/85 AGENDA ITEM NO. ; G- SUBJECT: Community Meeting Room Deposit Fee Waiver, Grand Terrace Woman's Club FUNDING IS REQUIRED NO FUNDING IS REQUIRED XX The Grand Terrace Woman's Club has requested use of the Community Meeting Room March 19, 1986. Attached is a request for Council to waive the $150 deposit fee. Staff recommends that Council - WAIVE THE $150 FEE REQUIREMENT FOR GRAND TERRACE WOMAN'S CLUB USE OF THE COMMUNITY MEETING ROOM. ID L� ECG 0-L� J ,11-- 1985 CITY OF GRAND TERRACE i C ' v 22561 JV T Historical & Cultural Committee Minutes of August 5, 1985 Meeting AUG 2 2 1985 COUNCIL AGENDA ITEM 3 `% L The meeting was called to order at 7:07 PM by Chairman Barbara Mathews. Those present were Barbara Bayus, Ann Petta, Irene Mason, Vi Gratson, Barbara Mathews and Hannah Laister. Betty Duarte was absent. The minutes of the July 1 meeting were read. There was a correction of the spelling of sister city - Palazzolo, and a correction of the name Burk. Ann made a motion to accept the minutes as corrected, Vi seconded. All approved. Other reports: Ann reported that she had translated a second letter from our sister city in Italy. They have agreed to be our sister city and we have made a copy of the resolution. Barbara Mathews has ordered three acid free scrap books as discussed at our last meeting. These have not been received as yet. Barbara is still working on a scource for display cases. She will contact libraries and museums. The committee received from the city the book of guests from the dedication of the fire station. Thank you letters have been sent to all the artists who responded to our survey. Art Show: A Sunday was agreed on for the end of October or the beginning of November. Ann and Barbaramik±± call those people interested for their preference of date. The show will be held in the meeting room at the Civic Center from 1-4 PM. Flyers will be prepared. Discussion was held on how many items each artist can exhibit - this will depend on how many respond. New Business: We have four pictures being reproduced; 1 of Grand Terrace school children and 3 of our sister city. It was reported that our city wa.11 send a logo or symbol of the ca.ty to Palazzolo Dello Stella. Ernie Zambesi will carry it there where it will be encased in marble with a California and USA flag on either side. The committee would like to suggest that a Grand Terrace flag should be offered also. The committee voted to send two rolls of film with Mr. Zambesi so that he can iake pictures there. Irene made the motion, Ann seconded. On behalf of the Water Company, Mr. zambesi is giving the committee a brief history which they had prepared. Barbara Mathews asked for volunteers to go over old records for information on the history of Grand Terrace. Vi will work the Riverside Library, Hannah the Colton Library and Barba1t1kftt% County and Water Company records. Ann and Irene are working on tape transcriptions. The next meeting will be September 9th due to Labor Day. The meeting was adjourned on a motion from Vi, seconded by Ann, at 8 PM. Respectfully ub-m-iit-ted, F Hannah Laister, Secretary 14 qb5 STOFF REP(iZT C R A ITEM ( ) COUNCIL ITEM (xx) AGENDA ITEM NO. y G C i) Date 8/12/85 MEETING DATE: August 22, 1985 T rT SUBJECT: Voting Delegate & Voting Alternate - League's Annual Conference in San Francisco, October 6-9, 1985 FUNDING IS REQUIRED NO FUNDING IS REQUIRED XX The League requests the City designate a representative Voting Delegate and Voting Alternate for the League's Annual Conference Business Session to be held Tuesday afternoon, October 8 at 3 30 p.m. Staff recommends Council COUNCIL DESIGNATE A VOTING DELEGATE AND A VOTING ALTERNATE AS CITY RESPRESENTATIVE FOR THE LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE IN SAN FRANCISCO, OCTOBER 6 THROUGH 9, 1985. ID INOW NOWN NEMW REM■ n■ME6 California Cities Work Together League of California Cities 1400 K STREET • SACRAM ENTO, CA 95814 • (916) 444-5790 TO: THE HONORABLE MAYOR AND CITY COUNCIL Sacramento, California July 15, 1985 RECEIVED 1985 RE: DESIGNATION OF VOTING DELEGATE FOR LEAGUE ANNUAL CONFEREt GffY OF PIANO TERRACE Dear City Official: The most important aspect of the Annual Conference is the General Business Session at which time the membership takes action on conference resolutions. It is especially important during these times of uncertainty for California cities to take the initiative in developing positive programs for the future. Annual Conference resolutions will guide cities and the League in our effort to improve the quality, responsiveness and vitality of local government within this state. All cities should be represented at the Business Session on Tuesday afternoon, October 3 at 3:30 p.m. in the San Francisco Hilton Hotel. To expedite this important policy -making meeting, each City Council should designate a voting representative and an alternate who will be present at the Business Session. The League Constitution provides that each city is entitled to one vote in matters affecting municipal or League policy. A voting card will be given to the city official designated by the City Council on the enclosed "voting delegate form." If the Mayor or a member of the City Council is in attendance at the Conference, it is expected that one of these officials will be designated as the voting delegate. However, if the City Council will not have a registered delegate at the Conference but will be represented by other city officials, one of these officials should be designated the voting delegate or alternate. Please forward the enclosed "voting delegate form" to the Sacramento office of the League at the earliest possible time, so that the proper records may be established for the Conference. The voting delegate may pick up the city's voting card in the League Registration Area, San Francisco Hilton Hotel. If it becomes necessary for the voting delegate and the designated alternate to leave the Conference, the card may be transferred to another official from the same city, providing the transfer has been cleared with the Credentials Committee, which will be responsible for distributing voting cards. It is suggested that the Mayor and all Council Members from a given city try to sit together at the Business Session so that, if amendments are considered, there may be an exchange of points of view and a consensus arrived at before the city's vote is cast. Your cooperation in returning the attached "voting delegate form" as soon as possible will be appreciated. DB:sm Attachment Don Benninghoven Executive Director . .over. . . a IMPORTANT DATES FOR ANNUAL CONFERENCE July 15-Sept. 20 - Cities designate Voting Delegate and Alternate, return form to League August 23 - Deadline for submitting Resolutions to the League Office Sept. 4,5 or 6 - Policy Committees meet to make preliminary recommendations on Resolutions (Los Angeles, Hyatt Hotel at LAX) Sept. 16 - Annual Conference Resolutions distributed to all cities Sept. 16-0ct. 6 - City officials consider Resolutions and, where needed, city councils take action on Resolutions October 6-8 - - Voting Delegates pick up voting card (San Francisco Hilton Hotel) October 6 - Policy Committees hold Hearings on Resolutions (1:00 p.m. - San Francisco Hilton Hotel) October 7 - General Resolutions Committee Hearing (2:00 p.m. --San Francisco Hilton Hotel) - October 8 - General Assembly (3:30 p.m. - San Francisco Hilton Hotel) * Policy Committee Meetings on Resolutions will be held at the Hyatt Hotel near LAX on the following dates: Wednesday, September 4 Thursday, September 5 Employee Relations Administrative Services Environmental Quality Transportation and Public Works Friday, September 6 Community Services Housing, Community and Economic Development Public Safety Revenue and Taxation DH715M1 CITY: LEAGUE OF CALIFORNIA CITIES .179-jigiFemb,15 to -•- 1. VOTING DELEGATE: NAME TITLE) 2. VOTING ALTERNATE: (TITLE) ATTEST: NAME (TITLE) Please Return To: LEAGUE OF CALIFORNIA CITIES 1400 K STREET SACRAMENTO, CA 95814 Not Later Than September 20, 1985 Wei ly � Jv 1� z '� ` z' Conference Sessions and Workshops Sunday. Oct 6 1 00 n m -2 30 n m • • • • • • Farr Labor Standards Act Update A briefing on the latest applications and interpretations of the Federal Farr Labor Standards Act and its effects on titres • • • • Fiscal Basics For Elected Officials A primer on municipal revenue sources and the principals of sound municipal fiscal management for elected officials • • • Mobile Home Rent Control A discussion or the unique factors involved in applying rent control to mobile home units Mello -Roos Financing Briefing A review of the procedures and authority provided by the • • • ® • • • Mello -Roos Community Facilities Act and its application as a funding source for key community projects The IRS And Cities A discussion of recent IRS regulations as they effect city operations • • • • • • • • • • including 401 (k) deterred compensation programs use of city vehicles by employees and deductible expenses City -School Cooperation A discussion of the many opportunities which cities and schools • • • • • 1 • • • have to work collaboratively together in such areas as dealing with latch -key kids truancv land use and joint facilities usage ® • • • • • • • • • Humor In The Workplace A workshop on the benefits and applications of appropriate humor in the workplace to enhance productivity and morale • • • e • O • I • • • Small Cities Forum A chance to make contact with colleagues from other small cities and discuss those issues of particular interest to cities under approximately 15 000 population Monday, Oct 7 2 00-5 00 p m O ® • O • • O • • • Building And Maintaining Effective Working Relations A workshop exploring techniques to improve communication and management skills in the municipal workplace The City In A Changing Demographic And Economic Situation A discussion of the ® • • ® is • • significant demographic trends which will effect city operations in the coming years and a look at the position of cities in the pacific rim economy and how cities might position themselves to benefit from its growth Legal Matters First Amendment And Employment Issues A discussion of various first • • • • amendment items such as differential taxation parade ordinances and fortune telling and employment issues including tree speech concealed weapons and affirmative action • • • • 1 • • • Celebrating The City A discussion of how to create a sensitive community within your city I and the role of the cultural arts as a social and economic resource to your city O • • 1 • The Human Side Of litres A discussion of how to create a sensitive community within vour city and the role of the cultural arts as an economic resource to your city • • 6 • • O • i • 1 • ® The Public Spouse Life In a Fishbowl A discussion of roles and relationships between I public officials and their Spouses and how best to cope with the pressures of public lite • • • O • • • • • • Inducing Productivity Through Motivation -\ workshop on creating the breakthrough which leads to a self motivated and highly productive organization I Innovations In Public Safety Service Management -\ look at some of the latest • • • O developments in such areas as emergency medical ser,. ice communication systems and other equipment and management methods Tuesday, Oct 8 9 00 a m -12 Noon • • • • 1 • i • Communicating Effectively Under Pressure A repeat or last vear s standing -room oniv workshop on handling inter%iewt or testitvinti; under hostile circumstances Strengthening The Local Economic Base A discussion or actions cities may take to enhance_ O • • • their economic base and diminish dependence on rund- %oted by other levels or government or other countries and what might be done to inform the public regarding the general obligition hond ind the in lieu tee propositiorn on the tune 1986 ballot • • • • Developing An Economic Growth Plan -\ discussion or the steps involved in deigning ind i implementing i progr-irn to Strengthen the local economy in smaller rural cites • • • • I I Legal Issues Update -\ review or recent litigation effecting cities and a discussion or event 1 l I tLdcral action rc(,,irding handicapped iccLss ind cable tele,.esron Conference Sessions and Workshops C' O O � �i�, � ca Q l The Caring City A discussion or the effects on city services and conditions of the mentally • • • • • • ill unemployed and homeless and possible roles for cities in improving their plight Practical Ethics For Local Officials A discussion of common dilemmas faced by officials and how they might be appropriately handled Also discussion and a question and answer • • • • • • • • • • period with key representatives or the Fair Political Practices Commission I I i Protecting Your City's Investment In Human Resources A discussion of such sensitive issues as hiring key staff use of executive search firms minority employment and ettective • • • • • • • • • • compensation promotion and development programs Risk Management In City Operations A look at practical programs involving city employees working in the community — e g tire police public works recreation & parks etc — • • • • • which can reduce your city s liability exposure and losses Tuesday, Oct 8 2 00 p m -S p m Getting To Agreement A workshop on win -win negotiating skills for local public officials • • • • • • Update On Redevelopment, Law, and Practices A discussion of redevelopment issues • • I • I • • directed especially to smaller cities Legal Issues In Land Use A discussion of such subjects as exactions dedications and • • • • • takings vested tentative maps development agreements and growth control Hazardous Materials Local Responsibilities And Programs For elected officials and staff a discussion of how to evaluate your city s hazardous materials program, a look at your city s liability relative to hazardous materials and how to establish a household hazardous • • • • • • waste program to address one of the most dangerous conditions in our cities Our Next Generations The City's Role In Addressing The Needs Of Our Youth A look at programs to help youth understand their community and their civic responsibilities and a discussion of gangs including their causes the options available to law enforcement, and • • • • emerging non -police approaches to dealing with them Risk Management Options For Cities A discussion of the changes in the private market the issues before the legislature and joint powers approach to coverage and a look at practical • • • • • • • • • • risk management policies methods and programs Municipal Wellness Keeping City Expenses Down By Keeping Employees Healthy A discussion of how and why to establish a wellness program and how to avoid stress • • • • • • • • • • disabilities in both miscellaneous and public safety ranks Wednesday, Oct 9 8 30 a m -9 45 a m Coping With Difficult People A workshop on techniques to deal with people whose • o • • • • • I • • • behavior is disruptive to productive operations and relations I Creating An Entrepreneurial Climate In Your City A discussion of methods of encouraging • • I • I • productive efforts and enterprises both in city hall and in the community at large j Maintaining Quality Neighborhoods -\ discussion of etfectn e code enforcement techniques • I • and regulating businesses in residential areas Conducting A Community Goal -Setting Workshop A discussion of methods by which the • • • 11 • I I • • general community can be involved in setting its long-term goals Pay Equity Update A briering on the latest developments in the area of pay equity and how • • • • © I I I • • • • to a\,oid problems in implementing an equitable pay program I I I Current Transportation Problems -\ review of the controversial big truck issue and a • • • I • • I discussion of options to maintain local streets and roads I I California Cities Financing Corporation -\n orientation to the CCFC program and its • • I • • • • • benefits to cities in financing smaller projects i Defensive Economic Development Maintaining Stability Through Economic Conversion I i j This workshop will explore strategies for assessing, the extent of military contract • • � • • dependency in our communities forecasting possible closures or contract cancellations and ensuring a smooth transition to non-military production by retraining employees and retooling factories 11 i -!'�' '"3" August 13, 1985 STAF REPOR '� 12-8 5034 C R A ITEM ( ) COUNCIL ITEM (xx) MEETING DATE: AUGUST 22, 1985 AGENDA ITEM NO. S.9 SUBJECT: USA Properties Fund, Ltd. - Conditional Use Permit/Specific Plan 85-11 FUNDING REQUIRED NO FUNDING REQUIRED xx At the regularly scheduled Planning Commission meeting held on July 1, 1985. The Planning Commission adopted the attached Resolution recommending to the City Council, adoption of the Negative Declaration and Conditional Use Permit/ Specific Plan 85-11, including the findings as written in the Staff report and sub3ect to the conditions recommended by Staff and the Planning Commission Attached, for your information, is a copy of the approved Planning Commission minutes, Planning Commission Staff Report, P C Resolution No 85- _ and City Council Resolution No. 85- STAFF RECOMMENDS THAT CITY COUNCIL 1. HOLD THE PUBLIC HEARING FOR CONDITIONAL USE PERMIT/SPECIFIC PLAN 85-11 2 AFTER PUBLIC HEARING ADOPT THE ATTACHED CITY COUNCIL RESOLUTION No 85-_ JK/lh s PENDING IC" RESOLUTION NO. 85- COUNCIL APPROVAL. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, APPROVING CONDITIONAL USE PERMIT/SPECIFIC PLAN NO 85-11 AND MAKING OTHER DETERMINATIONS (Mt. Vernon Apartment/Condominiums) WHEREAS, Specific Plan No. 85-11, Mt. Vernon Apartment/Condominiums, was presented to the Grand Terrace Planning Commission and the City Council for consideration and approval, and WHEREAS, after a Planning Commission public hearing and consideration, Specific Plan No 85-11 was forwarded to the City Council with a recommendation for approval, and WHEREAS, the City Council conducted a public hearing on this Specific Plan and consideration was given to both the testimony and evidence presented in behalf of the Specific Plan, and WHEREAS, consideration of the Conditional Use Permit for this project was also approved by the Planning Commission, and WHEREAS, the City Council has determined that the conditions of approval both for the Specific Plan and for the CUP warrant approval, NOW, THEREFORE, the City Council of the City of Grand Terrace does hereby resolve as follows SECTION 1. Environmental Review - That with respect to an environmental review, an environmenta review of Specific Plan No 85-11 has been conducted and noticed pursuant to Section 21092 of the Public Resources Code, that based upon the review, including the mitigation measures, the City of Grand Terrace Environmental Review Officer found the proposed project will not have a significant effect on the environment SECTION 2. Mitigation Measures - That this City Council does hereby approve said Mitigation Measures and finds and determines that said Plan as conditioned by said Mitigation Measures will not have a significant effect on the environment SECTION 3 Public Hearing - That a public hearing has been noticed, held, and conducted in the tim—eTTorm, and manner pursuant to Government Code 65500. SECTION 4 Findings - That this City Council does hereby make the following findings re aattive to the adoption of Specific Plan No 85-11 (1) That Specific Plan No. 85-11 will not be detrimental (a) To the general health, safety, morals, comfort, or general welfare of the persons residing or working within the neighborhood of the proposed use or within the City, or 2- �. J S (b) Injurious to property or improvements in the neighborhood or within the City, and (2) Specific Plan No. 85-11 is consistent with the latest adopted General Plan, and (3) Conditions necessary to secure the purposes of Chapter 18 of the Grand Terrace Municipal Code and the General Plan, including guarantees and evidence of compliance with conditions, are made part of this approval. SECTION 5. Approval of Specific Plan - That this City Council, having reviewed the findings of the nvironmenta eview Officer and the testimony given, does hereby approve Conditional Use Permit/Specific Plan No. 85-11, subject to the mitigation measures and the conditions as follows, adopt the Negative Declaration, and instruct the City Clerk to issue a Notice of Determination CONDITIONS (1) That Applicant and/or property owners shall comply with all applicable City ordinances, resolutions, Conditions of Approval, and additional Planning Commission conditions. (2) Approval of this Specific Plan No. 85-11 shall expire, if not used, one year from the date of approval unless application for extension is made and approved prior to expiration of the one-year period. (3) Approval of this application constitutes a Specific Plan approval only and does not constitute approval of a sign permit, grading permit, building permit, or any other permit required by the City. (4) Any development that is constructed on the Subject Sites shall substantially comply with the standards and conceptual plan submitted and approved as Specific Plan No 85-11. (5) USA Properties shall pay their fair share of School Impaction Fees prior to pulling a Building Permit, if these fees are established by the Colton Unified School District and approved by the City Council. - 2 - la ADOPTED this 22nd day of August, 1985. ATTEST: Acting City Clerk of the City of Mayor of the City of Grand Terrace Grand Terrace and of the City and of the City Council thereof. Council thereof. I, , Acting City Clerk of the City of Grand Terrace, do hereby certify that the foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the City of Grand Terrace held on the day of , 1985, by the following vote AYES NOES ABSENT. ABSTAIN• Approved as to form City Attorney - 3 - City Clerk c c RESOLUTION NO. PC 85-05 A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF GRAND TERRACE, CALIFORNIA, RECOMMENNDING APPROVAL OF SPECIFIC PLAN NO. 85-11 WHEREAS, Specific Plan 85-11 has been prepared and submitted for approval as required by the General Plan; NOW, THEREFORE, the Planning Commission of the City of Grand Terrace does hereby resolve as follows: SECTION 1. Environmental Review - That with respect to an environmental review of Specific Plan No. 85-11; an environmental review has been conducted and noticed pursuant to Section 21092 of the Public Resources Code; that based upon the review, including the mitigation measures, the City of Grand Terrace Environmental Review Officer found the proposed project will not have a significant effect on the environment. SECTION 2. Mitigation Measures - That this Planning Commission does hereby recommend approval of the Mitigation Measures and finds and determines that said Plan as conditioned by said Mitigation Measures will not have a significant effect on the environment. SECTION 3. Public Hearing - That a public hearing has been noticed, held, and conducted in the time, form, and manner pursuant to Governement Code 65500. SECTION 4. Approval of Specific Plan - That this Planning Commission having reviewed the findings of the Environmental Review Officer and the testimony given does hereby recommend the City Council of the City of Grand Terrace approve the Specific Plan No. 85-11, subject to the mitigation measures, make the findings, adopt the Negative Declaration, and instruct the City Clerk to issue a Notice of Determination. ADOPTED this 1st day of July, 1985. ATTEST: CITY CLERK CHAIRMAN Approved as to form: CITY ATTORNEY ti 12-8.1040 GRAND TERRACE PLANNING COMMISSION MINUTES OF REGULAR MEETING JULY 1, 1985 The adjourned regular meeting of the Grand Terrace Planning Commission was called to order at the Grand Terrace Civic Center, 22795 Barton Road, Grand Terrace, CA 92324 on July 1, 1985, at 7:05 p.m. by Chairman Sanford L. Collins. PRESENT: Sanford L. Collins, Chairman Ray Munson, Vice -Chairman Jerry Hawkinson, Commissioner Norman T. Caouette, Commissioner Gerald Cole, Commissioner John McDowell, Commissioner Vern Andress, Commissioner Joseph Kicak, Planning Director Ivan Hopkins, City Attorney Lynn Halligan, Planning Secretary ABSENT: William DeBenedet, Commissioner - Excused PLEDGE OF ALLEGIANCE: Led by Commissioner Gerald Cole I. MINUTES Minutes of June 17, 1985. PCM 85-55 Motion by Commissioner Andress, seconded by Commissioner Cole and passed by a 7-0 vote to approve the minutes of June 17, 1985, as submitted. II. UNFINISHED BUSINESS A. USA Properties - Mt. Vernon Condominium Apartments Conditional Use Permit/Specific Plan 85-11, construction of 138 condominium apartment units on 8.8 gross acres, located at 11914 Mt. Vernon Avenue. iu``i� r� { Z-151 1,.0 PC MEETING DATE r� Joseph Kicak, Planning Director, presented the Staff Report to the Planning Commission. This item was continued from the last Planning Commission Meeting dated June 17, 1985, because there were some items in the Specific Plan that required additional information. These items have been resolved and the Specific Plan 85-11, as presented, meets all the requirements in Title 18 and the General Plan. Mr. Max Williams, representing USA Properties, addressed the Planning Commission. Mr. Williams indicated that the proposed development included garages rather than carports or covers, and that each unit will have 1400 square feet of open space. Commissioner Caouette questioned the traffic impact on Mt. Vernon Avenue, if the ultimate right-of-way width was not acquired. Mr. Noel Christianson, from C.G. Engineering and consultant Traffic Engineer for USA Properties, addressed this issue and other traffic circulation questions. Chairman Collins began the public hearing by asking if anyone wished to speak in favor of this project. Mr. Barney Karger, 11668 Bernardo Way, Grand Terrace, addressed the Planning Commission. Mr. Karger recommended the developer install security gates and a type of fencing around the proposed project. Mr. Karger also recommended that these units include 2 baths, increase the size of the 850 sq. ft. units and widen the north 150 ft. section of Mt. Vernon Avenue and Canal Street. Chairman Collins asked if anyone wished to speak in opposition to this project, being no opposition, Chairman Collins closed the public hearing. Chairman Collins asked the Planning Commission if they wished to make any changes to the Conditions of Approval, if so, they would be made on an item -by -item basis in the form of a motion. PCM 85-56 Motion by Commissioner Hawkinson, seconded by Commissioner Cole, and passed by a 5-2 vote to require gating as part of Specific Plan 85-11 Conditions of Approval. Chairman Collins and Commissioner Caouette voted against the motion. PCM 85-57 Motion by Commissioner Hawkinson, Planning Commission Meeting Minutes July 1, 1985 PAGE 2 seconded by Commissioner McDowell and passed by a 6-1 vote, to require the developer of Specific Plan 85-11 to participate in the assessed project costs on a pro-rata share basis as assigned by the City. Commissioner McDowell voted against the motion. PCM 85-58 Motion by Commissioner Hawkinson, seconded by Commissioner Caouette and passed by a 7-0 vote, to require USA Properties to pay their fair share of School Impaction fees prior to pulling a Building Permit, if these fees are established by the Colton Unified School District and approved by the City Council. PCM 85-59 Motion by Chairman Collins and seconded by Commissioner Munson and passed by a 6-1 vote to Modify Condition 122 and require decorative wrought iron and masonry walls at the Mt. Vernon and Canal side of the project. Commissioner McDowell abstained from the motion. PCM 85-60 Motion by Commissioner McDowell and seconded by Vice -Chairman Munson and failed by a 5-2 vote, to require that USA Properties build larger units with 2 baths and 2 car garages. Commissioner McDowell and Vice -Chairman Munson voted in favor of the motion. PCM 85-61 Motion by Commissioner McDowell and seconded by Commissioner Hawkinson and passed by a 6-1 vote, to adopt the Resolution recommending that the City Council adopt the Negative Environmental Declaration and Conditional Use Permit/Specific Plan 85-11, including the findings as written in the Staff Report and subject to the Conditions recommended Planning Commission Meeting Minutes July 1, 1985 PAGE 3 c , by Staff. Commissioner Munson voted against the motion. B. T.J. Austyn, Inc.— Terrace Hills Tentative Tract Map No. 13050/ Specific Plan 85-10, construction of 176 detached single family units on 44.3 gross acres, located at the eastern portion of the City, at the eastern terminus of Van Buren Street adjacent to Blue Mountain. This item was continued from the June 17, 1985 Planning Commission Meeting. Chairman Collins opened discussion on this item. Commissioner Caouette felt that he could not act on this item since there were problems that were pointed out in the Conditions of Approval that may require a redesign of the Tract. Joseph Kicak, Planning Director, agreed to meet with the Developer, T.J. Austyn, Inc., to resolve the issues that were stated in the Conditions of Approval. PCM 85-62 Motion by Commissioner Andress, and seconded by Commissioner Cole and passed by a 7-0 vote, to continue Agenda Item II—B T.J. Austyn, Inc. Terrace Hills Tentative Tract Map No. 13050/Specific Plan 85-10. III. PUBLIC HEARINGS A. Bank of Palm Springs — Sign Variance request for Orchard Heights, located on the southeast corner of Michigan and Center Street in the Community of Highgrove, Riverside County. Chairman Collins asked the representative from the Orchard Heights development to address the Planning Commission. _ Mr. Chuck Hasz, a Building Inspector for the City of Palm Springs, represented the Orchard Heights development. Mr. Hasz made his presentation regarding the installation of directional signs on the existing BIA Signs. Mr. Hasz would accept a 6 month sign permit with an allowance for 2 or 3 months extensions. Planning Commission Meeting Minutes July 1, 1985 PAGE 4 011 REVISED JULY 1,`1985 CONDITIONS OF APPROVAL SPECIFIC PLAN 85-11 12-8.5034 1. If the above referenced Specific Plan is approved, applicant and/or property owners shall comply with all applicable City Ordinances and Resolutions. 2. Approval of this permit Specific Plan 85-11 shall expire, if not used, one year from date of approval unless appli- cation is made prior to expiration for an extension not exceeding one year. 3. Approval of this application constitutes Specific Plan approval only, and does not constitute approval of any sign permit, grading permit, building permit, or any other permit required by the City. 4. Prior to the issuance of a building permit, the necessary additional dedication shall be provided along all right of ways in accordance with the General Plan. 5. Prior to the issuance of a building permit, a "will serve" letter from the Riverside Highland Water Company shall be submitted to the Department of Building and Safety. 6. The applicant shall conform to all requirements of the San Bernardino County Fire Department. 7. All utilities shall be underground. 8. Prior to the issuance of a Building Permit a landscaping and lighting plan conforming to the requirements of Title 18 shall be approved by the Planning Commission. 9. The applicant shall comply with the requirements listed in the Planning Commission Staff Report dated June 17, 1985. 10. There shall be twenty-five foot building setback from all dedicated street right-of-ways. 11. Prior to the issuance of Building permits, a detailed parking plan conforming to the requirements of Title 18 Chapter 18.60, Ordinance 57, shall be approved by the Planning Commission. 12. All private streets shall be constructed to provide for -1- traffic index - 5 structural section. 13. Prior to the issuance of Building Permit, the project shall have legal access across the Gage Canal right of way in conformance to City standards and the requirements of the Gage Canal Company. 14. The access across Gage Canal shall be provided to the satisfaction of the City Engineer. 15. The applicant shall comply with the attached conditions or concerns per the particular agency requirements. 16. Obtain a letter of non-interference from any utility company that may have rights of easement within the property boundaries. The letter must be obtained prior to issuance of building permits. 17. The maintenance of graded slopes and landscaped areas shall be the responsibility of the developer. 18. Provisions shall be made for receptacles for refuse within 100' of each building. Such receptacles shall be adequately screened from view, landscaped and shall be inaccessible to dogs, cats, or vermin animals, and placed conveniently for collection. Frequency of pickup shall be such to prevent overflow and emission of odor. Enclosure for such facility shall be constructed of six (6) foot high decorative masonry wall and provided with solid wood gates. Enclosure shall have a minimum inside measurement of six (6) feet by eight (8) feet and be provided with six (6) inch high wheel stops located one (1) inch from rear and side walls. Hose bibs for maintenance shall be located within the enclosure. Subject property shall not be occupied and/or used for purposes applied for until the following conditions have been met: 19. The water system and fire hydrants shall be installed in accordance with the requirements of the State Health and Safety Code, the California Administrative Code, and plans approved by the governing fire protection authority. 20. Utility lines shall be placed underground. 21. The planting and permanent irrigation system (s) shall be installed per approved Landscape Plan. 22. A six (6) foot high decorative masonry wall with decorative wrought iron shall be provided at the Mt. Vernon Avenue and Canal Side of the project. - 2- 23. All parking areas shall be designated with clearly painted lines and equipped with wheel stops. 24. A faithfull performance bond in an amount equal to the estimated cost of uncompleted required improvements, plus the cost of administration, shall be posted with the City Building and Engineering Department, if the required improvements have not been completed at the time the occupancy permit is requested. 25. Prior to any occupancy, a Certificate of Final Completion shall be issued by the City Building Department, after which, an application shall be submitted to the Department of Environmental Health Services for a Certificate of Occupancy. 26. Any phasing shall be submitted to the Planning Department for review and approval. 27. The applicant shall comply with the following inconsistencies or concerns per the City's requirements. p. I-3 - Should be I-215 not I-15. p. I-3 - Inconsistencies on Plan A-1 shows 7 buildings with 8 units and 7 buildings with 12 units for a total of 140 units. Paragraph 2 page I-5 indicates 128 units applicant proposed 138 units. This project shall be called an "Apartment Project", and not a "Condominium Project" per section 18.06.210 which states "Condominium" means an estate in real property consisting of an undivided interest in common in a portion of -a parcel of real property together with a separate interest in space in a residential, industrial or commercial building on such real property. Such estate may, with respect to the duration of its enjoyment, be either (A) an estate of inheritance or perpetual estate, (B) an estate for life or (C) an estate for years, such as a leasehold or subleasehold. (Ord. 57 2 (2.010(41), 1982. According to the City's Circulation Element P. VII-6 of the General Plan, Mt. Vernon Avenue is listed as a secondary highway with a right-of-way width of 88 feet and 64 feet of paved width. The proposed project site has an existing paved frontage of 22 feet and the City will require an additional 22 feet of right-of-way in order to meet ultimate width requirements. The additional right of way is not shown on the plan. Additional right-of-way and paved roadway will be required on Canal Street. Canal Stret is listed as a collector that will require a 66 foot right-of-way width and a paved width - 3- of 44 feet. The existing right-of-way is 42.5 feet and the width from curb face to curb face is 36 feet. The following proposals within the Specific Plan were not in conformance per Title 18 Zoning Ordinance Section 18.21.110, Open Area Required - for Multi -family uses in the R-3 district, not less than two hundred square feet of open area per family units shall be provided on the site which may include landscaped areas, walkways, recreation areas, but not structures, driveways, or parking areas. The Specific Plan is not in conformance with this requirement per page III-2 (C) of the Specific Plan, which states "The resulting common open space of 50.7 percent provides about 1400 square feet per unit, of which about 100 square feet is in each Unit". Page III-5 of the Specific Plan does not list a proposed project standard for this item. 28. The maximum allowable density shall be 15 dwelling units per acre. 29. A minimum of 3 handicapped parking spaces shall be provided. 30. Prior to a Public Hearing for approval before the City Council, all inaccuracies in the text of the specific Plan shall be corrected. 31. The developer of 85-11 shall provide gating. 32. The developer of Specific Plan 85-11 shall participate in the assessed project costs on a pro-rata share basis as assigned by the City. 33. U.S.A. Properties shall pay their fair share of School Impaction fees prior to pulling a Building Permit, if these fees are established by the Colton Unified School District and approved by the City Council. ACCEPTANCE OF CONDITIONS I am the owner of the property described previously. I am aware of and accept all of the conditions set forth herein. It is further understood that all of the aforementioned conditions which require installation of improvements shall be completed in a manner satisfactory to the Plan- ning Department of the City of Grand Terrace and shall not be deemed complete until approved and accepted as complete by said Department. SIGNATURE OF APPLICANT OR AGENT DATE -4- 12-08.5034 S T A F F R E P O R T PLANNING COMMISSION MEETING DATE: FROM: AGENDA ITEM NUMBER: SUBJECT: July 1, 1985 Planning Department II - A USA Properties Fund, Ltd. Conditional Use Permit Specific Plan 85-11 OWNER; Lillian Smith 11914 Mt. Vernon Avenue Grand Terrace, CA 92324 APPLICANT: USA Properties Fund, Ltd. 706 N. Diamond Bar Blvd. Diamond Bar, CA 91765 ENGINEER: C.G. Engineering 2627 South Waterman Avenue San Bernardino, CA 92408 ARCHITECT: Max E. Williams, AIA, AICP 1525 West Thirteenth Street, Suite G Upland, CA 91786 LOCATION: 11914 Mount Vernon Avenue Grand Terrace, CA. Lot 10 of Grand Terrace Tract and resubdivision of Grand Terrace Tract as per Parcel Map 5709, M/B 60/97, in the City of Grand Terrace, County of San Bernardino, State of California as per map recorded in Book 275, page 25 in the Office of the County Records of said County. ASSESSOR'S PARCEL NUMBER: 275-251-10 AREA: Condominium Site Size: 8.8 acres SURROUNDING GENERAL PLAN North = Medium Density Residential USE DESIGNATION: South = Medium Density Residential East = Low Density Residential West = Low Density Residential ZONING: R-3 Multiple Family Residential AGENDA ITEM NO.-Z7 - 4 PC MEETING DATE -7-1-z s .STAFF REPORT PLANNING COMMISSION 12-08.5034 Page 2 SURROUNDING ZONING: North = R-3 South = R-3 East = R-1 West = R-1 SUBJECT SITE: The subject site is a rectangular shaped parcel of land approximately 270' x 1,445'. The proposed site extends from Mt. Vernon Avenue to the Gage Canal right-of-way. There is presently one house and garage that exists at the east end of the site, along with a workshop and other accessory buildings. These are wood frame structures with access from Mt. Vernon Avenue. Existing trees are concentrated around the house and yard. Some cultivation exists with an irrigated tree farm just south and west of the house. The remainder of the property is vacant land sloping to the west. REQUEST: This item was continued from the June 17, 1985 Planning Commission Meeting. The applicant, USA Properties Fund, Ltd., is requesting approval of Specific Plan 85-11, for the construction of 138 Condominium Apartment Units on 8.8 acres located at 11914 Mt. Vernon Avenue. The applicant had originally proposed 136 Condominium Apartment Units and 3 single family units, however, the proposal has been changed to reflect the 138 Apartment Units. The applicant has requested a Conditional Use Permit for the 138 Condominium Apartment Units pursuant to the Zoning Ordinance Title 18'Section 18.21.030 (F), which states that a Conditional Use Permit will be required for apartment projects with more than nine (9) units per acre. The applicant has deleted the three single family units from his project. PROPOSED DENSITY: 15.70 Dwelling Units/Gross Acres ENVIRONMENTAL CONSIDERATION: A Negative Declaration has been prepared in accordance with the California Environmental Quality Act. STAFF REPORT PLANNING COMMISSION 12-08.5034 Page 3 STAFF ANALYSIS: The Community Development Element of the City's General Plan states the following: "Specific Plans shall be required for all multi -family projects of 16 or more units and shall also be applied to low density projects." The Specific Plan is authorized by California Government Code Section 65451 and must contain measures to implement the policies required in the Community's General Plan that pertain to the area. The Specific Plan must be consistent with the General Plan in order for it to be adopted. The Planning Commission scheduled a Public Hearing for the Specific Plan 85-11 on June 17, 1985. The Planning Commission continued this item in order to allow the applicant to conform with the City's General Plan and title 18. The applicant has resubmitted a Specific Plan for the Planning Commission Review that is now in conformance with the requirements of Title 18 and the General Plan Requirements. Specific Plan 85-11 has addressed the six (6) elements of the General Plan listed below: A) Hazards B) Natural Resources C) Aesthetics, Cultural and Recreational Resources D) Community Development E) Infrastructure F) Housing The procedure for the adoption of Specific Plans is basically the same as for General Plans. The Specific Plan may be adopted by either resolution or ordinance following public hearings by the Planning Commission and the City Council. The attached Specific Plan, consisting of a written text, site plan, typical floor plans, typical elevations and boundary survey maps has been analyzed as it relates to the General Plan and Title 18 Zoning Ordinance for the City of Grand Terrace. STAFF REPORT - PLANNING COMMISSION 12-08.5034 Page 4 RECOMMENDATION: FINDINGS: PLANNING COMMISSION ACTION: Staff recommends that the Planning Commission make the following findings and take the following action 1. Conditional Use Permit/Specific Plan 85-11 will not be detrimental: (a) to the general health, safety, morals, comfort, or general welfare of the persons residing or working within the neighborhood of the proposed use or within the City; or (b) injurious to property or improvements in the neighborhood or within the City, and; 2. Specific Plan 85-11 is consistent with the latest adopted General Plan and; 3. Conditions necessary to secure the purposes of Title 18 and the General Plan, including gurarantees and evidence of compliance with said conditions are made part of this approval. BASED ON THE MATERIAL IN THE STAFF PRESENTATION AND REPORT, ADOPT THE ATTACHED RESOLUTION RECOMMENDING TO THE CITY COUNCIL ADOPTION OF THE NEGATIVE ENVIRONMENTAL DECLARATION AND CONDITIONAL USE PERMIT/SPECIFIC PLAN 85-11 INCLUDING THE FINDINGS AS WRITTEN IN THE STAFF REPORT AND SUBJECT TO THE CONDITIONS RECOMMENDED BY STAFF. CONDITIONS OF APPROVAL SPECIFIC PLAN 85-11 1. If the above referenced Specific Plan is approved, applicant and/or property owners shall comply with all applicable City Ordinances and Resolutions. 2. Approval of this permit Specific Plan 85-11 shall expire, if not used, one year from date of approval unless appli- cation is made prior to expiration for an extension not exceeding one year. 3. Approval of this application constitutes Specific Plan approval only, and does not constitute approval of any sign permit, grading permit, building permit, or any other permit required by the City. 4. Prior to the issuance of a building permit, the necessary additional dedication shall be provided along all right of ways in accordance with the General Plan. 5. Prior to the issuance of a building permit, a "will serve" letter from the Riverside Highland Water Company shall be submitted to the Department of Building and Safety. 6. The applicant shall conform to all requirements of the San Bernardino County Fire Department. 7. All utilities shall be underground. 8. Prior to the issuance of a Building permit, a landscaping and lighting plan conforming to the requirements of Title 18 shall be approved by the Planning Commission. 9. The applicant shall comply with the requirements listed in the Planning Commission Staff Report dated June 17, 1985. 10. There shall be twenty-five foot building setback from all dedicated street right-of-ways. 11. Prior to the issuance of Building permits, a detailed parking plan conforming to the requirements of Title 18 Chapter 18.60, Ordinance 57, shall be approved by the Planning Commission. 12. All private streets shall be constructed to provide for traffic index - 5 structural section. 13. Prior to the issuance of Building permit, the project shall -1- have legal access across the Gage Canal right of way in conformance to City standards and the requirements of the Gage Canal Company. 14. The access across Gage Canal shall be provided to the satisfaction of the City Engineer. 15. The applicant shall comply with the attached conditions or concerns per the particular agency requirements. 16. Obtain a letter of non-interference from any utility company that may have rights of easement within the property boundaries. The letter must be obtained prior to issuance of building permits. 17. The maintenance of graded slopes and landscaped areas shall be the responsibility of the developer. 18. Provisions shall be made for receptacles for refuse within 100' of each building. Such receptacles shall be adequately screened from view, landscaped and shall be inaccessible to dogs, cats, or vermin animals, and placed conveniently for collection. Frequency of pickup shall be such to prevent overflow and emission of odor. Enclosure for such facility shall be constructed of six (6) foot high decorative masonry wall and provided with solid wood gates. Enclosure shall have a minimum inside measurement of six (6) feet by eight (8) feet and be provided with six (6) inch high wheel stops located one (1) inch from rear and side walls. Hose bibs for maintenance shall be located within the enclosure. Subject property shall not be occupied and/or used for purposes applied for until the following conditions have been met: 19. The water system and fire hydrants shall be installed in accordance with the requirements of the State Health and Safety Code, the California Administrative Code, and plans approved by the governing fire protection authority. 20. Utility lines shall be placed underground. 21. The planting and permanent irrigation system (s) shall be installed per approved Landscape Plan. 22. Screening shall be provided around the perimeter of the project, consisting of a six (6) foot high decorative masonry wall. 23. All parking areas shall be designated with clearly painted lines and equipped with wheel stops. 24. A faithfull performance bond in an amount equal to the -2- estimated cost of uncompleted required improvements, plus the cost of administration, shall be posted with the City Building and Engineering Department, if the required improvements have not been completed at the time the occupancy permit is requested. 25. Prior to any occupancy, a Certificate of Final Completion shall be issued by the City Building Department, after which, an application shall be submitted to the Department of Environmental Health Services for a Certificate of Occupancy. 26. Any phasing shall be submitted to the Planning Department for review and approval. 27. The applicant shall comply with the following inconsistencies or concerns per the City's requirements. p. I-3 - Should be I-215 not I-15. p. I-3 - Inconsistencies on Plan A-1 shows 7 buildings with 8 units and 7 buildings with 12 units for a total of 140 units. Paragraph 2 page I-5 indicates 128 units applicant proposes 138 units. This project shall be called an "Apartment Project", and not a "Condominium Project" per section 18.06.210 which states "Condominium" means an estate in real property consisting of an undivided interest in common in a portion of a parcel of real property together with a separate interest in space in a residential, industrial or commercial building on such real property. Such estate may, with respect to the duration of its enjoyment, be either (A) an estate of inheritance or perpetual estate, (B) an estate for life or (C) an estate for years, such as a leasehold or subleasehold. (Ord. 57 2 (2.010(41), 1982. According to the City's Circulation Element P. VII-6 of the General Plan, Mt. Vernon Avenue is listed as a secondary highway with a right-of-way width of 88 feet and 64 feet of paved width. The proposed project site has an existing paved frontage of 22 feet and the City will require an additional 22 feet of right-of-way in order to meet ultimate width requirements. The additional right-of-way is not shown on the plan. Additional right-of-way and paved roadway will be required on Canal Street. Canal Street is listed as a collector that will require a 66 foot right-of-way width and a paved width of 44 feet. The existing right-of-way is 42.5 feet and the width from curb face to curb face is 36 feet. The following proposals within the Specific Plan were not in conformance per Title 18 Zoning Ordinance Section 18.21.110, Open Area Required - for Multi -family uses in the R-3 district, not less than two hundred square -3- feet of open area per family unit shall be provided on the site which may include landscaped areas, walkways, recreation areas, but not structures, driveways, or parking areas. The Specific Plan is not in conformance with this requirement per page III-2 (C) of the Specific Plan, which states "The resulting common open space of 50.7 percent provides about 1400 square feet per unit, of which about 100 square feet is in each Unit". Page III-5 of the specific Plan does not list a proposed project standard for this item. 28. The maximum allowable density shall be 15 dwelling units per acre. 29. A mi.mimun of 3 handicapped parking spaces shall be provided. 30. Prior to a Public Hearing for approval before the City Council, all inaccuracies in the text of the Specific Plan shall be corrected. ACCEPTANCE OF CONDITIONS I am the owner of the property described above. I am aware of and accept all of the conditions set forth herein. It is further understood that all of the aforementioned condtions which require installation of improvements shall be completed in a manner satisfactory to the Planning Department of the City of Grand Terrace and shall not be deemed complete until approved and accepted as completed by said Department. SIGNATURE OF APPLICANT OR AGENT DATE -4- LIST OF ATTACHMENTS 1. Vicinity Map 2. General Plan Land Use Designation Map for Project 3. Existing Zoning Map for Project 4. Colton Joint Unified School Comments 5. Planning Commission Resolution VICIIV171 MdR �1mg.-R =mop WE m WI I 111111 r .� Bel oil WORAOI REFERRAL MEMO DATE : May 28, 1985 FROM: City of Grand Terrace Planning Department Attn: Joseph Kicak 22365 Barton Road, Suite 110 Grand Terrace, CA 92324 825-7503 TO: s1054 FILE NO. 12-8.3ee4 ittr Al 30 1419'a5 Kox4owM COUNTY FIRE WARDEN 3800 Sierra Way, San Bernardino, CA 92410 SUBJECT: Application for Conditional Use Permit 6 Site 9 Architectural Review Approval Mount Vernon Condominiums Specific Plan/Conditional Use 85-11 The above referenced application has been filed Planning Director. Any planning comment you may be received in this office no later than June 5, for Planning Review. with the City y have should 1985 Should you have any conditions or concerns, or know of any reason why this project should not go forward, or wish to know what decision is made, please contact the department by calling the above telephone number or write referring to above file number. NOTE TO UTILITY COMPANIES: This is for your INFORMATION ONLY. No reply is necessary unless you have existing R/W or ease- ments across the property proposed for development. --------------------------------------------------------------- Our opinions and/or recommendations are as follows regarding the proposed: Department ease I tify Agency FORESTRY AND FIRE W DEN DEPARTMENT ftzokn at-- law .COUNTY OF SAN BERNARDINO OFFICE OF PUBLIC SAFETY DATE June 13, 1985 TO CITY OF GRAND TERRACE, Planning Department 5D-3w- Attn: Joseph Kicak Reference # 12-8.3N4 FROM DON C. BANGHART, Mt. Vernon Condominiums County Fire Warden Specific Plan/Conditional Use Permit #85-11 SUBJECT: FIRE PROTECTION REQUIREMENTS F1 The above -referenced project is protected by the Forestry & Fire Warden Dept. Prior to 01xistructicn occurring on any parml, the owner shall ooaztact the fare deva rtmient for verification of currant fire Protection development requirements. OAll new co'stnrtion shalt comply with applicable sections of the Ltuform Fire Code. Fire extinguishers are required per Code. F3 The street address shall be posted with a min,m= of three (3) inch nanbers, visible from the street, in accordance with San Bernardino Cotmty Ordinance 2108, prior to occupancy. F4 Each chi used in con3unctun with any fireplace or any heating appliance in which solid or liquid fuel is used shall be maintained with an approved spark arrester. An approved spark arrester shall mean a dev3.oe constructed of stainless steel, aluminum, copper or mass, woven galvanized wire mesh, nineteen (19) gauge mi n i mu m with three -eights (3/8) inch minimum i mi m to one-half (1,/2) inch max i m, in openings, mounted in or over all outside flue openings 1n a vertical or near vertical position, adequately supported to prevent movement and visible from the ground. F5. All flammable vegetatim shall be removed from each building site a mi n u m distance of thirty (30) feet. F6 Development shall provide for safe and ready access for fine and other emergency equipment, and far routes of escape which will safely handle evacuations. SPrivate sways Bch exceed one hundred fifty (150) feet in length shall be approved by the fire department, and shall be extended to within one hundred fifty (150) feet of, and shall give reasonable access to all portions of the exterior walls of the first story of any building. An access road shall be provided within fifty (50) feet of all buildings if the natural grade between the access road and building is in excess of thirty percent (30%). Where the access roadway cannot be provided, approved fire protection system or systems shall be provided as required and approved by the fire department. ORoadways shall have a minam= vertical clearance of thLrteen feet six inches (13' 60). Minimum 20' unobstructed; turns based upon 47' radius. A turnaround shall be provided at the end of each roadway, and shall be approved by the fine department. Based upon 47' radius. F10. Road mamtenance, including but not limited to grading and snow removal, sha_II be provided for. Fll. All fire -protection water systems that fall within the jurisdiction of this fire department shall be approved by thLs office prior to the installation of said systems. The following are minim,in standards for your proposed development. On site hydrants required, locations to be determined with water system approval. A. System Standards Fire flow 2500 G.P.M. Duration 2 hour(s) Hydrant spacing 330 feet B. Distribution System Maim 6 inch minirm n Laterals 6 Inch o uLm*n Riser 6 inch m-initnin C. Fire Hydrants Hydrants 6 Inch with 2 - inch outlet s wi National Standard threads and with 1 - 4 Inch puffer connection. Street valve 6 inch gate 8F12 All fire flow requirements are over and above the average daily of water, and the mmimum residual pressure shall be twnety (20) psi. F13. The required fine flow shall be deternuned by appropriate calculations, using the 1974 ec%tion of the Insurance Services Office (ISO), "Guide for the Determination, of Required Fire Flaw% F14. In areas without water -serving utilities, the fire protection water systen shall be based on NFPA Pamphlet No. 1231, "Water Supplies for Suburban and Rural Fire Fighting". A storage reservoir must be provided for each the minumm capacity to be maintained small be determined by the f-i department. F15. The developer or his engineer shall furnish the fire department with two copies of water system t plans where fire protection water system are required. F16. Mountain Fire Zone buildung regulations specified In San Berruirdino County Ordinance 2475 shall be strictly enforced. Y 4 w 717. Buildings shall be spaced at least thirty (30) feet apart in order to minimize the exposure and risk from an adjacent structural lire and the conflagration potential of the spread of fire from structure to structure. FIB. All flammable vegetation shall be removed for a distance of one hundred (100) feet around each building site prior to construction to minumuze property loss during the construction phase and to provide a cleared area for the construction of a greenbelt. Large fuels such as nature oaks can be retained if dead limbs are pruned and no limbs allowed to came within ten (10) feet of any chimney. F19. The rear building setback lute on perimeter lots shall be feet to accammodate the construction of a greenbelt to protect imp tents, and shall be shown on the tentative map. Reference to this condition, the following definitions will apply: CietrzZle ' - Greenbelt is defined as a landscaped, irrigated zone between structures and thebrush-covered unldlands that is designed to halt or slow the spread of fire and to control erosion and water runoff. The two basic requirements 3n developing such a greenbelt area are: 1. Remaral of highly f7ymrabl a native bruch from around the structure for a specified distance. 2. Landscaping cleared, i.e. low growing/low fuel volume plants that have a potentially high moisture content. Many plants of this kind have been observed and tested and are considered to be fine resistive. Mn order to assure irrigation at regular intervals, especially during the dry fire season, a permanent (manual or autamaticI method or irrigatiom is required. A landscape plan shall be approved by the fire department along with proposed provisions for perpetual maintenance. F20. There shall be a locked gate (twenty feet in widthl installed on the end of Street to provide im+ ate fire access to the exterior o subdivision. The gate should be posted with a sign to read "FIRE LANE - IMP CLEAR" in six-inch high letters, on a contrasting background. F21. Any gated access to project must have minimum 20' roadway clearance; any gate system must have provision for emergency access approved by the Fire Authority. If you have any further questions or comments, please direct them to the Fire Protection Planning Section at this office. Thank you for your cooperation. BY: FK:dp cc: USA Properties Fund, Inc. Max E. Williams Riverside -Highland Water Company 6517 P. DeClerck, Sta. 23 File DCN C. BANQRMU, County Fire Warden FRANK KAWASAKI Assistant Fire Protection Planning Officer i : R A ITEM ( ) Cate August 16, 1985 A,REPOR 12-5.1000 610 COUNCIL ITEM (xx ) MLETING DATE: August 22, 1985 �uENOA ITEM NO. ,S A ,UBJECT' Adoption of 1982 Edition of Uniform Building Code, Building Code Standards, 1982 Uniform Plumbing Code, Uniform Mechanical Code, Uniform Solar Energy Code, 1981 Edition of the National Electrical Coe and the amendments tnereto. UNDING REQUIRED D FUNDING REQUIRED xx Every three years the code pertaining to building, plumbing, etc., including the fire codes are revised. The revised codes do not apply to and cannot be enforced by the agencies unless they are specifically adopted by the — governing body. STAFF RECOMMENDS THAT THE CITY COUNCIL ADOPT THE ATTACHED URGENCY ORDINANCE BY TITLE ONLY, WAVING FULL READING Attachment JK/BS/lh d PENDING CITY COUNCIL` APPROVAL [010011NWIN i Ci7 AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, ADOPTING UNIFORM BUILDING CODES FOR THE CITY OF GRAND TERRACE THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY ORDAIN AS FOLLOWS. Section 1 Intent It is the purpose and intent of this Ordinance to adopt the Uniform Building Code, 1982 Edition and Appendixes thereto, as adopted by the County of San .Bernardino Section 2. Adoption by Reference Ordinance No 2815 of the County of San Bernardino is hereby adopted by reference under the authority of the California Government Code, Sections 50020 through 50022 9, inclusive Section 3 Penalty for Violation Any person who violates any provision of this Ordinance shall be guilty of a misdemeanor. Section 4. Declaration of Urgency This Ordinance is hereby declared to be an Urgency Measure and is for the immediate preservation of the public peace, health and safety. The facts constituting the urgency are that the updated versions of the Uniform Building Code has been declared to be the version most applicable to provide for the public safety and the health and welfare within the Community in building methods and procedures Section 5. Effective Date This Ordinance shall be in full force and effect immediately upon its adoption. Section 6. Posting The City Clerk shall cause this Ordinance to oe posted in three (3) public places designated for such purpose by the City Council Section 7. Adopted at a regular meeting of Council of said City held on the day of 1985. the City Date: 4� S REPOr�T �F -50 Date 8/20/85 C R A ITEM ( ) COUNCIL ITEM (xx) MEETING DATE: 8/22/85 AGENDA ITEM NO. �G SUBJECT: AN URGENCY ORDINANCE AMENDING GRAND TERRACE MUNICIPAL CODE, CHAPTER 10 08, DEALING WITH ESTABLISHMENT OF SPEED LIMITS FOR VARIOUS STREETS IN THE CITY OF GRAND TERRACE FUNDING IS REQUIRED NO FUNDING IS REQUIRED XX As a result of a speed survey, a Resolution was adopted at the August 8 meeting establishing speed limits as recommended except reducing the speed limit on Palm Avenue from Barton Road to Honey Hill Drive from 35 mph to 25 mph. Since the speed limits had previously been established by ordinance, it is necessary to amend Municipal Code Chapter 10.08. The Speed survey was provided in the August 8 Agenda packet. Staff Recommends 1. Waive full reading of the Ordinance 2. Following Public Hearing, adopt the Ordinance by title only ID a PENDING MY ORDzLvANCE \i° COUNCIL APPROVAL AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA AMENDING GRAND 'TERRACE MUNICIPAL CODE, CHAPTER 10.08, DEALING WITH ESTABLISHMENT OF SPEED LIMITS FOR VARIOUS STREETS IN THE CITY OF GRAND TERRACE WHEREAS, the City of Grand Terrace, through its Traffic Consultant, has conducted speed zone surveys on various City streets; and WHEREAS, the City Staff has evaluated traffic conditions and street hazards in each area; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY ORDAIN AS FOLLOWS. Section 1 Section 10.08 O10 is hereby amended to read as follows: "10.08 010 Barton Road, Mt Vernon Avenue, De Berry Street, Palm Avenue and Michigan Street — Findings. The City Council finds, pursuant to traffic and engineering studies conducted during 1985, that speed limits on Barton Read, Mt Vernon Avenue, De Berry Street, palm Avenue and Michigan Street need to be changed and established to provide for the protection of the general public and to facilitate the orderly movement of traffic in a reasonable and safe manner." Section 2 Section 10.08 020 is hereby amended to read as follows - "10 08 020 Barton Road, Mt Vernon Avenue, De Street, Palm Avenue and Michigan Street — T,,m,t- The Prima Facie speed limits shall be as set forth rin�this Gu• section on those streets or parts of those streets designated as follows when signs are erected giving notice thereof A. Barton Road from the Freeway to Palm Avenue, 35 Miles Per Hour, B. Mt Vernon Avenue from Barton Road to Grand Terrace Road, 40 Miles Per Hour; C De Berry Street from Mt Vernon Avenue to east City limits, 25 Miles Per Hour, D De Berry Street from Mt Vernon Avenue to west City limits, 25 Miles Per Hour, E Palm Avenue from Barton Road to Honey Hill Drive, 25 ;files Per Hour, and F Michigan Street from Barton Road to Main Street, 35 Miles Per Hour " Section 3 Declaration of Urgency. This Ordinance is hereby declared to be an Urgency Measure and is for the immediate preservation of the public peace, health and safety The facts constituting the urgency are that the speed limts contained herein have been determined to be those necessary to facilitate the safe and orderly movement of traffic in a reasonable manner Section 4. Effective Date. This Ordinance shall be in full force and effect immediately upon its adoption Section 5. Posting The City Clerk shall cause this Ordinance to be posted in 3) three public places designated for such purpose by the City Council within (15) fifteen days after its adoption. Section 6. Adopted at a regular meeting of the City Council of said City held on the day of , 1985. f WDR City Clerk of the City of Grand Terrace and of the City Council thereof. i F 3 Mayor of the City of Grand Terrace and of the City Council thereof. I, ILENE DUGHMAN, City Clerk of the City of Grand Terrace do hereby certify that the foregoing Ordinance was adopted at a regular meeting of the City Council of the City of Grand Terrace held on the day of 1985, by the following vote - AYES: NOES. ABSENT ABSTAIN City Clerk Approved as to form City Attorney ST kFF REPO.-tT C R A ITEM ( ) COUNCIL ITEM (XX) MEETING DATE: 8/22/85 AGENDA ITEM NO. �6' -P Date 8/12/85 '5* SUBJECT: ORDINANCE ADOPTING POLICIES AND PROCEDURES FOR THE PURCHASING OF SUPPLIES AND EQUIPMENT BY THE CITY OF GRAND TERRACE (2nd Reading) FUNDING IS REQUIRED NO FUNDING IS REQUIRED XX The proposed Ordinance adopting policies and procedures for the purchasing of supplies and equipment by the City of Grand Terrace was introduced and first reading adopted at the August 8 meeting. Exhibit "A" to the proposed Ordinance, the Purchasing Manual, establishes policies and sets forth guidelines for Staff to follow. The major sections provide procedures on uses of purchase orders, invoicing procedures, petty cash, and contracting. Staff recommends Council 1. WAIVE FULL READING OF THE ORDINANCE, 2. FOLLOWING PUBLIC HEARING, ADOPT SECOND READING OF THE ORDINANCE BY TITLE ONLY. ID PENDR; Cffy ORDINANCE NO. COUNCIL APPROVAL AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, ADOPTING POLICIES AND PROCEDURES FOR THE PURCHASING OF SUPPLIES AND EQUIPMENT BY THE CITY OF GRAND TERRACE WHEREAS, Government Code Sections 54202 and 54203 provide for the adoption by Cities, by Ordinance, of policies and procedures, including bidding regulations, for the purchasing of supplies and equipment: NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND, TERRACE DOES HEREBY ORDAIN AS FOLLOWS: Section 1. That the City of Grand Terrace Purchasing Manual, as revised on July 1985, is hereby adopted by reference and is attached hereto as Exhibit "A" and is incorporated n herein. Section 2. Effective Date. This Ordinance-shall'be`xn i full force and effect at 12:01 A.M. on the thirty first day,`; after its adoption. _ t, „P Section 3. Posting. The City Clerk shall cause -this Ordinance to be posted in three (3) public places within fifteen (15) days after its passage, as designated for such - purpose by the City Council. Section 4. First read at a regular meeting of the City Council of said City held on the 8th day of August , 1985, and finally adopted and ordered posted at -a regular meeting of said City Council on the day of , 1985. ADOPTED this day of , 1985 EXHIBIT "A" Ordinance No. ' e r J c7 `!�%YlILLG Ell ED % Lr1S f W G1 . p I 4 REVISED JULY 1985 SA+ CITY OF GRAND TERRACE PURCHASING PROCEDURES MANUAL I PURPOSE The purpose of this manual is to set forth a guide to be applied in the purchasing function for the maintenance of intelligent, constant and har- monious relationships with suppliers and their representatives and the City of Grand Terrace The success of the purchasing prooram may be determined - by the manner in which these relationships are fostered II RELATIONS WITH OTHER DEPAPTiIENTS The Purchasing Division exists as a service agency for all City depart- ments Co-operation is essential for the successful operation of the purchasing function Throughout this manual the principles and responsi- bilities are set forth for all departments of the City in connection with the purchasing function. The purpose of this section is to emphasize these responsibilities A. Purchasina Division's Responsibility 1. To become acquainted with the needs of the various departments of the City 2 To know the availability and the delivery time of the various material needed B. Using Departments' Responsibility 1. To consider the lead time necessary for the Purchasing Division to obtain items ordered, planning recuisitions accordingly Rush orders can sometimes cause the item to be purchased from the nearest supplier at a higher test 2. To prepare specifications for materials that recuire encineering or technical backaround 3. To be specific and complete, to incluce ecuivalent brand or model numbers, in describing the material or items reouired, remembering that a requisition is an internal form 4 To refrain from makina contacts with suppliers directly whenever possible and in no case oblicate the Purchasing Divisior without prior authorization III RELATIONS WITH SUPPLIERS' REPRESENTATIVES The promotior of good supplier relations is an important functior of the Purchasing Division It is important that the Purchasina Division be aware of all transactions that are conductea between the City and its suppliers It is necessary that the various other departments be free from the routine visits of suppliers Much of the supplier's and the City's tine will be savee by observing the following rules and principles A All suppliers' representatives shall receive courteous and prompt attention B All suppliers' representatives are to be receivec in the Purchasing* Division C. The Purchasing Division will arrange interviews between the supplier's representatives and the other departments of the City G. The Purchasing Division shall pass on to other departments useful information obtained from interviews, direct mail, and advertising. E All correspondence with suppliers shall be conducted by the Purchasing Division except on subjects reouiring technical details which must necessarily be supplied by other departments, in which case letters may be written directly to suppliers with copies forwarded to the Purchasing Division F All reouests for prices, catalogs, samples, etc , are to be made throuo_h the Purchasina_ Division G. Every employee of the City shall keep himself free of obligation by refusing to accept gratuities of any value in any form offered by suppliers or their representatives. H. Offer of any gratuity to any official or employee of the City by a vendor or contractor may be cause for declaring such individual or firm an irresponsible bidder and debar him from bidding IV PURCHASING PP,OCEDUPES Purchase Orders are used when a department is purchasing materials or services. A Purchase Reouisition is the means used to correctly define th requirements of the using department. The Requisition is a form which is to be completed by the using department, supplying —as much information as is known by the requesting department in order to allow the Purchasing Division to properly process it and make the most economical purchase D Information on Peouisitions Reeuisitions shall be comp eted by the requesting department giving the following_ information 1 Date issued - the pate the purchase requisition is written 2 Issued by - the name of the using department 3 Approved (Department Head) - the signature of the approving department head 4 P,eeuired Delivery - state a definite delivery date (do not use sub- stitutions such as "Rush", "Immediately", "As soon as possible") Constant reouests for rush orders are indicative of poor planning_ on the part of the requesting_ department 5 Deliver to - the location at which material is to be delivered, listing street address If not applicable, leave blank. 6. Quantity - the number or amount required 7 Unit - state whether item is procured by dozen, gross, board feet, pints, etc R Description - Adequate description of the item(s) recuisitioned, by catalog number or specification, etc This is necessary for obtaining the best cuality, service and price 4 Account number - the proper budget code account number to w-ich the material will be charged -2- 10. Unit Price - the ESTIMATED unit price or last unit price paid for the item. 11. Total - estimated total amount of the requisition. 12. Remarks and Suggested Sources - suggested sources of supply and any additional information which will help the Purchasing Division. C. Distribution of Requisitions The original will be routed to the Purchasing Division and the copy retained by the reauisitioning department. D. Request for Quotations and Bids Upon receipt of a Purchase Requisition, the Purchasing Division shall obtain a source of supply This is done by selecting from a bidder's list, firms that will give the best price, proper quality and service. To secure the best quality, service and price, quotations shall be secured from several sources It is the policy, whenever possible, that no less than three suppliers be invited to quote on all purchases. If the amount is $5,000 or less, the standard form Reauest for Quotation may be used. If the amount exceeds $5,000 Formal Contract Procedure shall be followed. When negotiating for the purchase of materials or services which have, in the course of the City's operations, become highly standarized and which do not fluctuate appreciably in price or quality, the Purchasing Division may request quotations covering unspecified quantities to be delivered within specified periods, the prices quoted shall apply to all shipments made within such periods Blanket Purchase Orders will be issued to the lowest responsible bidder specifying the period covered, the items and prices that are to be invoiced. All quotations become a part of the Purchasing Division's records and may be reviewed upon request by those persons interested E. Purchase Order A Purchase Order authorizes the seller to ship and invoice materials or services as specified. Phraseology in the text of the Purchase Order should be clear and precise, if this is not adhered to, misunderstand- ings will occur, unnecessary correspondence will result and procedure Will be delayed. 1. Issuance of Purchase Orders - Purchase Orders shall be issued based upon Requisitions signe�by a epu partment a a. All Reouisitions shall be filed with the Purchasing Division and no purchase shall be made until a Purchase Order has been obtained 2. Purchase Order ova star rd Purchase Order form is used for al purchases Each order is a snap -out form -consisting of an original and four copies, white, yellow, green, blue, and goldenrod. a. White Copy - the white copy is mailed to the vendor to be used as authority to furnish the City such materials or service as indicated. b. Yellow Copy - the yellow copy is kept in the Finance Department and the proper account encumbered by the the amount of the Purchase Order c. Green Copy - the green copy is retained by the Purchasing Div- ision and filed in numerical order -3- d. Blue Copy - the blue copy is sent to the department head making the request, to be held until the materials or services are received. Upon completion of the order or contract, the blue copy will be signed and dated by the department head and returned to the Finance Department for discounting and processing for payment. If a partial shipment is received, make a copy of the receiving copy and note the quantity received, sign, date and forward to the Finance Department. The blue copy is sent to Finance when order is complete. e. Goldenrod Copy - the goldenrod copy will be sent to the requisitioning department to file with the requisition. F. Conditions of Purchase Order It is important thane vendor and the buyer be familiar with all conditions of the purchase order A better understanding of procedures is thus obtained and acts contrary to the conditions of the purchase order will not take place The terms and conditions which are integral parts of the purchase order follow 1. Render invoice in duplicate. 2. The purchase order number must appear on all invoices, delivery slips, and correspondence. 3. All claims for labor and materials furnished must be filed within thirty (30) days. 4. All packages, cartons or other containers must be plainly marked with the purchase order number. 5. All purchases are to be F.O.B. Grand Terrace, California, unless otherwise specified on bid or purchase order. 6. Substitutions may be made only upon approval of the Finance Director. 7. The City of Grand Terrace shall not be responsible for articles furnished officials or employees without a purchase order signed by the Finance Director or his authorized representative. G. Purchase Order Acknowledgment - An acknowledgment of the City's purchase order by the supplier is simply an agreement on his part to furnish the items specified in accordance with our terms and conditions. Some suppliers have the practice of sending their own forms of acknowledgment. These forms should be sent to the Purchasing Division without signature because such acceptance on our part will mean that we ave accepted all of the supplier's terms and conditions as printed on his acknowledgment form, thereby making a ,contract which supersedes the conditions of our purchase order. H. Fol1ow-up The process of procurement is not accomplished by simply issuing an order. Satisfactory delivery must also be made. The basis for successful follow-up lies, first of all, in the proper stipulations of purchase. The purchase order should state when delivery is wanted. Date and method of follow-up will depend upon the nature of the order and the promised delivery date. -4- I. Eliminating Rush Orders If the using departments will plan their work carefully, many needless rush orders for materials will be eliminated and there will be no need for any particular follow-up other than routine. Constant requests to suppliers for rush service destroys the effectiveness of such requests, and extra expense for long distance telephone calls, and special service add to both the buyer's and seller's costs J. Receiving Procedure The blue/pink copy of the purchase order serves as the receiving report. It is forwarded immediately to the location where the material will be received 1. Receiving Report Requirements - the person receiving delivery of materials or services shall immediately complete the receiving report by verification of actual count of the items delivered. He shall enter on the receiving report the actual quantities of all items received in specific terms such as tons, gallons, cubic yards, etc. He shall also enter the date the material is received and he shall sign the report. 2. Routing Receiving Report - when the information has been added to the receiving report, it will be forwarded immediately to the Purchasing Division in order to clear the records of that office. It will then be forwarded to Accounts Payable for final accounting and payment. 3. Blanket Purchase Order - the person receiving materials or services under the provisions of a blanket purchase order shall obtain at that time an invoice, delivery slip or other form of receipt for materials or services received. This documentation will be deliv- ed to the Purchasing Division on the next working day and will be annotated "Blanket P.O." along with the purchase order number. K. Emergency Purchases While the need for occasional emergency purchases is recognized, the practice shall be curtailed as much as is possible by anticipating needs in time for the use of regular purchasing procedures. 1. Approval of Emergency Purch-ases - like regular purchase orders, emergency purchase orders shall be approved only when requisitioned by heads of departments. 2. Procedure for Emergency Purchases - during regular working hours, the using department shall call the Purchasing Division, advising of the emergency which has arisen, and shall request a purchase order number on which to proceed. On the day following the emergency, the requisition shall be prepared and processed as usual. The invoice or delivery slip shall accompany the requistion to the Purchasing Division, and a confirming purchase order will be prepared accordingly. The requisition shall contain the phrase "CONFIRMATION - EMERGENCY PURCHASE", and the purchase order number which the Purchasing Division has authorized to be used. During other than normal working hours, the using department shall obtain the material or service needed and a delivery slip or invoice, from the vendor. On the day following the emergency the requisition shall be prepared and processed as usual The invoice -5- or delivery slip shall accompany the requisition to the Purchasing Division and a confirming purchase order will be prepared accordingly The requisition shall contain the phrase "CONFIRMATION - EMERGENCY PURCHASE". A brief report including the date, time and nature of the emergency shall accompany the requisition. L. Request for Payment A Request for Payment is used when paying for dues, subscriptions, registration for seminars, etc., NOT FOR PURCHASE OF MATERIALS OR SERVICES. The Request for Payment is in 2 part paper, white and one copy. 1. WhiteCopy - will Se kept with the warrant in the Finance Dept. 2. Yellow Copy - will be returned to requesting department when warrant is issued. When a department wishes to pay for dues, subscriptions, etc. the Request for Payment is filled out as follows. I. Vendor name and address 2. Date request is filled out 3. Description of why request is needed 4. Amount 5. Account number(s) 6. Signature of requesting Department Head 7. Attach ORIGINAL Invoice NOT copy 8. Forward to Purchasing Division for authorization When the Request for Payment has been received in Purchasing Division the Finance U rector wi1Tverify that this can be paid by Request for Payment and should not be paid by Purchase Order. It i=-t en be signed by Purchasing and the Finance Director and forwarded to Accounts Payable for processing, and be distributed as above. V. PETTY CASH PROCEDURES There is established in the Finance Department a Petty Cash Fund of $300. This fund is established for the purpose of conven a ce in pure asing small inexpensive items required in an emergency situation. Departments are authorized to make purchases from the Petty Cash Fund up to $25.00 in value, at their discretion. Following a purchase, the epartment Head writes the account number on the receipt or invoice and signs it. Following these actions, the Department Head, or his representative will deliver the invoice or receipt to the Finance Department and obtain a refund. VI. CONTRACT PROCEDURES In order to clarify the sequence of events and delineate the responsibilities involved in cases where a CONTRACT will be signed for the performance of work, the following are set orb tF.—Although financial r v payments are referred do in this section, this section -is not intended to fully cover the responsibilities and requirements for financial payments of work in progress or completed. A. It shall be the responsibility of the using department, by virtue of their technical knowledge, to prepare the specifications and requirements for the work done and to secure a bid number from the City Clerk. B. It shall be the responsibility of the using department to prepare a Staff Report requesting bid authorization and to forward all material to the City Clerk for inclusion on an agenda for Council action. The City Clerk shall submit the specifications and proposed contract to the City Attorney for review and approval prior to placing the matter on the agenda. C. It shall be the responsibility of the City Clerk to issue the Notice Inviting Bids and receive the completed bids from prospective bidders. D. The City Clerk, the Department Head of the using department and any other person the City Manager may designate shall be present at the opening of the bids. Bids shall be opened and read publicly. E. Following the opening of bids, all bids and bid securities will be maintained in the vault for safekeeping, with copies of necessary information being provided to the using department. -It shall be the responsibility of the Department Head of the using department to prepare a Staff Report outlining the bid amounts received and award recommendation to the City Clerk for inclusion on an agenda for Council action. F. Following Council action, the City Clerk's office shall 1. Notify unsuccessful bidders of Council decision and award and return bid securities to the unsuccessful bidders. 2. Prepare the contract documents in quadruplicate. 3. Have the documents signed by the City Attorney as to form and content. 4. Transmit the contract documents along with a letter of notification and instruction to the successful bidder. 5. When the contract documents -have been returned by the contractor, forward to the City Clerk and Mayor for their signatures. 6. After signatures, distribute contracts as follows a. Original to City Clerk b. Copy to Contractor c. Copy to Origination Department d. Copy to Purchasing Department e. Copy to Finance Department -7- r VII. VIII G. Following finalization and distribution of the contract documents, it shall be the responibility of the Department Head of the using department to. 1. Supervise the execution of the contract. 2. Where periodic payments are involved, prepare and forward to the Finance Department, progress payment recommendations for Council action. 3. Prepare and forward to the City Manager periodic progress reports as may be required by the City Manager. 4. When the work has been completed according to the contract and specifications, forward to the City Clerk a Staff Report of completion and acceptance for inclusion on an agenda for Council action. The City Clerk will prepare a Notice of Completion to be attached to Staff Report. (City Manager will so certify to the City Council.) If, in its discretion, the City Council finds the work has been completed according to the contract, it will thereupon so find and shall authorize the recordation of the "Notice of Completion" by the City Clerk. The City Clerk will notify the Finance Department that at the expiration of 35 days following the date of recordation of the "Notice of Completion"the Contractor is to be paid the full total contract price It shall be the responsibility of the Finance Department, prior to final payment to the Contractor, to verify, through the City clerk, that there are no outstanding liens against the contract, and to notify the City Clerk of the final contract price. 5. Contract bonds as specified in the Purchasing Policy Manual shall be maintained by the Contractor in full force and effect until the completed work is accepted by the City Council, and until all claims for materials and labor are paid, and shall otherwise comply with the Civil Code of the State of California, Section 3239. WARRANTY OR GUARANTEE The City purchases many items which have a Warranty or Guarantee for a certain period of time such as batteries, office machines and other equipment. Before these items are repaired or replaced, the Purchasing Division should be consulted to.see if the item is covered by such Warranty or Guarantee. Each department should forward all such Warranties or Guarantees with complete information to Purchasing Division at the time the item or equipment is purchased to be maintained in an active up-to-date file. SIGNATURES Contracts, Applications for Title, Tax Exemption Certificates, Agreements and Contracts for Utilities shall not be signed by any City employee unless authorized in writing by the City Manager or other proper official. UMIG 0/.L0/07 TA L C R A ITEM ( ) COUNCIL ITEM (X ) MEETING DATE AUGUST 22 1985 AGENDA ITEM NO 6 h C 0) SUBJECT STREET SWEEPING PROPOSED CHANGES ORDINANCE 63 FUNDING REQUIRED X NO FUNDING REQUIRED During the regular meeting of the City Council on August 8, 1985, Council discussed the feasibility of terminating the ticketing of vehicles that violate the parking ordinance on street sweeping days. At this time, staff merely desires to reiterate to Council exactly what the sweeper does. The City is divided into four sections. Each residential section is swept once -a -month. The street sweeper currently makes four trips to the dump every Tuesday. This averages approximately 10 tons of dirt and debris removed. Currently, when an individual receives a parking ticket for violating Ordinance 63, and goes to court, the individual tells the 3udge that there is inadequate signage, and quite frequently, the judge dismisses the ticket. It has been suggested that additional signs be installed on every city block, discontinue ticketing, discontinue sweeping The following discussion is based on the assumption that the Council desire! to continue with street sweeping services. Using that as a basis, some alternatives are: 1. Continue with the current program, no changes. 2. Erect additional signs. Such a program would cost approximately $130.00 per sign. If Council desired to erect signs on every block this would cost approx- imately $325,000.00. If Council desired to place a sign at the entrance of every street, and a few add- itional signs placed periodically along collector and arterial streets, this would cost approximately $26,000. 3. Eliminate Ordinance 63. Once or twice a year, staff can include reminders requesting voluntary cooperation in the utility billing. If Council took this course of action, whether temporary or permanent, staff does have the means to be able to monitor and evaluate the amount of dirt and debris that is being removed by the sweeper. Staff currently is able to ascertain this information by utilizing the dump receipts. THE AFOREMENTIONED INFORMATION AND ALTERNATIVES ARE FOR YOUR INFORMATION ONLY. STAFF DOES NOT HAVE A RECOMMENDATION FOR.THE CITY COUNCIL. RLA ENERGY COMMITTEE The City Manager stated the Committee meeting was cancelled due to lack of a quorum. Councilwoman Pfennighausen stated Cara Wildman was inconvenienced and should have been notified of the cancellation. CONTRACT AWARD - STREET SWEEPING The Community Services Director stated negotiations conducted with IPS for the FY 1982-83 Street Sweeping Contract resulted in an agreement that the Firm would continue sweeping the streets on a clean -sweep basis at the rate of $40.63 per hour, and an increase not to exceed 10% for FY 1983-84, should the City wish to continue contracting with Inland Power Sweeping. An alternative dump site is being investigated. Council noted that the biggest problem with achieving clean streets within the City is cars remaining parked on the streets, feels signs should be posted and "No Parking" enforced on street sweeping days. CC-82-202A Motion by Councilman Petta, Second by Councilwoman Pfennighausen, to direct Staff to purchase adequate signs to be installed at proper locations. CC-82-202B Motion by Councilman Nix, Second by Councilman Petta, ALL AYES, to amend Motion No. CC-82-202A to direct Staff to conduct a study on the options for signing and enforcement, to include costs, pros and cons, and to present the report to Council for action. Motion No. CC-82-202A, as amended, carried, ALL AYES. Mayor Grant directed staff to place this matter on the July 22, 1982, Agenda. CC-82-203 Motion by Councilman Nix, Second by Councilman Petta, ALL AYES, to approve renewal of the Street Sweeping Contract with Inland Power Sweeping, Inc., at a rate of $40.63 per hour for clean -sweep services for FY 1982-83, and to authorize execution by the Mayor. Recess was called at 7 15 p.m , and reconvened at 7 26 p.m., with all members present. Councilman Nix recommended considering establishing the City's name, beautifully landscaped with flowers, in two locations - one on the bluffs and especially on Blue Mountain above the water tanks, felt there would be adequate water at that location, and would stimulate public pride, proposed that possibly the Woman's Club and/or the Lions Club could undertake this project and be maintained by the City upon completion. Mr. Zampese felt the area could be prepared for landscaping during the grading process. Page four - 7/8/82 require posting a bond, has been reviewed by the utility companies; recommended approving first reading of the Ordinance. i The Mayor questioned whether or not the $500.00 bond would be sufficient. Voiced objection to Page 3, Para. C, feeling it is not equitable to those coming into the City one time. Voiced preference to hold the entire deposit for a 24-month period, recommended adding to the paragraph on Page 7, Section 30, top of page, "and provided that person shall comply with all the provisions of this Ordinance." The City Engineer stated the utility companies are objecting to posting any bond; the $500.00 is a compromise. Felt the proposed fee structure, to be established by resolution, will be adequate. CC-82-255 Motion by Councilman Nix, Second by Councilwoman Pfennighausen, ALL AYES, by all present, to approve the first reading of the Ordinance regarding excavations in City streets and public places, as amended adding to Page 7, Section 30, "and provided that person shall comply with all the provisions of this Ordinance." ORDINANCE NO. (First Reading) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, PROHIBITING PARKING FOR THE PURPOSE OF STREET SWEEPING. The City Attorney read the title of the Ordinance. The Administrative Assistant advised that this Ordinance will allow the City to prohibit parking for the purpose of street sweeping, with proper notification being the posting of signs, estimated 58 signs would be required to post at the entrances of the five sweeping areas and recommended buying reserve signs. Recommended purchase from Traffic Management Systems as a sole source purchase, since this Company has had the low estimate in the previous four price comparisons received, for the signs, posts, and installation at cost of $4,112. The Mayor questioned sole source on this item versus receiving bids. The Administrative Assistant will discuss this with the City Attorney prior to placing the order. CC-82-256 Motion by Councilman Nix, Second by Mayor Grant, to approve the first reading by title only of the Street Sweeping Ordinance, with second reading and public hearing set for October 14, 1982. The Mayor opened the meeting to public participation. Barney Karger, 11668 Bernardo Way, objected to the proliferation of signs which he feels will be ignored, felt the judges would not prosecute violations. Mayor Grant closed the meeting to public participation. Following clarification that this procedure was recommended by Judge Kennedy, from San Bernardino County, Motion No CC-82-256 carried, ALL AYES, by all present Page 5 9/23/82 The City Attorney stated that he felt the Ordinance serves a purpose and has been uncontested, except the $500 deposit. Stated other firms other than the utility companies make street cuts within the City, and if all utility companies were exempted entirely, it would still regulate and control cutting of the City streets by other firms. The City Manager stated the purpose of the Ordinance is not to be punitive, but to ensure that the City streets are brought back into proper order, will be inspected by the City Engineer and lets the City know when people are making cuts in the streets. CC-82-263B Motion by Councilman Rigley, Second by Councilman Nix, to amend Motion No. CC-82-263A to amend the Ordinance to exempt all public service companies from the $500 deposit. Mayor Grant voiced opposition to exempting anyone from paying the fee, feeling no justification had been shown for the double standard. Amendment No. CC-82-263B carried 3-2, with Mayor Grant and Councilman Petta voting NOE. The Amended Motion No. CC-82-263A carried 4-1, with Mayor Grant voting NOE. ORDINANCE 10. 63 _ AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE ` CALIFORNIA, PROHIBITING PARKING FOR THE PURPOSE OF STREET SWEEPING. The City Attorney read the title of the Ordinance. The Administrative Assistant stated a meeting was held with Judge Kennedy of San Bernardino County Municipal Court, which revealed that the vehicle code had been amended in 1981 to allow signs to be placed only at the entrances of controlled areas, rather than every 300 feet. Judges have indicated they could give no opinion on this Ordinance until contested in Court. The City Attorney confirmed that purchase of the signs can be accomplished by sole source. Mayor Grant opened Public Hearing on the matter. Supporting Testimony- None. Opposing Testimony Chester Easter, 21963 Tanager Street, opposed the present sweeping, stating most cities have streets swept 12:00-6.00 a.m. Requested considering changing to a more appropriate time. An individual living on 22312 Franklin questioned the cost to place signs. Page 5 10/14/82 t Mayor Grant closed Public Hearing on the matter. In discussion, Council concurred with the present hours of street sweeping, feeling there are less vehicles on the residential streets during those hours. Felt the Ordinance is necessary due to complaints received, and feels if City funds are going to be spent for sweeping, steps should be taken to ensure that the streets are clear of vehicles. CC-82-264 Motion by Councilman Nix, Second by Councilman Rigley, ALL AYES, to adopt Ordinance No. 63 by title only. RESOLUTION NO. 82-44 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, ESTABLISHING FEES PAYABLE FOR ACQUISITION OF SEWER CAPACITY. The City Engineer stated that an interim resolution increasing the fees had been adopted at the previous meeting. Staff had been directed to submit data regarding the total revenues generated, the population, based on the current General Plan, and the maximum possible density total flow which may be generated. Staff is still compiling this data, which will be presented to Council within the next two meetings. Recommended adoption of the Resolution with the stipulation that no funds would be transmitted to Colton until all issues have been resolved satisfactorily. Mayor Grant questioned if the management of the City of Colton is aware of the stated recommendation. The City Manager confirmed they are aware, and that this matter will be discussed with the Colton City Manager following this meeting. Mayor Grant opened Public Hearing on the matter. There being no testimony either for or against the matter, the Mayor closed Public Hearing. The Mayor indicated support of the Resolution, with the clarifica- tion received from the City Manager that the City of Colton is aware of this proposal. Councilman Nix stated he feels this proposed action will provide incentive to resolve the accounting situation regarding plant expansion. Councilman Petta questioned why the funds could not be held in the City's account indefinitely until needed for plant expansion. It was clarified that the Court Agreement states that the City is to transmit funds to the City of Colton. CC-82-265 Motion by Councilman Rigley, Second by Councilman Nix, ALL AYES, to adopt Resolution No. 82-44 with the stipulation that the funds are not to be transmitted to the City of Colton until all matters have been satisfactorily resolved. Pae6 10�14/82 Councilman Rigley, and NOE votes by Councilman Petta, Councilman Nix, and Councilwoman Pfennighausen. Recess was called at 8.00 p.m., and reconvened at 8.15 p.m., with all metes present. PUBLIC PARTICIPATION The Acting City Manager, Ed Clark, stated Dorothy Mackie has requested a permanent street sweeping parking exemption, due to being physically disabled; a doctor's certificate has been provided. CC-83-201 Motion by Mayor Grant, Second by Councilman Rigley, ALL AYES, to grant a permanent street sweeping parking exemption to Dorothy Mackie, based on the fact that her physical handicap constitutes sufficient and unusual circumstances to qualify for an exemption under Section 7, Paragraph A of Ordinance No. 63; and with the provision that Mrs. Mackie's yard service is to maintain the cleanliness of Holly Street in front of her property. Street Sweeping - Council considered whether or not the service should a continued; indicated the present service is inadequate, that the equipment seems to be breaking down often, and the service should be monitored more closely to ensure all streets are being swept properly, that sufficient water is being used, and that the sweeper is dumping the debris in a timely manner. Felt the present method of posting signs pursuant to the ordinance is totally 4 inadequate, felt discretion should be used in issuing tickets, in cases where the street has already been swept, or in the event the equipment breaks down, should be notified by Staff so that tickets will not be issued. Councilman Nix and Councilwoman Pfennighausen advised they discussed the street sweeping service with citizens, with the majority indicating either that they were not pleased with the service or did not want it continued. The following suggestions were offered which Staff was requested to consider (1) Having a water truck wash down the streets, rather than the present method of sweeping, (2) Eliminate the ordinance prohibiting parking, and do only spot cleaning in the areas needed; (3) Correct drainage problem on Pico to alleviate dirt collecting in the cross gutters, in the Wilmac area, (4) Notify the Sheriff's Office when the street sweeping equipment is inoperable, so that tickets will not be issued, (5) Follow the street sweeper to ensure proper cleaning job is being done, and that the streets are re -swept if not properly cleaned, (6) Let the street sweeper go around those cars parked on the streets, and enforce ordinance which prohibits parking for a specific period of time in those cases where the parked vehicles cause an accumulation of debris, and (7) Get the Clean Community Systems involved. CC-83-202 Motion by Councilman Nix, Second by Councilman Petta, ALL AYES, to direct Staff to look at the enforcement problems, the sign problems, and the general street sweeping effectiveness, and to provide a Staff Report to Council with recommendations relative to improving the street sweeping service. ' -i Page 4 7/14/83 l Dennis Moshos, 22590 Robin Way, voiced objection to the fact that he received a ticket, and his street was not swept; also objected to the ten-day deadline to pay the parking citations; stated he paid the ticket and received his check back and was informed his fine had been doubled because it was not paid on time. Requested relief from the penalty; objected to insufficient signs being posted. John Mathews, 11733 Eton Drive, stated he feels the street sweeper is doing a good job and wants street sweeping continued; stated the service received when the County was doing the street sweeping was inadequate. CC-83-203 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, to waive the late penalty fee for Dennis Moshos, and to direct Staff to prepare an amendment to the ordinance to reflect that the postmark date is to be considered relative to the timeliness of payment of fines. Following clarification that Mr. Moshos will not be required to show proof of the postmark, but that it will be required in the future, Motion No. CC-83-203 carried, ALL AYES. CONSENT CALENDAR The following items were removed from the Consent Calendar: 3A - Check Register for end of FY 82-83; 3B - Check Register No. 071483; and 3C - Recreation Services Contract. ' CC-83-204 Motion by Councilman Nix, Second by Councilman Rigley, ALL AYES, to approve the following items on the Consent Calendar: D. RESOLUTION NO. 83-33 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CA, DECLARING ITS INTENTION TO ISSUE A NEGATIVE DECLARATION ON A CERTAIN PROJECT (CIVIC CENTER PROJECT); E. RESOLUTION NO. 83-34 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND ERR E, A, AUTHORIZING THE SUBMITTAL OF THE FY 1983-84 TRANSPORTATION DEVELOPMENT ACT CLAIM; F. RESOLUTION NO. 83-35 - A RESOLUTION OF THE CITY COUNCIL OF THE CI CA, AUTHORIZING THE STATE AS AGENT TO PROVIDE TO THE STATE AND AND THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) MATTERS PERTAINING TO FEDERAL DISASTER ASSISTANCE; and G. Approve $1,939.80 Budget Appropriation for Line Item No. 10-4110-220 in the FY 1983-84 Budget for purchase of fifteen (15) bronze City logo plaques. CHECK REGISTER - END OF FY 1982-83 Following clarification of Warrant Nos. 11308, 11312, and 11327, CC-83-205 Motion by Councilwoman Pfennighausen, Second by Mayor Grant, ALL AYES, to approve and accept the Check Register for the end of FY 1982-83. Page 5 7/14/83 Membership Enrollment Month to Lillian Rivera, President of the Terrace View Elementary School PTA, and Richard Jacobsen, Superintendent, Colton Joint Unified School District. Recess was called at 6:10 p.m. and reconvened at 6:40 p.m., with Mayor Grant, Councilman Petta and Councilwoman Pfennighausen present. MINUTES - SEPTEMBER 8, 1983 The minutes are to be amended to reflect the action taken regarding the Animal Control Contract; approval will be considered October 13. PUBLIC PARTICIPATION Dick Rollins, 22700 DeBerry, stated he received a parking ticket, and the street sweeper didn't sweep the street. Discussion was held relative to the fact that citizens should not be required to pay parking tickets when the streets are not swept. The Administrative Assistant advised that 21 citations were issued on September 13, prior to the Sheriff's Department being advised the street sweeping equipment had broken down; they will be voided. Theatre on the Terrace - Linda Pue, 23008 Hamilton Court, representing the Theatre on the Terrace, distributed the group's proposed bylaws to Council and advised that fliers are being distributed advertising the group's first monthly general meeting to be held September 29 at 7:30 p.m. at the Community Center, a production is tentatively scheduled by the end of the year. It CONSENT CALENDAR Item 5A, Check Register No. 092283, was removed for discussion. CC-83-262 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES by all present to approve the following Consent Calendar Items: B. Confirm CRA Action taken relative to the Bid Request on the Civic Center; C. Accept FY 1982-83 City Audit; D. Approve Final Parcel Map 7984; E. Approve allocation of $1,000 to Line Item 10-4212-210 from 6/30/84 Balance Forward to purchase amended Traffic Citation Forms; and F. Approve appropriation of $5,061 to Line Item 18-4908-254 from 6/30/84 Balance Forward for purchase of 75 street sweeping signs. CHECK REGISTER NO. 092283 Warrant No. 11511 to Grand Terrace Lock & Key in the amount of $261.34 - was deleted from the Check Register, pending clarification. Page 2 - 9/22/83 CC-83-235 Motion by Councilwoman Pfennighausen, Second by Councilman Rigley, ALL AYES, to waive the business license fee for the Historical & Cultural Activities Committee Country Fair to be held the first Saturday in November. Recess was called at 7:00 p.m. and reconvened at 7:20 p.m., with all member present. (5) Barbara Mathews requested that the Committee be allowed to hang a banner across the intersection of Mt. Vernon and Barton Road to advertise the Country Fair. Discussion reflected it is not feasible to hang a banner, since no poles are available other than the signal poles, which could be damaged if a banner were flown. Consideration of budgeting funds to install steel poles from which banners could be flown was recommended by Dick Rollins. The Committee will consider displaying a banner at the Community Center. STREET SWEEPING The Community Services Director stated the Staff Report dated July 28, 1983 had been submitted indicating the contractor's performance record and alternatives to be considered regarding the program, which included erecting 200 additional signs @ $65.00 per sign, for a sum of $13,000, reducing the fine from $12.00 to $7.00, or to eliminate Ordinance No. 63 relative to parking on street -sweeping days. Council questioned on what basis Staff determined the number of additional signs and the contractor's work performance. The Community Services Director stated a comparison study was conducted of other contractors, and the intersections were counted to estimate the number of additional signs which would be required to place a sign at the entrance to each street and to place additional signs along the collector and arterial streets, and to allow replacement of vandalized signs. Richard Barnett, 22208 Carhart, stated he had met with Tom Coyle and requested a permit, pursuant to Ordinance 63 which indicates the City Manager is authorized to issue permits; was told Council had advised the City Manager not to issue parking permits. Related an incident whereby he felt the contractor had left more debris in front of his house, rather than cleaning it up. Requested that Council consider three alternatives: (1) that a special permit be issued to him in accordance with Section 7 of Ordinance No. 63; (2) send ballots in utility billings to get the feelings of the people; or (3) to discontinue street sweeping. Allen Tuck, an employee of Wilden Pump, stated he feels the present signs are confusing. John Mathews, 11733 Eton Drive, stated the purpose of streets is to move vehicles through the streets, that parking on the streets is a privilege - not a right; felt claims about the contractor leaving more debris need to be proven. Page 6 - 8/11/83 A Mark Bouche, 11948 Pascal, stated he and neighbors are upset with not being allowed to park in front of houses on street -sweeping days; recommended sweeping only main thoroughfares, and having residents t; keep their own streets clean in front of houses. w1 Dick Rollins, 22700 DeBerry, stated CCS agreed in principle and endorsed the Staff Report which was submitted; stated Griffin Development Company cleans mud, etc. which collects due to development; other developers should be required to do the same. Stated the City of Westminister has discontinued its ticketing program. Richard Barnett, 22208 Carhart, stated he works for the railroad, is on call, and arrives home very late at night; requested he be issued a parking permit. Motion by Councilwoman Pfennighausen to issue a parking permit to Richard Barnett to allow him to keep his cars on the street in front of his house as long as he keeps the area in front of his house in an acceptable manner, died for lack of a second. Councilman Petta indicated support of decreasing the fine on parking tickets. Recommended notifying the Sheriff's Department to issue tickets judiciously; feels individuals should not receive tickets if the streets are not swept. Stated he had previously favored issuing a permit to an individual with too many cars to allow him to park in front of his house with the provision he keep the street clean, but it �r was denied; indicated would support motion to issue permit to Mr. Barnett. Councilman Rigley stated Ordinance 63 was adopted and signs were erected because it was impossible to clean the streets with all the cars parked on the streets, and this was the only way to get them off the streets. Recommended purchasing an additional 75 signs and setting the fines at $7.00. Councilman Nix concurred with purchasing additional signs and lowering fine to $7.00, questioned if 75 would be sufficient; felt tickets should be issued judiciously not to enforce the ordinance, but for street sweeping purposes; tickets should not be issued if street has already been swept; feels action must be taken to effectively sweep the streets or the program should be discontinued. Mr. Barnett questioned whether or not the City Manager has the authority to issue permits. The City Attorney advised Mr. Barnett that his request was denied on the basis that having multiple cars did not constitute unusual circumstances, and did not constitute an emergency. Councilwoman Pfennighausen recommended amending the time allowed to �y pay parking tickets from 10 days to 30 days, concurred with lowering the fine to $7.00. Page 7 - 8/11/83 Motion by Councilwoman Pfennighausen, Second by Councilman Petta, that Mr. Barnett be issued a special permit to park his vehicle on the street due to the unusual hours he works, and due to the limited parking area he has at his home, with the condition that Mr. Barnett guarantees that he will adequately maintain the front of his property to the satisfaction of Staff, or the permit will be revoked. Councilman Nix stated there are many similar requests involving too many cars and limited parking area; stated many individuals choose to eliminate garage parking by either storing other items in them or converting them to living areas, but must realize parking is being eliminated. Feels multiple cars is insufficient basis for a waiver. Councilwoman Pfennighausen stated the reason for making the motion was not based on multiple cars, but is familiar with and understands hardship of working during the night and getting up early to move vehicles. Councilman Rigley concurred with Councilman Nix, indicating that a permit was granted only due to physical disability; stated the success of street sweeping is contingent upon enforcement of the ordinance. The Motion failed 2-3, with AYES by Councilman Petta and Councilwoman Pfennighausen, and NOES by Mayor Grant, Councilmen Rigley and Nix. CC-83-236 Motion by Councilman Rigley, Second by Councilwoman Pfennighausen, ALL \ AYES, to approve the purchase of 75 additional no parking signs at a cost of $65.00 per sign, and to adopt the following resolutions: RESOLUTION NO. 83-42 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RA ESCINDING RESOLUTION NO. 82-48 AND AMENDING THE ESTABLISHED BAIL AMOUNTS FOR PARKING CITATIONS PURSUANT TO ORDINANCE NOS. 48, 61 and 63. RESOLUTION NO. 83-44 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AND TERRACE, CA, ENDING THE TIME FOR PAYMENT OF BAIL AMOUNTS FOR PARKING CITATIONS. BICYCLE MOTOCROSS Planning Director Kicak advised the Planning Commission considered and recommends that Council not consider the presently proposed location for a bicycle motocross, based on the following concerns. parking; the number of people that could attend the events, and accommodation of crowds at the proposed location, the percentage of people from the City which would participate in the events, damage to the adjacent properties, the water supply; and the impact on the new homes which are to be built in the approved tentative tracts in that location. Page 8 - !. 8/11/83 First readir if the ordinances for Areas 1 ;and 26B will be held on October 11, w,6h second reading and public --ring to be held October 25. Staff is to study and determine a reasonable approach for Area 26B which will satisfy all property owners. Mr. Kicak indicated he will try to meet with the affected property owners prior to the first reading of the ordinance for Area 26B. City Attorney Hopkins stated the record should reflect that all of the referenced ordinances and public hearings for those ordinances are continued public hearings from August 23. Questioned and received clarification that Council concurs it will not be necessary to readvertise and re -notice the property owners for the public hearing on the zone change ordinance for Areas 3 through 7, 9, 14 through 22; 24, 25; 26A; and 27 through 39, this will be a continued public hearing from August 23. Staff is to readvertise and re -notice the property owners for the public hearings relating to zone changes for Areas 10, 11 and 12, and for Areas 1, 2 and 26B, even though they are also continued public hearings. PARKING ON HOLLY & MT. VERNON Community Services Director Anstine advised that, as directed by Council, Staff investigated the feasibility of allowing residents to park on Holly and Mt. Vernon with no restrictions. Results of Staff research, including photographs depicting the availability of parking within the alleyway immediately adjacent to both areas, and Staff recommendation is outlined in the Staff Report. Mayor Grant stated he had expressed concern about the unique situation of most of the homes in that area and felt an exemption could be made for that area; felt although the Staff Report was thorough, could not support the staff recommendation. Councilman Rigley stated the issue being discussed concerns not being able to park on the street once a month during the morning hours, similar requests have been rejected, feels if an exception is made in this case, there will be many more requests, feels those cars can be moved for sweeping purposes once a month. Councilwoman Pfennighausen stated the problem also involves the 72-hour parking limitation, in which a car was towed away from Holly Street, clarified it is not only a street sweeping problem. The fact that a resident's car was towed away while on vacation for parking over the 72-hour parking limit was one of the issues that prompted this investigation. The residents themselves agree their garages are full, they own five vehicles, one of which is a motorhome, can't park all those vehicles in an alley. 1 City Manager Arnstead stated he lives on the alley and has plenty of parking space in back, keeps one car in ttie garage and has room to park four others, and can also park in the alley, felt the other Pace 13 - 9/13/84 residents could do the same, has discussed _ s matter with the neighbors, and most residents have no complaints. CC-84-237 Motion by Councilman Rigley, Second by Councilman Petta, to instruct Staff to continue to enforce Ordinance No. 63 as adopted by Council on September 23, 1982, carried 4-1, with Mayor Grant voting NOE. COUNCIL REPORTS (CONTINUED) Councilman Petta stated he felt it is necessary to comment on the recent considerable publicity in the newspapers, since he feels an attack on one Council Member reflects on the integrity of the entire Council, especially when the attack comes from a member of Council. Felt a need to clear the air to restore the good standing of Council. Stated the accuser is Councilwoman Pfennighausen, and when she decides to create an uprising in the community, makes public accusations through the news media. Referenced the accusations she made a year ago in which Councilman Petta was tried publicly in the news media, noted she also sent her accusations to every judicial body in the County and State, but no one would take on the case because there was no substance. Stated when correspondence finally came from the District Attorney's office, Councilwoman Pfennighausen didn't divulge the information because, as she stated at the Council table, she didn't like the answer. Stated Council and the community had a right to know that information, felt she covered up information which clearly resulted in defamation of character. Stated she is now creating another crisis by her recent claims which are unsubstantiated and are absolutely false. Councilman Petta stated the sign problem is not unique to our City - read a newspaper article regarding a similar problem with signs in the City of Fontana. Councilman Petta then read an article in the April Chamber Newsletter indicating there are only six or seven businesses in the City which presently have signs which comply with the City 's existing ordinance, and if the existing ordinance is enforced, all signs must be brought into compliance by December, 1984. Noted the Planning Commission is presently reviewing the existing ordinance and that Council will either revise the ordinance or mandate that all nonconforming signs are to be taken down by December. Assured Council that he will set an example and be the first to take down his signs if ttie ordinance is enforced as it presently exists. Felt it made no sense that he, as one individual business firm among many not in compliance, would do what Councilwoman Pfennighausen said he did, since Council will publicly resolve this matter by December 5. Questioned the habitual character assissination. Councilwoman Pfennighausen stated she did not contact the press to make any statements regarding the matter at hand, made statements for the record regarding the firing of an employee. Felt if Councilman Petta had truly believed he had a case of defamation of character during the conflict of interest case, he would have filed that case, the letter from the District Attorney stated ttie matter would not be pursued at this tine rue to budgetary constraints and that it appeared Pace 14 - 9/1�/84 a VIi1L O/.LV/OJ T C R A 'ITEM ( ) COUNCIL ITEM (X ) MEETING DATE AUGUSTAJ2�2, 1985 AGENDA ITEM NO. ~/ 9llTl SUBJECT CONTRACT AWARD FOR STREET SWEEPING SERVICES FUNDING REQUIRED X NO FUNDING REQUIRED Staff has 3ust been informed that Mr. Dennis Reiger has sold his Inland Power Sweeping Company (IPS), to Houston Sweeping. IPS was the contract sweeper for the City of Grand Terrace. Since Houston Sweeping has absorbed the City of Grand Terrace, and will perform contract sweeping for the existing contract price as agreed upon by the City and IPS, staff has no ob]ection to this change of ownership. Personnel and equipment are to remain the same. Staff Recommends that the Council. APPROVE AND AUTHORIZE THE MAYOR TO EXECUTE A CONTRACT BETWEEN THE CITY OF GRAND TERRACE AND HOUSTON SWEEPING FOR CONTRACT STREET SWEEPING SERVICES. RLA --')PENDING CITY COUNCIL APPROVAL MAINTENANCE CONTRACT (GTC85-20) STREET SWEEPING THIS AGREEMENT, by and between the CITY OF GRAND TERRACE, hereinafter referred to as "owner," and HOUSTON SWEEPING, hereinafter referred to as "Contractor," is entered into this day of , 1985. In consideration of the mutual covenants and conditions hereinafter set forth, the Owner and the Contract hereby agrees as follows: 1. STATEMENT OF WORK.- The Contractor shall furnish and pay the cost, including all applicable fees, of all the necessary materials, and shall furnish and pay for all superintendence, labor, tools, equipment, and transportation and perform all the work required for execution of Contract required by all items specified by Owner, in strict accordance with the Specifications and requirements incorporated herein as Exhibit "A", any amendments thereto, and such supplemental Specifications which may hereafter be approved. 2. CONTRACTOR'S PLAN FOR MAINTENANCE A. Contractor is required to inspect the work done by Contractor's employees. Work is to be inspected by the on -site foreman or by other party acceptable to the Owner. B. Owner shall direct Contractor of the location within the City where Contractor shall perform the work. Contractor agrees to provide services as provided for in the Proposal incorporated herein as Exhibit "B", for which the Contractor has agreed to perform. C. The Specifications and requirements incorporated herein as Exhibit "A" describe the work to be done. 3. CONTRACT PRICE A. The owner shall pay the Contractor for the performance of said work, subject to additions or deductions provided herein, the amount $54.08 per hour, for which the Contractor agrees to perform. B. Owner shall be responsible for and shall pay directly for all dumping fees charged, and Contractor shall not be responsible for such charges. Contractor shall dispose of all refuse and debris collected by the sweeping operation by hauling same to legally established dump. C. Owner shall be responsible for the payment of all charges for water used by Contractor in performing the services provided for herein. D. Both parties hereto agree to meet prior to June 1, 1985, and each year thereafter in which this agreement continues, to negotiate the contract hourly price for the next fiscal year. In the event the parties are unable to reach an agreement, then the contract shall continue at the then -current price until terminated herein. 4. ACTS OF GOD - In the event that the City of Grand Terrace streets, subject to this Agreement, should flood as a consequence of an Act of God, all cleanup work necessitated thereby shall be at an agreed upon hourly rate. 5. Payment - Payment shall be made to the Contractor for work performed under this Contract for the quantities of work as determined in accordance with Contractor's Proposal and on a monthly basis. 6. SERVICE OF NOTICES - All notices required to be given hereunder shall be mailed or delivered, in the case of the Owners, to the City of Grand Terrace, 22795 Barton Road, Grand Terrace, California 92324, and, in the case of the Contractor, to Houston Sweeping, - 2 - 7. LICENSE AND PERMITS - The Contractor shall secure from the City of Grand Terrace a business license permit. The Contractor shall obtain and pay for all other necessary licenses and permits and shall faithfully comply with all laws, ordinances, and regulations (Federal, State, and local) which may be applicable to the operations to be conducted hereunder. 8. OTHER WORK - Whenever work being done by the Owner or by other contractors is contiguous to work covered by this Contract, the respective rights of the various interest involved shall be established by the representative to secure the completion of the various portions of the work in general harmony. 9. SUPERINTENDENCE - The Contractor shall constantly superintend all the work in person or by a responsible agent, who shall have in writing full authority to carry out all the instructions given by the representative. 10. LABOR PROVISION - The work shall at all times be prosecuted under safe working conditions, and the conditions of work shall be subject to inspection and correction by the representative or safety inspectors of the Owner. 11. CONTRACTOR'S INSURANCE - The Contractor shall not commence work under this Contract until a business license permit has been obtained from the City of Grand Terrace and the Owner has been provided with a Certificate of Insurance for public liability and property damage in an amount of not less than $1,000,000. 12. PAYMENT FOR WORK COMPLETED - Upon the completion and acceptance of the work, the representative shall issue and bill to the Owner in the amount provided for in the Proposal. 13. INDEMNITY The Contractor shall indemnify and save harmless the Owner from all losses and all claims, demands, payments, suits, actions, recoveries, and judgments of every nature and description brought or recovered - 3 - against them by reason of any act or ommission of said Contractor and his agents or employees in the execution of the work or in making or failing to make payments therefor, or in guarding the same. 14. PROTECTION OF WORK AND PROPERTY A. The Contractor shall take, use, provide, and maintain all necessary precautions, safeguards, and protection to prevent accidents or injury to persons or property on, about, or adjacent to the site of the work. B. The Contractor alone shall be responsible for the safety, efficiency, and adequacy of the plant, appliances, and methods and for any damage(s) which may result from failure or improper operation. 15. INSPECTION - The Owner shall at all times have access to the work during its completion, and shall be furnished with every reasonable facility for ascertaining that the Contract is proceeding in accordance with the requirements and intentions of the Specifications. 16. TERM OF AGREEMENT - This contract shall continue in effect from year-to-year until terminated as provided for herein. 17. TERMINATION - Either party hereto may terminate this Agreement at any time within thirty (30) days written notice to the other party. ATTEST i ty Cl e r Approved as to form City Attorney "OWNER" CITY OF GRAND TERRACE By Mayo r Date "CONTRACTOR" Im Date it e J ,z E X H I B I T "A" STREET SWEEPING MAINTENANCE CONTRACT (GTC85-20) SPECIFICATIONS 1. INSTRUCTIONS (a) Proposals shall be submitted on both a curb mile basis and an hourly basis, with the City to select the method it determines to be most desirable. (b) The section of the City to be swept every week is Barton Road between Interstate 15E and Honey Hill Drive, and Mt. Vernon from Grand Terrace Road to Main Street. The four sweeping areas to be swept after the main areas mentioned above. Area #1 - North of Van Buren and west of Mt. Vernon, Area #2 - North of De Berry and east of Mt. Vernon, Area #3 - South of De Berry and east of Mt. Vernon, Area #4 - South of Van Buren and west of Mt. Vernon. (c) All ensuant debris must be removed daily from the work site. (d) Contractor shall sweep one pass in each direction of travel on all streets. Sweeping shall be in the street portion adjacent to the curb, allowing for the removal of debris in the gutter flow line. (e) Contractor shall ensure that, at all intersections, alleys, and cross gutters, no debris is left by the sweeper. At points where the pickup broom is raised, all debris shall be removed. (f) Contractor shall not be required to make up any sweeping schedule missed due to a holiday which occurs. (g) Contractor shall have all sweepers with tachographs attached to record operation hours and miles swept. Graphs shall be turned in with monthly billing. (h) Contractor shall not sweep on rainy days. Rainy day no-shows shall be called in to the Maintenance and/or Community Services Department by 9 00 a.m. Contractor will not be required to make up any day missed due to rainy weather. M Contractor shall submit name, address, telephone number, and name of contact person for at least three references (cities preferred.) (j) Contractor shall submit length of time he has been in business of street sweeping by contract A Exhibit "A" Street Sweeping Maintenance Contract Specifictions Page two Contractor shall submit the number of street sweepers he has available and the age of each sweeper. Also, the number of backup sweepers he has available shall be submitted. Contractor shall submit who maintains sweeper (i.e., contractor, private garage, etc.) Contractor shall submit approximate mileage from the City of Grand Terrace to where sweepers will be housed. Contractor shall not sweep residential areas before 7 00 a.m. 2. CONTRACTORS OBLIGATION The Contractor will, in good workman -like manner, do and perform all work and furnish all supplies and materials, machinery, equipment, facilities, and means necessary to properly perform all the work required by this Contract within the time herein specified, in accordance with these instructions and the City map and in accordance with directions of the Maintenance Supervisor, as given from time to time, as work progresses. The Contractor shall observe, comply with, and be subject to all terms, conditions, requirements, and limitations of the Contract and Specifications, and shall do, carry on, and complete the entire WORK to the satisfaction of the Maintenance Supervisor and Owner. 3. TRAFFIC AND ACCESS The Contractor's operations shall cause no unnecessary inconvenience. The access rights of the public shall be considered at all times. Unless otherwise authorized, traffic shall be permitted to pass through the WORK, or an approved detour shall be provided. Safe and adequate pedestrian and vehicular access shall be provided and maintained to fire hydrants, commercial and industrial establishments, churches, schools, parking lots, service stations, motels, fire and police stations, hospitals, and establishments of similar nature. Access to these facilities shall be continuous and unobstructed, unless approved by the Maintenance Supervisor. Vehicular access to residential driveways shall be maintained to the property line, except when necessary maintenance precludes such access for reasonable periods of time. The Contractor shall cooperate with the various parties involved in the delivery of mail and the collection and removal of trash and garbage to maintain existing schedules for these services. Exhibit "A" Street Sweeping Maintenance Contract Specifications Page three 4. REMOVAL City shall be responsible for payment of all dump fees. All materials shall be removed and disposed of by Contractor outside of the rights -of -way. Burning of materials will not be permitted. Full compensation for removal shall be considered as included in the proposal price for the items of work for which it was necessary, and no other compensation will be made therefor. 5. PROTECTION/RESTORATION OF EXISTING IMPROVEMENTS The Contractor shall be responsible for protecting existing improvements, adjacent property, utility and other facilities, and trees and plants from injury to damage resulting from Contractor's operations. The Contractor shall repair or replace all existing improvements which are damaged or removed as a result of his/her operations. Trees, lawns, and shrubbery which are damaged or removed because of the Contractor's operations shall be restored or replaced in as nearly the original condition and location as reasonably possible. All costs to the Contractor for protecting, removing, and restoring existing improvements, trees, lawns, and shrubbery shall be absorbed in the proposal for the applicable proposal price, and no other compensation will be paid. T August 14, 1985 12 337 STAFF C R A ITEM ( ) COUNCIL ITEM (XX) METING DATE: August 22, 1985 AGENDA ITEM NO. 6 6 /g- ° / SUBJECT: Report on Assessment District for Areas 10, 11, and 12 FUNDING REQJI?ED XX NO FUNDING REQUIRED Attached is a letter from Mr. Alberto F. Trevino, outlining the conditions which the City must accept if the Assessment District is to be formed. The two major requirements are: The City will use all Capital Improvement Fees generated by the project to retire the bonds. In addition, he now wants the City to finance all of the Engineering fees and other costs associated with formation of the District. If the District were formed and the bonds sold, the City would be reimbursed for this expense. At the present time, we have petitions signed by five property owners representing 49% of the area. Mr. Trevino has stated that he will deliver additional signatures prior to the next Council meeting, to enable you to act on this matter. STAFF RECOMMENDS: 1. IF THE CONDITIONS OUTLINED IN MR. TREVINO'S LETTER ARE ACCEPTABLE TO THE COUNCIL, DIRECT THE STAFF TO PROCEED WITH THE FORMATION OF AN ASSESSMENT DISTRICT. 2. - IF THE CONDITIONS ARE NOT ACCEPTABLE, REJECT THE PROPOSAL AND DIRECT THE STAFF TO PROCEED WITH THE PROCESSING OF INDIVIDUAL PROJECTS. URBAN INTERFACE GROUP t2ECEIVED AT Mr. Joe Ricak I AUG 13 i9h Ricak and Associates, Inc. KICAK & ASSOCIATES 22365 Barton Road, Suite 110 Grand Terrace, California 92324 Dear Joe: I was pleased that the City Council approved your recommendations to proceed with the necessary studies to determine the feasibility of forming an Assessment District. I will be glad to meet with you, at any time, to review the conditions and projected costs. Your fine study on "Revenues, Costs and Expenditures' for the probable fiscal impact of development of areas 10, 11, and 12, clearly illustrates that the gross income to the city is positive by $8,051. We all realize that there is the good possibility that this would be even a greater amount, given the fact that: o Maintenance will be less to the city because the internal roads are to be private. o On a per capita basis, spending could be grater because there will be more adults. This will increase the sales tax above the average used. o The -tax increment will increase rapidly on an annual basis as the property assessments are increased. o The demand for recreational facilities will be less because these will be provided on site. o The street lighting costs will be less to the city because lighting will be a project cost. This is also true of trash collection. However, one of the major positive contributions will be the improved business climate because of the increased purchasing power of the community. The gross purchasing power of this planning area could exceed $4,000,000 per year. How much is captured in the community is dependent on the establishment of needed businesses. VENTURE WANAGEMENT & PROGRAMMING BUILDERS & DEVELOPERS COMMUNITY PLANNING & FEASIBILITY STUDIES HOUSING & ALTERNATIVE ENERGY RESEARCH TREVINO PARTNERS LANDSCAPE ARCHITECTS I believe that the conservative nature of the assumptions you used represent a prudent approach at this time. The study was well done. I would like to cover some of our understanding of the benefits and contributions in the formation of an Assessment District. As you recall the major objectives to the formation of the district are to assure quality and unified installation of public improvements. The added benefit is that most of the improvements proposed are to be of greatest benefit to the residents of the city as a whole. For instance. o Improvement and development of a bike and jogging trail over the Gage Canal. o Development of an entry park with a well designed city entry marker. o A greenbelt effect along Canal Street and Mt. Vernon Avenue with intense landscape. o Upgrade of walls and entrances which will form the entry to the city and all residents will pass almost daily. o Increase safety by use of paving patterns at intersections and construction of signals, if necessary. These are not improvements planned in a project undertaken piecemeal. We believe that the major benefits of this work will accrue to all the residents of the city. The premise always presented to the City Council has been that a larger portion of these extra costs will only be possible through the city's reinvestment of capital improvement fees. Our understanding has not changed. We estimate that the total project costs to be born by the assessment district should range between $2,000,000 and $2,500,000. This is roughly twice the expense, if a developer would approach a project piecemeal. The added cost is due to increased scope of development beneficial to the entire city, costs associated with formation of the district. However, one of the major costs will be due to installing all improvements at one time rather than in phases. The added interest costs alone will be over $200,000 per year. To make all of this economically feasible, the city must allow the capital improvement fees to be reinvested in this assessment district. The distribution formula you suggested in your report is not practical and not in keeping with the intent of our original discussion with the City Council. All costs for the district formation will be reimbursed to the city. Without the city's modest financial participation and risk, there will be less of a tendency and commitment to insure that the district will be formed and in a timely manner. Your suggestion of a deposit to cover the engineering costs is not acceptable. We have already contributed the overall planning, re -engineered projects, and obtained land owners participation. The engineering costs for district formation would not exceed $75,000 which is a reimbursable cost once the bonds are issued. Because the city will be responsible for construction and cost controls, there must be a clear understanding of the quality of design, construction schedule and control over costs. Again, if the city has a financial position we believe costs will be more carefully monitored. The projects proposed cannot afford both cost of an assessment district and payment of fees for capital improvements. I think it important to review the impact of 2 million dollar debt on the renter. Assumptions: Bonds of $2,000,000 @ 12 % over 15 years. Monthly cost to service the debt will be approximately $240,000. Divided by 945 units would add $25.00 per month per unit. The impact is a rental increase of a minimum of $25.00 per month plus the liability to property owners prior to construction of a project. Few landowners will want to have added debt prior to development., The total cost including interest to retire the bonds will be approximately $4,320,000. Tnere is an added cost to install improvements at one time rather than in phases as development can support these costs. Your studies indicate, based on conservative assumptions, that there is a net gain in revenues to the city. In order to obtain quality as we all have discussed over the past year, there must be consideration for re -investment of capital improvement fees. We must be quite clear as to our mutual understanding of the terms and conditions acceptable in the formation of an assessment district. The important conditions are: 1. Total cost should be projected to range between $2,000,000 and $2,500,000. 2. Inclusion of project sewer and water fees should be at the discretion of individual property owners. 3. Capital Improvement Fees generated within the project area (the Grand Terrace share) must be used to pay down the bonds. 4. The design and planning will be approved by 60% of the land owners prior to construction. 5. Engineering costs which are all re-imbursable will be the responsibility of the city. 6. The city will outline provisions if there should be cost over -runs due to city error and management. 7. A community association will be use by the property owners for maintaining landscape. As I understand the next step agreed upon by the City Council, the staff is to provide the city with an Assessment District Feasibility Report. This would cover the general terms and conditions. If I can be of any assistance please call. I will be available to meet at any time. s�ncerely yaurs, i �— o i Alberto F. Trevino 12 August 1985 ��J Date- ' STi-%FF REPO[ August 16, 1985 I. 12.337 12-8.8007 C R A ITEM ( ) COUNCIL ITEM (XX ) METING DATE: August 22, 1985 &14 AGENDA ITEM NO. i la zn� f;-d- ;Z- SUBJECT: Supplemental Report on Assessment District For Areas 10, 11, and 12, Mt. Vernon and Barton Road. FUNDING REQUIRED xx NO FUNDING REQUIRED Attached is a map showing the areas of the assessment district proposed by Mr. Alberto Trevino. The proposed district will be bounded by Barton Road on the South, Mt. Vernon on the East, and Canal Street on the West and North side. Attached also is a petition signed by the owners of five parcels, with those parcels shown cross hatched on the map and an Assessment District Report itemizing the parcels in the proposed district, their area and assessed value The District boundary encompasses 65 83 acres, while the five properties on the petition represent 32.33 acres or 49% of the total The City Council can initiate an Assessment District with less than a ma3ority of the property owners in favor. However, if there is opposition from people representing more than 50% of the property, the District formation cannot be completed. All expenses incurred by the City are recoverable when the District is formed and the bonds are sold. If. for any reason, the District formation cannot be completed the expenses incurred w!I1 be a liability of the City. If the Council decides to proceed with less than 60% of the property in favor of the pro3ect, a debt limit report will be required, which is 3ust an additional step in the assessment proceedings. The next step required is for the City Council to adopt a Resolution of Intention to form Assessment District 85-1, Staff will have such a Resolution prepared and available at the meeting of August 22, 1985, if the Council desires to proceed. JK/lh r 1 Par Grand Terrace Tract, M B 1114 Por Resub of Grand Terrace Tract, R S 1133 COJIMA City Grand Term-o- city Tor Co fn 200�,If,ru� t r,(lr�; 275-25 � IU rc • �o �- 4 ,I . �4-li ti r0 • -� 7 C n� � �o �; A y V N O rJt/ 4400 JA 13A M1 1 c rsri — r s Fv/so a JI)h -,IZE FL 'Of' Pl- Ass@ssor't Mon , t/`%/►4 M ' Note Also: sor's 9lk 9 Lot Book 275 Pc,Ie ? 5 " 6/4 �tf AA Numbers Shorn 1n Girths Son Bernordrno County nHM Gots » n aw 1ss rr tctz ,re dJ'ED .I�lEA , P-4wr ar , .�Sf'iSTED tr slaEa� S* 232 fA TOrsc os Coc att/t i`t rOML of eowAo*v SISA1ED PETi T/ON AREA 2rS-25/-0 o 02.4 C /!, t 92 M 7-1 5P! = 3i, 792 A& r712si s 4S .r c 2s, g07 /o, 593 � -76. 4W `� /S, 2m tc ,y OWN 5 ¢5 t7s tsi- (v XOO C. /21 4,eom 20, 7ri AL 13,/4V s- /s, 5799 is t/s�rsi �7s ,� /T. 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This represents approximately 34 acres of the total of between 55 and 60 acres in this planning area. It is my judgement that we will have landowners representing an additional 6 to 14 acres signing the Petition prior to the August 8th City Council meeting. Based on 60 acres the enclosed signatures represent 56% percent of the land area. Only two additional acres are needed to bring the total to 60% percent. You should expect, in the mail, some signed Petitions over the next few days. I would appreciate this important matter be brought before the City Council at the August 8th meeting. It is my understanding that the City Council would simply direct you to take the next step of reviewing the boundaries and improvements projected within the Assessment District. I will review the progress with you on Tuesday August 6th when I am in Grand Terrace. If you are not in I will leave any additional information for your review. Sincerely, Alberto F. Trevino xc: Ivan L. Hopkins 1f115 Marimnn Plara I nnunn Raarh ralifnmin Q9RF,1 (71A) AQA-71nA VENTURE MANAGEMENT & PROGRAMMINC BUILDERS & DEVELOPER; COMMUNITY PLANNING & FEASIBILITY STUDIE; HOUSING & ALTERNATIVE ENERGY RESEARCh TREVINO PARTNERS LANDSCAPE ARCHITECT; INVFSTMFNT ANAL Y.VR & MARKET RESEARCh i TO: City of Grand Terrace, California (the "City") PETITION FOR CONSTRUCTION OF PUBLIC IMPROVEMENTS THE UNDERSIGNED, being owners of property within the area as shown on the plat attached to and made a part of this Petition as Exhibit "A", which property will be sub;ect tc, assessment for the improvements hereinafter described, hereby request the City to institute proceedings under the 'Municipal Improvement Act of 1913", being Division 12 of the Streets and #iighways Code, to finance construction of certain public works and improvements and acquisitions, if necessary, generally described as follows: Construction of public street, roadway, curb, gutter, park, parkway, landscape, fence, water, streetlight, and storm drain improvements together with appurtenances and appurtenant work, acquistion, if necessary, ana incidental expenses in connection therewitn (the "Improvements") THE UNDERSIGNED further request such other appurtenant work that, in the opinion of the City, may be necessary to properly effectuate the Improvements. THE UNDERSIGNED further request that all efforts ana attempts be made so that assessment proceedings ca, be initiated and the Resolution of Intention can oe ad,pted at the earliest time. THE UNDERSIGNED further agree to convey and/or dedic4k-e to the City all necessary rights -of -way and/or easements that, in Lhe opinion of the City, may be necessary for constructiei of the Improvements prior to the City ordering zhe Improveme:ts for the assessment district THE UNDERSIGNED expressly waive the proceedings and all limitations under the "Special Assessment Investigation, Limitation and Ma3ority Protest Act of 1931", being Division 4 of the Streets and Highways Code. THIS PETITION MAY BE SIGNED IN COUNTEk-,eART AND CCNST--fUTE,S ONE PETITION AND MAY BE CONSOLIDATED WITH SIMILAR PETITIONS FO., SIMILAR IMPROVEMENTS HEREIN MENTIONED. PROPERTY DATE DESCRIPTION SIGNPPURE t PROPERTY DATE DESCRIPTION SIGNATURE, Z �iLl rAmr PROPERTY DATE DESCRIPTION SIGNP�jRE r CERTIFICATE OF PLTITION CIRCULATION I� Alberto F Trevino hereby certify as follows: 1. That I circulated the Petition accompanying this Certificate within the territory shown on the attached Petition. The persons whose signatures appear on the Petition are, to the best of my knowledge, owners of property within the boundary of the assessment district proposed to be formed. Each and all of said persons signed the Petition in my presence., or at my request Some Petitions were mailed to property owners I declare under penalty of per3ury that the above is true and correct. Executed this second day of August at Laguna Beach, , California. Alberto F. Trevino 0 S #f F F R E P CAf'-`� Date8/15/85 `:::;� C R A ITEM ( ) COUNCIL ITEM (XX) MEETING DATE: 8/22/85 AGENDA ITEM NO. (; Co SUBJECT: Red Curb - 11959 Arliss Drive FUNDING IS REQUIRED NO FUNDING IS REQUIRED The matter of painting the curb at 11959 Arliss Drive was discussed and disapproved by a 2-1 vote at the August 8 meeting. It was requested to be placed on the August 22 Agenda for reconsideration by all Councilmembers. Staff recommends Council- 1. No. recommendations ID