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01/13/1983CITY OF GRAND TERRACE REGULAR COUNCIL MEETING TERRACE VIEW ELEMENTARY SCHOOL 22731 Grand Terrace Road JANUARY 13, 1983 5:30 P.M. A G E N D A * Call to Order * Invocation - Chaplain Samuel Gel i, Loma Linda University Medical Center * Pledge of Allegiance * Roll Call PUBLIC WORKSHOP SESSION - 3:00 P.M. 1. Interview Applicants for Planning Commission. COMMUNITY REDEVELOPMENT AGENCY - 5:30 P.M. 1. Approval of Minutes (12-16-82) 2. Approval of Check Register No. CRA011383 3. Consideration of Selection of Financial Firm as CRA Consultant for financing Fire Station and Civic Center. 4. Contract Award - Fire Station Construction, 5. Joint Session with Planning Commission to review 75% Completion of Civic Center Preliminary Design. r 6. Authorize CPA Firm of Crabtree, Karlen & Arzoo to conduct following CRA Audits: A. FY 1981-82; FY 1982-83 B. FY 1982-83 Six Month Audit 7. Authorize $750.00 Expenditure for Professional Assistance. 8. Accept FY 1981-82 CRA Audit 9. Mortgage Payment Subsidy Program - Pacesetter Homes. 10. Shopping Mall Survey Results. ADJOURN COMMUNITY REDEVELOPMENT AGENCY CONVENE REGULAR CITY COUNCIL MEETING Staff Recommendations Council Action See Schedule Approve Approve Approve Approve Accept Approve i 0 COUNCIL AGENDA Page 2 of 4 1. Items to add/delete. 2. Approval of Minutes (12-16-82) 3. CONSENT CALENDAR The Jottow.ing Coment CatendoA items are expected to be nouti.ne and non-contAoveA- e,i,ae. They w.c,Qt be acted upon by the Council at one time without d.i,6cu,6.6 i.on. Any Counc iC MembeA, Staij MembeA, on Citizen may %eque t an item to be removed Jtcom the Content Catendan Jots d.i6cu zion. A. Approval of Check Register No. 011383 B. Accept FY 1981-82 CRA Audit C. Accept FY 1980-81 & FY 1981-82 City Audits. D. Authorize CPA Firm of Crabtree, Karler & Arzoo to conduct FY 1982-83 Audit. E. Authorize CPA Firm of Crabtree, Karler & Arzoo to conduct FY 1982-83 Six Month Audit. F. Approve Budget Transfer of $1,350.00 from FY 1982-83 Balance Forward to Item 10-4140-250, for Professional Assistance. G. Confirm CRA Action on Selection of Financial Firm. (Item CRA-3) H. Confirm Contract Award by the CRA for Construction of the Fire Station. I. Accept B.R. Sharp Wastewater Report. J. Appoint the Planning Department to coordinate the Permit Review Process for residential projects within the City, pursuant to AB 941. K. Authorize execution by the Mayor, & Recordation by the City Clerk, of Grant Deed & Certificate of Complian conveying a portion of Terrace Hills Community Park to the Colton Joint Unified School District, as outlined in the legal description. Is Q COUNCIL AGENDA Page 3 of 4 L. Authorize the Mayor, in behalf of the City, as a stockholder, to execute Riverside Highland Water Company Resolution to sell 22.612 acres of property. M. RESOLUTION NO. 83- 0 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CA, REQUEST, ING A DELAY BY THE U.S. CONGRESS IN THE IMPLEMENTATION OF THE TAX EQUITY & FISCAL RESPONSIBILITY ACT OF 1982 AS IT PERTAINS TO THE REQUIREMENT THAT AS OF 1-1-83, ALL NEW MUNICIPAL BONDS MUST BE ISSUED IN REGISTERED FORM TO PRESERVE THEIR TAX-EXEMPT STATUS. N. Authorize Execution by the Mayor & Recordation by the City Clerk of Notice of Completion for Contract No. GTC-82-29. (Sandblasting & Re - stucco of Community Center - Ralph Rangel, Contractor) 0. Authorize Staff to install stop signs on Michigan Street at its intersection with DeBerry and Van Buren. P. Authorize Staff to Advertise for Bids for Street Striping for FY 1982- 83. (GTB-83-01) 4. SPECIAL PRESENTATIONS A. Certificate of Commendation to David Whitsett. B. Certificate of Commendation to Richard Solometo. 5. PUBLIC PARTICIPATION 6. ADVERTISED PUBLIC HEARING - 7:30 P.M. A. ORDINANCE NO. (2nd Reading) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CA, REZON- ING AREA SOUTHERLY OF BARTON ROAD, WEST OF MICHIGAN, NORTH OF PICO, & EASTERLY OF THE I-215 FREEWAY FROM C2 TO C2(CPD) (ZC NO. 82-04) COUNCIL AGENDA Page 4 of 4 7. COMMISSION & COMMITTEE REPORTS A. Planning Commission (1) Appoint Planning Commissioner to fill unexpired term of Lillian Smith, to expire 6-14-84. B. Parks & Recreation Committee C. Energy Committee D. Historical & Cultural Activities E. Crime Prevention Committee 8. UNFINISHED BUSINESS A. Grading Plan - Tract 9772-1, Lots 3-6 B. Barton Road Reconstruction - Right -of - Way Acquisition. 9. NEW BUSINESS A. Barton Road Sidewalk B. FY 1982-83 Law Enforcement Contract 10. REPORTS A. Police Chief B. Fire Chief C. City Engineer D. City Attorney E. City Manager F. City Council (1) Set Date & Time for Groundbreak- ing Ceremony - Fire Station. ADJOURN NEXT REGULAR MEETING - THURSDAY. JANUARY 27 AGENDA ITEM REQUESTS FOR THE 1-27-83 MEETING MUST BE SUBMITTED IN WRITING TO THE CITY CLERK'S OFFICE BY 12:00 NOON ON 1-19-83. ` • FElAl1 J.i11. cRA AGENDA r�DA ITEM No. � CITY OF GRAND TERRACE JAN 13 19PI COMMUNITY REDEVELOPMENT AGENCY REGULAR MEETING - DECEMBER 16, 1982 The regular meeting of the Community Redevelopment Agency, City of Grand Terrace, was held in the Terrace View Elementary School, 22731 Grand Terrace Road, Grand Terrace, California, on December 16, 1982, at 5:32 p.m. PRESENT: Hugh J. Grant, Chairman Jim Rigley, Vice Chairman Tony Petta Roy W. Nix Barbara Pfennighausen Seth Armstead, Executive Director Ed Clark, Treasurer Ivan Hopkins, Attorney Myrna Erway, Secretary ABSENT: None ITEM DELETED FROM AGENDA Check Register No. CRA121682 APPROVAL OF MINUTES - DECEMBER 2, 1982 CRA-82-122 Motion by Mr. Rigley, Second by Mr. Nix, ALL AYES, to approve the Minutes of December 2, 1982, as presented. CONTRACT AWARD - FIRE STATION CONSTRUCTION The Executive Director advised that the bid opening for the Fire Station Construction was conducted on Wednesday, December 15, by the City Clerk and Architect Larry Wolff. A summary sheet of the bids received was provided to the Agency members. Larry Wolff, Barmakian, Wolff, Lang, Christopher Architects, reviewed the presentation of bids and recommendation for action dated December 16, which was submitted in written form to the members of the Agency and is on file in the City Clerk's office. Stated 18 bids were received, with Shepherd & Young, Inc., being the apparent lowest responsible bidder with a base bid of $543,000 and the alternate bids as follows: Alternate No. 1 - Emergency Generator - add $14,232; Alternate No. 2 - Signalization of Intersection - add $10,250; Alternate No. 3 - Stamped Concrete - deleted from the project; and Alternate No. 4 - Simplified Concrete Control Joint Pattern at Parking/Driveways - deduct $7,000. Page 1 CRA - 12/16/82 In comparing his estimate with the actual bids, stated his estimate was based on the Rialto fire station bids from 1979, and that inflation was not pro -rated, based on information provided by contractors; stated the contractor's overhead and profit, which is usually 15% of the total costs, was not included; felt that was the reason for the difference between the estimate and the actual bids. Stated a meeting was held December 9 to review items considered to be too costly and not necessary for the function of the fire station. The following six items were deleted: (1) Colored concrete at parking and driveway area; (2) stamped concrete at parking and driveway areas; (3) City mosaic seal at rear of building; (4) stepped interior soffits at ceilings; (5) oak wall paneling, trim, and base; (6) patterns in mosaic restroom wall tile. The following three items were also identified as possibly excessive in costs but were left in the project to determine what costs would be incurred: (1) Complex control joint pattern in the parking and driveway area; (2) masonry canopy structure at the fuel station; and (3) masonry brick veneer corbel overhang. Mr. Wolff also reviewed 12 items which could be considered as further cost -reducing items, but which he felt would greatly reduce the quality, function, maintenance, and operational considerations, as detailed in his referenced presentation of bids and recommendation for action. Mr. Wolff recommended that the Agency consider quality versus maintenance/functional/energy/operational costs; that the building is designed for long-term life expectancy versus cheaper, initial capital outlay; that the project represents the only fire station the City is likely to construct; and that the project will be one of the few solar fire stations in the nation and will set a precedent for energy -efficient development in the future. Mr. Wolff further stated that, since 18 bids were received, there was an extreme amount of competition present and the prices reflect the present required costs; therefore, felt rebidding the project would not improve the bids received; felt the only reason to rebid the project would be to initiate extreme further cost reductions, all of which would affect the quality with the exception of the masonry corbel overhang and the canopy structure at the fuel station. Recommended that, should the Agency desire to initiate extreme cost reductions, he be authorized to modify the plans to reflect further cost reductions and rebid the project. Mr. Wolff stated he had asked that members of the firm of Shepherd & Young, Inc., be present at the meeting; presented a resume and a letter of recommendation from the last architect for which the firm worked to Chairman Grant; stated he received very good response from other general contractors regarding this firm's reputation; basically they do extremely good work with modest, low overhead. Stated that the architect he contacted commended the firm of Shepherd & Young, and felt the firm to be acceptable. Page 2 CRA - 12/16/82 Recommended awarding the construction contract for the fire station to Shepherd & Young, Inc., for a total contract award of $560,482, which would include a base price of $543,000, the emergency generator for $14,232, the signalization of the intersection of Mt. Vernon and Center City Court for $10,250, and to accept the lesser concrete paving control joint pattern at the driveways and parking area, which would result in a deduction of $7,000; recommended that a cash allowance not to exceed $7,500 be awarded to fund all necessary furniture for the project with the condition that a final schedule of furniture and costs would be presented to the Agency for final review and approval; recommended that a one -percent contingency be denied for any change orders, with Agency approval being required for any change orders requiring an increase in the construction contract. Chairman Grant questioned why Mr. Wolff's previous Staff Report had recommended a one -percent contingency, and he is now recommending denial of that contingency; felt the emergency generator could be purchased at a lower price; felt emergency warning lights are very essential at Mt. Vernon and Barton Road, and felt a siren should be installed to activate prior to the emergency vehicles leaving the bay area; concurred with deleting the stamped concrete. Mr. Rigley questioned if Mr. Wolff could state a price on the items which were specified for possible cost reductions and what other items were not considered in the architect's estimate, other than a full-time superintendent. Mr. Wolff stated time did not allow pricing each of the items individually; stated if the Agency wished to take $100,000 out of the project, it would have to consider deletion of all items. Felt the canopy at the fuel station would cost $4,000; stated the masonry brick veneer corbel overhang was strongly recommended by the Planning Commission; recommended those items be included in the project. Stated that you normally include 15% for profit and overhead, which accommodates a full-time superintendent at approximately $1,200 per month. In addition, did not include in his estimate the required cost for the insurance, the bonds, and testing, which have all been specified in the project; labor and material and performance bonds cost approximately $7,000. Mrs. Pfennighausen recommended retaining the solar hot water and heating in the project, feeling future cost savings would not be realized, due to the increasing cost of natural gas. Stated three sources, one of them being the Fire Department, felt the size of the emergency generator at that cost is unnecessary for the type of facility being built; they have portable generation on the trucks; felt the estimated price is excessive and should be removed and explored further. Stated the Fire Department has requested that the wiring for the emergency generator be tied into the portable generation. Mr. Rigley stated it would be difficult to make a decision without knowing the prices; felt more time is needed to review the matter. Page 3 CRA - 12/16/82 Mr. Wolff stated in all fairness to the general contractors, if we are going to modify the plans or consider substantial reductions in the overall project, since the bids were so close, felt negotiations should not be conducted with Shepherd & Young or any other contractors; legally, the project should be rebid. Stated he only rebid a project once, and the bid came in higher than the original low bid; doesn't feel we can get a better price, since the industry is on an upward trend; recommended considering awarding the contract and requesting him to study the areas of concern and to get proposals from the contractor for cost savings if a change order were authorized for those items. It was clarified that the Agency has 45 days from the bid opening in which to award the contract. Mr. Nix and Mr. Rigley recommended holding a workshop session to consider potential alterations and consideration of the contract award at the January 13 meeting. Chairman Grant voiced opposition to delaying a decision on the matter until January 13. Mr. Rigley and Mr. Nix felt a work session is needed to receive input on the cost of potential changes and felt time would then be needed to consider the matter prior to reaching conclusions. Chairman Grant opened the meeting to public participation. Mr. Shepherd, Shepherd & Young, Inc., stated that the City's bid documents require a listing of the subcontractors to be submitted at the bid opening. During the bidding procedure, most of the bidding for the subcontractors is done verbally by telephone, and they are requested to immediately submit a written proposal of their verbal bid. Waiting 30-40 days can change the circumstances; therefore, requested consideration be given to allowing the contractor to change the subcontractors in the event their original bids are changed. Chairman Grant closed the meeting to public participation. A public workshop session will be held on this matter on January 4, 1983, at 1:00 p.m. in the EOC Conference Room at City Hall. SAN BERNARDINO COUNTY TAX INCREMENT The Executive Director advised that San Bernardino County had agreed to release their project area tax increment not to exceed $152,488.75 for the County's share of indebtedness incurred for redevelopment projects of regional benefit, in accordance with the tax allocation agreement between the County and the City, for the following projects: Traffic Signal at Barton Road and Michigan - $71,000; Fire Station A & E Contract - $12,500; and Fire Station Land - $68,948.75. The County did not recognize the projects of Terrace Hills Community Park and the rescue squad vehicle as being of regional benefit. The County Auditor's Office has indicated that a maximum of $123,529 in general tax levy increment will be available to apply towards the $152,488.75 being released by San Bernardino County for application towards the projects. Page 4 CRA - 12/16/82 In discussion, it was clarified that San Bernardino County has indicated that the Agency is entitled to $152,488.75, but that the entire amount cannot be released until the County has collected that amount. Chairman Grant stated that he feels the Terrace Hills Community Park and the rescue squad vehicle should also qualifify as projects of regional benefit. The Executive Director stated those items will be negotiated further with the County. Following clarification that acceptance of the $152,488.75 is not reflecting the Agency's intent that they are accepting the County's determination regarding the Terrace Hills Community Park and rescue CRA-82-123 squad vehicle projects, Motion by Mr. Rigley, Second by Mrs. Pfennighausen, ALL AYES, to accept the $152,488.75 being released by San Bernardino County for application to the following projects: Traffic signal at Barton Road and Michigan - $71,000; Fire Station A & E Contract - $12,500; and Fire Station Land - $68,948.75. BID REQUEST - TRIANGLE LANDSCAPING - BARTON ROAD AND PALM The Community Services Director advised that, as directed by the Agency and Council, Staff prepared a proposed plan for the landscaping of the triangle at Barton Road and Palm, which has been reviewed with the Planning Director and the City Engineer, with the proposed cost for completion of the project being $14,600. Mr. Petta recommended, with concurrence of Mr. Nix and Mr. Rigley, the planting of the landscaping be a community project, thereby reducing the project cost by approximately $3,000. Mr. Nix recommended investigating the possibilities of a government assistance program to promote our sculpture work in government projects as an option for the civic center beautification and/or this project. CRA-82-124 Motion by Mr. Nix, Second by Mr. Petta, ALL AYES, to approve the landscaping development plan for the triangle at Barton Road and Palm; to authorize Staff to formally advertise for public bids to construct the project; and to approve an appropriation of $11,600 for the masonry work, the irrigation, the stamped concrete, the ornamental light, and to include sufficient landscaping funds to acquire the required landscaping items to be funded from the CRA balance forward of June 30, 1983, with the planting to be done by volunteers as a community project. NOTICE OF COMPLETION - COMMUNITY CENTER WINDOWS The City Engineer advised that the window replacement project at the Community Center in the amount of $4,891.66 had been completed satisfactorily and recommended approval of the Notice of Completion for Contract No. GTC No. 82-28CRA. CAe-512/16/82 M Following clarification that the remainder of the work to be done at the Community Center is under a separate contract and that 10% of the total contract for the Community Center windows would be held CRA-82-125 until 35 days from the date of recordation, Motion by Mr. Rigley, Second by Mr. Nix, ALL AYES, to authorize execution by the Chairman and recordation by the Secretary of the Notice of Completion for Contract No. GTC No. 82-28CRA. ADJOURN The Community Redevelopment Agency meeting adjourned at 6:28 p.m. to a joint public workshop session with the City Council at 1:00 p.m. on January 4, 1983, in the EOC Conference Room at City Hall, 22795 Barton Road, to review the proposals for the fire station construction contract. The next regular meeting will be held January 13, 1983. Respectfully submitted, ecre y APPROVED: Chairman Page 6 CRA - 12/16/82 PAGE 1 of 2 PAGES COMMUNITY REDEVELOPMENT AGENCY PENDING CRA AI'Fu)VAL CITY OF GRAND TERRACE _CRA AGENDA ITEM N0, JAN. 13, 1983 CHECK REGISTER NO. CRA011383 HECK NO. OUTSTANDING DEMENDS AS OF JAN. 13, 1983 *(1) P458 JAMES RIGLEY AGENCY DIRECTORS' FRINGE DEC. 1982 $ 150.00 *(2) P459 DEFERRED COMP. PLAN MEDICAL INSURANCE & DEFERRED COMP.,GRANT,PETTA NIX 350.00 *(3) P460 BARBARA PFENNIGHAUSEN AGENCY DIRECTORS' FRINGE DEC. 1982 150.00 *(4) P461 ROY NIX AGENCY DIRECTORS' FRINGE DEC. 1982 100.00 *(5) P462 JOHN R. BYERLY, INC. PROPOSED CIVIC CENTER AND FIRE STATION FOUNDATION INVESTIGATION 3,190.20 *(6) P463 VALLEY BANK INITIAL DEPOSIT TO OPEN CRA CHECKING ACCOUNT. (TRANSFERRING ACCOUNT FROM SECURITY TO VALLEY) 100.00 *(7) P464 CITY OF GRAND TERRACE REIMBURSEMENT TO CITY TO COVER COST OF ENVELOPES AND PRINTING FOR LITERATURE FOR MALL SURVEY 327.87 (8) P465 ALEXANDER GRANT & COMPANY COMPUTER SERVICES FOR DEC. 1982 110.00 (9) P466 SETH ARMSTEAD LOCAL MILEAGE, SAN BERNARDINO & FONTANA 20.25 (10) P467 BARMAKIAN WOLFF LANG CHRISTOPHER PRELIMINARIES 50% COMPLETE, CIVIC CENTER 3,455.00 90% COMPLETION ON FIRE STATION 512.00 SPECS COPIES, AND POSTAGE 4,589.96 (11) P468 KICAK & ASSOCIATES ISLAND UTILITIES & LANDSCAPE BARTON & PALM 481.17 TRAFFIC SIGNAL BARTON & MICHIGAN 6.70 FIRE STATION 757.00 CIVIC CENTER 1,457.,60 WATERLINE CONSTRUCTION 15.00 MICHIGAN WIDENING, BARTON TO MAIN 111.18 TRAFFIC FLOW PLAN 1,575.50 MASTER PLAN STORM DRAINS 1,132.46 KICAK TOTAL: 5,536.W1 (12) P469 un^vvvil a rir'% MREK LEGAL SERVICES FOR SEPT. 1982 903.50 PAGE 2 OF 2 PAGES P NO. (13) P470 PAIGE ELECTRIC COMPANY (14) P471 WEISER,KANE,BALLMER & BERKMAN OUTSTANDING DEMENDS AS OF JAN. 13, 1983 CONDUIT & SERVICE INSTALLATION AT BARTON & PALM $ 2,117.19 1983 EDITION OF "THE COMMUNITY REDEVELOPMENT LAW" 50.00 TOTAL: $ 21 , 66,$ 98 I CERTIFY THAT, TO THE BEST OF MY KNOWLEDGE, THE AFORELISTED CHECKS FOR PAYMENT OF CRA LIABILITIES HAVE BEEN AUDITED BY ME AND ARE NECESSARY AND APPROPRIATE EXPENDITURES FOR THE OPERATION OF CRA. EDWARD R. CLARK TREASURER *CHECKS PAID PRIOR TO CHECK REGISTER S-6AFF REPOQROT r- R A tMOIL MEETING DATE: January 13, 1983 AGENDA ITEM NO. G A A q SUBJECT: Award of Bid - Grand Terrace Fire Station No. 1 RarKrczrn imn On December 15, 1982, the City of Grand Terrace received bids for the construction of Grand Terrace Fire Station No. 1. The apparent low, responsible bidder was Shepherd and Young Inc. of Big Bear, California. At the Council meeting of December 16, 1982, Larry Wolff, AIA, presented the bids and discussed the prices received. In addition, Mr. Wolff addressed eleven areas of possible savings which could be incurred at the option of the Council. The Council requested the workshop with staff and the Architect scheduled for January 4, 1983 at 1:00pm in the E.O.C. Conference Room. The workshop session was conducted, and essentially, the Council authorized the Architect to modify the project to incorporate the following changes: 1. CERAMIC TILE: Delete all ceramic wall tile and floor tile with the exception of the Showers in all restrooms in the project. Substitute vinyl wall covering at all wall surfaces, and sheet vinyl flooring at all floor areas. 2. INTERIOR DOORS: Revise all interior doors whereever appropriate and wherever possible from solid core construction to hollow core construction. 3. ALTERNATE BID ITEM NO. 1 - EMERGENCY GENERATOR: Reject Alternate Bid #1 . Architect was directed to have the electrical engineer redesign the plans and the specifications for a smaller, more appropriate, and more economical yet functional emergency generator. It is anticipated that the generator, dependent upon successful redesign and rebid, would be incorporated into the project at a later date by change order. 4. ALTERNATE BID ITEM NO. 2 - SIGNALIZATION OF THE INTERSECTION OF CENTER CITY COURT AND MT. VERNON AVENUE: Accept the Alternate Bid for the signalization of the intersection. Arch- itect was directed to study whether or not the signal could be modified to include both flashing yellow and flashing red lights. 5. DEDUCTIVE ALTERNATE BID ITEM NO. 4 - SIMPLIFIED EXPANSION AND CONTROL JOINT PATTERN AT CONCRETE DRIVEWAY AREAS: Accept Deductive Alternate Bid Item No. 4. r BID SUMMARY AS AUTHORIZED BY COUNCIL WORKSHOP SESSION: The award of bid shaI I be cons idered in the f o I low ing manner: A. Base Bid: $543,000.00 B. Additive Alternate Bid #2 - Signalization of the $ 10,250.00 intersection: C. Deductive Alternate Bid #4: -$( 7,000.00) D. Change Order No. 1: 1. Delete ceramic wall and floor tile, and substitute -$( 3,850.00) vinyl wall covering and resilient vinyl flooring. (Deduct from base bid) 2. Revise appropriate interior doors from solid core to $ -0- hollow core construction. No deduction is possible. Solid core construction is standard for prefinished type of doors as specified. TOTAL AWARD FOR CONSTRUCTION $542,400.00 RECOMMENDATION: Recommend that the City Council award the construction contract to Shepherd and Young, Inc, and simultaneously execute Change Order No. 1, both as outlined herein. Recommend that the contractual agreement between the City and the General Contractor be executed no later than January 20, 1983, with construction scheduled to commence January 24, 1983, and with an effective date for substantial completion to be July 10, 1983. Recommend that the City Council reserve an additional 1% of the total construction award for the purposes of a contingency fund for administration of minor change orders: $5,424.00 Recommend that the City Council award a sum not -to -exceed the amount of $7,500.00 for the purposes of purchasing furniture and equipment for the new facility contingent upon the final review and approval by City Council of the proposed expenditures. Attachments: *Sample agreement between Owner and General Contractor. *Change Order No. 1 M n THE AMERICAN INSTITUTE OF ARCHITECTS AIA Document A101 Standard Form of Agreement Between Owner and Contractor where the basis of payment is a STIPULATED SUM 1977 EDITION THIS DOCUMENT HAS IMPORTANT LEGAL CONSEQUENCES, CONSULTATION WITH AN ATTORNEY IS ENCOURAGED INIFH RESPECT TO ITS COMPLETION OR MODIFICATION Use only Mth the 1976 Edition of AIA Document A201, General Conditions of the Contract for Construction. This document has been approved and endorsed by The Associated General Contractors of America. AGREEMENT made as of the Thirteenth day of January in the year of Nineteen Hundred and E ighty-Three BETWEEN the Owner and the Contractor: The Project: The Architect: City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92324 Shepherd and Young, Inc. 801 West Big Bear Blvd. Big Bear City, CA 92314 Grand Terrace Fire Station No. 1 22582 Center City Court Grand Terrace, CA 92324 Barmakian-Wolff-Lang-Christopher/Architects 9375 Archibald Avenue Suite 101 Rancho Cucamonga, CA 91730 The Owner and the Contractor agree as set forth below. Copyright 1915, 1918, 1925, 1937, 1951, 1958, 1961, 1963, 1%7, 1974, © 1977 by the American Institute of Architects, 1735 New York Avenue, N.W., Washington, D C. 20006. Reproduction of the material herein or substantial quotation of its provisions without permission of the AIA violates the copyright laws of the United States and will be subject to legal prosecution. AIA DOCUMENT A101 - O%VNER-CONTRACTOR AGREEMENT - ELEVENTH EDITION - )UNE 1977 - AIA* 01977 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1:33 NEW YORK AVE., N.W., WASHINGTON, D. C. 20006 A101-1977 1 60 ARTICLE 1 THE CONTRACT DOCUMENTS The Contract Documents consist of this Agreement, the Conditions of the Contract (General, Supplementary and other Conditions), the Drawings, the Specifications, all Addenda issued prior to and all Modifications issued after exe- cution of this Agreement. These form the Contract, and all are as fully a part of the Contract as if attached to this Agreement or repeated herein. An enumeration of the Contract Documents appears in Article 7. ARTICLE 2 THE WORK The Contractor shall perform all the Work required by the Contract Documents for construct ion of Grand (Here insert the caption descriptive of the Work as used on other Contract Documents.) Terrace Fire St at ion NO. I. In compliance with the Invitation for Bids, the Contractor -has carefully exa— mined the Drawings and other documents and read the Specifications for the con— struction of the Project and is conversant with and understands the amount and character of the same. The Contractor has examined the site of the proposed work and is fam i I iar with the local conditions at the place where the work is to be done. The Contractor shall furnish all materials, labor, tools, equipment, apparatus,, - facilities, and transportation necessary and incidental to complete the con— struction of the Project in strict conformity with the Drawings and Spec if i— cat ions and to execute the contract therefor to the satisfaction of, and under the supervision of, the Architect. ARTICLE 3 TIME OF COMMENCEMENT AND SUBSTANTIAL COMPLETION The Work to be performed under this Contract shall be commenced January 24, 1983 and, subject to authorized adjustments, Substantial Completion shall be achieved not later than Ju I y 10, 1983 (Here insert any special provisions for liquidated damages relating to failure to complete on time.) AIA DOCUMENT A101 - OWNER -CONTRACTOR AGREEMENT - ELEVENTH EDITION - JUNE 1977 - AIAs ©1977 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 NEW YORK AVE., N.W., WASHINGTON, D. C. 20006 A101-1977 2 n u ARTICLE 4 CONTRACT SUM The Owner shall pay the Contractor in current funds for the performance of the Work, subject to additions and deductions by Change Order as provided in the Contract Documents, the Contract Sum of Five Hundred and Forty Six Thousand, Two Hundred and Fifty Dollars (546,250.00) The Contract Sum is determined as follows: (State here the base bid or other lump sum amount, accepted alternates, and unit prices, as applicable.) 1. Base Bid — Accepted $543,000.100 2. Alternate Additive Bid #1 — Rejected $ —0- 3. Alternate Additive Bid #2 — Accepted $ 10,250.00 4. Deductive Alternate Bid #4 — Accepted $—<7,000.00> TOTAL CONTRACT SUM $546,250.00 ARTICLE 5 PROGRESS PAYMENTS Based upon Applications for Payment submitted to the Architect by the Contractor and Certificates for Payment issued by the Architect, the Owner shall make progress payments on account of the Contract Sum to the Contractor as pro- vided in the Contract Documents for the period ending the I ast day of the month as follows: Not later than ten ( 10) days following the end of the period covered by the Application for Payment N i nett' percent ( 90 %) of the portion of the Contract Sum properly allocable to labor, materials and equipment Incorporated in the Work and N i nety percent ( 90 %) of the portion of the Contract Sum properly allocable to materials and equipment suitably stored at the site or at some other location agreed upon to writing, for the period covered by the Application for Payment, less the aggregate of previous payments made by the Owner, and upon Substantial Completion of the entire Work, a sum sufficient to Increase the total payments to Ten percent ( 10 %) of the Contract Sum, less such amounts as the Architect shall determine for all incomplete Work and unsettled claims as provided in the Contract Documents. (it not covered elsewhere in the Contract Documents, here insert any provision for limiting or reducing the amount retained after the Work reaches a certain stage of completion.) Payments due and unpaid under the Contract Documents shall bear interest from the date payment is due at the rate entered below, or in the absence thereof, at the legal rate prevailing at the place of the Project. (Here insert any rate o1 interest agreed upon.) (Usury laws and requirements under the federal Truth in Lending Act, similar state and local consumer credit laws and other regulations at the Owner's and Contractor's principal places of business, the location of the Project and elsewhere may affect the validity of this provision. Specific legal advice should be obtained with respect to deletion, modification, or other requirements such as written disclosures or waivers.) AIA DOCUMENT A101 - OWNER -CONTRACTOR AGREEMENT - ELEVENTH EDITION - )UNE 1977 - AIAe 01977 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 NEW YORK AVE., N.W., WASHINGTON, D. C. 20006 A101-1977 3 F] ARTICLE 6 FINAL PAYMENT Final payment, constituting the entire unpaid balance of the Contract Sum, shall be paid by the Owner to the Contractor when the Work has been completed, the Contract fully performed, and a final Certificate for Payment has been issued by the Architect. ARTICLE 7 MISCELLANEOUS PROVISIONS 7.1 Terms used in this Agreement which are defined in the Conditions of the Contract shall have the rr.-anings designated in those Conditions. 7.2 The Contract Documents, which constitute the entire agreement between the Owner and the Contractor, are listed in Article 1 and, except for Modifications issued after execution of this Agreement, are enumerated as follows: (List below the Agreement, the Conditions of the Contract (General, Supplementary, and other Conditions), the Drawings, the Specifications, and any Addenda and accepted alternates, showing page or sheet numbers in all cases and dates where applicable.) 1. Agreement Between Owner and Contractor 2. Invitation to Bid, November 22, 1982 3. Bid Proposal, December 15, 1982 4. Conditions of the Contract including Instructions to Bidders, Supplementary Instruction to Bidders, Performance Bond, Labor and Material Payment Bond, General Conditions of the Contract for Construction, Supplementary General Conditions, and the Specifications, November 22, 1982. 5. The Drawings, November 15, 1982 6. Addenda #1, December 1, 1982 7. Addenda #2, December 7, 1982 8. Addenda #3, December 9, 1982 This Agreement entered into as of the day and year first written above. OWNER City of Grand Terrace 22795 Barton Rd. Gravid Terrace, CA 92324 HUGH J. GRANT, MAYOR MYRNA ERWAY, CITY CLERK CONTRACTOR Shepherd and Young, Inc. 801 West Big Bear Blvd. Big Bear City, CA 92314 JAY SHEPHERD MIKE YOUNG A I A DOCUMENT A101 • OWNER -CONTRACTOR AGREEMENT • ELEVENTH EDITION • JUNE 1977 • AIAG ©1977 • THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 NEW YORK AVE., N.W., WASHINGTON, D. C. 20006 A101-1977 4 �QHANGE 'ORDER PROJECT: Grand Terrace Fire Station No. 1 (name,address) 22582 Center City Court Grand Terrace, Ca 92324 TO (Contractor): Shepherd and Young, Inc. 801 W. Big Bear Blvd. Big Bear City, CA 92314 CHANCE ORDER NUMBER: 1 INITIATION DATE: January 13, 1983 ARCHITECT'S PROJECT NO: 81-110FS CONTRACT FOR: CONTRACT DATE: Construction January 13, 1983 You are directed to make the following changes in this Contract: 1.1 De I et e a l I' ceramic mosaic wall and floor tile in Men 10, Women 11, and Toilet 15, excepting the shower stalls at Men 10 and Women 11. Ceramic mosaic tile shall remain at floor and all walls (floor to ceiling) of showers. Substitute: Walls - Vinyl wallcovering as specified in Section 09952. Floors - "Armstrong" Designer Solarian, or Premier Sundial Solarian, colors and patterns in fu I I I i ne as selected by Architect, with 6" coved base at all areas. Deduct Ceramic Tile $8,000.00 Substitute Vinyl Wallcovering $2,500.00 Substitute Vinyl Flooring $1,650.00 TOTAL DEDUCTION $3,850.00 Not valid until signed by both the Owner and Architect. Signature of the Contractor indicates his agreement herewith, including any adjustment in the Contract Sum or Contract Time. The original (Contract Sum) (aX*XKXU8XMM6AXF 6WJwas ................... $ 546, 250.00 Net change by previously authorized Change Orders ..........................$ -0- The (Contract Sum) prior to this Change Order was $ 546,250.00 The (Contract Sum) will be (XrS i.HYL�68� decreased by this Change Order ......................................$ <3,850.00> The new (Contract Sum) (E A� tMAtgg2lXklXXX?66AX969t�Xincluding this Change Order will be..........................................................$542,400.00 The Contract Time will be (IKXXXXXdt �dgei ggggd��unchanged) by ( 0 ) Days. The Date of Substantial Completion as of the date of this Change Order therefore is July 10, 1983 Barmakian-Wolff-Lang-Christopher Shepherd and Young, Inc. Architect Contractor 9375 Archibald Avenue Suite 101 801 W. Big Bear Blvd. ddo ucamonga A 9 30 B�igd�ears- City, CA 92314 By Y e Date Authorized: City of Grand Terrace Owner g22795 Barton Rd. i�rranedsTerrace, CA 92324 By Date Date�a 7 1983 S -AFF REP RT ' , C R A ITEM (XX) COUNCIL ITEM ( ) AGENDA ITEM NO. MEETING DATE: January 13. 1983 SUBJECT: Financing Consultant - Fire Station/Civic Center GTRFP NO. 82-09 Last year the City Council listened to presentations by several financial consultants and underwriters proposing assistance to this City in financing our Fire Station and Civic Center projects. Staff was asked to prepare a weighted comparison of the proposals. Please find attached Staff's criteria for evaluation and the rating sheet comparing Birr Wilson & Company; Municipal Services, Inc.; Merril Lynch; and Miller and Schroeder Municipals, STAFF RECOMMENDS THAT THE AGENCY: A) RETAIN MUNICIPAL SERVICES, INC.,IN PARTNERSHIP WITH SHEARSON/AMERICAN EXPRESS, INC. AS FINANCIAL CONSULTANT IN OUR CURRENT REDEVELOPMENT PROJECTS. B) DIRECT THE AGENCY'S EXECUTIVE DIRECTOR TO PREPARE A CONTRACT FOR SAID SERVICE FOR SUBMITTAL TO THE AGENCY AT A LATER DATE, SA:TC:ac Encs. 1. 12/15/82 Criteria for Evaluating Financial Consultant Proposals 2. Rating Sheet GTRFP# 82-09 3. Rationale for Rating December 15, 1982 CRITERIA FOR EVALUATING FINANCIAL CONSULTANT PROPOSALS EXPERIENCE Maximum Score 40 1. Issues Sold 2. Types of Projects 3. Services Offered APPROACH Maximum Score 30 1. Staffing 2. Accessibility 3. Timing COST Maximum Score 30 1. Terms 2. Amount if A LA TC:lo G TRF10 g-�2-Oq Name RATING SHEET Financing - Fire Station/Civic Center 12/8/82 Rater Experience Cost Approach Totals Totals Steven Kark (415) 983-7700 1) 32 1)26 1) 20 1) 78 BIRR, WILSON & CO., INC. 36 2130 24 90 P . 0. Box 3548 34 27 20___ San Francisco, CA 94119 249 Manny DeDios (714) 594-2943 1)40 1)30 1) 29 1) 99 MUNICIPAL SERVICES, INC. 38 32 25_ Diamond Bar Executive Park 40 712 N. Diamond Bar Blvd. Diamond Bar, CA 91765 292 Richard Werwitz (213) 622-1770 1) 38 1)21 1) 17 1) 76 MERRILL LYNCH 35 25 18 2778 707 Wilshire Blvd., Suite 4330 3� 37 20 15 72 Los Angeles, CA 90017 ��— 226 Mike Whipple (800) 542-6032 1)28 1)20 1) 16 1) 64 MILLER & SCHROEDER MUNICIPALS, INC. 20 21 15 64 P. 0. Box 946 3)25 18 15 58 Solana Beach, CA 92075-0819 4) 186 MAXIMUM SCORE POSSIBLE (100) Rater #1) Seth Armstead Rater #2) Ed Clark Rater #3) Tom Coyle 40 30 30 100 300 R Im Rationale for Rating GTRFP No. 82-09 11 Birr Wilson b Co., Inc. This company has financed a long list of projects similar in size and nature to the Grand Terrace Fire Station/Civic Center Project. It is based in San Francisco, but is doing work in our area. Emphasis on underwriting and investment banking is contained in its proposal. Fee is tied to actual cost of services estimated at $60,250. Some concern expressed by references contacted concerning the completeness of the consulting program. Shearson/American Express and MSI (Manny DeDios) Shearson claims the status of the second largest underwriter nationally for this type of project. MSI is a locally based (Diamond Bar) firm with strong record of successful projects in our immediate area. Has offered to phase consulting services both in terms of cost and depth. Cost estimated at 1% to 1 1/2% of principal, for underwriting, plus flat fee of $20,000 for expanded consulting services. Merrill Lynch and MSI (Doug Ayres) Merrill Lynch is the largest underwriter nationally in municipal securities. Proposal is very specific in its scope of consulting services, possibly restrictive. Consultant already has personal knowledge of this City's finances as he is currently doing a project for us. Cost of underwriting is quoted at 3% of principle, or estimated at $60,000. Miller and Schroeder Municipals, Inc. This firm did our first CRA bond issue. Staff has experienced some difficulties with being able to contact key men as well as meeting deadlines. Proposal lists underwriting services at a fee based at 1/2% to 1% of principle. 1/10/83 s &OAFF REPCCT COUNCIL MEETING DATE: January 13, 1983 AGENDA ITEM NO. C Z/1) SUBJECT• Workshop Session to Review 75% Completion of Preliminary Design of the Civic „enter, and to Consider Incorporation ot a County Branch Library Within The Civic Center BACKGROUND: On November 23, 1982, the Council authorized and approved the increased scope of work and the Architect's contract for the design of the Civic Center for a maximum square footage of 19,900 square feet. During Council discussion, both the Architect and Staff were directed to contact and explore the possibilities of incorporating a County Branch Library within the immediate design and construction of the Civic Center. nigriigr,inm- The County Librarian, Mrs. Barbara Anderson, was contacted and briefed with respect to the general design of the Civic Center and the available space for library facil- ities. Essentially, the library space should be incorporated only within the ground floor area, requires only 3,500 square feet of approximate floor area, and other supporting discussion from both the Architect and the County Librarian is attached for review. Essentially, the County will staff, provide all necessary library services, and lease from the City the proportional amount of library space. It shall be necessary to execute an agreement between the City and the County for a branch library faci I ity. It shall be necessary to expand the Architect's scope of work for the project to incorporate the library facility into the immediate design and constructon of the Civic Center. The Architect has submitted a proposed amendment calculated at the same ratio and percentages in past agreements which is attached for review. RECOMMENDATIONS: Recommend that Council execute an agreement with the County of San Bernardino to provide branch library services within the new Civic Center. Recommend that the Council increase the Architect's scope of work, and amend the Architect's contractual agreement to incorporate the design of a branch library facility into the project. Decembe r 9 , 1982 `� W STAFF REPORT AGENCY/COUNCIL MEETING: January 13, 1982 AGENDA ITEM NO.: Cf"051 SUBJECT: ADDING LIBRARY STRUCTURE ADJACENT TO NEW CIVIC CENTER The Agency at the November 18, 1982 meeting was considering whether or not to add a 4,000 or 5,000 sq. ft. library to the new Civic Center Building. The staff was directed to negotiate with the County and report back to the Council. Larry Wolff, the architect, states that the library as an addition should be approved prior to mid -January 1983 if it is to become a part of the Civic Center bid package. The cost should be considerably lower if it is a part of the package as compared to going out later for separate bids. The estimated cost should not exceed $85 per sq. ft. or a total of $425,000. The County Librarian, Barbara Anderson, states the following can be anticipated if the City constructs the library. A. 5,000 to 10,000 sq. ft. would be adequate space. B. A 5,000 sq. ft. library would house 12,000 to 14,000 books. C. The County based on a previous presentation to Council 'has already purchased about 1/2 the books to go into the Grand Terrace Library. D. The County, out of Library Pass Thru Tax Increment and Property Tax Augmentation Library Funds that no longer go to school system, will pay the salaries of the Personnel to man the library. E. Barbara will be happy to advise at Staff/AE Meetings on library's design. Bill Lobo, County Real Property Department, responsible for library leases states that after County/City negotiations City can anticipate County will: A. Pay 60 cents per sq. ft. or $3,000 per month rent. B. Pay for utilities used by library. C. Want as long a lease as possible at above rental rate, probably 5 years with option to extend 5 years. Delores Carter, County CAO Office, states since library is considered regional City can anticipate if Council requests County to: A. Fund 1/2 cost of construction out of $1.0 million County has agreed to fund 50% of regional projects cost out of County Tax Increment. Staff Report Subject: Adding LitWry Structure Adjacent to W Civic Center January 13, 1982 Page Two NOTE: If County funds 1/2 of library estimated cost total towards $1.0 million would be: $425,000 212,500.00 Previously Approved by County 152,488.75 Total 364,988.75 Staff recommends that the Agency/Council: A. COUNCIL APPROVE ADDING LIBRARY TO NEW CIVIC CENTER STRUCTURE IN THE AMOUNT OF 5,000 SQ. FT. AT AN ESTIMATED COST OF $85 PER SQ. FT. OR A TOTAL OF $425,000. B. AUTHORIZE MAYOR TO SIGN LETTER TO COUNTY BOARD OF SUPERVISORS REQUESTING COUNTY PAY OUT OF COUNTY'S TAX INCREMENT FOR 1/2 OF LIBRARY COST. V 4wo ARCHITECTS BarmakianWolff LangChristopher January 5, 1983 Mr. Seth Armstead, City Manager City of Grand Terrace 22795 Barton Rd. Grand Terrace, CA 92324 re: Consideration of Library Facilities City of Grand Terrace Civic Center Job #81-110.3 CC Dear Seth: Upon your authorization, I have contacted the County Librarian, Barbara Anderson, with respect to determining whether or not a County branch library could be suc- cessfully accommodated within the design of the Civic Center. Prior to the Christmas holidays, Barbara met with us at our office. We reviewed the prelimi- nary floor plans for the Civic Center, and especially noted what spaces were available to accommodate library functions. It was determined that it would be extremely difficult, due to management and staffing considerations, to utilize a 2-story (open mezzanine) concept. It was also determined that library functions would be best accommodated on ground floor areas only. At the present time, approximately 3,500 square feet of floor area is available on the ground floor level. Since many of the facilities which are normally provided in a library structure are also accommodated within the Civic Center, then a lesser total area could be satisfactory. For instance, a conference room, a workroom, restroom facilities, paper copy and duplicating areas, and utility/mechanical spaces are provided in the Civic Center and can be utilized by the library. Therefore, 3,500 square feet of floor area could satisfactorily accommodate the library functions after considering utilization of some of the shared spaces within the Civic Center. I am attaching a copy of Mrs. Anderson's letter which indicates that approximate- ly 25,000 volumes and a seating area for around 40 people can be successfully accommodated within the available space. We have also received a rough layout of how the available space might be designed to accommodate the needs of the I i- brary. We find that based upon the overall general requirements that the library can be successfully incorporated into the design of the Civic Center. It is my understanding that this effort would also gain the support of the County of San Bernardino Board of Supervisors. 101 ARCHICENTER 9375ARCHIBALD • RANCHOCUCAMONGA • CALIFORMA • 91730 714.987.0909 ANDREW BARMAKIAN* LARRY WOLFF* DALE LANG* GAYLAIRD CHRISTOPHER Mr. Seth Armstead, City Manager City of Grand Terrace page 2 January 5, 1982 Since I do not have the means nor the knowledge of the economic issues involved, I suggest that Ed Clark continue his involvement in this area. The issues of manage- ment, maintenance, and lease payments for the library area must also be addressed for Council consideration in regards to this matter. However, it seems from pre- vious discussions that an agreement to both the City and the County is easily attainable. If this is the case, then I would recommend that the library be incor- porated immediately within the design and initial construction of the Civic Center. At the last Council meeting when this issue was discussed, there appeared to be very strong support for a branch library within the community. I would ask that this subject matter be scheduled as an appropriate agenda item along with our work- shop for the Civic Center scheduled for the meeting of January 13, 1983. 1 have also taken the liberty to prepare the other documents which will be required in order to extend our present contract and include the library within our scope of work. If any additional information or action is required regarding this matter, please do not hesitate to contact me at your earliest convenience. Very truly yours, BARK" KIAN-WOLFF- ANG-CH ISTOPHER/ARCHITECTS �LARRY OLFF Arch ' ect, AIA LW 9.1 Y COUNTY OF SAN BERNARDINO SAN BERNARDINO COL TY LIBRARY -` GENERAL SERVICES AGENCY 104 West 4th Street • San Bernardino, CA 92415 (714) 383-2134 BARBARA L ANOERSON County Librarian December 20, 1982 Barmakian Wolff & Land & Christopher 9375 Archibald Ave. Suite 101 Rancho Cucamonga, CA 91730 Dear Mr. Lang: Here is my rough sketch and notes about the Grand Terrace Branch Library. I'm sure that there will be other notions or things to consider, but this is a basic plan and should provide the required bookstock shelving of approximately 25,000 volumes and seating space for approximately 40 persons. This seating number is smaller than is required, but it is rare that every seat in a library is filled. The use of the shared meeting rooms, restrooms and hall space makes it possible to use just about every inch of the library space well. I would be glad to answer any questions which you may have and know that you are concerned about meeting an early January presentation date. Sincerely, Barbara Anderson County Librarian �;t n r] COMMENTS 1. WORKROOM A workroom is needed for processing materials, doing simple mends, to provide a break area for staff. It should include: Sink/refrigerator/store unit Toilet Desk space with cabinets over Storage cabinets if space for exhibit bulletin board materials Bookshelves 2. ELECTRICAL OUTLETS There should be enough electrical outlets - preferable floor to be able to accommodate a number of purposes: Copy machine near the front door Charginq desk to operate computer Charging desk to operate typewriter Floor outlets in Young Adult/Record area for stereo systems Outlet in carrel in YA area for public computer Floor outlets in Children Services area for small projector, record player, etc. Study carrel or table at rear of library for microfilm reader, cassette player or sight handicapped magnifier Reference area for magnifier or microfilm reader Workroom area for small appliances and electrical tools/machines Possibly at case near door if it is a lighted exhibit case 3. TELEPHONES Telephones are located in the following areas: Workroom Desk Children's services 4. LIGHTS The lighting used in other offices which require desk work would be sufficient for the library. They should be arranged so that no shadows are cast and should be easy to replace and economical to operate. A switch to turn on/off the lights should control all of the lights within the library except security lights.. The switch for the lights at the entry or the security lights should be located so that the librarian never has to go into a darkened area' to turn on the lights. The switch should be located on the right hand side of the door so that he/she can turn out the light and close the door, or open the door and turn on the light. Emergency exit should be lighted. M 5. SECURITY n The emergency exit should have an alarm which is activated if used. The Library should be included in whatever security patron is provided for the rest of the building. Names and numbers of those whom to contact in case of building emergencies should be readily available. When setting the timers for the parking lot lights and the lighting for the building the irregular hours which the library operates and the seasonal darkness changes should be taken into considereation. Keys for the library should be differenct fromthose of the Civic Center. 6. BOOKDROP It has not been the County Library's practice to provide a through -the - door bookdrop because of vandalism, but a space should be provided towards the streetsside of the main parking lot where patrons can drive up and drop off their.books when the library is closed. The library will provide the bookdrop, but the space and the drive up abilities should be considered when the parking lot is planned. 7. BUILT INS Most of the furniture will be provided by the Library. To make better use of limited space, it would be advisable to build in counters or desks: Workroom - Desks, cabinets over, sink unit and perhaps a coat closet in the restroom. Public computer space 8. DRINKING FOUNTAIN A drinking fountain should be located in the public restroom area for use of civic center patrons and library patrons. With this, there is no need for one in the library. It should be a height to accommodate both the children and the handicapped. 9. HEATING/COOLING No special requirements are required for the library. Whatever is comfortable for the other employees in the civic center would be just fine. There should be some clear direction for reporting malfunction during civic center closed time. 10. FLOOR COVERING While the carpeting will be the same as that in the rest of the civic center, you might think in terms of some harder surface near the front door where there is the greatest wear. n] U,U ARCHITECTS BarmakianWotff Lang Christopher January 5, 1983 Mr. Seth Armstead, City Manager City of Grand Terrace 22795 Barton Rd. Grand Terrace, CA 92324 re: Agreement for Architectural Services Proposed Increase in Fee Incorporation of County Branch Library into Civic Center Job No. 81-IIOCC Dear Mr. Armstead: For your review and approval, we submit the following fee formula for incorpora- ting the library into the design and scope of work for the Civic Center. Our fee proposal is based upon the 19,900 square feet program as authorized by the City Council and includes an additional 3,500 square feet for I i brary functions, thus bringing the total maximum size of the civic center to 23,400 square feet. FEE PROPOSAL An increase in fee based upon the combined percentage of authorized increase in budget and square footage. 1. Proposed budget for library $75.00/SF 2. Proposed square footage for library 3,500 sq. ft. 3. Proposed additional construction budget $262,500.00 4. Current fee as a percentage of the construction budget $6.4% 5. Total proposed increase in fee $16,800.00 6. Present fee $100,320.00 TOTAL REVISED FEE $117,120.00 We propose to amend our present agreement as derived by the fee proposal and as indicated in Amendment #2. We have also revised the project program to include the library, and we submit a revised schedule for your review and approval. Please find enclosed two executed Amendments ready for review and Mayor's signa- ture. Please do not hesitate to contact me at your earliest convenience if any additional information or action is required. Ve 1 LVI• j / f 1 ICENTER 9375ARCHIBALD • RANCHOCUCAMONGA • CAUIORNIA • 91730 714.987.0909 ANDREW BARMAKIAN* LARRY WOLf-F* DALE LANG* GAYLAIRD CHRUMMER ry, CARRY W0Lff Architect, AIA AMENDMENT #2 This Amendment, made as of the Thirteenth day of January in the year of Nineteen Hundred and Eighty Three, shall become a part of, and shall modify, the executed AIA Document B141, Standard Form of Agreement Between Owner and Architect, Between the Owner: City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92324 and the Architect: Barmakian-Wolff-Lang-Christopher/Architects 9375 Archibald Avenue Suite 101 Rancho Cucamonga, CA 91730 The Owner and the Architect agree as set forth herein: 1. The Project shall be expanded in Scope to incorporate the design of a County Branch Library of approximately 3,500 square feet within the Civic Center. The previous project size of 19,900 square feet shall be increased by 3,500 square feet for a total area of 23,400 square feet. 2. The Architect's Basic Compensation shall be increased by $16,800.00 from the prior amount of $100,320.00 for a total fee of $117,120.00. Payments for basic services shall be made so that basic compensation for each Phase shall equal the following percentages of the total basic compensation payable: Schematic Design Phase Design Development Phase Construction Document Phase Bidding or Negotiation Phase Construction Phase $ 10,540.00 percent ( 9%) $ 30,450.00 percent (26%) $ 58,560.00 percent (50%) $ 5,860.00 percent ( 5%) $ 11,710.00 percent (10%) TOTAL $117,120.00 100% This Amendment entered into as of the day and year first written above. OWNER: ARCHITECT: City of Grand Terrace Barmakian-Wolff-Lang-Christopher/Architects 22795 Barton Road 9375 Arch' ald Avenue S ite 101 Grand Terrace, CA 92324 Rancho C 7 BY BY HUGH J. GRANT, MAYOR / ARRY WOI Archite AIA ATTEST / MYRNA ERWAY, CITY CLERK r ARCH ITECTS BarmakianWotff LangChristopher January 5, 1983 Mr. Seth Armstead, City Manager City of Grand Terrace 22795 Barton Rd. Grand Terrace, CA 92324 i re: Schedule for Completion of Architectural Services Civic Center Job #81-1 1 OCC Dear Mr. Armstead: At your request and direction, we hereby submit the time schedules and corresponding proportional fee amounts for the above referenced project. CIVIC CENTER COMPLETION DESCRIPTION OF SERVICES DATE AMOUNT OF FEE DUE 1. Workshop session with Planning Commission 11-18-82 $10,250.00 and City Council to review 25% complete prel im inary design. 2. Workshop session with Planning Commission 01-13-83 $20,490.00 and City Council to review 75% complete prel im inary design. 3. Submit final preliminary design to 02-01-83 $ -0- PI ann ing Commission for review and approval. 4. Planning Commission meeting for final re- 02-07-83 $ -0- v i ew and approval. 5. Final 100% review and approval of prelim- 02-10-83 $10,250.00 inary design by City Council and authori- zation to proceed with final plans and spec if icat ions. 6. Fifty percent completion of final plans 03-14-83 $29,280.00 and specifications. 7. One hundred percent complete final plans 04-19-83 $29,280.00 and spec if icat ions 101 ARCHICENTER 9375ARCHIBALD • RANCHO CUCAMONGA • CAUFORNIA • 91730 714.987.0909 AN DREW BARMAKIAN * LAR RY WOLFF* DALE LANG * GAYLAIRD CH RISTOPH ER Q Mr. Seth Armstead, City Manager City of Grand Terrace page 2 January 5, 1983 COMPLETION DESCRIPTION OF SERVICES DATE 8. Final plan check by governmental agencies 04-19-83 and bidding period. to 05-10-83 9. Final review and approval by City 05-14-83 Council and authorization to solicit b ids. 10. B i d Period 11. Bid Opening Date 12. Award of Construction Contract by City Council 13. Commence construction phase 05-14-83 to 06-09-83 06-09-83 06-11-83 AMOUNT OF FEE DUE $ -0- $ -0- $ 5,860.00 $ -0- $ -0- 06-21-83 Twelve equal pay- ments of $975.83 per each month of construction for a total of $11,710.00 14. One hundred percent complete construction 06-01-84 phase TOTAL FEE $117,120.00 Please review the schedules as presented herein at your earliest convenience. Please contact me if any adjustment or modifications are necessary. Your atten- tion and consideration is greatly appreciated. Very truly yours, APPROVED: BARM" IAN-WOLFF1.ANG-CHRISTOPHER/ARCHITECTS Mayor /, ' LARRY ,WOLFF j Arc itect, AI / I:gj G V ATTEST: City Clerk DATE: Date: 1-6-83 i 40 S AFF REP(IRT C R A ITEM ( X ) COUNCIL ITEM ( ) AGENDA ITEM NO. SUBJECT: AUTHORIZE CRABTREE, MEETING DATE: 1-13-83 KARLEN AND ARZ00 CPAs TO AUDIT CRA FY 81/82 AND FY 82/83 BOOKS The staff through oversight did not request and obtain authority from Agency for subject firm to audit the CRA FY 81/82 books. The CPA Firm in negotiation with staff has agreed to audit both fiscal years for: FY 81/82 (June 30, 82) $2,800 FY 82/83 (June 30, 83) 1,800 The audit has been completed for FY 81/82. The target for starting the FY 82/83 audit is October 15, 1983. The Staff Recommends Agency: A. AUTHORIZE THE CHAIRMAN TO SIGN THE ATTACHED PROPOSALS FROM CRABTREE, KARLEN AND ARZ00 FOR THE PURPOSE OF AUDITING THE CRA BOOKS FOR FY 81-82 AND FY 82-83. NOTE: 1. ADEQUATE FUNDS ARE AVAILABLE FOR THE FY 81/82 CRA AUDIT IN DEPARTMENT 4200 LINE ITEM 250. 2. FUNDS FOR FY 82/83 AUDIT WILL BE INCLUDED IN THE FY 83/84 BUDGET AFTER MAYOR SIGNS THE PROPOSAL. E C : g j f encl. 1. FY 81/82 Proposal 2. FY 82/83 Proposal ROLAND H. CRABTREE. C.P.A. (RETIRED) FRED W. KARLEN, C.P.A. GEORGE A. ARZOO, C.P.A. JAMES W. VAIL III. C.P.A. KAREN A. HOLLENBECK, C.P.A. GENNE L. BOLES, C.P.A. RICHARD R. BLECKER, C.P.A. CRABTREE, KARLEN & ARZOO e�fa' c'ed � �la .�Ccouisfarsfs POST OFFICE BOX 2945 92516 6355 RIVERSIDE AVENUE - 92506 RIVERSIDE, CALIFORNIA June 30, 1982 Honorable Mayor, Members of the City Council and City Manager City of Grand Terrace Redevelopment Agency Grand Terrace, California 92324 Gentlemen: AREA CODE 714 TELEPHONE 583-6730 We are hereby responding to your invitation to make a proposal of fees for the examination of books and records of the Redevelopment Agency for the purpose of expressing an opinion on the financial statements for fiscal year ending June 30, 1982. We will conduct an examination of the financial statements at June 30, 1982. Our audit will be made in accordance with generally accepted auditing standards, and will include such tests of the accounting records and such other auditing procedures as we consider necessary to enable us to render an opinion on the financial statements of the Redevelopment Agency. Our engagement will include tests of the Redevelopment Agency's systems of internal control to the extent we consider necessary to make an evaluation of the system as required by generally accepted auditing standards. If, as a result of these tests we find anything unusual or abnormal, the matter will be brought to your attention. Our fees will be as follows: Examination of financial statements including a summary of the trust accounting from inception through June 30, 1982 to ensure that the trustee properly accounted for all bond proceeds. $1,800 Accounting and bookkeeping services to properly record Redevelopment Agency transactions. Including setting up necessary funds and recording transactions between City and the Redevelopment Agency, and within the Agency's funds. 11000 Total fees for examination and accounting $2I800 CRABTREE. KARLEN a ARZOO �' sed,�rseUsi �owala.>r!s RIVERSIDE, CALIFORNIA Honorable Mayor, Members of the City Council and City Manager -2- June 30, 1982 Please sign the enclosed copy of this letter to signify your acceptance and return it to us. If you have any questions, please feel free to contact US. Enclosure Attest: City Clerk Approval as to Form: City Attorney Yours very truly, C�+� , tZOA . *55� Certified Public Accountants City of Grand Terrace By: Mayor Crabtree, Karlen & Arzoo By: n F] ROLAND H. CRABTREE. C.P.A. (RETIRED) FRED W KARLEN, C.P.A. GEORGE A. ARZOO, C.P.A. JAMES W VAIL III, C.P.A. KAREN A. HOLLENBECK, C.P.A. GENNE L. BOLES, C.P.A. RICHARD R. BLECKER, C.P.A. CRABTREE, KARLEN & ARZOO ��l�' gad .� <l� .SO�ccnaflasls POST OFFICE BOX 2945 - 82516 6355 RIVERSIDE AVENUE 52506 RIVERSIDE, CALIFORNIA January 6, 1983 Honorable Mayor, Members of the City Council and City I•ianager City of Grand Terrace Redevelopment Agency Grand Terrace, California 92324 Gentlemen: AREA CODE 714 TELEPHONE 683-6730 / 9 9z--83 We are hereby responding to your invitation to make a proposal of fees for the examination of books and records of the Redevelopment Agency for the purpose of expressing an opinion on the financial statements for fiscal year ending June 30, 1983. We will conduct an examination of the financial statements at June 30, 1983. Our audit will be made in accordance with generally accepted auditing standards, and will include such tests of the accounting records and such other auditing procedures as we consider necessary to enable us to render an opinion on the financial statements of the Redevelopment Agency. This engagement letter and our examination will incompus those transactions affecting the funds and account groups maintained by the Redevelopment Agency. Any funds maintained by the loan servicer, trustee, or others are not maintained on the books of account of the Redevelopment Agency and are not included in the Redevelopment Agency financial statements nor our examination. Our engagement will include tests of the Redevelopment Agency's systems of internal control to the extent we consider necessary to make an evaluation of the system as required by generally accepted auditing standards. If, as a result of these tests we find anything unusual or abnormal, the matter will be brought to your attention. Our fee for this service will be $1,800. It is our understanding that the accounting department of the Redevelopment Agency will provide the following to us: 1. Trial balances by fund. 2. Audit schedules and information as we may request. 3. Preparation of the financial statements by the Redevelopment Agency on the Redevelopment Agency's word processor. CRABTREE. KARLEN & ARZOO li ed �b oanlawG RIVERSIDE. CALIFORNIA Honorable Mayor, Members of the City Council and City Manager -2- January 6, 1983 It is also our understanding that the Redevelopment Agency will hire an accountant with sufficient municipal accounting and financial background to competently prepare the above. If this proposal is in accordance with your needs, please sign the enclosed copy of this letter where indiciated and return it to us. If you have any questions, please feel free to contact us. Yours very truly, CC-4rtified(Public Accountants Enclosure Attest: By: City Clerk Approval as to Form: City Attorney City of Grand Terrace Mayor 1-6-83 S1 FREP6RT<! C R A ITEM ( X ) COUNCIL ITEM ( ) MEETING DATE: 1-13-83 AGENDA ITEM NO. SUBJECT: APPROVE 6 MONTHS FY 82/83 CRA AUDIT A meeting was held in George Arzoo's office at Crabtree, Karlen and Arzoo, Inc. for the purpose of negotiating the auditors maximum costs. The following personnel were present: George Arzoo, Seth Armstead and Ed Clark. It was agreed that the cost of obtaining professional assistance as a result of the death of Ray Robles for auditing the CRA books for the period of July 1, 1982 thru December3l_, 1982 should not exceed $750.00. Adequate funds for the foregoing audit is available in Department 4200 Line Item 250. The Staff Recommends the Aaenc AUTHORIZE THE CHAIRMAN TO SIGN THE ATTACHED PROPOSAL FROM CRABTREE, KARLEN AND ARZ00 FOR THE PURPOSE OF AUDITING THE CRA BOOKS FOR THE FY 82/83 PERIOD OF JULY 1 THRU DECEMBER 31, 1982. E C : g j f Encl. Proposal for Auditing CRA Books and Records for the FY 82/83 Period of July 1 thru December 31, 1982. t n n ROLAND H. CRABTREE, C.P.A. (RETIRED) FRED W. KARLEN, C.P.A. GEORGE A. ARZOO, C.P.A. JAMES W. VAIL 111. C.P.A. KAREN A. HOLLENBECK, C.P.A. GENNE L. BOLES, C.P.A. RICHARD R. BLECKER, C.PJL CRABTREE, KARLEN & ARZOO i�eil� s'ed � �l'c .�cccu✓alaals POST OFFICE BOX 2945 - 92516 6955 RIVERSIDE AVENUE 92506 RIVERSIDE, CALIFORNIA January 7, 1983 Honorable Mayor, Members of City Council and City Manager City of Grand Terrace Grand Terrace, California 92324 Re: "Mini Audits" and New Accountant City of Grand Terrace Community Redevelopment Agency of Grand Terrace Gentlemen: AREA CODE 714 TELEPHONE 683-6730 This letter is a proposal of fees for: 1) the examination of both the City's and the CRA's books and records for the period July 1 through December 31, 1982; and 2) the training of a replacement for Mr. Robles in both accounting systems. We will review internal controls, reconciliations of cash, investments, investment income and fixed assets to ensure that the general ledger agrees to the detail. We will review the general ledger to see that it is in balance and that journal entries and sub -ledger postings are supported. We will provide general training in the City's and CRA's systems as needed. Technical training in municipal accounting will be the responsibility of the City, the CRA and the new accountant. Our fees for these services will be as follows: 1. "Mini -audit" of City's System $1,500 2. "Mini -audit" of CRA's System $750 3. Selection and general training of new accountant $2,100 If this proposal is in accordance with your needs, please sign the enclosed copy of this letter where indicated and return it to us. If you have any questions, please feel free to contact us. Enclosure Yours very truly, a44�� KtL_ � OLA � ___ Certified Public Accountants CRABTREE, KARLEN & ARZOO �sed�is�'o �ccccsloals RIVERSIDE, CALIFORNIA Honorable Mayor, Members of the City Council and City Manager Attest: City Clerk Approval as to Form: -2- January 7, 1983 City of Grand Terrace By: Mayor S'TAFF REPnRTDate '°EP C R A ITEM (xx) MEETING DATE: January 13, 1983 AGENDA ITEM NO. SUBJECT: Other Professional Audit Assistance. A meeting was held in George Arzoo's office at Crabtree, Karlen & Arzoo, Inc., on December 19, 1982, for the purpose of negotiating the Auditor's maximum costs. The following personnel were present: George Arzoo, Seth Armstead, and Ed Clark. The foregoing personnel agreed that additional professional assistance over and above the audits would be required also because of Ray Robles' death. This assistance, along with the negotiated costs, are: Selection of replacement for Robles - $ 300 Initial training of Robles' replacement - 900 Later training of Robles' replacement - 900 $=1 The City should pay $1,350 of the above amount, with the balance of $750 being paid by the CRA. CRA Department 4200 Line 250, has adequate funds to cover the $750. The Staff recommends Agency: AUTHORIZE THE EXECUTIVE DIRECTOR TO PAY THE CPA UP TO $750 FOR THE ADDITIONAL PROFESSIONAL ASSISTANCE. EC:id CRAITEM (X) AGENDA ITEM NO. S AFF REP(3RT � COUNCIL ITEM ( ) SUBJECT: ACCEPT FY 81-82 CRA AUDIT MEETING DATE: 1-13-83 Subject audit is submitted to the CRA Agency for acceptance. The auditor recommended certain actions to improve internal control and administrative efficiency. The staff concurs with these recom- mendations and has taken or is taking the following actions to carry out the auditor's recommendations: RECOMMENDATION 1 - The Agency should take those actions which are necessary to conform with all sections outlined in "Guidelines for Compliance Audits of California Redevelopment Aqencies." Our compliance examination revealed non-compliance with Health and Safety Code Sections 33126. ACTION: These Personnel are also working for the City of Grand Terrace and are complying under City "Personnel Rules and Regulation." RECOMMENDATION 2 - Consideration should be given to revising the June 30, 1982 LGFA report to the State Controller and the Statement of Indebtedness to the County. These reports would change as a result of the audit. ACTION: A copy of the audit will be sent to the State Controller as soon as it is accepted by the Council/CRA. RECOMMENDATION 3 - An accounting procedures manual should be developed by the City's accounting staff. The accounting principles and procedures for California Redevelop- ment Agencies are quite different from those of other municipalities. The City does not have anyone sufficiently versed in these procedures to provide for proper recording of the Agency's accounting transactions. ACTION: A copy of the accounting principles and procedures for California redevelopment agencies has been requested from the Executive Director Milt Farrell of the CRA Association. Information concerning the fore- going principles and procedures has also been requested from the League of California Cities. RECOMMENDATION 4 - The chart of accounts should be modified to reflect the reporting requirements to the State Controller. Changing the chart of accounts would simplify preparation of the LGFA report to the State as well as preparation of the financial statements. Conforming to the State Controller's format would also help clarify the nature of the Agency's expenditures. STAFF REPORT SUBJECT: ACCEPT FY Q-82 CRA AUDIT DATE: January 13, 1JJ883 ACTION: Action is being taken to make the CRA chart of accounts to conform to the State Controller's format. RECOMMENDATION 5 - The Agency should pay interest to the City on a monthly basis and the City should formalize loans to the Agency on a quarterly basis. Payment of interest is an authorized expenditure of tax increment monies and would therefore make available to the City's general fund monies which otherwise are restricted as to use. Establishing loans on a quarterly basis would -simplify the Agency's accounting procedures and facilitate the interest calculations. ACTION: Has been implemented. RECOMMENDATION 6 - Legal counsel for the Agency should review the Board Minutes to insure that the terminology used conforms to the letter of the law. During our examination we noted that tax increment monies were to be spent on various projects. Tax increment monies can be spent only to retire debt. We also noted that a "donation" was made to the Chamber of Commerce. California Redevelopment Agencies were not established to donate funds to non-profit organizations. This transaction should have been classified as an advertising expense for promotion of business within the project area. ACTION: Tax increment monies in the future will be spent only in retiring debt. RECOMMENDATION 7 - Legal counsel should be retained to determine whether findings should be made in accordance with Section 33670, subsection (b) of the Communitv Redevelopment law to lessen the requirements under Section 33334.2 of that law. This area of the law deals with setting aside at least twenty per cent of the increment revenues for increasing and improving the City's supply of housing for very low, low and moderate income residents. This need may be met by bond issues or form other sources such that the tax increment monies could be freed -up for other projects. ACTION: The City Attorney has been requested to determine what should be done in this area. Staff Recommends the Agency: ACCEPT THE FY 81/82 CRA AUDIT. E C : g j f encl. 1. Management Letter, June 30, 1982 2. Financial Statements, June 30, 1982 w Date: 1/1�/ � C StAFF REPCRT C R A ITEM ( X) COUNCIL ITEM ( ) MEETING DATE: JANUARY 13, 1983 AGENDA ITEM NO. q SUBJECT: MORTGAGE PAYMENT SUBSIDY PROGRAM OF MORTGAGE REVENUE BONDS - PACESETTER HOMES Ms. Sherri Whitfield, Assistant Vice President Marketing/Finance, requested the approval from the Grand Terrace Redevelopment Agency of a payment subsidy program which Pacesetter Homes would like to offer as a sales incentive. This payment subsidy program should not be a problem in view of the fact that the guidelines which Pacesetter Homes are to follow are those established by FNMA/FHLMC. This subsidy program would obligate Pacesetter Homes to make a portion of the borrower's monthly mortgage payments to the lender but not in an amount that would exceed 7 1/2% of the normal monthly payment and for not less than one year. Ms. Whitfield said that this basic guideline allows a borrower to have the ability to qualify for the mortgage loan at a reduced payment amount. Pacesetter Homes would deposit subsidy funds in an escrow account with scheduled monthly payments. The escrow account will be with a financial institution and would be insured by FDIC or FSLIC. The escrows account will provide for any interest on the escrow account to be paid to Pacesetter Homes and the reversion of the escrowed moneys to Pacesetter Homes if the loan is pre -paid in full. The Grand Terrace Community Redevelopment Agency has been asked to approve of this plan and expedite Pacesetter's request. The Grand Terrace CRA has received a legal opinion from Brown & Nazarek, also Stradling, Yocca, Carlson & Rauth, our bond attorneys, for the residential mortgage revenue bonds--1981 issue, on a similar request presented and approved by the Agency at its regularly scheduled meeting of September 23, 1982 by Griffin Homes. The opinion is that the program is consistent with the purpose and objectives of the redevelopment agency and will not in anyway impair the security of the bonds or the ability to re -pay the principal and interest on the bonds. Staff recommends that the CRA: A. APPROVE THE SALES INCENTIVE SUBSIDY PROGRAM -FOR PACESETTER HOMES. B. DIRECT STAFF TO INFORM MS. SHERRI WHITFIELD OF THE CRA ACTION TAKEN. SA:lo Encl. letter of 1/6/83 from Pacesetter Homes I Ll HOMES, INC. 4540 CAMPUS DRIVE • NEWPORT BEACH, CALIFORNIA • PHONE 546-8801 January 6, 1983 COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE 22795 Barton Road Grand Terrace, CA 92324 Attention: Mr. Seth Armstead, Executive Director Re: Residential Mortgage Revenue Bonds, 1981 Issue Dear Mr. Armstead: Pacesetter Homes requests the CRA's approval to participate in the payment subsidy program. We would offer this as a sales incentive program to our potential buyers of "North - cliff," tract 8132. We understand that the terms underwhich Standard & Poor's gave their apprcval requires compliance with FNMA guide- lines and that subsidy funds are to be deposited in an escrow account with scheduled monthly payments. Thank you in advance for consideration of our request and I look forward to hearing from you as soon as possible. Very truly yours, PACESETTER HOMES, INC. Sherri Whitfield Assistant Vice President Marketing/Finance SW: df JAW 7 A983 � ►TY OF GRAND TERRACE ' Date: Ja 983 S -AFF REPMRT C R A ITEM (XX) COUNCIL ITEM ( ) MEETING DATE: 1-13-83 AGENDA ITEM NO. CRA-10 SUBJECT: Shopping Mall Survey Results The Shopping Mall Surveys were tabulated on December 28, 1982 by Councilman Nix, Councilwoman Pfennighausen, Barbara Michowski, Finance Staff, with assistance also given by Dorothy Mulherin, 12736 Dickens Court. Following are the results of the tabulation: In Support of continuation of feasibility studies of a regional shopping mall . . . . . . . . . . . . . . . 609 (41.5%) In Opposition to the continuation of feasibility studies of a regional shopping mall . . . . . . . . . . . 867 (58.5%) Surveys returned with no vote cast . . . . . . . . . . . . 7 TOTAL SURVEYS TABULATED: 1,483 TOTAL VOTES CAST: 1,476 There were 38 surveys received which were postmarked later than the required date of December 17. The tabulation of those was 22 in opposition, and 16 in support. Attached are the Staff Report, the survey, as approved in final form, and the Minutes of November 18 reflecting the approval. At the time the surveys were tabulated, 36 written responses were received. The Community Services Director has summarized those responses, and his report is attached. Councilman Nix and Councilwoman Pfennighausen requested that a Staff Member summarize the written responses. Those responses are available in the City Clerk's Office, should you desire to review them. ME n Po, AW lr;cl l�l �r AV bv I'N� 1�( �l IWI rhU P-q ll?q mu M t M�l nu �7� rry,/ �N/ 11N iru i�vl �ML I1J1 7111 ?N l�lJ hJl rNl 1Nl INJ MJ1Nd � INJ Ili R1d N*t IN Nt, IN Ti{ N4, Rhl 1fJ 1�111J1 �(TU ulU NJ �n��1_ Uri ,:�;? (,vD Imo! lam/ Ill Ti�l � Nj ion 167 �09 -%/Z Imo/ ST6AFF REP0�T COUNCIL MEETING DATE: November 18, 1982 AGENDA ITEM NO. CRA-5 SUBJECT: Shopping Mall Survey Attached for your review and approval is the Shopping Mall Survey, consisting of two pages. One page contains the Statement and Rebuttal of each committee. The other page consists of the City Attorney's Statement, and the Ballot. Space has been left on the Ballot to attach labels of the recipients. Separate envelopes will be included for the return of the Ballots. The envelopes will be addressed to the City Council and will clearly state "Shopping Mall Survey." These envelopes, as they are returned, will be kept intact and unopened. Recommend that Council establish at this meeting the procedures to be followed regarding when, how and by whom the envelopes will be opened and the ballots counted. The utility billings, with the surveys enclosed, will be mailed on Wednesday, December 1. STAFF RECOMMENDS THAT COUNCIL: APPROVE THE SHOPPING MALL SURVEY, PREAMBLE AND BALLOT IN FINAL FORM AND ESTABLISH PROCEDURES FOR THE RETURN AND TABULATING OF THE FINAL RESULTS. ME M November 18, 1982 PREAMBLE SHOPPING MALL SURVEY The City Council of the City of Grand Terrace wishes to determine the desires of the citizens of Grand Terrace as to whether or not the City should proceed with study and investigation of the feasibility of securing a regional shopping center on an area of approximately 67 acres bordering the Riverside Freeway between Barton Road and Pico. The City, through the Community Redevelopment Agency, has done some initial study and investigation of such feasibility. However, prior to continuation of such efforts, the City Council has determined that the Grand Terrace citizens should express either their support of the City's continued efforts in this regard or that the citizens express their oppostion to such continued efforts. Your cooperation in completing and returning this advisory questionnaire to the City by December 17, 1982, will be greatly appreciated. Enclosed are arguments supporting the regional shopping center and opposing such regional shopping center. CITY ATTORNEY B A L L O T DO YOU SUPPORT CONTINUATION OF FEASIBILITY STUDIES OF A REGIONAL (Label) SHOPPING MALL? ( ) DO YOU OPPOSE CONTINUATION OF FEASIBILITY STUDIES OF A REGIONAL SHOPPING MALL? ( ) PLEASE RETURN THIS ENTIRE PAGE IN THE ENCLOSED ENVELOPE ADDRESSED TO THE CITY COUNCIL - THE LABEL MUST REMAIN INTACT, AND THE RETURN ENVELOPE MUST BE POSTMARKED NO LATER THAN DECEMBER 17, 1982, TO ENSURE YOUR VOTE WILL BE COUNTED. DO NOT ENCLOSE YOUR SEWER PAYMENT IN THIS ENVELOPE. ARGUMENT IN OPPOSITION TO REGIONAL SHOPPING CENTER BY COMMITTEE AGAINST REGIONAL SHOPPING CENTER: The City of Grand Terrace is promoting a regional shopping mall in an area bordered by Barton Rd., Michigan, Pico St. and the freeway. City Councilman Tony Petta and City Manager Seth Armstead jointly own 4*.63 acres of raw land which is part of that sought by the developers. Based upon already mentioned figures, they stand to receive over $700,000 if the deal is consummated. The shopping complex will be 2-3 times larger than the San Bernardino Central City Mall. It will engulf 80-100 acres of land and draw over 1 million customers and 4503,000 cars per month. This venture will permanently alter the residential atmosphere of our community. Justification for the shopping complex is said to be the need for revenue, yet the City is presently $1 million in the "black" and has never been in the "red". To stop this shopping complex will not automatically result in an increase of taxes. Such an increase requires a vote of the people. To the contrary, the complex itself will increase dramatically the need for city services and more revenue. An additional freeway off -ramp would be necessary. The estimated cost of this ramp is currently $6 million and could be incurred by the City. The impact of the shopping complex will extend far beyond its presently described perimeter due to the inevitable commercial development of the surrounding areas. Crime will increase. Ex: Canyon Crest, a small neighborhood shopping center, had 24-1/2% increase in the surrounding area after it was built. Over 140 homeowners and several businesses in the immediate "target area" will eventually be forced to sell either because of the encroaching commercial development or because of the City's power of condemnation. REBUTTAL - SUBMITTED BY COMMITTEE FOR RESPONSIBLE GROWTH Arguments against are scare tactics and speculation. NOBODY forced to sell property! Less than 20 owners exist in target area - none voiced opposition. Issue is survival - State and cities are facing financial crises - some cities going bankrupt. City has approximtely $500,000 reserve - 1982-83 Law Enforcement will cost over half that amount! This commercial property will develop - either into a hodgepodge of businesses or beautifully landscaped mall, controTTed by internal security, at no citizen cost. Mall would provide JOBS and REVENUE for citizens' needs. Tony & Seth are not involved in decision on mall. Population growth alone could require another ramp. VOTE YES!! (Over) 11/18/82 ARGUMENT IN SUPPORT OF REGIONAL SHOPPING CENTER BY COMMITTEE FOR RESPONSIBLE GROWTH The opportunity is here to generate needed revenue and jobs for Grand Terrace through support of a regional shopping center - a project which has the potential of providing our City with $1,000,000 per year in sales tax revenue. Currently most retail sales dollars are spent in other cities. This means sales tax revenue generated by our residents is supporting other cities. Because of Proposition 13 and cutbacks in State and Federal Aid, Grand Terrace will be increasingly in need of added monies to support services such as: -- Additional Fire and Police protection -- Full Paramedic services -- Parks and recreational facilities As our growth continues, it may not be possible to provide needed services without special assessments to home owners. One major item of concern has been the fear that people will lose their homes. The City Council has made it a matter of public record that NO homes would be taken for a mall by Eminent Domain Proceedings. The last large parcel of land in Grand Terrace is available and is commercially zoned for development. This land will not remain vacant. A well planned regional center is far better than piecemeal development, which may not generate significant tax dollars, nor be as attractive an addition to our city. The major goal of the Committee for Responsible Growth is to support a long term revenue source with which to meet our City's increasing needs for services. Since the trend of the times is anti -taxation, our City Council must be encouraged to be resourceful in developing sources of revenue. A regional shopping center, planned to blend into our City will meet our needs for revenue. Indicate your "YES" vote and let the City Council know that you are in support of this business -like approach to responsible development. REBUTTAL - SUBMITTED BY COKMITTEE AGAINST REGIONAL SHOPPING We agree that revenue will be generated. However, expenditures to "feed this giant" will negate any apparent gain! Example: (1) In our projection, existing homes and businesses in the "Target Area" will be gone, along with the revenue they now generate. (2) Law enforcement costs could conceivably increase $400,000 per year. (3) In all probability, the City will have to finance a $6 Million off -ramp. Although the present City Council has publicly stated they would not invoke eminent domain, future Councils will not be bound. Let's keep our residential atmosphere. Do not allow commercial development to cause Ti—nancial disaster for our community. Vote "NO!" (Over) 11/18/82 CRA-82-115 Motion by Mr. Rigley, Second by Mrs. Pfennighausen, to approve the concept of 19,900 square feet for the Civic Center. Motion by Mr. Petta, Second by Chairman Grant, to amend the Motion to add 2,000 square feet for the library that was deleted. Mr. Nix recommended negotiating with the County immediately regarding funding the library project, then, based on that information, consider a 4,000-5,000 square -foot expansion, rather than expanding by 2,000 square feet at this time. Mr. Petta indicated support of the recommendation. The amendment Motion failed with all NOE votes. Motion No. CRA-82-115 carried, ALL AYES. Chairman Grant directed Staff to immediately contact San Bernardino County regarding the space required and funding for the library, and to present the information to the Agency for consideration. The Agency Members appointed Mrs. Pfennighausen to meet with Staff and Mr. Wolff to negotiate the amendment to the architectural contract based on 19,900 square feet. SHOPPING MALL SURVEY Due to a possible conflict of interest, Mr. Petta excused himself from discussion and action on this matter. The Executive Director stated the survey has been prepared in final form for approval, and will be included in the December 1 utility billings. Recommended establishing a deadline of December 17 for the return of the surveys. CRA-82-116 Motion by Mr. Nix, Second by Chairman Grant, to amend the ballot question to reflect: "Do you support continuation of feasibility studies or do you oppose continuation of the feasibility studies?" and to amend the preamble and the ballot to reflect that the ballots are to be returned by December 17. The Motion carried 4-0, with Mr. Petta abstaining. CRA-82-117 Motion by Mr. Rigley, Second by Mr. Nix, to approve the shopping mall survey, preamble, and ballot as amended. Mrs. Pfennighausen voiced opposition to the first sentence on the rebuttal by the Committee for Responsible Growth. Chairman Grant stated this is an opinion and two weeks ago the Agency accepted the right of the proponents and opponents to express opinions. Mr. Nix stated the Agency had previously objected to statements by the Committee Against Regional Shopping, but it was their opinion; was not modified to his satisfaction, but a compromise was reached to reflect the statements by each committee. Page 4 CRA-11/18/82 Chairman Grant opened the meeting to public participation. Dennis Evans, 22064 DeBerry, requested that the words "scare tactics" be deleted from the rebuttal of the Committee for Responsible Growth. The Chairman closed the meeting to public participation. Mr. Rigley concurred with Mr. Evan's request. Mr. Nix noted there has never been any data to substantiate the statement in the rebuttal by the Committee Against Regional Shopping, "however, expenditures to feed this giant will negate any gain," and therefore is a scare tactic; recommended letting the statement by the Committee for Responsible Growth stand if the referenced statement by the Committee Against Regional Shopping is allowed to stand. Mrs. Pfennighausen concurred with both statements remaining, since a town hall meeting is scheduled, at which time both sides can pursue their points of view. Motion No. CRA-82-117 carried 4-0, with Mr. Petta abstaining. The procedure for tabulating the survey results will be established at the December 2 meeting. FOURTH ANNIVERSARY OF CITYHOOD Chairman Grant announced the City is celebrating its fourth anniversary of Cityhood, and scrapbooks are on display. Thomas Teorey, San Bernardino County Poet Laureate and author of the City's Official Poem, read the Official Poem entitled "Grand Terrace." I Recess was called at 7:20 p.m. for cake and coffee and reconvened at .m., with all members present. ADJOURN The meeting adjourned at 7:50 p.m. The next meeting will be held December 2, 1982. The regular November 28 meeting is cancelled. Respectfully submitted, IC ecretary APPROVED: Chairman Page 5 CRA-11/18/82 i M E M O R A N D U M DATE: January 6, 1983 TO: Honorable Mayor Grant and Members of the City Council City Manager Armstead FROM: Randall L. Anstine Community Services Director SUBJECT: Shopping Mall Survey As directed, I am pleased to present a summary of the written responses, as taken from the recently returned "Shopping Mall Survey." Please be advised that the below listed responses are not verbatim, they have been capsuled. Decision Question Do you support or oppose continuation of feasibility studies of a regional Shopping Mall? Information ResDonse Summar A total of 36 written responses were received. Of this figure, 31 were found to live in Grand Terrace; two in Loma Linda; three unknown. The summary and distribution is as follows: Comment # of Respondents IN FAVOR OF SHOPPING MALL UNCONDITIONALLY 5 OPPOSED BECAUSE RESIDENTS FELT THE SURVEY IS NOT VALID 3 OPPOSED DUE TO CONFLICT OF INTEREST BY COUNCIL/STAFF 4 OPPOSED DUE TO ENVIRONMENTAL CHANGES 6 OPPOSED BECAUSE SURVEY SHOULD BE BY SECRET RESPONSE ONLY 2 OPPOSED BECAUSE SHOPPING CENTER WILL ATTRACT UNDESIRABLES 1 OPPOSED BECAUSE OF SPECIAL INTEREST OF CITY STAFF/COUNCIL/AND OTHERS 2 OPPOSED BECAUSE PROJECT BOUNDARIES ARE UNKNOWN 1 OPPOSED BUT ALTERNATE PROJECT(S) NEED TO BE SOUGHT 1 MEMORANDUM TO: Honorable NtVor Grant and Members of t� City Council City Manag Armstead SUBJECT: Shopping Mall Survey DATE: January 6, 1983 PAGE TWO Comment # of Respondents OPPOSED BECAUSE PROPOSED OFF RAMP IS TO EXPENSIVE 1 OPPOSED DUE TO THE POSSIBLE DISPLACEMENT OF HOMEOWNERS 2 OPPOSED BECAUSE CITY SHOULD CONSTRUCT AND/OR ATTRACT INDUSTRY IN LIEU OF THE SHOPPING CENTER 2 OPPOSED BECAUSE ALL CONSULTANT FEES SHOULD BE EXPENDED LOCALLY 1 UNDECIDED NEEDS MORE INFORMATION 1 OPPOSED BECAUSE A SHOPPING CENTER OF THIS SIZE "JUST NOT NEEDED" 3 IN FAVOR OF THE PROJECT IF CERTAIN CONDITIONS ARE MET 7 * DIFFERENT BUSINESSES FROM EXISTING SHOPPING CENTERS * REVISED REDEVELOPMENT ORDINANCE * RETAIN NEW CRA CONSULTANTS * OBTAIN FIRM COMMITMENT FROM DEVELOPERS * MUST BE FIRST CLASS * MUST HAVE ADEQUATE PARKING * RESTRICT SIZE OF DEVELOPMENT THIS MAP HAS BEEN MARKED TO INDICATE THE LOCATION OF THE WRITTEN RESPONSES RECEIVED. p 232SO 1 B L N M I: T W! < _,M�Q WASHINGTON ST 27JDO IAAWIN AVE 1.3 BRADEN AVE 6.3 LA CADENA 0A A•1,1.3 MANOINA C•! RRVFM W1 I,C•3' TANAGER IT I.0 3 WALIN iT S. p 'CS'- i 1 w 111lNIT fT A.I.C•! OLENOONI ON D•1 LACAOSSEAVF A.1.2 NAPA CT 1.3 NFEOAVE /•1,]I TATLOA fT 4-3 WALNUTAVE A•1 W I ; Of fOTO ST I.C-2 IS AND TERRACE IO LADERA ST S. NEWPORTAVE {-1 HENCE LN t-1 TEAIACEAVF A-1,2 .ABAFT AVE C.2.] DIAMOND fT C•1 A-1,2. I.C•1 LA MA AVE A-! ROAM WV C-71 TMAMES ST C-1 WASMING/ON ST C..-1 A DICKENS IT I-7 LA PAR ST I,C-E 0 ROSEOALE AVE A-1.2' TNOMPSOM DN 0-1 WESTWOOO LM 0.2 f W DOS I103 AVE C-2 N LARK ST I,C-3 MOVAL AVE A-31 THRUSH ST C-1 WESTWOOD BE 0.2 AIIISf CT C-1 OUTLN 3T C-3 LITTON AVE Mt OISERYAl10N DR L.0.2 TOWNSENO ON 04 WHISTLER ST C•2 ,:I DELL C4 HILLTOP DR 0.1 ORIOLE AVE C-2.] { TWIN CANYON DR 0-1 WILLET AVE 1.7 Q. AILISS DR C.1,! E Not YCT C-7 M IN MAC AVE C-7 Q' AN1153 LM C-1 HOLLY SIT C-t.i ► SANDIURG WY 1-] Y WREN ST C-2 1Qa ARl15S WY C-1 EAGLE IT C-3 HONEY NIL L IT 0.1 MAIN ST A.B.CJ SANRIVE AVE A-31 V� GGE GNAL 0PQ' NILLT ► ON ILENA AVE C-3 MONEY MILL OR 0.1.2 MANDARIN wY A-] PALM AVE A.C.O.2 SISKIN IT C.0.2' VAN IUMEN 3T A,B C-3_- S [TOM OR C-1 MARE AYE 1.1 FILM IT 1-2 STONEWOOO OR S-2 VICTORU ST R.I. C.0.-2 1 MAVIS $T 1-2 PARADISE ST C-! V:STAGRANOE WY C.0.1 `� �2B0J A RANGE WY E %ARID%RO A B C-2 0-1 F MC CLARREN ST 1-2 PASCAL AVE I-1.2.3 VIVIENOA AVE A-1 1-2.3 IOSTICK AVE A-1.7 INDUSTNr Si 8 -2 MERLE IT C. PEACOCK LT C.0.2 tKENTW00D ST C•1 FIIRIURN IN C•2 TOWN AVE A-3 MI CMIWMST 1.2.7 F1C0 Sf A.I. C-3 TERRACE VIEW IROWNINO CT SJ FINCH ST L-7 MIN CT C-! "ESTON ST C-1.2 .L'LeA ELEMENTARY SCHOOL IAOWMIN.IT I-3 FLAMINGO fT I C-3 K MINONA ON C-1,2 BURNS AVE A4 FRAMKLIN CI A-3 MIRADO AVE 1-2.7 I i GRAND TERRACE NO FRAMKLIN fT I.C-3 RENTFIFLO ST S.C-7 MIAIAM WI C-! C FRAMKLIN WY C-3 KINGSTON ST C-I,2 MT. YFRNON AVE ?? FREMONTII All I-] _ C.t,i,] DIAMOND ST CAMNLST 1•I,! FULMAR PI 1.7 } /• GINAMY IT C-7 CAMOINAL ST B.C-2 - S� CAN M ART AVE S•2 C? - I tVa, ' BRENTWOOD ST • TWIN CANYON ON GENtEN OR 0.1 E 4 w s CONDOR CT C-3T. ETON OR M �J iOWNEENO DR COUNTRY LLDI LM F1'bAl `P •I� - o 21900 ,� GPGE < GLENDORAO c O � 0• I.T'G. AYE y W WALNUT AVE ICTO IN ST • _ _-__._____ _____--__ VICTOMIAST — C) fSYleUPN WE!`EEE '� a = •al �i' �� r r NOh �R�A�� `2y,CA ISISMIN E sI 2 W f I �•J ''PCJ Q NANDIN Q �+ • -" MC LLANREN ST Q�P u V PEACOCK CT \ !! t GRAND RACESCHOOL N aa55 '-' E ELEMENTT Y R AN AYF � BARTON HO I- `• t1lM AVE 21100 21500 2jgOp 22100 22500 • N •(ry7L•F IRE STATION `f• GRAND TERRACE M } TNOOStSE S _ 1 T El,E LA FAIN 11 ` COUNTRY USLN Li oSS i U►AI%ST ` I .fEHCFF o OE SOTO ET `F•OTO $T r s - g' ~ L of BERRY IT ; � of BERRY BE ri71Rp .1. TERRACE HILLS 22500 FULMAK PL _ JUNIOR HIGII WRfN ST a !! ECi MAViS ST ` i 3 FINCH ST `p! i LALOMA AVE CEP CANDI L SR = CAKOINAL ST '+�' 7 I TNRUSM ST I j 4 --_YANB REN ST _____._YAM IURfM ST ' 21100 - 2T600 2If00 �� xwru u�fNTFIFI S I/ � ;' KfN1FIEL0{T - I I KENIFIflO ST LANK • RK S/l t LARK ST •"`p IN At —• _� I 3 � •Y �r e �1 n FRAMKLIN $T i S M �P� iMMKIIM fT • W III. ST 3 J�'- ntG{T AAr � PUMlxaosr W IOW i. iLAMINf,03T i• i FLAMINGO ST " % u + NACER Ei TANAGER ET W f i��J• i.' ` A 'a RAVEN W/ lSt�+N1A,VC RAVEN WY ; "' RAVEN WY a I W $ 2 4 "ADS m/� DE T • ' A 1 3 : ROBIN WY q rA.N.x MAIN At 4AAI F2fp2IARf17Nf1 rr)IINTV , a JAN 13 1983 CJWCILAG-7�.'P,�IT cZ COUNCIL c,Q R? At CITY OF GRAND TERRACE COUNCIL MINUTES REGULAR MEETING - DECEMBER 16, 1982 A regular meeting of the City Council of the City of Grand Terrace was called to order at the Terrace View Elementary School, 22731 Grand Terrace Road, Grand Terrace, California, on December 16, 1982, at 6:28 p.m. PRESENT: Hugh J. Grant, Mayor Jim Rigley, Mayor Pro Tempore (Left Council meeting at 7:40 p.m.) Tony Petta, Councilman Roy W. Nix, Councilman Barbara Pfennighausen, Councilwoman Seth Armstead, City Manager Ivan Hopkins, City Attorney Joe Kicak, City Engineer Myrna Erway, City Clerk ABSENT: None The meeting was opened with invocation by Suk Woo Chung, Loma Linda Korean Church of Seventh Day Adventist, followed by the Pledge of Allegiance, led by Councilman Rigley. CLOSED SESSION Council recessed to a Closed Session at 6:28 p.m. with the City Manager, the Finance Officer, the City Attorney, and George Arzoo, Crabtree, Karlen & Arzoo, in attendance. Reconvene - The regular City Council meeting reconvened at 6:45 p.m. with all Councilmembers present. Mayor Grant announced that the purpose of the Closed Session was to discuss personnel and potential litigation, with no action being taken. APPROVAL OF MINUTES (November 18, 1982, and December 2, 1982) Councilwoman Pfennighausen requested a verbatim transcript of the statements made by Mr. Tom Glasser during the meeting of November 18, 1982; questioned how long tapes are kept. The City Attorney stated tapes are kept only for the use of making the minutes, and has always advised clients to destroy the tapes immediately upon approval of the minutes. Stated that verbatim transcripts of Council Minutes would be an expense to the City; if a member of the public, other than Councilmembers, were to request a copy of the stenographic tapes, they would be available, but would be useless unless transcribed; therefore, members of the public would have to pay the cost of transcription. Page 1 12/16/82 n n Councilwoman Pfennighausen recommended that tapes and stenographic tapes be kept on file for a period of no less than one year; stated other entities have this policy. The City Attorney stated if Council wishes to keep tapes for a year, Council can so instruct Staff. Stated he always advises his clients to destroy those types of tapes, since they are for the City's benefit to make the minutes and, once the minutes are approved, they are of no value to the city and can only be used against the city in courts of law. Therefore, feels it is universal that attorneys advise their clients to destroy the tapes. Mayor Grant stated he has no objection to individuals requesting transcripts of the Minutes; however, feels they must be prepared to pay the cost for having them transcribed. CC-82-312 Motion by Councilwoman Pfennighausen, Second by Councilman Rigley, that all Council, CRA, and Planning Commission tapes are to be kept for a period of at least one year. Councilman Nix stated he feels a member of Council that needs an item detailed for the purpose of either changing, approving, or recommending changes to the Minutes should be able to get a transcription. Following discussion, Motion No. CC-82-312 carried, ALL AYES. CC-82-313 Motion by Councilman Rigley, Second by Councilman Petta, ALL AYES, to approve the Minutes of November 18, 1982, as presented. CC-82-314 Motion by Mayor Grant, Second by Councilman Petta, ALL AYES, to approve the Minutes of December 2, 1982, as amended to reflect Mayor Grant's opposition to declaring the seat on the Planning Commission held by Mrs. Bartel as being vacant until she had been contacted regarding her desire to remain on the Planning Commission and to reflect a vote of 3-0 on Motion No. CC-82-311. GRADING PLAN - TRACT 9772-1, LOTS 3-6 The City Manager read letters from Griffin Homes dated December 9, 1982, and to Griffin Development from the City Engineer dated October 11, 1982; stated Mr. Griffin had requested that this matter be considered by Council. Mr. Everett Miller, Consultant for Griffin Homes, stated the approved tract map had Lots 3-6 draining into a ditch, with placement of the lots much closer to the property line of the residents on Dos Rios. Mr. Griffin investigated the grading plan and determined that modifications would be necessary; placed an access road and moved the lot lines back to avoid having to remove a substantial amount of landscaping and rear yard fencing from the homes on Dos Rios; placed excess dirt on the lower lots to change the drainage pattern from the rear to the front of the lots to alleviate concerns of the homeowners. Met with the homeowners on Dos Rios on November 20, and they indicated they want the lots Page 2 12/16/82 lowered and still have the lots drain from the rear to the front. Requested approval to modify the grading plan to between 3-1/2 - 4 feet above the approved grading plan to allow drainage to the front; felt this compromise would satisfy the primary concerns. Mr. George Forbes, 12161 Dos Rios, stated a meeting was held with him, his wife, the Garcia's, the Booth's, the Flannigan's, and the Molner's; stated the original concern regarding drainage on the south border has been satisfied. Stated the additional elevation interferes with visibility and air flow; understands the original plans were not planned to drain towards the street, and that the drainage appears to be adequate; the homeowners see no justification for the additional height of the lots if the original approved plans are adequate. In discussion, Council indicated drainage to the street would be preferable, and questioned Mr. Forbes as to whether the homeowners would accept lowering the pads to the maximum allowable to still allow drainage to the front, rather than to the rear. Mr. Forbes felt he could not speak for the homeowners on this matter. Council recommended that an engineering report indicating the maximum amount the pads could be lowered to still allow drainage to the front be presented to the homeowners for a decision prior to final Council action on this matter. Mr. Miller stated that further efforts by Griffin Homes to meet with the homeowners on this matter have been unsuccessful and, since they did not attend this meeting to resolve the matter, felt delaying a decision would not change anything. Mr. Dale Griffin stated it would be okay to delay the matter two weeks; stated he didn't feel lowering the pads six feet will give the homeowners anymore view than they would have had under the original tentative map, since the lots would have been closer to the homeowners. Stated that after the property was staked, discovered that some of the homeowners had placed trees and fences on the Griffin property; therefore, would have had to remove the homeowners' trees and fences; as a result, the plan was redesigned, and Griffin Homes placed the lots back 15-20 feet from the original plan, and re -engineered all the drainage. Stated the issue appears to be the line -of -sight - stated that lowering the pads three feet would provide the same aesthetic value as the original tentative map, and would also allow drainage to the front, which would be preferable; feels it would not be beneficial to lower the pads six feet, and feels it will not improve the views. Stated his firm did not build the plan according to the exact grade on the grade plan; however, no grades have ever been exact on any development; questioned if his firm had done anything illegal against the UBC codes or any code by raising the grades on the grading plan. The City Engineer confirmed that final grading is never exactly according to the grading plan; however, did not consider a 6-7 foot variation to be an acceptable variation. Stated that all the work that has been completed - the physical grading, compaction, etc. - Page 3 12/16/82 has been completed legally in accordance with the Uniform Building Codes. CC-82-315 Motion by Councilman Rigley, Second by Councilman Nix, ALL AYES, that Griffin Homes is to provide Staff with information on Lots 3-6 regarding the maximum amount the pad elevations can be reduced and still allow the drainage to the front, and any other pertinent information. Staff is to provide the information to Mr. Forbes and the other homeowners, to allow them to meet regarding this matter; and to place this matter on the January 13 meeting for consideration. The City Engineer stated it should be clarified that the next meeting regarding this matter will be held in one month, rather than two weeks; requested clarification as to whether or not Staff is to meet with the property owners. Councilman Rigley stated he feels the City Manager or Staff should coordinate this matter with the property owners. Recess was called at 7:40 p.m. Councilman Rigley left the Council meeting at 7:40 p.m. Council reconvened at 7:55 p.m., with all Councilmembers present except Councilman Rigley. ORDINANCE NO. 68 (Second Reading) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, REGULATING THE DISCHARGE OF GUNS, AND DECLARING GUNS IN THE POSSESSION OF MINORS A NUISANCE. The City Attorney read the title of the Ordinance. The Administrative Assistant advised this Ordinance was proposed to make the discharge of firearms in the City illegal; in response to objections raised regarding the Ordinance being too stringent by not allowing for the use of some weapons with supervision on private property, the Ordinance has been amended, as directed by Council, to allow the City Manager to grant a permit for the use of certain weapons on private property under supervised conditions. Mayor Grant opened public hearing on the matter. Supporting Testimony John McDowell, 22690 Cardinal, spoke in favor of the Ordinance; stated that State law not only prohibits children from having arms, but also felons and the insane; questioned whether this was considered or was purposely not addressed, and whether the Ordinance covers the use of BB guns and pellet guns by children. The City Attorney stated this Ordinance speaks to isolated discharge of firearms and the carrying of firearms by minors within the City limits; State law adequately covers firearms. Page 4 12/16/82 n 11 Dick Rollins, 22700 DeBerry, questioned how the law enforcement officers would enforce this Ordinance, regarding discharging buck shot on New Year's Eve. Opposing Testimony - none. The Mayor closed public hearing on the matter. CC-82-316 Motion by Councilwoman Pfennighausen, Second by Councilman Petta, ALL AYES, by all present, to adopt Ordinance No. 68 by title only. ORDINANCE NO. 67 (Second Reading) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AMENDING ORDINANCE NO. 57, CHAPTER 9, SECTION 9.07OF (AMENDMENT 82-2). Councilman Petta declared a possible conflict of interest on this matter and removed himself from discussion and action on this item. The City Attorney read the title of the Ordinance. The Planning Director advised this Ordinance amends the Zoning Ordinance by deleting Section 9.07OF from Ordinance No. 57, which reads as follows: "Minimum acceptable development site shall be 30 acres, however, actual development may take place in lesser increments." Mayor Grant opened public hearing on the matter and closed the public hearing, there being no testimony for or against the matter. CC-82-317 Motion by Councilman Nix, Second by Councilwoman Pfennighausen, to adopt Ordinance No. 67 by title only, carried 3-0, with Councilman Petta abstaining and Councilman Rigley being absent. ORDINANCE NO. (Second Reading) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, REZONING AREA SOUTHERLY OF BARTON ROAD, WEST OF MICHIGAN, NORTH OF PICO, AND EASTERLY OF THE I-215 FREEWAY FROM C2 TO C2(CPD) (ZC NO. 82-04). Councilman Petta declared a possible conflict of interest and disqualified himself from participation in discussion or action on this matter. The City Attorney read the title of the Ordinance. The Planning Director stated this Ordinance is a proposed amendment to the zoning map; recommended continuation of the public hearing and consideration of adoption of this Ordinance to the City Council meeting of January 13 in an effort to help eliminate confusion by not adopting this Ordinance and Ordinance No. 67 at the same meeting. Page 5 12/16/82 Mayor Grant opened public hearing on the matter. Supporting Testimony - none. Opposing Testimony Dennis Evans, 22064 DeBerry, requested clarification for the reason for rezoning from C2 to C2 CPD, and questioned the delay in consideration of adoption of this Ordinance. The Planning Director stated that Staff was recommending continuation of this matter pursuant to Council direction that the two ordinances be considered separately to eliminate confusion; read the five reasons for the proposed zone change as specified by the Planning Commission, as outlined in the Staff Report for the Council meeting of October 14, 1982, regarding this matter. Following clarification that further consideration of this matter would have to be continued to the meeting of January 13, 1983, pending legal notification to the residents, and pursuant to CC-82-318 Council's request to consider the matters separately, Motion by Councilwoman Pfennighausen, Second by Councilman Nix, to continue the Public Hearing and consideration of the second reading and adoption of this Ordinance to January 13, 1983, carried 3-0, with Councilman Petta abstaining and Councilman Rigley being absent. CONSENT CALENDAR The following item was removed from the Consent Calendar: 3D - Confirm contract award by the CRA for construction of the fire station. CC-82-319 Motion by Councilman Nix, Second by Councilwoman Pfennighausen, ALL AYES, by all present, to approve the following items on the Consent Calendar: 3A - Check Register No. 121682; 3B - Accept the following projects requiring restricted funds from the CRA Budget: (1) Rehab Community Center - P9, Dept. 4909, Line Items 255, 256, 600. (2) Restroom - P13, Dept. 4911, Line Items 255, 256, 600. (3) Reconstruct Barton Rd. from Mt. Vernon to N/E City Limits- P-7, Dept. 4908, Line Item 600; 3C - Budget Transfer of $2,000 from Line Item 13-4430-250 to Line Item 13-4430-220. Page 6 12/16/82 PUBLIC PARTICIPATION Tom Glasser, 22032 Tanager, questioned if there would be a report by City Attorney Hopkins regarding the investigation on conflict of interest. Mayor Grant stated this matter would be presented during the City Attorney's report. COMMISSION AND COMMITTEE REPORTS PLANNING COMMISSION Mayor Grant referenced the Staff Report dated December 9 advising that, pursuant to Council direction, Staff had contacted Mrs. Bartel regarding her continuance on the Planning Commission; Mrs. Bartel had indicated that she wishes to continue on the Planning Commission. Mayor Grant stated he has great admiration for Mrs. Bartel and feels she has been doing a good job. Commissioner McDowell stated Mrs. Bartel had indicated that personal problems had caused her absences from the Planning Commission meetings. PARKS & RECREATION COMMITTEE Chairman Dick Rollins reported the the Christmas program was very successful; observed three coyotes on the school property later that evening; requested this matter be investigated. CRIME PREVENTION COMMITTEE Chairperson Judy Rinderhagen reported the following: (1) Due to lack of a quorum, there are no minutes; (2) Block Parent Program will be presented to the school PTA's; (3) There were fifteen larceny thefts and five burglaries; (4) The Community Services Office has been assisting with placing the signs for Neighborhood Watch; in the future, the individuals will be provided the signs at the meetings for placement. RED CURB PAINTING The Community Services Director stated that during the month of October Staff was contacted by Mr. Driskill, Grand Terrace Elementary School Principal, regarding a possible safety hazard consisting of a crosswalk extending across Vivienda from the school and running into the curb right in front of the Kiddie Carousel Child Care Center; stated, on several occasions, he had witnessed vehicles parked that have backed up and bumped children. This matter was investigated with the City Engineer and the City Manager in attendance, and concensus was reached that the matter did require immediate consideration and, due to the safety factor, did not allow time for Council approval; requested retroactive approval. CC-82-320 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES, by all present, to approve retroactively the painting of the curb in front of 12030 Vivienda red in order to ensure the safety of individuals utilizing the existing crosswalk. Page 7 12/16/82 LAW ENFORCEMENT PROPOSALS The Administrative Assistant advised that, in response to the City's request for proposals, one proposal for providing law enforcement services was received from Linda Bianchi, a resident of Grand Terrace, who is in police administration and proposes starting a City of Grand Terrace police department with two officers at 24 hours a day for $297,292.50 a year; stated the proposal does not include provisions for retirement, health, deferred compensation benefits, unemployment insurance, or workman's compensation insurance; voiced concern regarding the price of vehicles and the maintenance allotment; stated Staff feels this proposal would result in costs in excess of $400,000 and, therefore, recommended continuing negotiations with the San Bernardino County Sheriff's Department for law enforcement services for FY 1982-83. Mayor Grant clarified that the proposals for law enforcement services would be for FY 1983-84, rather than FY 1982-83. Councilwoman Pfennighausen questioned whether Ms. Bianchi is aware the City has no vehicle maintenance program; stated the biggest cost of vehicle maintenance work is the labor; stated that other areas of concern would be that the City has no jail, and questioned whether the County would provide free service for its jail and booking procedures. Linda Bianchi stated the County of Riverside provides jail services and lab services free, which are paid for by property taxes; tried to question San Bernardino County regarding this matter, but received no response. Stated the price of the vehicles was quoted from the Riverside Police Department; the maintenance costs were received from Desert Hot Springs under the concept that new vehicles are still under warranty and major problems would go back to the factory, which reduces costs. Mayor Grant opened the meeting to public participation. Dennis Evans, 22064 DeBerry, questioned if the City is attempting to contract with a private security force, stating if it is a private firm, they have no powers of peace officers; stated this would require coordination with a law enforcement agency, or the City would have to set up its own police department. Mayor Grant stated the City is investigating alternatives, since law enforcement costs are so expensive; stated this does not imply dissatisfaction with the services presently being received from the San Bernardino County Sheriff's Department; the City would not contract with a firm not legally qualified to undertake law enforcement and would have to meet post requirements. CC-82-321 Motion by Councilman Petta, Second by Councilman Nix, to continue negotiations with the San Bernardino County Sheriff's Department for law enforcement services for FY 1982-83. Page 8 12/16/82 11 Mayor Grant stated that, in his opinion, the process of charging administrative overhead by the County of San Bernardino is inequitable, particularly for the services of Treasurer, Auditor, and County Counsel, since the citizens pay property taxes. Mayor Grant stated he, the City Manager, and the Mayor and City Manager of Loma Linda met with Supervisor McKenna regarding this matter; stated legislation becomes effective January 1, 1983, prohibiting counties from charging overhead to cities - this does not apply to contracts entered into prior to 1983; the City has not yet signed a contract for services presently being received; has requested that the County provide a breakdown of the administrative overhead charges for our review. Supervisor McKenna recommended that, following a review of the breakdown of overhead charges, the City submit correspondence to the CAD indicating those areas which the City feels are justifiable and those which are not felt to be fair to the City; he also recommended that Council consider authorizing him to make a commitment in behalf of the City, based on getting the administrative overhead charges reduced as much as possible. Questioned whether Council would prefer that a special meeting be called prior to the end of the year, or whether they would authorize him to negotiate the matter and make a commitment in behalf of the City. Following further discussion, Motion No. CC-82-321 was amended by Mr. Petta, with concurrence of Mr. Nix, to authorize the Mayor to continue negotiations with the County of San Bernardino for the FY 1982-83 Law Enforcement Contract, and to authorize him to use his own discretion as to whether or not to enter into a contract for law enforcement services, or to arrange a special meeting for Council consideration. The Motion carried, ALL AYES, by all present. Council thanked Ms. Bianchi for the proposal submitted; clarified the proposal is not being disregarded for consideration as a FY 1983-84 alternative. POLICE CHIEF REPORT Council referenced correspondence from Captain Schuyler regarding the traffic enforcement program, which indicated a need for stop signs at locations on Michigan and questioned the procedure required to install the stop signs. Captain Schuyler stated the purpose of installing stop signs would be to reduce speeding on Michigan; stated the only action required would be Council direction to Staff to install the stop signs; stated another alternative is to conduct a speed survey to enable the Sheriff's Department to use radar for enforcement of speed in that area. Council directed Staff to consider installation of the stop signs and to submit a report to Council. Captain Schuyler stated he will be leaving his present position; expressed appreciation to the Staff; stated he will still be working with the community in his new position. Page 9 12/16/82 CITY ATTORNEY REPORT CONFLICT OF INTEREST REPORT City Attorney Hopkins stated he was directed to report to Council regarding the allegations made by Mr. Glasser regarding what he felt were violations of various conflict codes regarding Councilman Petta and City Manager Seth Armstead. Gave a brief history of the accumulation of laws dealing with conflict of interest; stated the City adopted Resolution No. 80-26, which constitutes the local Conflict of Interest Code; stated that code addresses the reporting requirements for certain designated employees. Council is governed by the Fair Political Practices Commission and the Political Reform Act and has the same disclosure disqualifi- cations. Stated both Councilman Petta and Mr. Armstead have declared ownership of the property in question on their initial statements and thereafter have reported that property; the parcel is jointly owned and was purchased prior to City incorporation; the reporting requirements appear to be appropriate throughout discussion of areas involving that property. The City Attorney stated that, in reviewing the material and actions taken, tried to categorize those actions relating to the planning functions, the CRA functions, the Economic Development Committee functions, and the Council functions. Discussed the functions of the CRA and the Economic Development Committee with Attorney Nazarek, since he serves as CRA counsel; Mr. Nazarek concurred that most of the functions beginning with the first Redevelopment Plan did not involve that parcel of property, so there would be no conflict of interest relating to that Plan; stated he doesn't feel there is a conflict of interest in the Revised Redevelopment Plan which encompasses the entire community, since neither individual would be any differently affected than would the rest of the community in that particular development plan. Stated the Economic Development Committee was not charged with considering a specific area; the Committee was to review and promote the entire commercial interests of the City; therefore, did not feel there was a conflict of interest on Councilman Petta's part in making an appointment to that Committee, or any participation regarding that Committee. Regarding planning functions, stated that, to his knowledge, Councilman Petta has abstained and declared a potential conflict of interest and disqualified himself regarding all matters pertaining to that property. Stated the City Manager was not involved in the zoning process - the Planning Director handled those matters; stated the City Manager had disclosed ownership of the property. Stated that Mr. Glasser had made reference to the failure of Mr. Armstead to disclose in writing a potential conflict to his immediate supervisors, as required by the local conflict of interest code; stated the code says "when disclosed in writing, will be handed over to the City Clerk, who will duly record it." Stated the City Manager has reported his financial interest in that property on Page 10 12/16/82 many occasions, and that action has been recorded in the Minutes by the City Clerk; cited a specific example was when Council considered having the City Manager serve on the Economic Development Committee in an advisory capacity when the committee formulated; at that time, the City Manager recommended against his being a part of that Committee, due to a potential conflict of interest on his part; that was reported in the Minutes, was disclosed to the City Clerk, and was duly recorded by her, as the code requires. Stated his review of documents indicates this had occurred on several occasions. Stated he feels the records show that Councilman Petta has made good -faith efforts to disclose ownership of property, has disqualified himself and did not participate in decision making when it appeared to be a foreseeable conflict of interest; stated it would be difficult to discern at what stage Councilman Petta should no longer participate in issues regarding the Economic Development Committee, since it made recommendations regarding a shopping center, or matters relating to the circulation element, since it could benefit the entire community. Feels that Councilman Petta and Mr. Armstead have properly disclosed and disqualified themselves regarding the property. Stated if anyone feels they have not appropriately disclosed, reported, or disqualified themselves, remedies may be taken under the code. Stated the law is to be construed in favor of the disclosure disqualifications, and says good -faith efforts are to be given great effect; in this instance, feels there has been total good -faith efforts by both individuals involved. Stated his report concludes he has found nothing on which to act any further; feels there has been good -faith effort by both individuals to comply with both the local and State codes in this regard. Mayor Grant questioned if any citizens would like to address Council on this subject prior to Council discussion. Tom Glasser, 22032 Tanager, stated he had requested an inquiry on a series of notations he had made from CRA and Council Minutes and quotations from newspaper articles in which there seemed to be a glaring conflict of interest; stated the City Attorney has provided a summarization of conclusions stating in his opinion there was no conflict of interest; felt the answers should have been presented more specifically and in writing; referenced the meeting with Mr. Johnson and Councilman Petta's nomination of Jerry Hawkinson to the Economic Development Committee as examples of conflict of interest. Stated the City Attorney indicated he would contact him to get a list of the items recited, but was never contacted; left a message for the City Attorney requesting he be allowed to review his findings, but was never contacted. Stated the Political Reform Act is aimed at prohibiting not just disclosure, but decision -making, negotiations, and nominations. Page 11 12/16/82 10 Stated he wants our officials to act in an impartial manner; requested Council to ask the City Attorney to put his findings in writing and to make a detailed investigation; stated the City Attorney could contact him to discuss areas which he feels, as an attorney, are conflicts. Mayor Grant stated Dennis Evans called him indicating the City Attorney had not contacted Mr. Glasser; stated he was to have been called if further attempts were unsuccessful; stated he was never contacted further. Councilwoman Pfennighausen stated John McDowell seemed to be directing the Economic Development Committee's efforts to a specific area, and when the Committee's Report was submitted, it was definitely pointed to the area west of Michigan between the freeway by Barton Road and down to Pico. Stated, for the record, that she thinks we have a good City Manager, probably one of the best in the County, and wants everybody to know she feels that way; feels he has done some wrong things; feels the same way about Councilman Petta, but feels citizens of the community have the right to get the matter straight in their minds; feels wrong things have been done, and the people involved need to admit that. The City Attorney stated he feels the Economic Development Committee was the most suspect area of potential conflict involving Councilman Petta. Found in the Minutes on several occasions.where Mayor Grant and Councilman Nix admonished the Committee because they felt it was not doing the task assigned them by Council; can't find a conflict when Council makes appointments and establishes duties of a more general nature than the Committee actually undertook. Councilwoman Pfennighausen stated she wants the individuals to know this isn't a personal vendetta; respects the work they have both done; stated she has a seven -page research document primarily centering on CRA and City Council Minute references in areas that she definitely feels there is a conflict of interest; feels the express charges brought by Mr. Glasser have not been answered and need to be answered specifically. The City Attorney offered to meet with Councilwoman Pfennighausen to review the documents she referenced; stated it is his duty, as City Attorney, to review areas which are felt to be valid conflicts of interest by Council; stated it is not his function in the City to answer Mr. Glasser; stated he is only accountable to Council in the interest of good government; would resist being required to answer Mr. Glasser or any citizen on a subject such as this. Councilman Nix stated he researched and found no documentation that indicates this is an appropriate channel for either the allegations, or for the Council to proceed; feels Council should either accept and be satisfied with the City Attorney's Report or seek additional legal consultation; feels it is not Council's function to be a court. Page 12 12/16/82 Mayor Grant stated Council has the right and obligation, if it feels it is appropriate, to initiate action; concurred that Council session is not the proper forum. The City Attorney stated he would be willing to advise any Councilmember on the conflict of interest; feels that is in compliance with the law. CITY MANAGER REPORT (1) The City Manager distributed a mailgram dated December 14 from the League of California Cities advising that the State fiscal crisis is real and immediate, with a billion -dollar deficit, and that City subvention funds will be curtailed for the balance of this fiscal year; the mailgram urged all cities to request that the billion -dollar deficit be resoved equitably, with consideration for preserving support for essential local services. The City Manager recommended sending a mailgram to both Governor Brown and Governor -Elect Duekmajian regarding this matter, and to include recommendations for State budget cuts as itemized in a mailgram sent June 14 to Senator Ayala and other legislators. CC-82-322 Motion by Councilman Nix, Second by Councilman Petta, ALL AYES, by all present, to authorize the City Manager to send a mailgram opposing State subvention cuts and recommending reductions to balance the State budget, to be sent to the Governor, the Governor Elect, and the State legislators. (2) Stated another urgent letter which was received regarding the budget crisis and reverse bail -out will be placed in the reading box. (3) Advised the City Attorney signed the stipulation and order dissolving the preliminary injunction by the City of Colton, which eliminates the sewer connection moratorium; will be placed in the reading box. (4) Distributed copies of a sales proposal to the City of Grand Terrace for the Grand Terrace Professional Building, 22365 Barton Road, submitted by Mr. Kernen, President of Stockwell and Binney. (5) Stated Council will be requested to consider a resolution for Riverside Highland Water Company regarding land the firm plans to sell at the January 13 meeting. SOUTH COAST AIR QUALITY MANAGEMENT DISTRICT REPRESENTATIVE Mayor Grant stated that City of Rialto Councilman Tom Sawyer and City of Ontario Mayor Pro Tem Faye Myers Dastrup are seeking City support to serve as the representative for the South Coast Air Quality Management District; background information has been furnished on both individuals. Stated the by-laws of the City Selection Committee specify that the delegate must vote in compliance with the majority vote of the Council represented; stated he feels both individuals are well qualified; however, since he Page 13 12/16/82 was contacted by Mayor Pro Tem Faye Myers Dastrup first and indicated his support, would vote for her. CC-82-323 Motion by Mayor Grant, Second by Councilman Nix, ALL AYES, by all present, that Council support the candidacy of Councilwoman Faye Myers Dastrup to be the representative for the South Coast Air Quality Management District. CITY COUNCIL REPORTS Councilwoman Pfennighausen related an incident which occurred on Barton Road near City HalTon December 13 involving a dog hit by a blue car, which did not stop; stated Animal Control was contacted, but did not respond; stated a Riverside fireman and a young man, unidentified, assisted with the injured dog and took it to a veterinarian; recommended presenting a commendation to both individuals. Mayor Grant stated he was also present and confirmed no service from Animal Control was received; feels we are paying Animal Control to perform services which should be received; feels the City has no choice but to use the Animal Control Services of San Bernardino County, since the City cannot afford to have its own Animal Control program; concurred with presenting commendations to the individuals. Councilman Petta reported the following: (1) Commended the Parks and Recreation Committee on the success of the tree lighting ceremony; suggested the Committee consider a function every holiday; (2) Stated the City of San Bernardino requested the City adopt a resolution opposing the location of a prison in the Glen Helen area; read City's Resolution No. 82-35, adopted August 12, 1982, opposing construction of a prison anywhere in San Bernardino County; recommended sending copies of that Resolution to the City of San Bernardino, the Board of Supervisors, and all legislators reaffirming our City's position, not only in Glen Helen, but anywhere in San Bernardino County. Councilman Nix requested that the appropriate party be contacted to remove a tree branch hanging in the power line on Barton Road. Mayor Grant reported the following: (1) Referenced receipt of a letter from Mr. Falkner, Southern California Edison Company, expressing appreciation for the City's cooperation during the recent storms; (2) Attended LAFC meeting December 8; Larry Hendon presented information regarding possible reorganization within the County, which included a recommendation for expanding Grand Terrace to include Reche Canyon. INSURANCE - COMMUNITY CENTER Councilman Petta stated that a question had been raised regarding the insurance policy for the Community Center; stated the School District has the policy. Page 14 12/16/82 Councilman Nix stated he had requested that Mr. Jacobsen include the Community Center in the School District policy and to send the billing to the Lions Club; feels the insurance has been provided for the Community Center in that manner. The Mayor opened the meeting to public participation. Dick Rollins, 22700 DeBerry, stated he provided a silver shovel for the ground breaking ceremonies for Terrace Hills Community Park; questioned the location of the shovel. ADJOURN Mayor Grant adjourned the regular City Council meeting at 10:13 p.m. to a public workshop session with the CRA to be held January 4, at 1:00 p.m. in the EOC Conference Room at City Hall, 22795 Barton Road, to discuss the fire station construction contract. Respectfully submitted, APPROVED: Mayor Page 15 12/16/82 PENDING CITY r,KAND TERRACE COUNICIL APFROVAL D_�.lAND/VVARRANT REGISTER NO. 83-07 1 JAN 13 1983 COUNCIL AGE^4DA ITEM if 3,4 AK REGISTER NO. 011383 PAGE NO. 1 DATE 01/13/83 PAYEE WARRANT CHECK UCH" i DETAIL OF DEMANDS PRESENTED WRITTEN DESCRIPTION ACCOUNT CHG-D INV NO AMOUNT NO AMOUNT ACCENT PRINT K DESIGN INVOICES (500) 10-4140-210 BUS.LICENSE APPS. 10-4140-210 12578 2579 SLTH ARMSTEAD LOCAL NITLEAGE,SETH 10-4120-271 BASTANCHURY BOTTLED WATER BOTTLED �'gAfER,PLAN. 10-4190-238 68674 BOTTLED NATER,FINANCE 10-4190-238 68675 BOTTLED s:'ATER,C/M 10-4190-238 168676 BOTTLED o4ATER,C/M 1U-4190-238 16A929 BOTTLED iATER,PLAr-NING 10-419n-238 i5s3928 BOTTLED vATER, FINANCE 110-4190-239 `6R927 RrlO;tiN R NI,GZaPEK LEGAL SVC. SEPT.82 10-4160-250 CALIF. ENERGY COMMISSION EnIr-RGY LOAF PAYMENT u3 10-2gUC-000 i oz-000 CALIF. PARKS 8 RECREATION CAPR ',1E"�13EKSHIP 1983 13-4R07-265 I CALIF.SOCIETY/MUNICIPAL CsAFO SEI•JrvAR 2/2/83,ED 10-4140-270 DEAN CARTER I6920 ( ELEC WORK? PARK ;13-41130-220 � I CASH REGISTER SYSTEI-,,S OF CALl I 1 CASH REG.TAPE (1/2 CASE) !10-414n-210 11A301 CASH REG.TAPE (1/2 CASE) 21-4572-210 i18301 COMPUTFR ROOF SUPPLY STORE RIoBONS,NORD PROCESSO4 110-4421-210 i5434 I 112.30 102.03 10761 29.75 1076i 4.15 4.15 8.30 8.30 4.15 4.15 1076 2557.41 11076 F06.f•9 �10765 I i 80.00 I1076 100.00 P367, 185.66 1 1076i 27.02 I 1 I 27.03 '10765 I I i 84.55 ,10769 I 214.331 29.751 33.201 2557.41 806:69: 80.001 100.001 185.66 54.05 84.55; GRAND TERRACE DEMAND/WARRANT REGISTER NO. 83-071 PAYEE SUCHER DETAIL OF DEMANDS PRESENTED NO DESCRIPTION i 'CHARLIES CHIPS COOK IES, XM"AS PARTY i iEDWARD CLARK FIN.SEf4INAR 12/13,ED FIN.MEET. 12/3,MONTEREY,E I CUMHUNITY REDEVELOPIIAENT AGEi PART-PAY,CARTER,(P366) ELEC.I,,NSPFCT.RED.ENG.(p4, SANDSLAST.50% COt,,PLFTE (I PART.PAY t&V,;Dnv� REPLACE(i PAkT.PAY,CARTFR(P37A) PART.PAY,CARTER (P409) ELEC.REWIRE 10% RETEN. (P+ ENG.SVCS.6/21-7/18/92(P3I ENG.SVCS.7/19-8/2?/82(P3' ENG.SVCS.8/23-9/19/82(P4; ENG.SVCS.9/20-10/17/82(Pl PAkT.PAY S.C.C. (P365) PART.PAY S.C.C. (P366) Ef'JG.SVCS.6/21-7/18/82 (P3f ENG.SVCS,7/19-8/22/82(P3( ENG.SVCS.9/20-10/17/82(Pi ' ENG.SVC.7/19-8/22/82(P39: TITLE REPORTS(12)(P407) ENG.SVCS 8/23-9/19/82(P41 ACCOUNT CHG'D 13-4430-220 10-4140-270 10-4140-270 10-4592-255 10-4592-255 -110-4592-255 310-4592-255 110-4592-256 I10-4592-256 �IU-4592-256 ,10-4592-600 )10-4592-600 610-4592-600 t'10-4592-600 13-4450-255 !13-4450-256 :.13-4450-600 0.13-4450-600 1!13-4450-600 '16-4930-600 16-4930-600 16-4930-600 REPORTS,SUB ESCROW FEFS(I16-4930-600 ENG.SVCS.9/20-10/17/82(P'16-4G30-600 ntFERRED COi•iPENbATTON' PLAN DEF.Cn,.1P_P/P EiiND.11/19/6210-2164-000 DEF.CO!iP.P/R EN0.11/19/P210-2170-000 DEF.CO'"P.P/R END.11/10/R!U-4120-140 DEF.CO14P.P/P END.11/19/A2,10-4125-140 DEF.MlP.P/G END.11/19/8210-414n-140 DEF-CO;4P.P/R ENID.11/19/8�10-4180-140 DEF.COIIP.P/R END.11/19/8210-4370-140 I i INV NO 1 AMOUNT 71.00 19.50 19.16 11323.80 200.00 2?23.00 3150.00 5160.17 5042.84 4468.86 1064.74 420.74 a22.80 332.80I 760.00 12053.31) 35.20 78.30 66.00 4220.86 1500.00 3250.10 125.00 1227.70 1 842.00 7.67 542.58 362.05 586.92' 210.25' 277.31 PAGE NO. 2 DATE 01/13/83 WARRANT CHECK WRITTEN NO AMOUNT 11077 1077 P368( 71.001 38.661 57166.21 m rl GRAND TERRACE DEMAND/WARRANT REGISTER NO. 83-07 1 )OCHER I DETAIL OF DEMANDS PRESENTED NO J DESCRIPTION ACCOUNT CHG'D UEF.COMP.P/R END.11/19/82I13-4430-140 DEF.CO14P.P/R END.11/19/8221-4572-140 DEF.COt,1P.P/R END 12/3/82 10-2164-000 DEF.COI✓P.P/R END 12/3/82 10-2170-000 DEF.COt.;P.P/R END 12/3/62 10-4120-140 DEF.COMP.P/R END 12/3/82 10-4125-140 DEF.COMP.P/R END 12/3/82 10-4140-140 DEF.COMP.P/R END 12/3/82 10-4180-140 DEF.CONIP.P/R END 12/3/82 10-4370-140 DEF.COtdP.P/R END 12/3/82 13-4430-140 DEF.COHP.P/R END 12/3/82 21-4572-140 DEF.CONaIP.P/R END. DEF.COriP.P/R END. DEF.COmP.P/R END. DEF.M;P.P/R END. DEF.COt,tP.P/R END. DEF.COMP.P/R END. DEF.COMP.P/R END. DEF.COMP.P/R FND. 12/17/Fi10-216U-000 1?/17/t10-4120-140 12/17/5!10-4125-140 12/17/81IV-4140-140 12/17/6!10-4180-140 12/17/810-4370-140 12/17/813-4430-140 12/17/S.21-4572-140 EMPLOYMENT DEVELOPME►'T DEPT.' PIT DEPOSIT 11/82 10-2162-000 SDI DEPOSIT 11/82 10-2163-000 i I iINTN'L CITY MANAGEMENT ASSO HOUSE.tLOCAL GOV'T .10-4120-210 PL1B."GUIDE TO MGR.PROJECT10-4120-210 PUBLICATIONS FCI FONTANA CONSTRUCTION ING EARTHWORK,DEBERRY ;16-4g00-255 Ft_OAERS EY YVONNE FLOWERS,ROBLES FRITZ'S LAhN-MO:4ER REPAIR REPAIR CHAIN SAW i INV NO 14605 10-4190-220 112129 10-4180-246 PAGE NO. 3 DATE 01/13/83 WARRANT CHECK WRITTEN AMOUNT NO AMOUNT 16802 105..10 P36E A42.00 7.67 548.77 362.06 660.06 210.25 277.31 170.11 105.10 P92.00 548.78 362.06 430.90 210.25 277.31 168.02 110.35 741.58 130.82 27.25 40.00 90.00 P366E IP367 I P3659 10772 i 10773 I 28.00 110774 25.00 110775 I I ; 3101.901 3183.331 2999.67 872.401 67.25! 90.00; 2F.001 1 25.00! GRAND TERRACE DEMAND/WARRANT REGISTER NO. 83-071 PAGE NO. 4 DATE 01/13/83 PAYEE NO �J 1 DETAIL OF DEMANDS PRESENTED J WARRANT CHECK WRITTEN I DESCRIPTION ACCOUNTCHG'D INV NO. AMOUNT NO AMOUNT i !GRAND TERRACE LOCK & KEY ENVFLOPES,PREAMBLE/ARGUM 10-4110-210 327.87 BUSINESS CARDS 10-4190-210 i I 90.10 P367 417.97 IALEXANDER GRANT & COMPANY I MAILING LABELS 10-4140-210 12123 127.10 ! COMPUTER SVC. 12/82 10-4420-255 01094 935.14 COMP.SVC. 11/82 W.W.D. 21-4572-255 i I 1 12123 430.00 10776 1492.24 i HERTZ EQUIPMENT RENTAL SKIP LOADER,DUMP TRUCK 16-4900-255 b1440 ?61.00 1 DUMP TRUCK RENT 16-4900-255 205636 265.32,107771 526.32 i I .IPS SERVICES INCORPORATED STREET SNEEP.12/7/82 18-4908-255 11520 284.41 STREET S►:EEP. 12/14/82 18-4908-255 1531 284.41 STREET S?,,EEP.12/21/82 18-4908-255 I 1532 304.73 10778 873.55 I.vTN'L ASSOC .PLUMB ING/ NE14BERSHIP,IAPIAO,83 10-4120-265 25.00 10779 25.00 INTERNAL REVENUE SERVICE REFUND TO G.T.IN ERROR 10-2161-000 6.22 P3681 6.22 I KICAK & ASSOCIATES CITY STAFF 10-4120-601 i 3367.22 GENERAL ENGINEERING '10-4170-250 I 655.80 COORDINATION WITH PUBLIC 10-4170-255 298.50 BUILDING & SAFETY '10-433n-255 i 3382.40 PLANNING 10-4370-255 I 1704.50 REHAB COMMUNITY CENTER 10-4592-600 i 1 216.70 PUBLIC WORKS 10-4610-255 1099.40 RECON.BARTON M/V N/E TO LIMIT 16-4930-600 1 1321.78 RECON.BARTON M/V N/E TO LIMITS,116-4930-600 1 1986.90 I WASTEWATER DISPOSAL 21-4572-601 179.30 14232.50 PERIOD 11/15-12/19/82 I i I 110780 I 1 1 I GRAND TERRACE DEMAND/WARRANT REGISTER NO. 83-07 1 PAYEE )UCHER ' DETAIL OF DEMANDS PRESENTED NO II- DESCRIPTION I ACCOUNTCHG'D INV NO I ! I I K-MART XMAS LIGHTS 13-4430-220 XMAS DECORATIONS 13-4430-220 SUPPLIES,XMAS PARTY 13-4430-220 I ;SANDY KROMMILLER SUPPLIES,XMAS PARTY 13-4430-220 ;VIRGIL LIVELY CROSSING GUARD,12/6-12/1717-4910-250 MICHAEL LUNA LOCAL MILEAGE 11/10-11/2.10-4180-271 LOCAL MILEAGE ,11/29-12/9,10-4180-271 !JEAN MYERS CROSSING GUARD,12/6-12/17'17-4910-250 II! NAT.IfgSTITUTE/PAPK/GROUND MCA MEt•iERSHIP,NIPGM,1983 13-4430-265 ,CANDY NOVE CLERICAL ASSIST.FINANCE 10-4140-250 i PACIFIC TELEPHONE PHONE 12/14/82 CITY HALL 10-4190-235 LIST.RIVERSIDE BOOK,SHERRIF 10-4190-2 35 COMP.PHOINF 12/7/82 10-4420-235 I PAINE N'EBBER RETIRE.P/R END.11/19/82 10-2167-000 i RETIRE.P/R ENn.11/19/82 10-4120-140 RETIRE.P/R END.11/19/82 10-4125-140 t f 7832 4288 4288 AMOUNT 61.69 93.26 29.99 46.39 PAGE NO. 5 DATE 01/13/83 WARRANT CHECK WRITTEN NO AMOUNT 10781 570, 127.20 i10782' i I e.3.60 105.48 10783I 127.20 1107841i I 25.00 11078� 256.00 IP3673 812.28 50.78 -10786 I 1 i 69.65 ; 371.71 248.04 i I ' I i 184.94 46.39 127.20 189.08i 127.20 i ! I 25.00 256.00 868.351 n n GRAND TERRACE PAGE NO. 6 DEMAND/WARRANT REGISTER NO. 83-071 DATE 01 / 13/83 PAYEE WARRANT CHECK JUCHER DETAIL OF DEMANDS PRESENTED WRITTEN NO DESCRIPTION I ACCOUNTCHG'D INV NO AMOUNT NO I AMOUNT RETIRE.P/R END.11/19/82 10-4140-140 RETIRE.P/R END.11/19/82 10-4180-140 RETIRE.P/R END.11/19/82 10-4370-140 RETIRE.P/R END.11/19/82 13-4430-140 RETIRE.P/R END.11/19/82 21-4972-140 RETIRE.P/R END. 12/3/82 10-2167-000 RETIRE.P/R END. 12/3/82 10-4120-140 RETIRE.P/R END. 12/3/82 10-4125-140 RETIRE.P/R END. 12/3/82 10-4140-140 j RETIRE.P/R END. 12/3/82 10-4180-140 kETIRE.P/R END. 12/3/82 10-4370-140 RETIRE.P/R END. 12/3/82 13-4430-140 RETIRE.P/R END. 12/3182 21-4572-140 RETIRE.P/R END. 12/17/82 10-4120-140 RETIRE.P/R END. 12/17/82 10-4125-140 RETIRE.P/R END. 12/17/82 10-4140-140 RETIRE.P/R END. 12/17/82 10-418n-140 RETIRE.P/R END. 12/17/82 10-4370-140 RETIRE.P/R END. 12/17/82 13-4430-140 RETIRE.P/R END. 12/17/82 21-4572-140 'FETTY-CASH,PEGGY TROTTIER SUPPLIES,CITY PARTY SUPPLIES,CITY PARTY CUPS,C/M DEPT. RECORDERS FEE BOOKLET,CFPP i TOILET PAPER ROPE,LIGHT BULBS DISENFECTENT RUTS, BOLTS, WASHERS FURNITURE POLISH PAINT,ROLLER SLEEVE GAS,UIL FOP CHAIN SAW bOLTS,v;ASHERS,CLAMPS MAINT. SUPPLIES i GAS & LABLES 10-4110-220 10-4110-220 10-4120-210 10-4125-210 10-4125-210 10-4180-245 10-4180-245 10-4180-245 10-4180-245 10-4180-245 10-418n-245 10-4160-245 10-4180-245 10-4180-245 10-4180-246 I 310 313 317 �316 326 !306 !307 1306 1309 �312 315 316 320 325 �319 295.21 144.04 189.98 115.10 72.00 69.65 375.96 248.04 295.21 144.04 189.98 116.54 72.00 375.96 248.04 295.211 144.04 189.98 115.10 75.60 5.77 4.62 2.80 9.50 2.25 12.04 10.39 14.85 5.53 1.63 4.18 5.25 3.48 10.91 7.12 IP36E P366� P3676 0781 1505.731 1511.421 144z o3 90.32 GRAND TERRACE DEMAND/WARRANT REGISTER NO. 83-071 PAGE NO. 7 DATE 01/13/63 NOO IU PAYEE DETAIL OF DEMANDS PRESENTED WARRANT CHECK WRITTEN DESCRIPTION ACCOUNTCHG'D INV NO AMOUNT NO AMOUNT ,PETTY-CASH,PEGGY TROTTIER GAS FOR LAWNMONER 10-4180-246 321 2.00 SUPPLIES,CITY MEETINGS 10-4190-220 324 12.08 PAPER CUPS,PARKS 13-4430-220 322 9.32 SUPPLIES,XMAS LIGHTS 13-4430-220 323 2.98 HORSE SHOE STAKE REPLACE 13-4430-245 11 3.82 RUBBER STAMP 21-4572-210 314 4.66 10788 34.86 �PITNEY BOINES I MAINT.MAIL SCALE 1 YEAR 10-4190-246 746071 65.00 10789 65.00 POSTMASTER/COLTON PRESORT MAIL PERMIT 21-4572-210 30.00 10790; 30.00 .PRESS ENTERPRISE COMPANY SU6.PRESS,1/83-12/83 i I 10-4120-210 60.00 10791 i b0.00 RIVERSIDE -HIGHLAND itiATER CO. I i4ATER 12/6, C/H 10-4190-238 54.50 ,:ATER,FIRE ST.LAND 12/6 10-4190-23A I 7.5U 1y41ER,P4RK,12/6 I 13-4430-238 192.50110792 254.50 SACRAMENTO NEV;SLETTER SUB.SACRAMENTO NE�-'SLETTE-10-4120-210 25.00 1079 25.00 i ISAN BERNARDINO, COUNTY OF !•MALL CALENDARS 10-4120-210 4.28 NALL CALENDARS 10-4140-210 12.84 10794 17.12 SAN BERNARDINO, COUNTY OF I SHEPRIF 2ND QUARTER 82/8310-4410-255 67644.42iP3671 67644.42` BAL.iST g 2NU QUARTER 82 10-4410-255 � i 15052.40 F3682 15052.40 SAN BERNARDINO, COUNTY OF DUMP CHARGES 11/17-12/14/18-4908-255 842 160.25!1079 160.25 n GRAND TERRACE PAGE NO. 8 DEMAND/WARRANT REGISTER NO. 83-071 DATE 01/13/83 PAYEE JU DETAIL OF DEMANDS PRESENTED NOO ECK WA WRITTEN DESCRIPTION ACCOUNTCHG'D INV NO. AMOUNT NO AMOUNT t S.C.C.GENERAL CONTRACTOR i FIN.AL PAY.RESTROOMS 13-4450-256 750.00 P3666 750.00 ,SECURITY PACIFIC NAT'L BANK LCC SEMINAR,ilONTERY,RIGL 10-4110-270 175.35 LCC SEMINAR,MONTERY,ED 10-4140-270 194.18 10796 369.53 i ;SECURITY PACIFIC NAT'L BANK FED.P/R TAX DEPOSIT DEC. I 10-2161-000 4470.37 P3679 4470.37 :SECURITY PACIFIC NATIONAL Ra RENT SAFE DEPOSIT BOX 10-4190-210 54.00 1079T 54.00 SIGNAL MAINTENANCE, INC. INSTALL 120V OUTLETS SIG.16-4909-255 �32650 313.94 SIGNAL MAINT.11/82 (3) 16-4909-255 32761 187.41 10798 501.35 I 50. CALIF. EDISON CG:✓PANY t I BILLING 12/10,C/H,ELEC. 10-4190-238 165.42 ' SIG.(1) 10/14-12/14/82 11-4510-238 349.17 SIG.(1) 12/62,ELEC. 11-4510-238 95.70 j SIG. (2) 1212182 ELEC. 11-4510-238 92.71 SPRIiJKLER,PARK 12/10,ELEC13-4a30-238 15.70 BALL PARK LIGHTS,12/2 EL t 13-4430-238 363.79 1079 1082.49 SO. CALIF. GAS COMPANY BILLING C/H 12/10,GAS 10-4190-238 168.45 1080 168.45 Sit. CALIF. JOINT PO::ERS PROPERTY INS.12/1/62-11/310-4190-260 i I 326.00 10801 326.00 ;STATE COMPENSATION INS. CO. WORK.CoMp.INS. BAL.82 10-4190-260 2802.56 P366, 2802.56 GRAND TERRACE PAGE NO. 9 DEMAND/WARRANT REGISTER NO. 83-071 DATE 01 / 13/83 PAYEE WARRANT CHECK NO ]OCHER DETAIL OF DEMANDS PRESENTED WRITTEN DESCRIPTION ACCOUNTCHG'D INV NO. AMOUNT NO AMOUNT STOCKNELL 8 BINNEY COVERS 10-4110-210 PENCILS 10-4120-210 RUBBER BANDS 10-4125-210 CLIPS,PENCILS,PHONE PADS 10-4125-210 1983 CALENDAR REFILLS 10-4125-210 PENS, PENCILS 10-4140-210 CHECK FILE 10-4140-210 DESK ORGANIZER,MEMO TRAY 10-4140-210 4 DOZ.PENS 10-41401-210 ENVELOPES 10-4140-210 CALENDAR,TAPE,MARKERS 10-4370-210 LABELS 10-4370-210 CASSETTE TAPES 10-4804-210 APPOINTMENT BOOKS 13-4430-210 TtiE SUN AD, ACCOUINTANT 1U-4120-230 AD,OFFICE HELP 10-4120-230 SUBSCRIPTION,SUNI,1983 10-4140-210 TONA'S MAGIC PRESS XMAS CARDS PRINTED 13-4807-210 XMAS PARTY FLIERS 13-4807-210 PEGGY TROTTIER LOCAL MILEAGE,TROTTIER 10-4140-271 I LOCAL i•lTLF-AGE,TROTTIER 21-4572-271 RUSALIO VALENZI!ELA JR. LOCAL IYILEAGE,11/12-12/1510-4180-271 ,VALLEY SALES RENT FORKLIFT 13-4430-220 CHECK VOID VERTICAL MAiNAGEMENT SYSTEMS PROCESS TRAFFIC CITES 11/'10-4412-255 I I i i 24081 22720 22225 21513 20400 22720 22643 21513 23659 24081 21513 24081 21119 20400 82653 1 82012 1 2.45 1.57 3.08 9.46 10.52 10.09 5.77 7.52 10.81 6.23 7.43 1.27 65.00 8.58 110802 68.04 23.52 96.00 1080 54.40 79.65 i080 4.63 5.63 1080 15.75 1080 125.00 1080 43.50 1 1080E 149.761 187.561 134.051 10.261 15.75i 1-1- nn 43.50 GRAND TERRACE DEMAND/WARRANT REGISTER NO. 83-071 PAGE NO. 10 DATE 01/13/83 VAYEL )UCHER NO DETAIL OF DEMANDS PRESENTED WARRANT CHECK - WRITTEN DESCRIPTION ACCOUNTCHG'D INV NO AMOUNT NO. AMOUNT IxEROX CORPORATION COPIER 11/82,PLANNING 10-4190-240 137589 125.95 i COPIER RENT,11/82,C/M 10-4190-240 137585 543.61 10809 669.56 AIRREM—ORANGE S/S CLEANER&SUPPLIES 13-4430-245 2-1710 118.14 10810 118.14 TRAFFIC MGMT. SYSTEIAS, INC. ST.SAEEP.SIGtvSKINSTALL 18-4908-255 10124 4011.65 10811 4011.65 BASE LINE MACHTNE RENT CHAIN SAV, (2 DAYS) 16-4900-255 12662 160.00 10812 160.00I 'VIC PFENNIGHAUSEN PARTS,EMERGENCY GENERATO 10-4808-606 150.00 P3662 150.001, TINY kOMERO i STORM CLEAfv—UP VIORKER 13-4430—?50 125.00 'P3667� JOHN SOLAS STURM CLEAN—UP 'eJORKER I 13-4430-250 120.00 P3665 120.00 DIRECT SAFETY COflPANY BARRICADE TAPE,BATTERIES 16-4900-2.55 62463 166.80 1081-3 166.80,* I WILLIAMS METROLOGY CORP. I j REPAIR RADAR,Uf4IT KP-11 10-4410-255 121.41 P3674 121.c1i� ThE NIAYSIDE PRESS ABSENTEE CALENDARS 10-4140-210 108IJ 21.67i-s PAYROLL PAYROLL ENDING 12/03/82 i i t I 10-2161-000 1543.28- i f m GRA14D TERRACE PAGE NO. 11 DEMAND/WARRANT REGISTER NO. 83-071 DATE 01 / 13/83 PAYEE OUCHER DETAIL OF DEMANDS PRESENTED ` WA RRANTCHWRIITENECK DESCRIPTION ACCOUNTCHG'D INV NO AMOUNT NO AMOUNT PAYROLL END.12/17/82 10-2161-000 PAYROLL ENDING 12/03/82 10-2162-000 PAYROLL END.12/17/82 10-2162-000 PAYROLL ENDING 12/03/82 10-2163-000 PAYROLL END.12/17/82 10-2163-000 PAYROLL ENDING 12/03/82 10-2164-000 PAYROLL END.12/17/82 10-2164-000 PAYROLL ENDING 12/03/82 10-2167-000 PAYROLL ENDING 12/03/82 10-2170-000 PAYROLL END.12/17/82 10-4110-120 PAYROLL ENDING 12/03/82 10-4120-110 PAYROLL END.12/17/82 10-4120-110 PAYROLL ENDING 12/03/82 10-4125-110 PAYROLL END.12/17/82 10-4125-110 PAYROLL ENDING 12/03/82 10-4140-110 PAYROLL EFID.12/17/82 10-4140-110 PAYROLL ENDING 12/03/82 10-4180-110 PAYROLL END.12/17/82 10-4180-110 PAYROLL ENDING 12/03/82 10-4370-110 PAYROLL END.12/17/82 10-4370-110 PAYROLL ENDING 12/03/82 13-4430-110 PAYROLL END.12/17/82 13-4430-110 PAYROLL ENDING 12/03/82 13-4430-115 PAYROLL EF'DINr, 12/03/82 i21-4572-110 PAYROLL END.12/17/82 121-4572-110 PAYROLL END.12/17/82 121-4572-115 1461.50 247.79 238.01 42.00 42.23 842.00 892.00 69.65 7.67 750.00 3031.91 3031.91 2000.30 2000.30 3646.67 2380.66 1161.65 1161.65 1532.11 1532.11 928.26 928.26 11.60 560.65 580.65 29.04 19901.60 GRAND TERRACE DEMAND/WARRANT REGISTER NO. 83-071 PAGE NO. 12 DATE 01/13/83 NI JU PAYEE DETAIL OF DEMANDS PRESENTED WARRANT CHECK WRITTEN DESCRIPTION ACCOUNTCHG'D INV NO. AMOUNT NO AMOUNT i WRITTEN 32089.52 PREPAID 183748.93 ACCRUED .00 TOTAL 21583E.45 RECAP BY FUND PRE -PAID WRITTEN FUND 10 154939.58 19301.84 FUND I 11 .00 537.58 FUND 13 16755.20 1520.48 FLIND I 16 I 10323.66 4753.151 I FUND 17 .00 254.401 FUND 18 .00 f 5045.45I FUND 21 I 1730.49 i 676.62 � i I I I CERTIFY THAT, TO THE BEST F MY KNOWLEDGE, T E AFORELISTED CHECKS FOR PAYMENT OF ICITY LIABILITIES HAVE BEEN AUDITE BY ME AND ARE NECESSARY AND APPROPRIA E EXP NDITURES ;FOR THE OPERATION OF THE CITY. I � I DW RD R. CLARK FINANCE & ADMINISTRATIVE SERVICES I i I OFFICER I I I ; i I Date: -83 f' REPCRT StAFF C R A ITEM ( ) COUNCIL ITEM (X ) MEETING DATE: 1-13-8 3 AGENDA ITEM NO. G SUBJECT: ACCEPT FY 80/81 & 81/82 CITY AUDITS Subject audits are submitted to the Council for acceptance. The auditor recommended certain actions to improve internal control and administrative efficiency. No management letter was submitted by the auditor for FY 80/81. The reason being that most of the corrections were completed during the audit. Some of the recommendations contained in the FY 81/82 audit are applicable to FY 80/81 and will be implemented as necessary. The staff concurs with the auditors recommendations and has taken or is taking the following actions to carry out these recommendations: RECOMMENDATION 1 - We recommend that bank reconciliations be performed prior to closing the general ledger for each month and that corrections be made for any discrepancies at that time. Bank reconciliations for both years were not prepared in a timely manner. Before the general ledger is closed for each month, the cash balance per the bank statement for the last day of that month should be reconciled to the general ledger. Without a bank reconciliation, discrepancies between the detail and actual cash transactions may go unnoticed and may not be accounted for. ACTION: A. Bank reconciliations are now current through November, 1982 and all needed journal vouchers are prepared and input into computer. B. Future reconciliations will be made as soon as the bank statement is available. C. We will, as per the auditor's recommendation, prepare the reconciliation and relevant journal vouchers before closing the general ledger each month. RECOMMENDATION 2 - We recommend that investments and investment earnings be reconciled to the general ledger on a monthly basis and that corrections be made for any discrepancies at that time. ACTION: The reconciliation has been done through November 30, 1982 with relevant journal voucher adjustments prepared. RECOMMENDATION 3 - We recommend that payable/receivable accounts between the City and the CRA be reconciled to the respective general ledgers on a monthly basis and that corrections be made for any discrepancies at that time. Additionaly, a sub -ledger control sheet should be maintained by the City listinq the detail of all transactions. STAFF REPORT i SUBJECT: ACCEPT FY /81 & 81/82 CITY AUDITS DATE: January 13, 1983 PAGE TWO Presently, no reconciliations of the payable/receivable accounts between the City and the CRA are being prepared. The effect is that posting errors and discrepancies are not found until the accounts are reconciled by the auditors at year end. ACTION: A reconciliation is being done and will be completed by January 15, 1982. We will not implement a manual subsidiary ledger at this time but will consider a computer produced sub -ledger if monthly reconciliations become burdensome. RECOMMENDATION 4 - The general ledger should be balanced at the end of each month before additional transactions are posted to the general ledger. Several funds were out of balance at June 30, 1982. This is due to incorrect recording of transactions and adjustments to the general ledger. The detailed general ledger should balance at all times. If the general ledger is out of balance, the reasons why should be spe- cifically determined, "back-up" with source documents, and corrected. Under no circumstances should an unidentified amount be posted to an expenditure or revenue account to "force" an account to reconcile or balance. ACTION: The reconciliations through November 1982 are complete. RECOMMENDATION 5 - Internal control over general fixed assets would be achieved by maintaining a sub -ledger which was reconciled monthly to the general ledger with any discrepancies being adjusted for at that time Currently, the ownership, purchase, and/or disposition of general fixed assets is not being controlled by a detailed general fixed assets sub -ledger. Ownership, purchase and disposal should be readily identified in the general ledger and should agree to the general fixed asset sub -ledger. ACTION: A sub -ledger has been purchased and is current through December 1982. Alexander Grant & Co. has been requested to automate this so it will be a by-product of the single entry data input for the acquisition expense or retirement journal entry. RECOMMENDATION 6 - We recommend that the pre-printed check numbers rather than the computer generated check number be used to control the use of and accounting of checks; and, that original copies of checks voided during computer processing be accounted for and maintained sequentially with the paid checks. When all checks are accounted for monthly via pre-printed check numbers and monthly bank reconciliations, increased internal control is maintained over the use of cash. ACTION: Has been implemented. STAFF REPORT SOBJECT: ACCEPT FY "81 & 81/82 CITY AUDITS DATE: January 13, 1793 PAGE THREE RECOMMENDATION 7 - Necessary corrections to the expenditures and revenue ledgers should be made monthly through formal journal entries. Corrections made to the expenditure and revenue ledger during both accounting years were often made by making a hand-written notation in the ledger that a line item was being transferred to another account. An authorized journal entry should be prepared for all reclassifications and adjustments, including a descriptive reason for the entry, and referred to when recorded by computer entry during the year or by manual entry at year end. This will provide an audit trail and increased assurance that all adjustments and corrections have been properly recorded. ACTION: Hand-written entries were utilized after the close of the year's business. Future years' books will not be closed out until all adjusting entries are made on the computer through formal journal entries. RECOMMENDATION 8 - We recommend that monthly account analysis be performed on revenue and expenditure accounts to insure that transactions have been posted to the correct accounts. Several revenue reclassifications were necessary for the June 30, 1982 audit. Monthly account analysis of selected revenue and expenditure accounts and the supporting documentation will serve as a "double check" to insure that transactions have been recorded in the correct accounts. ACTION: The Finance Department will monitor both the Revenue and Expenditure posting accuracy. Other department heads will also help to control posting accuracy of the expenditures through their monthly budget report perusal. RECOMMENDATION 9 - Inter -fund loan and transfer accounts need to be established and utilized to account for transactions between funds. Additionally, a sub -ledger control of inter -fund loans and transfers should be established and reconciled to the general ledger on a monthly basis. Currently, interfund loan and transfer accounts are not being fully utilized. The establishment of inter -fund loan and transfer accounts would allow for increased control over the transfer of monies and other assets between funds. A monthly review of these accounts would provide the City managerial staff with greater assurance that their fiduciary responsibilities are being fulfilled. ACTION: Laons will be coded properly at the time loan check is prepared. Inter -fund transfers are not expected to be utilized. Rather, expenses will be charged to the actual fund supporting the expense. Staff Recommends Council Accept: A. FY 80/81 AUDIT B. FY 81/82 AUDIT encl. 1. Management Letter, June 30, 1982 2. Financial Statements, June 30, 1981 3. Financial Statements, June 30, 1982 Ar 1% Aou Date: 1-6-8C--WD 1 E{fir% [�!1STAFF C R A ITEM ( ) COUNCIL ITEM ( X ) MEETING DATE: 1-13- 83 AGENDA ITEM NO. _7 0 SUBJECT: AUTHORIZE CRARTREE, KARIEN AND ARZOO TO AUDIT CITY FY 82/83 BOOKS Subject CPA Firm in negotiation with staff on December 15, 1982 agreed to audit the City's books for FY 82/83 for $3,000.00. The books should be ready for audit by October 15, 1983. The Staff Recommends Council: AUTHORIZE THE MAYOR TO SIGN THE ATTACHED PROPOSAL FROM CRABTREE, KARLEN AND ARZOO FOR THE PURPOSE OF AUDITING THE CITY BOOKS FOR FY 82/83. NOTE: THE STAFF WILL INCLUDE THE COST FOR THE FOREGOING IN THE FY 83/84 CITY BUDGET, AFTER MAYOR HAS SIGNED PROPOSAL. EC:gjf encl. Crabtree, Karlen and Arzoo Proposal for Auditing City CY 82/83 J 1 ROLAND H. CRABTREE. C.P.A. (RETIRED) FRED W. KARLEN, C.P.A. GEORGE A. ARZOO. C.P.A. JAMES W. VAIL III. C.P.A. KAREN A. HOLLENBECK, C.P.A. GENNE L. BOLES, C.P.A. RICHARD R. BLECKER, C.P.A. CRABTREE KARLEN a ARZOO e"/ ,"e , Azze , g &..,.& W, POST OFFICE BOX 2943 - 92316 6333 RIVERSIDE AVENUE - 92306 RIVERSIDE, CALIFORNIA December 21, 1982 Honorable Mayor, Members of the City Council and City Manager City of Grand Terrace Grand Terrace, California 92324 Gentlemen: AREA CODE 714 TELEPHONE 683-6730 We are hereby responding to your invitation to make a proposal of fees for the examination of books and records of the City for the purpose of expressing an opinion on the financial statements for fiscal year ending June 30, 1983. We will conduct an examination of the financial statements at June 30, 1983. Our audit will be made in accordance with generally accepted auditing standards, and will include such tests of the accounting records and such other auditing procedures as we consider necessary to enable us to render an opinion on the financial statements of the City as of that date. Our engagement will include tests of the City's systems of internal control to the extent we consider necessary to make an evaluation of the system as re— quired by generally accepted auditing standards. If, as a result of these tests we find anything unusual or abnormal, the matter will be brought to your attention. Our fee for this service will be $3,000. It is our understanding that the accounting department of the City will provide the following to us: 1. Trial balances by fund. 2. Audit schedules and information as we may request. 3. Preparation of the financial statements by the City on the City's word processor. It is also our understanding that the City will hire an accountant with sufficient municipal accounting and financial background to competently prepare the above. 3 CRABTREE. KARLEN & ARZOO Honorable Mayor, Members of the City Council and City Manager �' sed �r��'o �uow�las13 -2- RIVERSIDE. CALIFORNIA December 20, 1982 If this proposal is in accordance with your needs, please sign the enclosed copy of this letter where indicated and return it to us. If you have any questions, please feel free to contact us. Enclosure Attest: City Clerk Approval as to Form: City Attorney Yours very truly, Certified Public Accountants City of Grand Terrace By: Mayor Crabtree, Karlen & Arzoo By:Z/�-- ` Date: 1/10/83 S 11?*AFF REP @PRT 6-,p C R A ITEM ( ) COUNCIL ITEM (X ) MEETING DATE: JANUARY 13, 1983 AGENDA ITEM NO. 3 E SUBJECT: APPROVE 6 MONTHS FY 82/83 CITY AUDIT A meeting was held in George Arzoo's office at Crabtree, Karlen and Arzoo, Inc. for the purpose of negotiating the auditor's maximum costs. The following personnel were present: George Arzoo, Seth Armstead and Ed Clark. It was agreed that the cost of obtaining professional assistance as a result of the death of Ray Robles for auditing the City books for the period of July 1, 1982 through December 31, 1982 should not exceed $1,500. Staff recommends that the Council: A. AUTHORIZE THE MAYOR TO SIGN THE ATTACHED PROPOSAL FROM CRABTREE, KARLEN AND ARZ00 FOR THE PURPOSE OF AUDITING THE CITY BOOKS FOR THE FY 82/83 PERIOD OF JULY 1 THROUGH DECEMBER 31, 1982. B. AUTHORIZE TRANSFER OF $1,500.00 TO DEPARTMENT 4140, LINE ITEM 250 FROM JUNE 30, 1983 BALANCE FORWARD. THIS WILL REDUCE THE BALANCE FORWARD TO $145,861. EC:lo Encl. Proposal for auditing City books for period of July 1, through December 31, 1982 a CRABTREE, KARLEN & ARZOO be�li s'ed � �li �cowila4� POST OFFICE BOX 2945 - 92516 ROLAND H. CRABTREE, C.P.A. (RETIRED) 6955 RIVERSIDE AVENUE - 82505 RIVERSIDE, CALIFORNIA FRED W KARLEN, C.P.A. GEORGE A. ARZOO. C.P.A. JAMES W. VAIL 111. C.P.A. KAREN A. HOLLENBECK, C.P.A. GENNE L. BOLES, C.P.A. January 7, 1983 RICHARD R. BLECKER. C.P.A. Honorable Mayor, Members of City Council and City Manager City of Grand Terrace Grand Terrace, California 92324 Re: "Mini Audits" and New Accountant City of Grand Terrace Community Redevelopment Agency of Grand Terrace Gentlemen: AREA CODE 714 TELEPHONE 685-6730 This letter is a proposal of fees for: 1) the examination of both the City's and the CRA's books and records for the period July 1 through December 31, 1982; and 2) the training of a replacement for Mr. Robles in both accounting systems. We will review internal controls, reconciliations of cash, investments, investment income and fixed assets to ensure that the general ledger agrees to the detail. We will review the general ledger to see that it is in balance and that journal entries and sub -ledger postings are supported. We will provide general training in the City's and CRA's systems as needed. Technical training in municipal accounting will be the responsibility of the City, the CRA and the new accountant. Our fees for these services will be as follows: 1. "Mini -audit" of City's System $1,500 2. "Mini -audit" of CRA's System $750 3. Selection and general training of new accountant $2,100 If this proposal is in accordance with your needs, please sign the enclosed copy of this letter where indicated and return it to us. If you have any questions, please feel free to contact us. Yours very truly, Certified Public Accountants Enclosure r , CRASTREE. KARLEN & ARZOO 7cw�l�ed �is�o �cncrsla��f RIVERSIDE. CALIFORNIA Honorable Mayor, Members of the City Council and City Manager Attest: City Clerk Approval as to Form: -2- January 7, 1983 City of Grand Terrace By: Mayor S AFF REPORT 1 COUNCIL ITEM (xx) MEETING DATE: January 13, 1983 AGENDA ITEM NO. 3 SUBJECT: Other Professional Audit Assistance. A meeting was held in George Arzoo's office at Crabtree, Karlen & Arzoo, Inc., on December 19, 1982, for the purpose of negotiating the Auditor's maximum costs. The following personnel were present: George Arzoo, Seth Armstead, and Ed Clark. The foregoing personnel agreed that additional professional assistance over and above the audits would be required also because of Ray Robles' death. This assistance, along with the negotiated costs, are: Selection of replacement for Robles - $ 300 Initial training of Robles' replacement - 900 Later training of Robles' replacement - 900 $= ,i�6 The City should pay $1,350 of the above amount, with the balance of $750 being paid by the CRA. $1,350 will have to be transferred from the City's June 30, 1983, balance forward to Department 4140 Line Item 250. This will leave a balance forward of $119,341. The Staff recommends Council: AUTHORIZE TRANSFER OF $1,350 FROM CITY'S JUNE 30, 1983, BALANCE FORWARD TO DEPARTMENT 4140 LINE ITEM 250. EC:id SYAFF REP�-RI � C R A ITEM ( ) COUNCIL ITEM ( ) MEETING DATE: January 13, 1983 AGENDA ITEM NO. 49 3 1 SUBJECT: B. R. SHARP WASTEWATER REPORT Council directed Crabtree, Karlen & Arzoo to analyze sewer funds during March of 1982. This has been accomplished and City of Colton and staff concur with Crabtree, Karlen & Arzoo's analysis. Staff recommends that the Council: ACCEPT B. R. SHARP WASTEWATER REPORT AND AUTHORIZE STAFF TO PAY THE BALANCE OF $700 AND NOTIFY THE CITY OF COLTON THAT COUNCIL HAS ACCEPTED THE REPORT AND PAID OUR SHARE OF THE SPECIAL AUDIT TOTALING $2,700. EC:lo Date: 1-6-83 STAFF REPIRT C R A ITEM ( ) COUNCIL ITEM ( X ) MEETING DATE: 1-13- 83 AGENDA ITEM NO. ,3 T SUBJECT: AB 941 Residential Permit Tracking Responsibility AB 941 is effective January 1983. This bill directs local government to create a central information point that will pro- vide information on the status of all the local permits required by any residential development project. It also requires that responsibility for coordination of the permit review process for residential projects be vested within a single administrative entity designated by the City Council. The Planning Department presently carries out this function. In order to comply with the new law, staff suggests that Council appoint the Planning Department to coordinate the permit review process for residential projects. Staff recommends that the Council: APPOINT THE PLANNING DEPARTMENT TO COORDINATE THE PERMIT REVIEW PROCESS FOR RESIDENTIAL PROJECTS WITHIN GRAND TERRACE. V F : 9 i f try Assembly Bill No. 941 Cl-Lk? R 846 An act to amend Section 65913.3 of the Government Code, and to amend Section 338M of the Health and Safety Code, relating to real property. (Approved by Governor September 25, 1981. Filed with Secretary of State aeptember A 1981.1 I.ECISLATIvE COUNSEL'S DIG= AB 941, McCarthy. Real property: development d s min lion. (1) Existing law requires cities, including chartered cities, and counties, upon request of developers, to provide for administrative review of all applications and permits for residential development by a single administrative entity, as defined. This bill would delete the requirement that developers make such requests and, instead of requiring the administrative review of all applications and permits by a single entity, would require such local agencies to provide for the coordination of review and decisionmaldng and the provision of inforrnation'regarding the status of all applications and permits for residential developments by a single administrative entity, as redefined by the bill- (2) The provisions of existing law regulating discrimination in financing of housing are ;mown as The Housing Financial Discrimination :act of 1 r,. This bill would rename those provisions as the Holden Act (3) Article = B of the California Constitution and Sections 2231 and - 234 of the Revenue and Taxation Code require the state to reimburse local agencies and school districts for certain costs mandated by the state. Other provisions require the Department of Finance to review statutes disclaiming these costs and provide, in certain cases, for making clairns to the State Board of Control for reimbursemenL However, this bill would provide that no appropriation is made and no reimbursement is required by this act for a specined reason. The people of the State of California do enact as follows: SECTION 1. Section 65913.3 of the Government Code is amended to read: 63913.3. Every city, county, or city and county shall, on or before January 1, 1983, provide for coordination of review and decisionmaking and the provision of information regarding the status of all applications and permits for residential developments, as required by such city, county, or city and county, by a single administrative entity. The city, county, or city and county may Ch. 846 - 2 - charge Fees to defray costs which are directly attributable to the coordination of an application of a developer by a single administrative enti",/. For the purposes of this section, "administrative entity" means a person or agency designated by the legislative body of the city, county, or city and county to coordinate the review and decsicnmaldng and provide information regarding the Saws of all permits or applications required by the local agency. A city, county, or city and county may adopt, by resolution or ordinance, procedures for the implementation of this secMion by the designated administrative entity. SEC. 2 Section 338W of the Health and Safety Code is amended to read. 358W. This part shall be known and may be cited as 'tee Holden Act SEC. 3. No appropriation is made and no reimbursement is required by this act pursuant to Section o of Article .= B of the California Constitution or Section 2-31 or 1_34 of the Revenue and Taxation Cede because the local agency or school dis�:ct has the authority to levy service charges, fees, or assessments _ncient to pay For the program or level of service mandated by tHis act Date: JaA• _3, 83 �� RT 12.166 StAFF C R A ITEM ( ) COUNCIL ITEM ( x ) AGENDA ITEM NO. 13 K MEETING DATE: Jan. 13, 1983 SUBJECT: Grant Deed, City to School District and Certificate of Compliance The City Council at their previous meeting has authorized the transferring of a small portion of property within Terrace Hills Community Park to the Colton Unified School District. Attached is a Grant Deed which finalizes the actions previously authorized by the City Council. In addition, a Certificate of Compliance which is required for such transfer, pursuant to the Subdivision Map Act is attached. Staff recommends that the City Council: AUTHORIZE THE MAYOR TO SIGN THE GRANT DEED AND APPROVE THE ATTACHED CERTIFICATE OF COMPLIANCE. AUTHORIZE RECORDATION BY THE CITY CLERK. Attachments JK/lbk ' Order No Escrow No. Loan No. 11 WHEN RECORDED MAIL TO: CITY CLERK City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92324 SPACE ABOVE THIS LINE FOR RECORDER'S USE MAIL TAX STATEMENTS TO' DOCUMENTARY TRANSFER TAX $. ............................................ ». .. Computed on the consideration or value of property conveyed; OR ...... Computed on the consideration or value less liens or encumbrances remaining at time of sale. Signature of oeclarant or Agant detarmining tax — F Irm Name GRANT DEED FOR A VALUABLE CONSIDERATION, receipt of which is hereby acknowledged, The CITY OF GRAND TERRACE, a municipal corporation hereby GRANT(S) to COLTON JOINT UNIFIED SCHOOL DISTRICT the real property in the City of GRAND TERRACE County of SAN BERNARDINO , State of California, described as BEGINNING at the intersection of the centerline of De Berry Street and the Northerly prolongation of the Westerly line of Tract 9625, as said Tract is shown on Map recorded in Book 145, Pages 94, and 95, Records of San Bernardino County, thence South 890 48' 00" West along the centerline of De Berry Street, a distance of 399.06 feet, thence South 10 36' 00" East, a distance of 33.01 feet to the true point of beginning; thence South 10 361 00" East. a distance of 168.95_feet thence South 150 141 Recordings Requested By: City of Grand Terrace WHEN RECORDED, RETURN TO: City Clerk City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92324 CERTIFICATE OF COMPLIANCE I certify that I have reviewed the following described real property, and have determined that its division on 19 , complies with the provisions of the Subdivision Map Act and the County of San Bernardino Code that were applicable at that time and the property is approved for sale, lease or financing. OWNER(S) OF RECORD BEING: City of Grand Terrace, a Municipal Corporation LEGAL DESCRIPTION: BEGINNING at the intersection of the centerline of De Berry Street and the Northerly prolongation of the Westerly line of Tract 9625, as said Tract is shown on Map recorded in Book 145, Pages 94, and 95, Records of San Bernardino County, thence South 89° 48' 00" West along the centerline of De Berry Street, a distance of 399.06 feet, thence South 1 36' OR" East, a distance of 33.01 feet to the true point of beginning; thence South 1 36' 00" East, a distance of 188.95 feet, thence South 15° 14' .00" East, a distance of 82.g4 feet, thence North 17 34' 51" East, a distance of 189.13 feet, thence North 0 12' 00" West, a distance of 100.00 feet, thence South 89 48' 00" West, a distance of 60.00 feet to the TRUE POINT OF BEGINNING. EXECUTED ON 19 , at Grand Terrace, CA. CITY OF GRAND TERRACE BY Virginia Farmer, Planning Director Date: 12/30/82 Ep SYAFF C R A ITEM ( ) COUNCIL ITEM (�) MEETING DATE: JANUARY 13, 1983 AGENDA ITEM NO. ,3 L SUBJECT: RIVERSIDE HIGHLAND WATER COMPANY RESOLUTION TO SELL 22.612 ACRES nF LAND The City of Grand Terrace owns the following shares: 1.5 Civic Center site .5 Fire station site 10.0 Terrace Hills Community Park 1.0 Undesignated Share 13.0 TOTAL SHARES The City, as a stockholder, has been requested by the Company's Board of Directors to act on the attached resolution and return the card prior to December 29, 1982. Recognizing that the date for action is past, the Board still would like the Council to act on this matter. Staff recommends that the Council: AUTHORIZE THE MAYOR, ON THE BEHALF OF THE CITY, TO SIGN THE ATTACHED CARD CONSENTING TO THE ADOPTION OF THE RESOLUTION. EC:Io Encs. 1. Card 2. Dec 1982 Memo to shareholders The undersigned stockholder(s) hereby ( ) do(es) • ( ) do (es) not consent to the adoption of thollowing Resolution: "RESOLVED that Riverside Highland Water Company enter into an agreement for the grant of options involving a substantial part of the non -water -system assets of the corporation, with Mervyn Simchowitz, in the form of Agreement dated November 18, 1982; and that the of- ficers of this corporation be authorized and directed to perform all acts necessary or appropriate to carry out said Agreement." Please place an "X" in the appropriate box above, indicat- ing your consent or lack of consent. If more than one person is a record owner, all such owners must sign below. Dated: LJ 11 December, 1982 TO: SHAREHOLDERS OF RIVERSIDE HIGHLAND WATER COMPANY On November 18, 1982, Riverside Highland Water Company (the Company) entered in- to an Agreement for Grant of Options with Mervyn Simchowitz. The Option gives Mr. Simchowitz the right to purchase approximately 22.612 acres from the Company. If the sale is completed, the Company will retain approximately 8.968 acres which contain the water wells. The Agreement with Mr. Simchowitz is subject to shareholder approval and the purpose of this letter is to advise you of the terms of the Option Agreement so that you may vote upon the approval of the Agreement. Mr. Simchowitz will be granted a 90-day option period for which he will pay $1,000.00. During the 90 days, he is entitled to investigate the property. How- ever, in the course of his investigation, he must also post a mechanic's lien bond to ensure that the engineers, architects and geologists that he uses will not impose a lien on the Company's property. If after Mr. Simchowitz' initial investigation he wishes to extend the option, then he may do so by paying an additional $24,000.00 for an additional 90 days. At the end of the first ex- tension, he has the right to extend it one more time for an additional $25,000.00, which will grant him an additional 180-day extension. In the event that he exercises his option, and wishes to purchase the property, he must pay a cash consideration into the escrow of $500,000.00. The total purchase price will be approximately $4,531,000.00: the exact purchase price is to be determined by a survey of the property y as he price will be $4.60 per square foot. If the purchase is completed, then Mr. Simchowitz will give back to the Company a promissory note in the amount of the difference between the $500,000.00 down - payment and the total payment. The note will be secured by a deed of trust on the property. The promissory note will be approximately $4,000,000.00. The note provides for interest only payments of 12 percent per year ayable in semi- annual installments. In addition, two years after the first se annual interest payment becomes due, Mr. Simchowitz must pay an additional $400,000.00 unless he has released property from the deed of trust. Mr. Simchowitz contemplates subdividing the property into approximately nine parcels. Each time he wishes to obtain a release of a parcel from the deed of trust, he will have to pay a consideration based on the value of the parcels. It is contemplated that the Board of Directors and Mr. Simchowitz will agree on specific values for specific parcels. However, if they do not do so, then the $4.60 per -square -foot value will be applied to each parcel based on its total square footage. The sale is contingent upon the Company's dividing the property into two parcels, the first to be sold to Mr. Simchowitz and the second to be retained by the Com- pany. Mr. Simchowitz will process with the City of San Bernardino a parcel map splitting the property into the two parcels during the term of the option. In addition, during the term of the option it is anticipated that he will conduct a series of tests on the property such as geological testing, seismic testing, engineering, soil analysis and other similar types of tests. In the event that he does not exercise his option, then all of those tests and other data gathered by him on the property will become the property of the Company without the pay- ment of any additional monies. In the course of conducting his investigations, Mr. Simchowitz agrees to hold harmless and indemnify the Company and its prop- erty from any loss, claims or damage that might be sustakr.`, DEC 15 �98F CITY OF GRAND TERRACE a 19 Shareholders RHWCO. Page 2 The City of San Bernardino has indicated that it will require the dedication of Hospitality Lane and Hunts Lane as public streets in connection with the recordation of the parcel map splitting the property into two parts. The Agreement provides for dedicating Bospitality Lane; however, Mr. Simchowitz must post bonds to insure that he wi12 construct the road in a lien -free man- ner within a period of two years from the date the Company dedicates the land for Hospitality Lane. if Hunts Lane is required to be dedicated, then the Company and Mr. simchowitz will each post bonds for one-half the cost of the extension of Hunts Lane. However, mr. simchowitz is totally responsible for the cost of any traffic lights at the intersection of Hospitality and Hunts Lane. This letter sets forth the basic terms of the transaction. The actual terms of the transaction, in detail, are set forth in the Option Agreement and its exhibits which are on file with t.' secretary of the corporation and available for your inspection. The Board of Directors of Riverside Highland Water Company request that you complete the enclosed postcard and return it to us on or before the di" day of December, 1982 for the purpose of setting forth your approval or dis- approval of the proposed Agreement with Mr. Simchowitz. O. N. DODSON, President Date: SwrAFF REP (jenrxT C R A ITEM ( ) COUNCIL ITEM ( X) MEETING DATE: JANUARY 13, 1983 AGENDA ITEM NO. 3M SUBJECT: REQUESTING DELAY BY UNITED STATES CONGRESS OF IMPLEMENTATION OF THE TAX EQUITY AND FISCAL RESPONSIBILITY ACT OF 1982 Background: The Tax Equity and Fiscal Responsibility Act of 1982 requires that as of January 1, 1983 all new municipal bonds issued be in registered form to preserve their tax-exempt status. These provisions necessitate significant changes in the practices of participants in municipal securities market which include the municipal securities community, the issuer community, and investors. Due to the following reasons many municipalities are having fiscal problems and the implementation of registering all municipal bonds for tax-exempt status adversely affect these fiscal problems: 1. Numerous State -law requirements must be changed to permit the issuance of registered bonds to permit the use of a local official as a transfer agent, to permit the maintenance of an instate registry, and to permit a confidential bondholders list, to permit contractual arrangements with registered transfer agents and other necessary changes to comply with the new Federal law; 2. Necessary time-consuming changes to bond issuance procedures will have to be developed by municipalities, may of which will greatly increase their costs; 3. Municipal market participants have expressed the view that the generalized adoption of book -entry or imobilized delivery systems would help solve the problems of clearing registered municipal securities, and it would be virtually impossible to establish such a system by January 1, 1983 (note: January 1, 1983 has already passed); 4. The Secretary of the Treasury has not yet adopted rules and regulations to implement the registration provisions, and many questions remain unanswered. Staff recommends that the Council: APPROVE A RESOLUTION, BY THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, WHICH REQUESTS THE UNITED STATES CONGRESS DELAY THE IMPLEMENTATION OF THE TAX EQUITY AND FISCAL RESPONSIBILITY ACT OF 1982 FOR A PERIOD OF TWO YEARS AS IT PERTAINS TO THE REQUIREMENT THAT, AS OF JANUARY 1, 1983, ALL NEW MUNICIPAL BONDS MUST BE ISSUED IN REGISTERED FORM TO PRESERVE THEIR TAX EXEMPT STATUS. SA:lo Encl. Resolution 70 PENDING CITY 16 COUNCIL AKAROVAL RESOLUTION NO. 82- JAN 12 i0fil COUNT-11- 11l^.1ENCA ITEM 7 J/'1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, REQUESTING A DELAY BY THE UNITED STATES CONGRESS IN THE IMPLEMENTATION OF THE TAX EQUITY AND FISCAL RESPONSIBILITY ACT OF 1982 AS IT PERTAINS TO THE REQUIREMENT THAT, AS OF JANUARY 1, 1983, ALL NEW MUNICIPAL BONDS MUST BE ISSUED IN REGISTERED FORM TO PRESERVE THEIR TAX- EXEMPT STATUS. WHEREAS, the United States Congress recently passed the Tax Equity and Fiscal Responsibility Act which provides that most municipal securities issued after December 31, 1982, must be issued solely in registered form to preserve their tax-exempt status; and WHEREAS, these provisions will necessitate significant changes in the practices of all participants in the municipal securities market, to include the municipal securities industry, the issuer community, and investors in municipal securities; and WHEREAS, if these provisions are implemented on January 1, 1983, due to time constraints, the ability of municipalities to borrow much needed monies by the issuance of municipal bonds will be greatly reduced or possibly completely halted, since: (1) Numerous State -law requirements must be changed to permit the issuance of registered bonds to permit the use of a local official as a transfer agent, to permit the maintenance of an instate registry, to permit a confidential bondholders list, to permit a book entry accounting system, to permit contractual arrangements with registered transfer agents and any other neces- sary changes to comply with the new Federal law; (2) necessary time-consuming changes to bond issuance procedures will have to be developed by municipali- ties, many of which will greatly increase their costs; (3) municipal market participants have expressed the view that the generalized adoption of book -entry or immobilized delivery systems would help solve the problems of clearing registered municipal securities, and it would be virtually impossible to establish such a system by January 1, 1983; (4) the Secretary of the Treasury has not yet adopted rules and regulations to implement the registration provisions, and many questions remain unanswered; and WHEREAS, due to numerous reasons, many municipalities are already having fiscal problems, and the implementation of these provisions will adversely affect these fiscal problems; .-A L9 rJ NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY RESOLVE its request that the United States Congress delay for a period of two years the implementation of the Tax Equity and Fiscal Responsibility Act of 1982 as it pertains to the requirement that, as of January 1, 1983, all new municipal bonds must be issued in registered form to preserve their tax exempt status; and BE IT FURTHER RESOLVED that a copy of this Resolution be transmitted to the United States Department of the Treasury and to both legislative bodies of the United States Congress. ADOPTED this 13th day of January, 1983. ATTEST: City Clerk of the City of Grand Terrace and of the City Council thereof. Approved as to form: City Attorney Mayor of the City of GrandTerrace and of the City Council thereof. - 2 - Date: Dec. 28, 1982 tl �D REPvr\ T STAFF C R A ITEM ( ) COUNCIL ITEM (XX) MEETING DATE: January 13, 1982 AGENDA ITEM NO. 3 SUBJECT: Notice of Completion, Community/Senior Center Sandblasting and Re -stucco, Ralph Rangel, Contractor The sandblasting and re -stucco project at the Community Center project in the amount of $4,940.00 is now completed to the satisfaction of the City Engineer. This work was authorized to be done by Ralph Rangel Drywall and Plastering Company on September 23, 1982. Staff recommends that Council; AUTHORIZE EXECUTION BY THE MAYOR AND RECORDATION BY THE CITY CLERK, OF THE NOTICE OF COMPLETION FOR CONTRACT N0, GTC-82-29. BMS/lbk Recording Re*ested By: , City of Grand Terrace When Recorded Mail To: CITY CLERK City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92324 PENDING CITY COUNCIL APPROVAL JAN 13 14al COUNCIL AGENDA ITEM( a Space above this line for Recorder's use NOTICE OF COMPLETION Project title or description of work: Date of completion: January 13, 1983 Name of owner: City of Grand Terrace COMMUNITY CENTER SANDBLASTING (GTC#82-29) Interest or estate of owner: Senior Citizens/Community Center Address of owner: 22795 Barton Road, Grand Terrace, CA 92324 Name of contractor: Ralph Rangel Plastering & Drywall Street address or legal description of site: 22140 Barton Road Grand Terrace, CA 92324 Dated• Owner: CITY OF GRAND TERRACE By Mayor STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss. CITY OF GRAND TERRACE ) I am the City Clerk of the City of Grand Terrace, the public entity which executed the foregoing notice, and on whose behalf I make this verification: I have read said notice, know its contents, and the same is true. I certify under penalty of perjury that the foregoing is true and correct. City Clerk This day of , 19 . Date: Jan . 3 1983 STAFF12. C R A ITEM ( ) COUNCIL ITEM ( x) MEETING DATE: Jan. 13, 1983 AGENDA ITEM NO. SUBJECT: Stop Signs at Intersections of Michigan, De Berry & Van Buren Attached you will find an inter -office memo from the Police Captain, Philip K. Schuyler, to the City Manager recommending installation of stop signs at Michigan at its intersection with Van Buren and De Berry. The report dated Dec. 7, 1982, is quite self explanatory. The staff, in the near future, will be coming to the City Council with the recommendation for additional stop signs through the City. Staff recommends that the City Council: AUTHORIZE INSTALLATION OF STOP SIGNS ON MICHIGAN STREET AT ITS INTERSECTION WITH DE BERRY AND VAN BUREN. JK/lbk Attachment December 16, 1982 TER -OFFICE FICE M E Council Age m�nBC k$O ATE December 71, 1982 SAN K[1%ARD1r+0 Il , FROM Philip K. Schuyler* p �iE, t u ler Captain PHONE r � + ;J r f •••� � Central Patrol Division TO Seth Armstead, City Manager oEc i 4. 1982 54 9 P Grand Terrace SUBJECT TRAFFIC ENFORCEIENT PROGRAM�- f. Y J Subsequent to our conversation on December 6, 1982, concerning the Traffic Enforcement Program, we have evaluated the program and would submit the following information for your consideration. It is our feeling that our Traffic Enforcement Program has been extremely successful since the initiation of the traffic car on a trial and subsequently permanent basis. As has been noted the number of citations being issued on a monthly basis has dropped, but this is for several reasons, one of which is the fact that the success of the enforcement program has resulted in fewer violations and has vastly improved traffic situations in the city. It might additionally be noted that one of the contributing factors to the reduced number of citations being directly resultant in the radar unit being out of service during the latter part of July, the entire month of August, and the first portion of September. In addition, during the months of July and August, the traffic car was assigned to the evening shift in order to take a more proactive approach against driving while intoxicated cases. During that period, the number of DWI arrests more than doubled. Additicnal factors which affected, and have contributed greatly toward our improved traffic situation in the city, have been the installation of the new signal on Barton and Michigan, the widening of the road and the resurfacing and improving of the freeway off ramps. Because of these improvements, we have observed fewer traffic violations in these areas. In addition, the improvements to the traffic flow have resulted in the judges taking a more lenient posture concerning speed violations of a minor nature. An example of this was a statement made by one of the judges to Deputy Martinez that 45 miles per hour, which is a violation of the posted speed, is not neces- sarily unsafe due to the widening of the road, etc. As a result of this, judges are suspending fees or sentencing. We have further taken the posture that it often serves a greater purpose to give warnings as opposed to citations for minor infractions, as we do not feel that it is our purpose to punish, but to control and improve our traffic problems. As a means of additionally improving our traffic problems in the city, we would recommend that Michigan, Pico and Van Buren be surveyed for the purpose of establishing speed which can be enforced by the utilization of radar. •December 7, 1982 Seth Armstead, City Manager Page two We would additionally recommend that consideration be given to installing stop signs to De Berry and Michigan as well as Van Buren and Michigan. By forcing vehicles to stop at these locations, they would not have the opportunity to build up the high degree of speed on Michigan. We would further invite members of the staff and the council to ride along with traffic units so that they might observe, first-hand, the improvements and the general conditions as well as those infractions which are occurring. G 4 Date: Jan. 5, 1983 SAFF REP&RT <@P C R A ITEM ( ) COUNCIL ITEM (XX) MEETING DATE: January 13, 1983 AGENDA ITEM NO. ? P SUBJECT: Street Striping, Fiscal Year 1982-83 The plans and specifications for street striping for the City of Grand Terrace are being completed. It is estimated that the total cost of the project, which will include re -striping some of the existing and faded striping, adding additional crosswalk striping, as well as readjusting some of the lanes within the City, should not exceed $10,000.00. These funds have been budgeted through the street maintenance account for the Fiscal Year 1982-83, STAFF RECOMMENDS THAT COUNCIL: AUTHORIZE STAFF TO ADVERTISE FOR BIDS FOR STREET STRIPING FOR FY 1982-83. (GTB-83-01) JK:lbk JAN 13 1983 COUNCIL AGENDA ITEM 3 11A D A V I D W H I T S E T T WHEREAS, David Whitsett did voluntarily assist in providing emergency first aid to an animal injured in a traffic collision December 20, 1982, at the corner of Barton Road and PaZm Avenue in Grand Terrace; and WHEREAS, David Whitsett's prompt action made it possible to transport the injured animal to veterinary care; and WHEREAS, David Whitsett sustained the animal in a position allowing it to breathe during transport; NOW, THEREFORE, I, Hugh J. Grant, Mayor of the City of Grand Terrace, do hereby commend David Whitsett and, on behalf of the City Council, the City staff, and citizens, do hereby express gratitude and appreciation for his humane public service to the animal population of our community. l4 z or o t e ity Grand Te ce and of the City Council thereof. This 13th day of January, 1983. JA N 13 1983 COUNCIL AGENDA ITEM 3 4-/3 RICHARD SOLOMETO WHEREAS, Richard Solometo did voluntarily provide emergency first aid and continuing care to an animal injured in a traffic collision December 20, 1982, at the corner of Barton Road and Palm Avenue in Grand Terrace; and WHEREAS, Richard SoZometo did accept the animal into his own home for continuing care subsequent to veterinary care; and WHEREAS, Richard Solometo has a history of benevolent service to the canine population of our region; NOW, THEREFORE, I, Hugh J. Grant, Mayor of the City of Grand Terrace, do hereby commend Richard SoZometo and, on behalf of the City Council, the City staff, and citizens, do hereby express gratitude and appreciation for his humane public service to the animal population of our community. Mayor of thX Ci of Grand Trace and of the Cz Council thereo This 13th day of January, 1983. Date: 1-6-83 STAFF REPdRTero<5�p C R A ITEM ( ) COUNCIL ITEM (X ) MEETING DATE: 1-13-83 AGENDA ITEM NO. SUBJECT: Zone Change 82 4 C 2 (CPD), located south of Barton, East of Michigan to add provisions for Commercial Planned Development to r-2 - The Planning Commission recommended to the City Council adoption of Zone Change 82-4 at their meeting October 4, 1982. The land proposed for the Commercial Planned Development designation is already zoned C-2 and is shown on the attached map. Prior to approval of a Zone Change, the following findings must be made 1. The Zone Change is not detrimental to the health, safety, morals, comfort, or general welfare of persons residing or working within the neighborhood of the proposed Zone Change or within the City. 2. The proposed Zone Change will not be injurious to property or improvements in the neighborhood or City. 3. The proposed Zone Change is consistent with the latest adopted General Plan. Staff recommends that the Council: A. HOLD PUBLIC HEARING. B. ADOPT THE FINDINGS. C. APPROVE ZONE CHANGE 82-4 AND NEGATIVE DECLARATION. VF:gjf V-' attachments: Map Copy of Ordinance 1 , Or ! i ® BARTON _ n n ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, REZONING AREA SOUTHERLY OF BARTON ROAD, WEST OF MICHIGAN, NORTH OF PICO, AND EASTERLY OF THE I-215 FREEWAY FROM C2 TO C2 (CPD). (ZONE CHANGE NO. 82-04) WHEREAS, the Planning Commission of the City of Grand Terrace, following a Public Hearing held in the time and manner described by law in which all evidence was duly heard and considered, recommended the rezoning of the property hereinafter described; and WHEREAS, this rezoning will have no environmental impact as provided in the Negative Declaration; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY ORDAIN AS FOLLOWS: Section 1. The real property as described in Exhibit "A," Legal Description for Zone Change 82-4, attached hereto and incorporated herein, is hereby rezoned from C2 to C2 (CPD) and the Zone trap is hereby amended accordingly as Exhibit "B." Section 2. This Ordinance shall be in full force and effect at 12.01 a.m. on the 31st day after its adoption. Section 3. The City Clerk shall cause this Ordinance to be posted in three (3) public places 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 ly `' day of 4j6&.,6,eL , 1982, and finally adopted and ordered posted at a regular meeting of said City Council on the day of , 1982. ATTEST: ,ty c er o the C,ty of Gran Terrace and of the City Council thereof. Approved as to form: (;i ty Attorney V,ayor of the City of Grand Terrace and of the City Council thereof. EXHIBIT "A" LEGAL DESCRIPTION ORDINANCE NO._ ZONE CHANGE 82-4 All that portion of Lots 5, 6, 10, 11, 12, 22, 23, 24, 25, 26, 27, 28, 38, 39, 40, 41, 42 and 43 in Section 19 Township 2 South, Range 4 ;Vest San Bernardino Base and Meridian, the City of Grand Teri -ace, County of San Bernardino, State of California, as said lots are shown on Map showing Lands of the East Riverside Land Company, filed on June 11th, 1886, and recorded in April 1888 in Map 6, Page 44 records of San Bernardino County and more particularly described as follows: Beginning at the southwesterly corner of -Lot 41 thence easterly along thi southerly line of Lots 41, 42 and 43 to a point on the westerly'line of Parcel 2 as said parcel is shown on the map of Parcel Map 156 recorded in Parcel Map Book 2, page 77 thereof, record of said county; thence northerly along the westerly line of said parcel 2 and parcel 1 of said parcels are shown on said Parcel Map to the southerly line of Lot 38 of the Lands of East Riverside Land Company, thence easterly along the southerly line of said lot 'to the southeast corner thereof; thence northerly along the east line of said lot and the northerly pro- longation thereof to the southwest corner of Lot 28 of East Riverside Land Co.; thence easterly along the south line of said Lot 28 to a point 355 feet easterly measured along said South line; thence northerly along a line 355 distant and parallel with the westerly line of said lot to the north line of the south one- half of said lot; thence westerly along said north fine of the south one-half of Lot 28 30 its intersection with the easterly line of Lot 27 of said Lands of the East Riverside Land Company; thence northerly along the easterly tine of Lot 27 and 22 to the northeast corner of said Lot 22; thence continuing northerly to the southeast corner of Lot 11 of said Lands of East Riverside Land Company; t,':-LT-LT%-.esterly along the south line of said Lot 11 225 feet; thence northerly along a line parallel with and 225 feet distant westerly from the east line of said Lot 11 to the south line of that parcel of land shown on map of Tract 8609 recorded in Book 117 of Maps, pages 72 and 73 records of San Bernardino County; thence easterly along the south line of said Tract, said line also being the south line of Lots 5 and 6 of the Lands of East Riverside Land Co. to the northwest corner of Lot 12 of the Lands of East Riverside Land Co.; thence souther!y along the west line of said Lot 12 203.77 feet; thence easterly along a line parallel with and 203.77 feet southerly of the north line of said Lot 12 to the easterly line of said Lot 12; thence northerly along the east line of Lots 12 and 5 of said Lands of East Riverside Land Co. to the northeast corner of said Lot 5; thence westerly along the north line of Lots 5 and 6 to the easterly right of way line of State Highway Route 194-215; thence southwesterly along said easterly right of way fine to its intersection with the westerly line of Lot 25 of said Lands of East Riverside Land Co.; thence southerly along the westerly lines and their respective prolongations of Lots 25, 40 and 41 of said Lands of East Riverside Land Co., to the southwest corner of said Lot 41 and TRUE POINT OF BEGINNING. Along %.ith that portion of Government Lots 2 and 3 bounded on the north and % est by the State Hiah•:.ay Right of '..'ay and on the east and south by River- side V.ater Company Right of '.';ay all being in Section 6 Township 2 South, Ranoe 4 '. est, San Bernardino 'Ease and :..,eridian. Date . t/]/EJ S AFF REPdRT C R A ITEM ( ) COUNCIL ITEM (xx) MEETING DATE: January 13, 1983 AGENDA ITEM NO. 7A SUBJECT: Appointment of Planning Commissioner to fill unexpired term to expire June 14, 1984 Attached are applications from residents who wish to be considered for the opening on the Planning Commission caused by the resignation of Lillian Smith, whose term expires in June of 1984. Staff recommends that Council: APPOINT A PLANNING COMMISSIONER FROM THE ATTACHED APPLICATIONS TO FILL UNEXPIRED TERM TO EXPIRE JUNE 14, 1984. ME:id Enclosures: Applications submitted by the following individuals: (1) Mrs. Beth Rollins (2) Chester Easter (3) Jerry Folsom (4) Jerry Hawkinson (5) Marcia Lou Johansen (6) Dale Short (7) Norman T. Caouette (8) Larry G. Zimin (9) William T. Howard (10) Daniel Hantman (11) Doug A. Wilson (12) Thomas A. Tillinghast CITY OF GRAND TERRACE APPLICATION FOR CITIZEN SERVICE AS A MEMBER OF REf".EiVEf JUL 2 8 S92 CITY OF GRAND TERRACE NAME ADDRESS �a� %�,.� C✓i �� C ,��. /�� 'e/�b'/� �r'��'�!%r 2 PHONE-�'7�%t7 OCCUPATIONy-�� EDUCATION: (list highest year completed and all degrees) Are there any workday evenings you could not meet? Yes ( ) please list. No (,\J If so, 1•1hy are you interested in this position: Ll�%. Jai/r�+ �� rZ/ ♦ice%c�1+��T That do you consider to be your major qualifications? REFERENCES: 1. ✓ 2. 3. Please attach a written statement containing any additional information you feel would be useful to the City Council. A C I T#400 F GRAN D T E R RA �cF' I tVc! APPLICATION FOR CI1I7_EN SERVICE NOV 3 V02 AS A MEMBER OF Planning Comitte ';ITY OF GRAND TERRACE NAME Dale Short ADDRESS 22816 La Paix PHONE (714) 824-3542 OCCUPATION General Contractor EDUCATION: (list highest year completed and all degrees) High School Are there any ��or}:day evenincs you could not r.-eet? Yes ( ) Igo (X) If so, please list_ Why are you interested in this position: I have been a resident of Grand Terrace for the past 22 years and would like to assist inmakincr Grand Terrace a greater citye What do you consider to be your major qualifications? My Knowledge in general contractinj And Planning I feel would be helpful to the planning of Grand Terrace* REFEP.ENCES: 1. Tony Petta 2. Dick Rollins 3. Roy Nicla ------ - - Flczse ottoch a ►.ritter. s�atc;"_nt c ntainino any cdditional iniur-:otion you feel %:--ul d be u,c ul to City Council. CITY OF GRAND TERRACE KE;.i4iiL APPLICATION FOR CITIZEN SERVICE NOV 2 A 1982 COMPLETE AND SUBMIT TO CITY CLERK'S OFFICE CITY OF GRAND TERRACE AS A MEMBER OF 3aAs Vw//vr- ( l�MM/SS/ON NAME ADDRESS PHONE yf3 -po7_, r lo OCCUPATION o,y•T.O-OGLEP EDUCATION: (List highest year completed and all degrees) �_� /,FGPEF /N +L1L�LLY_FSS /i�M/N /►'//�7��/N� iN /�('C'n��N'T//1/� Are there any workday evenings you could not meet? Yes C ) No (X If so, please list. Why are you interested in this position: l•lhat do you consider to be your major qualifications?,/� REFERE14CES: 1. V/ C, % /.$ C //.E.e G��Na 2. / •//iOT/N /'/i9T/Ci/ SA , ;;2�),tPN/1le7 7-1 - 3. Please attach a written statement containing any additional information you feel would be useful to the City Council. ss J r-, c aPy To (-IT Y ii C t f R1.4 Fo VP 4xF % A C I T Y OF GRAND TERRACE APPLICATION FOR CITIZEN SERVICE AS A MEMBER OF C 1 A N ••�� ^�SS/a h ` NAME L ADDRESS Z Scf To PHONE 7�-3 13 1 1 OCCUPATION M Tes'�Ac t EDUCATION: (list highest year completed and all degrees) N S � � g � s N► � Are there any workday evenings you could not meet? Yes (•y) NO ( ) If so, please list. (k- C J �-- esAA-1 Why are you interested in this position: TO r' �t < C .•• �. � 1 n � �J ; A P A e �5 �� • � e _ P ti �. t A. C�Jti c:hM-•��-)� ut�4�.:�n� �( Titer �tcb� FJF— s T�, �(�'-4 C� $ /ir C� (ILI ��,�Y L. i�. �y (7N�.ICCM!. �� w2 /" CuJ Ha aJe What do you consider to be your major` qualifications? (' t5oC. r.cV.S 1 �- t (�rJC _k..��J �nC�+tcG�C�L G 4 W3.�C�•c'v� �'..c.;��r..c� REFERENCES: 1. to e- f 7 5 Zl57 2. `T: f-. Ce--� •- A. E l( i F 3- -i z C. o 3. J VAaO7�tFk llc3-ZL.-L- 1 P`• 4 sz S- S'koS, Please attach a written statement containing any additional information you feel would be useful to the City Council. r C I T O F G R A N D T E R P. A APPLICATION FOR CITIZEN SERVICE AS A MEMBER OF The PLANNING CON1NiIccTON NAME Chester F. Easter ADDRESS 21063 Tanager PHONE 824-5833 Grand Terrace, 9232 v Nov 10 1962 CITY OF GRAND TERRACL OCCUPATION Landscape Mlaintenance EDUCATION: (list highest year completed and all degrees) 14.5 years PLUS 1 year of Landscape design, Horticulture and Sprinkler Systems. 1.5 years of Electronic School and 1 A.P,.R.L. Communications Course at Norton A.F.B. Are there any wor1:day ev nines you could not meet? Yes ( ) no (X) If so, please list_ — I:hy are you interested in this position:__ see attached page 1 1.:hat do you consider to be your major qualifications? Pr t E P.ENCES: see attached page 2 1 _ Tom Rivera uhone nu_r1,b,-r 825-38!94 2. Tony Petta 183-0658 3. Seth Armstead _ 825-8008 F1(2SE of icC�� c wv it t .-:n stz LL-. `_'r,i CDr,LEinlnc cnY adds �ional 7niUr::otlpn you eel ti:oul d be use ; ul to tr:e City Council. r 11/9/82 I have been interested in the growth of Grand Terrace since the days I attended the MAC meetings, the LAFC meetings and watched our first councilman take office. Not always being visible but always concerned. Now, I would like to commit myself to more than just "attending a meeting" but being more involved as I know is the responsibility of each citizen. pry second reason is a selfish reason. My children: I believe when children see their parents involved in community growth and activities you will in turn be raising children who are productive citizens with a civic conscience. (1)C. 11 AM ter VI Whereas: Having been self employed for the past fifteen years in Landscaping - Design - Maintenance and Sprinkler Systems, Having worked for three years in the combined fields of Plumbing, Heating and Air Conditioning, Having worked for one and one half years as a Public Relations Officer for the Lomas & Nettleton Co., Having had courses in school such as; Blueprint reading, Mechanical drawing, Welding (now hobby), Basic electricity, Electronics, Landscape design, Horticulture and Communications (Currentlir holding an Auvance Class License for Amateur Radio with the F.C.C. ), Havin_ Teen acT,11- ;:ith t' e San Bernardino Jay Cee's and hnldin- many offices over the four years and then phasing out because of the ale requirement (35) as internal Vice President, Having been a_ member of the Optimist Club, four years as a ^,ember of the Grand Terrace PTA, Board of Directors of the Blue Mountain Radio Club and Liaison to the S.B. Sheriff's Dept., Having worked well in the past as a Liaison with City Officials for related neighborhood matters, gives me a "well rounded" background for this position. ( ) 11/9%?82er 040 C I T Y OF GRAND TERRACE APPLICATION FOR CITIZEN SERVICE COMPLETE AND SUBMIT TO CITY CLERK'S OFFICE AS A MEMBER OF AisilQ w i+i Ci Cr/l1,/1� NAME ADDRESS ZZ05 V6 '0erm-'? PHONE 114 - 7g3- 2558 OCCUPATION /-Xoj tts�Gft0A1 EDUCATION: (List highest year completed and all degrees) • -� ter � J Are there any workday evenings you could not meet? Yes (_) No (_t/If so, please list. � ht�S tt Why are you interested in this position: <0 W%Icyic-b 104 6'" ,Co �i�c 7 EiCPE�t-'t1SE t 'S 17r P.e�tArc�t..- �t�? T►-�Arr SERE A -Pao v`to.l� Da �o -ro B6X� N►y Aa<<.�r? . What do you consider to be your major qualifications?- �� rLA - �� i S t�s �{ �-� G �S >z� • +�c.d-..t n.� �:a ti r �[ oy.4rc� a u�.s - -��\ - - 1 - . REFERENCES: 1. :C- K - I I 'l D O Hv k4 a i �L T-?a . - ,,2.A- - cot /-L 2. 6,5A;qe PA-,)v M.oos?l - I *z 5 3+l (QYL-,t ewe — 1P3- Z'45' 3. Nl 000Av MA-rar►r'►E2. - 1*7(V 1 y5A CA-- -72S3-03c1K jZ�k►,� �� E��►�-E'FJ�aE — 22C�v 4 �.�-�i�'� - i $ 3 - 3 ► �� Please attach a written statement containing any additional information you feel would be useful to the City Council. RECEIVEf C I T Y O F G R A N D T E R R A C E- APPLICATION FOR CITIZEN SERVICE' • = _ , -_ ". = �.�: � - , # n ; ,w �_ :� _ " :ITY OF -GRAND �TER RACEK r • _ - _ .+. h - ' y _ . - -t:_,; =r+ � Y y ,- �.a _ .ate^ : -. . Y_-. �i_�'':i AS A MEMBER OF ��•,2iy/v '�� C��N 1 fli Cal NAME Jl/o.c,,14.y `7-15omgs C`-¢nv 9� Ile, ADDRESS Z z y9 / �7�•�ir�i,. �/3� C�.4i✓� ��-�.qc� _ PHONE /��,yc 73- aivy OCCUPATION EDUCATION: (list highest year completed and all degrees) r 0, Are there any workday evenings you could not meet? Yes ( ) No If so, - please list. - Why are you interested in this position: --/-c -A�/ rrfi��„��,• %-� -r,�n••l ��ri._yr' 4r�✓:n.�1 /ire-�e. a/ Py,�v-r,'.� A -/veil '01 C .� . r `f n� I -� •r �9 S A !i/'•i .f� C f '� .� .a / �%4. ,., s � What do you consider to be your major qualifications? =--it � -:./ /'i - i �_- y 1 / ' // - -{: t •. r . ,n / r .. 4-+�-' .� %� • r _� -. •e Y" .� [o . L c, S-.:.- ✓, e � C h i�4..%U i . s - i-r 7 /^•✓ H ti. (.ci �/� /J-- . r+ /'}-N. J NJ SOt .•i�� ,-'0 S �..� [ - l /�f4i_.a .•4. 1 .F J 4%' c .+ << i4 . U wAi /c 4.A ' ✓ 2 rs c . i'�� <.:T LG t'R �+-s a J L` c/ e' i 4.✓J L ' REFERENCES: - 1. � .9 ,-�,. c....• ,?c � �, �� E S � C iv,7 J %s-1� �•i �../S , .�..�.; • Q � � — r�h9f�(n 2. 4r /� �y�is:C/f ��.. a +v c " ✓�%�.vi��r 7�7-Z 2�S 3. Please attach a written statement containing any additional information you feel would be useful to the City Council. - Ln RESUME NORMAN T. CAOUETTE 22491 DeBerry #K133, Grand Terrace, California 92324 (714) 783-2149 PLANNER EDUCATION BA, Environmental Studies, Geography Minor, California State College San Bernardino, June, 1977 Continuing Education: Short Course in Environmental Surveillance, Foresta Institute for Ocean and Mountain Studies, Carson City, Nevada, June 1978 AWRA Pecora V. Symposium on Satellite Hydrology, Sioux Falls, South Dakota, June 1979 Limnological Methods, California State College San Bernardino, June - July, 1979 Wastewater Reuse Symposium, California State Polytechnic University, Pomona, September, 1979 Hazardous Materials Spill Training Seminar, California Department of Transportation, San Bernardino, California, October, 1979 Energy Auditor Training Course, California State Energy Commission, San Bernardino, California, September, 1980 RELATED EXPERIENCE 1977 Area Information Systems, Crestline, California Began as part-time draftsman, functioning as an Environmental Analyst/Cartographer on a full-time basis upon completion of undergraduate studies. Responsibilities included analysis and mapping of study area geology, soils, vegetation and terrain for incorporation in an integrated terrain unit map. 1977-1980 San Bernardino Valley Municipal Water District Water Resources Environmental Specialist. Responsible for administration and direction of Weather Hodification Project. Also functioned as lead weather forecaster and participated in operation of G11D meteorological sounding n NORMAN T CAOUETTE M PAGE 2 equipment. Administrated and coordinated environmental surveillance program in conjunction with Weather Modi- fication Project. Worked closely with consultants and other government agencies in both aspects. Water quality monitoring, and identification of potential surface and groundwater pollution by hazardous material spills, and agricultural and industrial pollutants were other areas of responsibility. Prepared environmental assessments and reviewed environmental impact reports, planning documents, development proposals, in-house projects and other materials submitted for review. Have published four documents. Other projects included pre- paration of environmental assessment for installation of small -conduit hydroelectric facilities and coordination of work with Federal Energy Regulatory Commission and U.S. Army Corps of_Engineers. Also involved in effort to establish wildlife refuge along SBVNWD pipeline. 1980 L.W. Rowe and Associates, Consulting Civil Engineers, San Bernardino, California As an associate, responsible for research, analysis and preparation of data relating to environmental parameters (geology, soils, biology, climate) and environmental impacts, demographic data, population projections, socio- economic parameters, land -use analysis, potential for small-scale hydro development and associated environmental impacts. Also active in acquisition of data, field re- search, and authorship of appropriate sections of feasibility and assessment reports. Became certified energy auditor by California State Energy Commission. The firm of L.W. Rowe and Associates was primarily involved in water system assessment, water and wastewater demand projections, water supply investigations, environmental im- pact assessment, small-scale hydroelectric potential investi- gations, geothermal investigations, and energy management within a water system. 1981-present Riverside County Planning Department, Riverside, California Assistant Planner Receive applications for zoning changes, conditional uses, variances, plot plan approvals, and subdivision approvals and review for consistency with the general plan, compliance with local ordinances and regional and state requirements, and extent of environmental impact. Contact various public Ln NORMAN T. CAOUETTE PAGE 3 agencies to gather information pertinent to specific case studies; meet with developers to advise them on requirements applicable to proposed projects and to assist in developing plans to meet these requirements; make field trips to property sites and surrounding areas to gather facts; plan and coordinate with de- lineators on the preparation of maps, graphs, and other visual displays; analyze collected case data and formulate recommendations. Prepare master environ- mental assessments and written staff or project re- ports; make oral presentations of information and recom- mendations to local planning committees, councils, and community groups; collect raw or previously compiled data from a variety of information sources; analyze the validity and comparability of data; apply statistical formulas in the analysis of demographic, economic, en- vironmental, and other data; provide data as requested for various planning studies and programs; answer public in- quiries regarding ordinances, laws, regulations, policies, and procedures governing land use and development; make oral presentations of information and recommendations to the Planning Commission. CERTIFICATION Emergency Medical Technician I PERSONAL DATA Certified Energy Auditor, CEC Age 25 Height 5110" Weight 150 Marital Status Single REFERENCES References will be furnished on request. 40-1 y MUN��/o 4� Cz � o y�f • 1954 .1�a San Bernardino Valley Municipal Water District 1350 SOUTH "E" STREET - P. 0. BOX 5906 - SAN BERNARDINO, CALIFORNIA 92412 - (714) 14) 24-22033 8 September 25, 1980 Mr. Norman T. Caouette 22491 De Berry PK133 Grand Terrace, California 92324 Dear Norm: Since I will be leaving the District in a matter of days, I have found myself reviewing personnel files in an effort to close them out with suitable comments. Of particular note is your history of dedicated and thorough effort in marshalling our environmental progress. Your personal concern not only in meeting, but exceeding, our mission can only be attributed to your enthusiasm and commitment. Please accept my appreciation for your pace -setting efforts with my hope that you will persevere in your career wherever it may lead you. Should you ever require a reference, do not hesitate to use my name as I would be most pleased to do whatever I can to speed your ambition to be the very best. SAncerely, ack A. Beaver eneral Manager Directors and Officers FRED oLDEN-DORF, YR. LE ROY HOLMES NORMAN IN FORRFST HENRY H VAN MOUK-ERIK RICHARD H RO`:DA JACK A. BEAVER Division 1 Division 11 Division III Division FV Division V General Manager LWZowe & Associates Consulting Civil Engineers November 8, 1980 To Whom It May Concern: It has been my pleasure to have been associated with Mr. Norm Caouette for the past 3 years. During this period, Mr. Caouette was employed as an environmental specialist within the Water Resources Division of the San Bernardino Valley Municipal Water District and later with my firm, L. W. Rowe and Associates. As the Water Resources Division Engineer for the San Bernardino Valley Municipal I -later District, I had the opportunity to supervise and observe Norm's work first hand. I have always found Norm meticulous and thorough in his approach to the analysis of the environmental issues associated with the development of water resources. Norm's depth of knowledge and intuitive understanding of the complex environmental, institutional, and social factors affecting water sources and their management is, in my opinion, outstanding. Additionally, Norm has demonstrated an ability to work effectively with the many diverse groups which invariably become involved in large or controversial projects. I heartily give Norm my highest personal recommendation. Norm's knowledge a^d breadth. of c;:Ycri c:,ce :;i 11 greatly be^2fi t any organization ;with which he chooses to affiliate. Should you require further information, please feel free to contact me at my office or home. Sinc rely, �ue aaa agi g Part er LWR: 886-7485 1726 North D Street, Suite B San Bernardino,CA 92405 824-7313 CITY OF GRAND TERRACE APPLICATION FOR CITIZEN SERVICE AS A MEMBER OF Grand Terrace Plannirn Conmission NAME (*'rs.) Retli Rollins ADDRESS 22700 DeP,erry Street. hard Terrace. Ca.. 92324 PHONE 783-08 SO OCCUPATION^.etired I EDUCATION: -(list highest year completed and all degrees) Freshmnan year Colle;,e- University of Colorado Are there any workday evenings you could not meet? Yes (X) No ( ) If so, please list. Tuesday. 1'ednesday and Vnirsday Why are you interested in this position: 1 are a "ylar.ner" by instinct. :also. iiotliin;; does well witlio>>t ?ood .;Manning. This is the point in the growth of our City i,,hen planning is absolutely requisite. - What do you consider to be your major qualifications? -1?,le to read plots anal/or }'fats. surveys. le; -.al descriptions. 1nuildin1 plans. !Jnderstanl construction (' asically) . '.!ave 1:ailt two"s-peculation"homes from 12n. acosi-sition to cur.tractin;; all phases of i:or'_:•, supervision. '�oolc'.:eenir- , inspections etc. REFERENCES: S yrs. v:orl:ing for Cen'l Contractors: 14 -plus yrs. escrow v:or'. . 1. :Irs. Ann retta 2. : Ir s . rl,yll is Forl-es (Ov ner-Cut "' Curl 3. 'Irs. S':irlcy Face : Also '"',airman Colton Planning Commission Please attach a written statement containing any additional information you feel would be useful to the City Council. M CITY OF GRAND TERRACE APPLICATION FOR CITIZEN SERVICE COMPLETE AND SUBMIT TO CITY CLERK'S OFFICE AS A MEMBER OF City Planning Commission NAME William T. Howard ADDRESS 22298 McClarren Street, Grand Terrace, CA.. 92 NOV 2 ° 1982 ATY OF GRAND TERRACE PHONE (714) 825-74-36 OCCUPATION General Building Contractor EDUCATION: (List highest year completed and all degrees) Fifteenth .year - Associate of Arts in Civil Engineering - S.B.V.C. Are there any workday evenings you could not meet? Yes ( ) No (X) If so, please list. Why are you interested in this position:As an eleven year 'Grand Terrace resident and former Chief Building Inspector for the County of San Bernardino with experience as a voting member of the subdivision review committee I believe —that I ean bring the citizens of Grand Terrace service as a volunteer planning commissioner. ldhat do you consider to be your major qualifications? Education and substantial practical experience in highly technical development areas. REFERENCES: I.Mr. & Mrs. Tony Canela, 22287 McClarren, Grand Terrace 2.Mr. & Mrs. Bill Hale, 22185 McClarren, Grand Terrace Mr. Jim McClean, City of Grand Terrace Department of Building & Safety 3 .. s s • Please attach a written statement containing any additional information you feel would be useful to the City Council. _ ��.. sc � � 5 E E A ►`i /� eel-iF.� � E s.�s. r� � fJ l--i'1 r' sl ns l J. t� W\ 4 TT'�, '�r� �i •r r _ . v U WI LLIAM T . HOWARD RESUME OF QUALIFICATIONS 22298 McClarren Street Mailing Address: Grand Terrace, California 92324 P. O. Box 6394 Telephone: (714) 825-7436 San Bernardino, California 92412 OBJECTIVE o _ o o=; EMPLOYMENT HIGHLIGHTS Over the immediate- past seven years I have served as a building in- spector, senior building inspector, regional supervisor and chief building inspector for the County of San Bernardino. I have provided first line supervision to as many as nineteen employees. As a combination inspector my duties included residential, commercial, industrial and mobile home inspections. As chief plans examiner I was personally responsible for the orderly and timely review of over ten thousand construction plans annually. My plan review staff consisted of eight senior plans examiners. As chief grading inspector I was person- ally responsible for grading plan review and field inspection. Soils and Geotechnical reports together with seismic investigations were reviewed by my staff. Prior to my County employment, I worked for three years as an electronics technician for the Pacific Telephone and Telegraph Company in San Bernardino. EDUCATION o San Bernardino Valley; San Bernardino, California *Associate of Arts Degree - Engineering o Attended University of California, Riverside, California *Mathematics Major o Attended Citrus Belt Law School * Pre -Law Total Units - 157 Semester Units. Overall GPA - 3.3 TECHNICAL SCHOOLS o Aircraft Mechanic Course - 16 weeks -Chanute AFB, Illinois - 1960 o Aircraft Maintenance Extension - 8 weeks - Ashiya AB, Japan o Flight Simulator Training - 6 weeks - Naha AB, Okinawa o Altitude Chamber and Water Survival Training - 5 weeks - Kadena AB, Okinawa o Flight Engineer Combat Training - 10 weeks - Saigon, South Vietnam resume of William T. Howard Page Two TECHNICAL SCHOOLS, Continued o Airborne Electronic Navigation Equipment Training - 42 weeks - Keester AFB, Mississippi o Pacific Telephone Toll Transmission School - 3 weeks - San Bernardino, CA - 1967 o Pacific Telephone Power Supplies Class - 2 weeks - San Bernardino, CA - 1968 o Pacific Telephone "K" Carrier Class - 2 weeks - San Bernardino, CA 1969 o Building Inspector Fundamentals Training - 1 year - Co. of SBO - 1976 o Southern California Gas Company Gas Appliance and Installation Service School - 10 weeks - Riverside, CA - 1978 o Management Training for Middle Managers - 1 week - County of San Bernardino - 1981 o Oral Interview and Affirmative Action Training - 2 weeks - County of San Bernardino - 1979 LICENSES, CERTIFICATES, AND REGISTRATIONS o Licensed General Contractor (California) No. 425134 o Registered Construction Inspector (California) No. 902 o Certified Plans Examiner (ICBO) No. 5757 o Certified Building Inspector (ICBO) No. 6017 o Radiotelephone License (FCC) No. P3-11SD-15468 o California Motor Vehicle License No. H0418645 MEMBERSHIPS o Member International Association of Plumbers and Mechanical Officials Officials (IAPMO) o Member International Conference of Building Officials (ICBO) o First Vice President of Citrus Belt Chapter o Member International Association of Electrical Inspectors (IAEA) o Member National Academy of Code Administration (NACA) O o Member Veterans of Foreign Wars (VFW) Post No. 6563, Fontana,CA o Member Disabled American Veterans (DAV) Chapter l2, San Bernardino, CA 'Resume of William T. Woward Page Three FORMER COMMITTEE MEMBERSHIPS (1976 - 1982 o San Bernardino County Subdivision Review Committee o San Bernardino County Fire Prevention Officers Association o San Bernardino County Equal Employment Opportunity Council o San Bernardino County Environmental Public Works Agency Management Steering Committee o San Bernardino County Economic Development Advisory Committee o San Bernardino County Planning Department Noise Abatement Committee o San Bernardino County Dust Control Advisory Committee o San Bernardino County Special District Advisory Committee o San Bernardino County Airport District Advisory Committee MILITARY SERVICE o United States Air Force... Flight Engineer... Honorable Discharge October 3, 1966 PERSONAL Age 40... Married ... Four Children ... Height: 6'0" ... Weight: 185 ibs .. . Lifelong California Resident (Except Military Service)... Excellent Health.. . Social Security #548-55-8185 REFERENCES Excellent Personal and Business References Furnished Upon Request. M M CITY OF GRAND TERRACE RE, r !VL-f APPLICATION FOR CITIZEN SERVICE DEC 5 W2 AS A MEMBER OF PI -I IVI r�� /u/_Sslo� 1. - -,- � D TFPF'AC NAME A111V/eF (ADDRESS aZ3 �5L 7VI<Z / A✓ - PHONE 2ff3 d %/"�1 (,y)6�3�CCUPATI0N lJYl� o2� EDUCATION: (list highest year completed and all degrees) Are there any workday evenings you could not meet? Yes ( ) No If so, please list. Why are you interested in this position:-1 114Vc' IL i d s /V G� 4 Ti��2/�fO s iN« G f is--vz-Q Ai,rE' �� G.c�4 4 K � WIGS oT— i � �°�2r /� v �✓� TY . ;;hat do you consider to be your major qualifications? Q p9511QV-' 7-V - iT�,4.0 /,60 jttP (�Q •/rST 12--�/9Z4,2lew« z�f�z�i�'�Ti�'8 ".v l t�Gi' x "��U r e &"-z 'Tz- y lde"!psi Cal �/ frSSOc� /il7c`�9• REFERENCES: 1 . � !��-�/� rLfO�"/,jZ,�$ /'1/47�//IZ��G /'�lTtix�/� 1/►/G/an/O C �>v>✓Ti�s� �- �G/t7 StL.Pvicc 2. �j /L LyNN//�Gff�7� Q/�'c'�Si O� LyylYi� �?11 /t55/✓ QiP� Please attach a written statement containing any additional information you feel would be useful to the City Council. CITY OF G RAN D TERRACE APPLICATION FOR CITIZEN SERVICE kEE:E'I�c� ,! ! 1! 1 1982 AS A MEMBER OF Planning Commission CITY OF GRAND TERRACE NAME e r H ADDRESS 22688 Fairborn Court Grand Terrace CA 92324 Home - 82472218 PHONE Work - 1-987-2521 OCCUPATION EDUCATION: (list highest year completed and all degrees) University of Nebraska - 3 years _Universi-ir_nf -)Mahn - B/S Busines_s Admi Are there any workday evenings you could not meet? Yes ( ) No (�" ) If so, please list. Why are you interested in this position: I strongly believe that the orderly growth of Grand Terrace is the key factor in the image that the City projects to its inhabitants, both present and prospective. Since Grand Terrace became a city it has adopted a sound zoning ordinance which supports an excellent master plan. I would like to take a more active roll in assuring that there 'high standards of community development are maintained in the future. b;hat do you consider to be your major qualifications? (1) Resident of Grand Terrace since August, 1976. (2) Served as member o Project Area Committee. (3) Served as Vice Chairman of the Economic Development Committee. (4) ver years experience in financial managemen REFERENCES: 1. Tony Petta - City Councilman Grand Terrace 2. Hugh Grant - Mayor, Grand Terrace 3. Ron Schuster - Owner, Grand Terrace Pharmacy _ Please attach a written statement containing any additional information you feel would be useful to the City Council. C IT OF GRAND TERRAC APPLICATION FOR CITIZEN SERVICE COMPLETE AND SUBMIT TO CITY CLERK'S OFFICE AS A MEMBER OF Planning Commission NAME Thomas A. Tillinghast ADDRESS 22667 Brentwood PHONE 825-5351 OCCUPATION Budget Analyst EDUCATION: (List highest year completed and all degrees) BA Public Administration Are there any workday evenings you could not meet? Yes QX) please list. Friday Evenings No () If so, Why are you interested in this position: Concerned with future of Grand Terrace What do you consider to be your major qualifications? Four years service on City Council of Grand Terrace. REFERENCES: 1. 2. 3. All City Councilmembers of Grand Terrace Please attach a written statement containing any additional information you feel would be useful to the City Council. F r `"40' CITY OF GRAND TERRACE JAN 1310QI PARKS & RECREATION COMMITTEE MEETING COUNCIL AGENDA ITEM ? MONDAY, DECEMBER 6, 1982 MINUTES The Grand Terrace Parks & Recreation Committee's regular meeting of December 6, 1982 was called to order at 7:45 P.M. in the Community Center, Grand Terrace, California by Chairman Dick Rollins. MEMBERS PRESENT: Dick Rollins, Chairman Ray Ramirez, Vice Chairman Sandy Kronmiller John Lotspeich Ray Miller Ken Rinderhagen Rhoda Saterfield MEMBERS ABSENT: Jay Short GUESTS PRESENT: Tony Petta, Councilman Dan Massey, Scout Troop #40 Elsa Seipp, Girl Scouts Charlie Schmidt, Swim Club Paul Gehl, Whiskey & Tricks CITY STAFF: Randall L. Anstine, Community Services Director Minutes of the meeting of November 15, 1982, having been mailed to the members prior to the meeting, were discussed. There being no changes to the minutes John Lotspeich made the motion to accept the minutes as written with Ray Ramirez making the second. The motion carried. ITEM #1 The normal agenda routine was agreed to be set aside by the members present and the discussion of the Christmas Tree Lighting Ceremony and Program Agenda were discussed, for the upcoming Saturday evening, December 11, 1982. Planning for refreshments, tree lights and decorations, tables and chairs, and all pertinent program data were discussed with assignments of the various representative groups of their duties and coordinating of the various events. Upon completion of the discussion and planning and with the program agenda established the guest group representatives left the meeting with their various assignments. It was agreed on by all present that we would all meet at the parksite at 3:30 P.M. Saturday to set up and organize the program. Parks & Recreation Committee Meeting Page 1 of 2 December 6, 1982 ITEM #2 Randall L. Anstine stated that he would be working on his department's budget for FY 1983-84 while on vacation the last two weeks of December. He stated that he had not taken a vacation this year* and if he did not use the time he would lose it entirely for the year. He requested that the Committee begin thinking about proposed budget items and what costs might be planned for the Parks & Recreation Program next fiscal year. He also announced that the closure boards for the new bleacher seats at the park would cost about $600.00. The Committee had requested these be installed on the bleachers to eliminate the problem of litter and trash collecting under the bleachers and the difficulty of trying to keep the area clean. The Committee agreed that this amount be applied to the new FY 83-84 budget items. There being no other business, the meeting was adjourned at 9:00 P.M. Respectfully submitted by, Dick Rollins, Chairman and Recording Secretary I Parks & Recreation Committee Meeting Page 2 of 2 December 6, 1982 Igo 4 JAN ] 31983 Grand Terrace Historical & Cultural Committee COUNCIL AGENDA ITEM AZ) Minutes of January 3, 1983 Meeting The meeting was called to order by Chairman Barbara Mathews at 7 30 PM at the home of Ann Petta. Those present were Ann Petta, Barbara Mathews, Hannah Laister, Irene Mason and Koleta Green. The minutes of the December meeting were read and approved. Old business: "Meanwhile, Back on the Couch". Barbara has been unable to contact John Phane; therefore, we have no report as yet. Barbara was told that City Hall would take care of Mrs. Miller's chaise lounge. Arts & Crafts Fair: Ann is going to contact Dorothy Mapes concerning music for the fair - singing, demonstrations, etc. Art Thiede has missed two meetings; however he will be asked to be the Chairman for the Fair. A letter was composed to be mailed with the sewerbills. Theater Committee The meeting for January 12 will be cancelled to give us more time to have flyers prepared and publicity sent to the newspapers. The meeting is now scheduled for Monday, January 24th at 7.30 PM in the Community Center on Barton Road. Barbara and Ann will contact the papers and Barbara will have a flyer printed at Accent Design. Koleta will be in charge of the meeting for all interested persons. Meeting was adjourned at 8.45 PM. The next regular meeting will be February 7, 1983 in the conference room at City Hall. Respectfully submitted, Hannah Laister, Secreta ry REr�'��E1 _ E 1983 �1TY OF GRAND TERRACL Date: Jan 5, 1983 ' -AFF REPdRT 12-1.1042 C R A ITEM ( ) COUNCIL ITEM ( X) MEETING DATE: Jan. 13, 1983 AGENDA ITEM NO. SUBJECT: Tract 9772-1, Lots 3 through 6 inclusive, Grading Plan At the last meeting the City Council directed the staff to coordinate between Griffin Development Company and the property owners fronting on Dos Rios with the rear yards backing up against the subject lots. The staff has made an effort to obtain the necessary information from the Griffin Development Company and their engineer and coordinate the resolution of the problem. As of January 4, 1983, the actions that have taken place are summarized in the attached memos to file. With respect to coordination with the property owners, Mr. George Forbes has taken it upon himself to discuss with the property owners the proposal presented by Griffin Development and their representative on January 3, 1983. It is my understanding that Mr. Forbes will have a letter addressed to the City Council prior to the meeting date of January 13, 1983. Staff recommends: THAT IF AND WHEN A LETTER IS RECEIVED FROM MR. FORBES, THAT IT BE GIVEN APPROPRIATE DISCUSSION DURING THE CITY COUNCIL MEETING OF JANUARY 13, 1983. Attachments JK/lbk NOTE: The letter from the residents was received after this report was prepared. MEMORANDUM DATE: January 4, 1983 TO: MEMO TO FILE FROM: Joseph Kicak SUBJECT: Grading of Lots 3,4,5 & 6, Griffin Development A meeting was held in this office at 9:30 a.m. on January 3, 1983 with Mr. Bill Snell representing Griffin Development. 12-1.1042 Mr. Snell presented the following proposal to the staff which in turn is to be presented to the property owners along Dos Rios. 1) Lower the pads to a minimum elevation which would maintain the drainage from the pads towards the street rather than towards the rear of the lots. Our review indicates that the pads to be lowered by the following: Lot 3, 2.4 feet Lot 4,2.6 feet Lot 5,3.3 feet Lot 6,2.7 feet 2) Mr. Griffin has consented to constructing a wrought iron fence at the top of the slopes on the rear of the lots which would additionally assure a better view for the property owners from the rear of the lots, which lots front on Dos Rios. This is intended to discourage -future buyers of the property from putting up a solid fence at those locations. 3) The landscaping would be completed as soon as the properties closed escrow. 4) A quit claim for the portion of the property now owned by Griffin would be given to the property owners along the frontage of Dos Rios where ownership westerly of the existing channel constructed by Griffin is still with Griffin Development Company and is greater than five feet westerly of the ditch. I called Mr. George Forbes at 10:20 a.m. on January 3 attempting to set up a meeting with the property owners so that this matter can be presented to the City Council meeting on January 13, 1983. Mr. Forbes advised me that he would contact the individual property owners and call back on Tuesday, Jan 4. He felt that this proposal, presented by Griffin could be communicated by Mr. Forbes to the various property owners and a resolution of the problem can be achieved prior to the meeting of January 13. He Memo to File Page 2 Jan. 4, 1983 12-1.1042 will communicate the feelings of the property owners on this latest proposal by Griffin Development when he calls back on January 4. JK/lbk 4 `) MEMORANDUM DATE: December 30, 1982 TO: Memo to File FROM: Joseph Kicak SUBJECT: Grading Lots, Tract 9772-1 12-1.1042 As of this date, we have received no information from Bill Snell, It is my understanding that Bill Snell wants to meet with our staff on January 3, 1963, to go over the information to be presented to Dos Rios property owners and then try to set up a meeting with them. To have the staff report ready by January S, 1983, the meeting must be held either Monday, January 3, or Tuesday, January 4, 1983. No specific time has yet been set. JK/lbk MEMORANDUM 12-1.1042 DATE: December 23, 1982 TO: Memo to File FROM: Joseph Kicak SUBJECT: Grading of Lots 3 - 6, Tract 9772-1 Based on direction from the City Council at their regular meeting of 12/16/82, we were awaiting information from Dale Griffin to present to the property owners on Dos Rios. As of 12/23/82, we did not receive it and I,there- fore, called Griffin to find out when he and/or his engineer would furnish us with the information. First, Dale Griffin said he wanted to delay the meeting with property owners until after the holidays and also delay taking this matter to the City Council until their meeting of January 27, 1983. I reminded him that the City Council expects the report from the staff at their regular meeting of January 13, 1983. He said he would furnish this information by the 28th of December, 1982. He further stated he would like to have Bill Snell represent him at the meeting with property owners, with Bill Snell making the presentation and the City staff to be available to answer any questions from the property owners. JK/lbk M The Honorable Mavor and City Council The City of Grand Terrace City Hall, 22795 Barton Road Grand Terrace, CA 92324 Re- Grading - Tract 9772 January 5, 1.983 As residents adversly impacted by the elevation of Loots 3,4,5 & 6 of Tract 9772, in excess of that specified by approved grading plans, we have been requested by the Grand Terrace City Council to respond to the developments of Tract 9772. Subsequent to a letter of October 11, 1982 from the City Engineer to Mr, Dale Griffin of Griffin Development Company (Exhibit A) -- and our letter of October 22, 1982, to the City of Grand Terrace (Exhibit B) -- a meeting of the concerned residents was held with a representative of Griffin Development Co., Discussion at the meeting re -enforced that the approved grading plans called for Westerly drainage of Lots 3,4,5 & 6 -- and greatly increased the residents' concern regarding adequacy of the approved grading plans relative to drainage of the Lots. In view of this concern --Mr. Joseph Kicak, City Engineer for the City of Grand Terrace, was contacted. The City Engineer affirmed that the approved grading plans provided for adequate drainage of the Lots and do not constitute a drainage hazzard to the homes Westerly -adjacent to Lots 3,4,5 & 6 of Tract 9772. No written evidence has been presented to demonstrate inadequacy of the approved grading plans and to justify non-conformance with plan specifications. In view of the above we find no alternative to accepting the City Engineer's stated assurance (above) -- and to therefore again (Exhibit B) request the City of Grand Terrace to formally support the position (Exhibit A) of the City Engineer. Sincerely, 1 _ Mr. & Mrs. George S. Forbes Air. Robert L. 7FIan an 12161 Dos Rios Avenue 12125 Dos Rioen L Air. and j rs. R. B. Booth 12137 Dos Rios Avenue , f pc City A"anager ✓ City Engineer A1r. and Airs. Fred Garcia 12149 Dos Rios Ave ue RErcIVEr JAN E 1933 ;ITY Or GRAND TERRACE 10 HUGH J GRANT Mayor JIM RIGLEY Mayor Pro Tern October 11, 1982 Griffin Development 12010 Paradise Street Grand Terrace, CA 92324 Attention: Mr. Dale Griffin Dear Mr. Griffin: Council Members TONY PMA ROY W. NIX Exhibit A BARBARA PFENNIGHAUSEN SETH ARMSTEAD City Manager MYRNA ERWAY City Clerk EDWARD R. CLARK Finance d Adminrs,ralrre Services 011,cer Subject: Grading - Tract 9772 12-1. 1002 We are in receipt of your grading plan; specifically, changes as proposed by Revi- sion dated September 20, 1982. Please be advised that the gr=ading_plan fo_r- t__he_ subject tract_was approved on June 3, 19821land a grading permit was authorized based on that plan. Subsequently, a revision dated July 29, 1982 proposin minor changes in grading vas submitted and approve . Since that time, it appears that grading on the subject tract has been completed which is not in accordance with either- of the two above plans; however, it may resemble a proposed -Revision dated September 20, 1982. Based on that revision, it appears that on 12 of the 32 pads, the elevations was main- tained in accordance with the approved plans and the approved revisions. On the 16 of the 32 pads the Revision dated September 20, 1982 indicates pad eleva- tions varying by 1 foot or less from the approved. Our major concern is the variance from the approved pad elevations for lots 3, 4, 5, and 6 of the subject tract. These elevations are as follows: Lot No. Approved Pad Elevation Proposed Pad Elevation 3 8.2 14.6 4 8.7 15.1 5 10.5 16.9 6 11.0 17.4 Each of these pads has been raised by 6.4 feet. Such increase in pad elevations is totally unacceptable; and, therefore, the staff cannot approve the proposed revision. 22795 BARTON ROAD City r: ana5er — City Clerk (714) 824.6621 — Engineering 825-3C25 GRAND TERRACE, CA 92324 — S2 95 Flr;:n — Piannin_ — Conmunity Services (714) 824.7226 ililo Inhibit A (page -2-) Griffin Development Subject: Grading - Tract 9772 Page 2 October 11, 1982 Please be advised that, if in fact the grading has been completed to the elevations shown in Revision dated September 20, 1982, the pad grading for lots 3, 4, 5 and 6 will have to be adjusted to the elevations approved on the- plan dated June 3, 1982. Prior to removal of embankment from these four pads, the grading plan will have, to be revised and the location and manner in which the spoil is disposed of, if on site or anywhere in the city, approved. In addition, prior to issuance of any building permits within Tract 9772, pad certifi- cations by your civil engineer will be required. If you have any questions, do not hesitate to call me. Very truly yours, oseph K icak City Eng;neer JK :hh cc: Seth Armstead T�Vhihit R M The Honorable Mayor and City Coundil The City of Grand Terrace City Hall 22795 Barton Road Grand Terrace, CA 92324 RE: Grading - 7ract 9772 October 22, 1982 As a result of w::at- appeared to be excessive elevation of the lots along the wester: boarder of Tract 9772,the office of the City Engineer was co==acted. The City Engineer confirmed that the level of lots 3,4,5 L o which are adjacent to properties along the Eastern Dos Rios Avenue --are indeed at excessive elevation to that approved on June 3, 1982. On October 11, =-982 City Engineer, Joe Kicak, sent a letter to Mr. Dale Griffin of Griffin Development - advising that the excessive elevation of these lots is totally unacceptable to the City Engineer and therefore the proposed revision dated September 201. 1982 cannot be approved by sz�aff. As residents ac__rsely impacted by the excessive elevation of these lots we raise sz=ong objection - and respectfully request that the City of Grand Tc_race support the position of the City Engineer - and that we be a_fvised of the position of the City, in timely manner. Mr. & Mrs. George S. Forbes Mr. Robert L. Flana n 12161 Dos Rios =-.-enue 12125 Dos Rios Avenu hir. S: Mrs. R. Booth 12137 Dos Rios "_enue PC City Manager City Engineer Mr. & Mrs. Fred Garcia 12149 Dos Rios Avenue S-LAFF REP04RT December 21, 1982 COUNCIL MEETING DATE: January 13, 1983 12-10.1018 40 AGENDA ITEM NO. 1 /J SUBJECT: Barton Road Reconstruction - Right-of-way Acquisition The appraisals for the right-of-way acquisitions along Barton Road have been completed and filed in the City Manager's office. The next step in proceeding with this project will be to hire a broker and meet with each of the property owners. A letter of intent to acquire must be sent to the property owners prior to meeting with them individually. Engineering and city staff will accompany the broker to help explain the nature and intent of this project. In hiring a broker, he/she must be familiar with federal and state laws which require uniform acquisition and relocation practices on all federal -aid program projects. Although the FAU funding that is allocated for this project will be used for the construction portion and not the right-of- way acquisition, the City must conform to the minimum acquisition requirements. Acquisition procedures must be in conformance with Title III of the Federal Uniform Relocation Assistance and Real Property Acquisition Policy Act of 1970 and FHPM's 7-2-1 and 7-3-1. Such procedures include, but are not limited to the following: Based on the appraisal report, the property owner shall be furnished with a written summary statement justifying the basis for the amount established as just compensation. An owner who indicates a desire to donate right-of-way must be fully informed of his or her right to receive just compensation before a donation of required right- of-way may be accepted by the City. on September 23, 1982, the City Council authorized the City Manager to acquire this property; based on this authorization the City Manager will hire a qualified broker to undertake the acquisition proceedings. The following is a summary of the property values and the amount of right-of-way that is required. -2- Value of Yard Severance Damages Owner's Name Value of Land Improvements and/or Special Amount of R/W and Assessor Proposed to Proposed to Benefits to Total Needed for No. Parcel Number Be Taken Be Taken Remainder Compensation Ultimate Rd. Widt 1. Hughes 276-193-001 $ 1,526.00 $ 1,300.00 $ -0- $ 2,850.00 10, 2. Smith 2 7G-1.n3-nn2 1,c,2 ().()0 1 ,';70. nn -0- 3, lOn. nn 10, 3. Yarnell IL 276-193-003 1,628.00 1,000.00 -0- 2,650.00 10, 4. Jillson 276-193-004 1,820.00 1,275.00 -0- 3,100.00 10, 5. Stehr 276-193-005 1,916.00 1,335.00 -0- 3,250.00 10, 6. Ahern 276-193-006 1,951.00 2,350.00 -0- 4,300.00 10, 7. Beckwith 276-351-001 4,269.00 2,150.00 -0- 6,400.00 20' 8. Goughnour 276-202-015 4,500.00 850.00 -0- 5,350.00 20' 9. Flanagan/Forbes 277-161-019 6,800.00 1,825.00 -0- 8,650.00 17' 10. Grand Terrace, Inc. 277-161-024 9,560.00 1,000.00 -0- 10,550.00 17' 11. Light 277-161-017, 12 020.00 3,625.00 -0- 16,545.00 17' 018 TOTAL $48,510,00 $181280,00 $66,835.00 NOTE: THE ABOVE IS A SUMMARIZATION OF THE APPRAISAL REPORT, AS PREPARED BY J. WILLIAM MURPHY & ASSOCIATES. IF YOU WISH TO REVIEW THIS REPORT MORE IN DETAIL, IT IS AVAILABLE IN THE COUNCIL READING BOX. Staff Report January 13, 1983 -3- Barton Road Reconstruction, Right-of-way Acquisition Staff Recommends that City Council authorize: 1. TO ACCEPT THE APPRAISAL REPORT FOR ACQUISITION PURPOSES AS PREPARED AND SUBMITTED BY J. WILLIAM MURPHY & ASSOCIATES. 2. TO MAKE AN OFFER TO ACQUIRE THE NECESSARY RIGHT-OF-WAY BASED ON THE VALUE OF LAND AND YARD IMPROVEMENTS CONTAINED IN THE APPRAISAL REPORT. 3. TO AUTHORIZE THE CITY STAFF TO ACCOMPANY THE BROKER WHEN HE/SHE MEETS WITH THE PROPERTY OWNERS. 4. TO AUTHORIZE CITY STAFF TO ACQUIRE THE NECESSARY RIGHT-OF-WAY USING THE FUNDS THAT HAVE BEEN ALLOCATED FROM THE FOLLOWING ACCOUNTS: 16-4930; 18-4930 AND 20-4930. AE:1bk s VPI.C. 1 /6/83 i StAFF R E P \117'DFN T 12.196 C R A ITEM ( ) COUNCIL ITEM ( X) MEETING DATE: January 13, 1983 AGENDA ITEM NO. SUBJECT: Barton Road Sidewalk - SB-821 Grant On August 9, 1982, the Engineering Department submitted an application under the SB 821 Program. These Article 3 grant funds are set aside for pedestrian and bicycle facilities, which include curb ramping projects, sidewalks, pedestrian ways, bikeways, bike racks and bicycle storage facilities. Every application is ranked by a SANBAG Transportation Technical Advisory Subcommittee. This subcommittee then ranks and prioritizes every project. We were successful in receiving a $5, 600 grant for the city's sidewalk beautification proposal. Originally, our application requested funds for the entire project which included sidewalks, landscape and irrigation on the north side of Barton Road between Mt. Vernon and Arliss in front of G.T.I. Market. However, the ranking committee determined that the landscaping and irrigation were not eligible for funding under this program. After reviewing approval and reexamining the cost estimates, staff concluded that the maintenance would be too costly. The other alternative would be to construct a 13.5' wide sidewalk, which is the present sidewalk standard along the commercial strips. Please see attached maps. The following is a cost estimate for both alternatives: ALTERNATIVE NO. 1 - Sidewalk, landscape and irrigation I tem Cost Sidewalk 5' wide by 370' length @$2.00 per sq. ft. $ 3,700 Water meter and reservoir fee 2,000 Landscape 5,000 Irrigation system 3,000 Inspection and administration 1,400 Maintenance (per year) 1,000 TOTAL ESTIMATED COST $16,100 ALTERNATIVE NO. 2 - Sidewalk Only tem Cost Sidewalk standard 13. 5' by 370' length @$2.00 per sq. ft. $ 9,990 Inspection and administration TOTAL ESTIMATED COSTS 1,000 $10,990 Staff Report - Meeting January 13, 1983 1/6/83 Re: Barton Road Sidewalk - SB-821 Grant 12.196 RECAP Alternative No. 1 Alternative No. 2 SB-821 Grant $ 5,600 SB-821 Grant $ 5,600 Local Match Required $10, 500 Local Match Required $ 5,390 TOTAL COST ESTIMATED $16,100 TOTAL COST ESTIMATED $10, 990 Staff recomends that Council authorize: 1. TO ADVERTISE FOR BIDS ON ALTERNATIVE NO. 2. 2. TO TRANSFER FUNDS IN THE AMOUNT OF $5, 390 FROM BALANCE 1982/83. 3. TO ADOPT THE ATTACHED RESOLUTION AUTHORIZING THE SUBMITTAL OF THIS SB-821 ARTICLE 3 CLAIM. JK:AE:hh Attachments IT Li er P�F91� P Jf ALTERNATIVE No I SIDEWALK, LANDSCAPE 81 IRRIGATION I� , I I I I I r I I r L •-tx- _ r _ _4 — Y =1 - I I I I ww- �a+r�ll►n�M,;+1�:i „'- ""{+iiR:atl9tJr��"' b h e ti - I /' Ist 2 N 89* 27 /O' E 3 „1 1I -i Z leE,ar'f.r�.rrJl a D y, �o� Ear ALTERNATIVE No. 2 �P 1 (SIDEWALK ONLY) r b — ' R/W I, 111 m Q h 16 -I N 69�}3-- _1�, �PE.iJt� l fiON4 - !�._!X/S✓• Cars dd/' - IIJ ry r. 6 ri �►rE: S PENDING CITY 60 COUNCIL APPPOV JAN ? 3 F)RR COUNCIL AGENDA ITEM 0 RESOLUTION NO. 83- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, AUTHORIZING THE SUB- MITTAL OF THE TDA (SB 821) BICYCLE b PEDESTRIAN FACILITY CLAIM --ARTICLE 3. WHEREAS, SB 821 provides that two percent (2%) of each County's total transportation fund be annually set aside and used to fund the development of bicycle and pedestrian facilities; and WHEREAS, the City of Grand Terrace has planned a pedestrian facilities system in conformance with the adopted General Plan and San Bernardino County standards; and WHEREAS, the City Council of the City of Grand Terrace desires to construct the pedestrian facilities system within its City utilizing funds available under SB 821; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY RESOLVE, DECLARE, DETERMINE, AND ORDER AS FOLLOWS: 1. To adopt the Barton Road Sidewalk/Beautifiction Plan located on the north side of Barton Road between Mt. Vernon and Arliss Avenue; 2. To authorize the City's Finance/Administrative Services Officer as the City's authorized signature and designated contact person; 3. That the City claims $5,600 and forwards said claim along with a certified copy of this Resolution to SANBAG for processing. ADOPTED this 13th day of January, 1983. ATTEST: City C-lerk of the City of GrandMayor of the City of GrandTerrace Terrace and of the City Council and of the City Council thereof. thereof. Approved as to form: i yAttorney r� Date : 3 '- AFFSI I -® C R A ITEM ( ) COUNCIL ITEM ( X) MEETING DATE: JANUARY 13, 1983 AGENDA ITEM NO. 9B SUBJECT: FY 1982-83 SAN BERNARDINO COUNTY/GRAND TERRACE LAW ENFORCEMENT CONTRACT Background: An analysis of the San Bernardino County/Grand Terrace law enforcement contracts for FY 1980-81, 1981-82, and 1982-83 along with AB 1743, CVC traffic citations and Sheriff's cost per capita reports were furnished to you at the City Council meeting of November 14, 1982. On December 16, 1982, Mayor Ardyce Koobs and City Manager Robert Mitchell of Loma Linda, and Mayor Hugh Grant and City Manager Seth Armstead of Grand Terrace met with Supervisor David McKenna to clarify the County's position with respect to County -wide overhead charges. Supervisor McKenna could not explain the formula for establishing County -wide costs and arranged a meeting for December 28, 1982 where he and the Auditor -Controller Errol Mackzum were to explain the analysis of County -wide overhead and cost detail to show Grand Terrace and Loma Linda an analysis of the cost element and that the costs were reasonable and justifiable. At the City Council meeting of December 16, 1982, the Council made a motion to continue negotiations with the County for the 1982-83 law enforcement contract and authorize the Mayor to use his own discretion as to whether or not to enter into the contract or to arrange for a special meeting to bring it back before the Council. Mayor Grant asked Errol Mackzum to indicate how property or County taxes were allocated to the cost elements. This has not been indicated. On December 28, 1982, Mayor Ardyce Koobs and City Manager Robert Mitchell of Loma Linda, and Mayor Hugh Grant and City Manager Seth Armstead of Grand Terrace met with Barbara Riordan, who attended for Supervisor McKenna, Auditor -Controller Errol Mackzum, and Treasurer -Tax Collector Joe Bell to discuss County -wide overhead and analysis of cost elements. It was apparent from Errol Mackzum that the elements such as space rent, law and justice agency, and record management, were not charged on an element by element basis, and that a specific charge such as rent may be inappropriate in our particular case, but he said offsetting this were other elements, such as insurance which are obviously well below the actual cost. Mr. Mackzum stated that variations are normal when costs are uniformally distributed/using the common basis the variation should average out. He stated that,at the least, any overcharge or undercharge will be insignificant when compared with the cost of the elaborate accounting system which would be required to distribute costs of this type on an actual -cost basis. On December 30, 1982, a letter was transmitted to Mr. Robert B. Rigney (see attachment 4) enclosing a check for $15,052.40 which brought the City's contract payments up-to-date through December 31, 1982. This check was returned December 30 by Mr. Rigney (see attachment 6). On Tuesday, January 4, 1983, two checks were hand carried by Capt. Jim Ferronado to the San Bernardino County Sheriff. These two checks, one for $15,052.40 and the other for $25,056.80, were returned by the Executive Officer of the Bureau of Administration, Mr. Kent Lihme,on January 5 (see attachment 7). Note: the monies for these checks are still in Grand Terrace's account drawing interest. M Staff Report--FY 1982-83 SAN BERNARDINO COUNTY/GRAND TERRACE LAW ENFORCEMENT CONTRACT Page 2 January 13, 1983 On January 4, 1983, Supervisor McKenna called City Manager Seth Armstead and told him that we would receive a letter from Errol Mackzum by Wednesday noon, January 5,'which would explain County -wide overhead costs and show the costs were reasonable and justifiable. On January 4, 1983, City Manager Seth Armstead received a telephone call from Supervisor David McKenna who stated that he is working on a Cities/County committee,on which Grand Terrace would be a member,to review County overhead charges and come up with an equitable system for both the County and cities. This will be accomplished durinq the January through June period of 1983 for new County contracts. On January 6 at 4:45 p.m. Thursday evening, a letter was delivered to the City Manager from Errol Mackzum, Auditor -Controller, to clarify the County's position with respect to County overhead charges. Note that Mr. Mackzum states that the County- wide costs are not charged on element -by -element basis to each city but on a uniform distributed common base which we have been unable to determine how this basis is computed or how the charges for the cost elements are distributed. Staff recommends that the Council: CONTINUE NEGOTIATIONS WITH THE COUNTY OF SAN BERNARDINO ON THE LAW ENFORCEMENT CONTRACT WITH THE MAYOR AUTHORIZED TO USE HIS DISCRETION AS TO WHETHER OR NOT TO ENTER INTO THE CONTRACT OR TO PAY OVERHEAD CHARGES. SA:lo Encs. 1. 10/8/82 letter from Capt. Hensley transmitting Addendum to Contract 2. 12/8/82 letter from Robert Rigney to Seth Armstead requesting signed Addendum w/payment 3. 12/28/82 breakdown of County -Wide Cost Detail 4. 12/30/82 letter from Seth Armstead to Bob Rigney transmitting check 5. 12/30/82 memo Subject: Letter to Bob Rigney on Addendum to Contract 6. 12/30/82 letter from Robert Rigney to Seth Armstead returning check 7. 1/5/83 letter from Kent Lihme, Sheriff's Dept. to Seth Armstead returning checks 8. 1/5/83 letter from Pamela Byrnes to Supervisor McKenna requesting overhead explanation 9. 1/6/83 letter from Errol J. Mackzum, Auditor/Controller-Recorder on overhead SAN_R �N DING October 8, 1982 Seth Armstead, City Manager City of Grand Terrace 22795 Barton Road Grand Terrace, California 92324 Dear Mr. Armstead: FRANK BLAND, Sheriff First Floor, Courthouse P. 0. Box 569 San Bernardino, CA 92403 (714)383-2511 Enclosed is Fiscal Year 1982-83 addendum to the contract between City of Grand Terrace and the County of San Bernardino for law enforcement service. Please have the originals and all copies of the attached Standard Contract signed by the City representative and return all copies to the Sheriff's Office. After approval by the Board of Supervisors, an executed copy of the addendum will be forwarded to you. You will note that your monthly payments for July, August, and September are due. Please make your check in the amount of $77,998.65 payable to Frank Bland, Sheriff, San Bernardino County, Post Office Box 569, San Bernardino, California 92403. Sincerely, HRH:LR:snp Enclosures (GTCONT) 10-8-82B FRANK BLAND, SHERIFF By H. R. Hensley; Captain Bureau of Administration RECEIVED OrCT1SIW- OITY OF GRAND TL,-,RA(:E J ROBERT B. RIGNEY Administrative Officer December 8, 1982 SAN i $%OF 'DINO V COUNTY ADMINISTRATIVE OFFICE County Civic Building - East 157 West Fifth Street San Bernardino, CA 92415 (714) 383-2018 Mr. Seth Armstead City Manager 22795 Barton Road Grand Terrace, CA 92324 Dear Mr..Ar>nstead:��,-- BOARD OF SUPERVISORS John Joynet ..... - ..... • • - • • • First Districl Cal MCEIwam - - - • ... • . • . • Second District David L. McKenna ....... • • . • . • Third DistnCr Robert O. Townsend ........... . Fourth District Robert L. Hammock. Chairman....... Filth District 1 . DEC 10 1982 ATY OF GRAND TERRACE I can certainly empathize with your concern on rising costs of local government, particularly in such a major area as law enforcement. The cost of providing contractual law enforcement to cities by our Sheriff's Department, including recent legislation regarding overhead charges, is being reviewed by the County and discussed with City Managers. Any changes found necessary for existing contracts will be made effective July 1, 1983. Until July 1, 1983, we expect cities to honor ongoing contracts, including the amendment specifying 1982-83 costs. I understand Grand Terrace has not signed the 1982-83 cost amendment, is not paying for services at the rate specified, and is several months in arrears. Please have the City Council approve the amendment and authorize all 1982-83 payments due. Submit both the signed amendment and check for the amount due before January 1, 1983. If this does not occur, it will be necessary to recommend to the Board of Supervisors that your law enforcement contract be terminated. Since.rel yours, ROBERT B. RIGNEY County Administrative Officer RBR:pkw cc: Robert L. Hammock, Chairman Board of Supervisors David L. McKenna, Supervisor, Third District Prepared By: Management Services Division Office of the Auditor/Controller-Recorder Sheriff - Headquarters County -Wide Cost Detail - Support Contracts Fiscal Year 1982-83 Cost Element Space Use Rent Equipment Use Allowance Insurance Utilities County Administrative Office Auditor -Controller Purchasing Agent Treasurer -Tax Collector County Counsel Personnel Employee Medical Exams Civil Service Commission Employee Relations Panel Communications Building Services - Grounds Building Services - Maintenance Building Services - Custodial Real Property Management Systems Development Central Services Records Management Law and Justice Agency Total DEC 2 1` ^2 Service Charge In Contract Grand Terrace Loma Linda $ 1,249.01 $ 1,274.28 99.88 101.90 259.29 264.54 670.43 684.00 1,612.71 1,645.33 125.41 127.95 522.77 533.34 97.05 99.01 9.94 10.14 72.08 73.54 1,405.96 1,434.39 192.07 195.95 85.64 87.37 1.24 1.27 516.10 526.54 400.63 408.74 1,739.82 1,774.99 1,004.18 1,024.50 44.74 45.65 570.67 582.22 101.57 103.63 103.15 105.24 413.85 422.22 $11,298.19 $11,526.74 T 9 OF • r 1 � .1 Ell it 1 P_ V J� A L - L IDecember 30, 1982 Mr. Robert B. Rigney COUNTY OF SAN BERNARDINO County Civic Building - East 157 West Fifth St. San Bernardino, CA 92415 Dear Mr. Rigney: HUGH J. GRANT Mayor JIM RIGLEY Mayor Pro Tem Council Members TONY PETTA ROY W. NIX BARBARA PFENNIGHAUSEN SETH ARMSTEAD City Manager MYRNAERWAY City Clerk EDWARD R. CLARK Finance d Administrative Services Officer Re: Addendum to contract for law enforcement Fiscal Year 1982-1983 In response to your letter dated December 8, 1982, and in response to the letter from Capt. Hensley, dated October 8, 1982, the City of Grand Terrace has executed and enclosed the Addendum to contract 80-841/A-1 (the "Addendum") for law enforcement for FY 1982-1983. It should be noted, however, that the Addendum has been modified to delete 4.12% County overhead. This deletion has been deemed necessary for the reasons specified as follows: 1. To implement the purpose and intent of A.B. 1743 which becomes effective January 1, 1983 and which reflects existing law; and 2. To avoid any public contention of discrimination by the County between the cost of law enforcement provided to unincorporated areas versus the cost of law enforcement provided to incorporated areas. I am confident that you will concur in these reasons and that you can appreciate the necessity of maintaining consistency in respect to all segments of the public. The foregoing action reduces the contract cost from $311,980.65 to $300,682.46. Based upon payments paid by the City during the first two quarters, the following sums will be due and owing to the County for the period of January 1, 1983 through June 3 0, 1983: $150,341.22. Enclosed is a check for $15,052.40 which brings the City's contract payments up-to-date through December 31, 1982, in accordance with enclosed Addendum. 22795 BARTON ROAD City Manager — City Clerk (714) 824-6621 — Engineering 825.3825 GRAND TERRACE, CA 92324 — 52 95 Finance — Planning — Community Services (714) 824.7226 Mr. Rogert B. Rigney Page 2 December 30, 1982 If you have any further questions on this matter, please do not hesitate to contact me. The City is most anxious to resolve any differences and to continue to maintain a positive and productive working relationship with the County. Sincerely, &0-1100 Seth Armstead City Manager SA:GN:lo Encs. 1. Revised Addendum 2. $15,052.40 check cc: Supervisor Dave McKenna Captain Hensley MEMORANDUM December 30, 1982 TO: Seth Armstead City Manager FROM: Edward R. Clark Finance/Administrative Services Officer SUBJECT: LETTER TO BOB RIGNEY ON ADDENDUM TO THE CONTRACT FOR LAW ENFORCEMENT FISCAL YEAR 1982-1983 Just received a call from Bob Rigney and I passed this information on to the Mayor. Bob stated he can't take the check and wanted to know how he should get it back to me. told him to put a note on it as to why he couldn't accept it (he states reason is it does not comply with the terms, i.e., deleting the 4.12% County overhead). He also stated that it shouldn't have to go back through the County Clerk. I told him I was certain it did because Myrna had been told to take the letter to Andy Disharoon and then to him. He said he would check with Myrna as she was standing there beside him. I have been trying to contact Bob Mitchell to bring him up -to -speed. A copy of the letter was sent to Bob Mitchell. EC:lo 5 kwo co SAN BEER DINO ROBERT B. RIGNEY Administrative Officer COUNTY ADMINISTRATIVE OFFICE County Civic Building - East 157 West Fifth Street San Bernardino, CA 92415 (714) 383-2018 December 30, 1982 Seth Armstead, City Manager City of Grand Terrace 22795 Barton Road Grand Terrace, California 92324 Dear Mr. Armstead: BOARD OF SUPERVISORS John Joyner ..... ............ FrrstDistrict Cal McElwain - - - - - - . - . - - • • - - Second Distnct David L. McKenna ................Third Orstrrcf Robert O. Townsend ............ fourth Disrncf Robert L. Hammock, Chairmen........ Fifth Disfrtct Thank you for your letter and check for Sheriff's services,) less the County overhead charges for the past two quarters. We regret that your meeting with the Auditor -Controller did not satisfy you as to the procedures for computing the County overhead of 4. 12%. However, I am sure that you will understand that I must return the check and your proposed amended contract to avoid any public discrimination between the County and the law enforcement provided to our various cities and to ensure that the County does not subsidize the cities which provide Sheriff services through contracts versus those who provide their own police protection. I regret that you were not in today for a discussion of your concerns, but I will be happy to discuss them with you in more detail at your early convenience. I have kept the letter and I am returning the check with the City Clerk. Yours very truly, ROBERT B. RIGNEY County Administrative Officer RB R : nm [ Enclosure (check) cc: Chairman Robert Hammock DEC 3 M2 Vice -Chairman Cal McElwain Supervisor David McKenna Errol Mackzum - J Alan Marks (� COUNTYSHEk/F�. ��O S � Z "Dedicaied To Your Safely" n V¢j January 5, 1983 Seth Armstead, City Manager City of Grand Terrace 22795 Barton Road Grand Terrace, California 92324 Dear Mr. Armstead: Flo--d Tidwell Sheriff 4L�rll- INFORMAT16N COPY FURNISHED TO: As advised by Mr. Rigney, County Administrative Officer, we are returning two checks (Nos. 3682 and 3683) and the proposed amended FY 1982-83 law enforcement fee schedule to you. KL:snp Sincerely, FLOYOent L �H RIFF By:ilme, Executive Officer Bureau of Administration RE'Ef VE G A ti, -j -13ga CITY OI` QR ND TERRACE Post Office Box 569, San Bernardino, CA 92403 ' ► - �-.. � 3683 • CIT] OT GRAND D :RACE SECURITY PA NATIONAL BANK � 22793 BARTON RD. 71 4-7226 Grand aron 22377 6anon Roa GRAND TERRACE, CALIF. 92324 Grand Terrace IJ R=' 1s a/1220 JAN 4 19-Ba r PAY —. .--�. lr�' ) DOLLARS $25 5fi7 r SAN BERNARDINO, COUNTY OF R nYn TTnwFLL_ SHERRIF CITY OF GRAND TERRACE DETACH AND RETAIN THIS STATEMENT THE —CMED CHECK 15 - PAYMENT OF ITEMS DESCRIBED BELOW. GRAND TERRACE, CALIF. IF NOT CORRECT PLEASE n0`rl Y US PROMPTLY. NO RECEIPT DESIRED. DELUXE FORM WVO-3 SPL N-4117 DIb.Fil tiulrurvD DATE I DESCRIPTION I AMOUNT ACCT. NO. I AMOUNT 1/4/83 PAYMENT FOR JANUARY 1983 THIS PAYMENT EXCLUDES COUNTY OVERHEAD. EMPLOYEE 25,056.87 10-4410-2 PERIOD EARNINGS TOTAL DEDUCTIONS TOTAL NET PAY �H�oursRate Amt. Earned Overtime Soc. Sec. Withholding State Retire- ENDING @ Reg. Rate And Other EARNINGS Tax US.Inc.Taxl S. D. 1. Income Tax ment DEDUCTI ONS Fund N-4117 3682 • r Curl or G R AN- D�rACE SECURITY PAS NATIONAL BANK C e 22793 BARTONRD. 74-7226 22377 Baron Roe CA 923_: ► GRAND TERRACE. CALIF. 92324 Grand Terrace. is-4/1220 DEC. 30 19 82 _ _ �°� r.... �..., I . , I �y .� ..,.. 1,�; f� 'I.,�:.t� CJ I.ti DOLLARS $— 15,052.40 PAY ,,,�, g ", �_'�`-traL�,t�� r SAN BERNARDINO, COUNTY OF FRANK BLAND, SHERRIF TO T1iE P.O. Box 569 n ORDER OF SAN BERNARDINO, CA. 92403 7 • i — 00 368 2Us ©l: L 2 2000031: 3 39r110 198 13 Y CITY OF GRAND TERRACE THE ATTACDETACH AND RETAIN THIS STATEMENT HED CHECK IS IN PAYMENT OF -EMS OE SCRIBED BELOW. IF NOT CORRECT PLEASE NOTIFY US PROMPTLY. NO RECEIPT DESIRED. GRAND TERRACE, CALIF. DELUXE FORM WVO-3 SPL N-4117 DATE DESCRIPTION I AMOUNT ACCT. IID. RIBUTIONS 12/30/82 BALANCE DUE FOR FIrR.ST AND SECOND QUARTER F/Y 82/83. (LESS COUNTY OVERHEAD) EMPLOYEE 15,052.40 00-4410-25 PERIOD EARNINGS TOTAL DEDUCTIONS TOTAL NET PAY ��HoursRaje Amt. Earned Overtime Soc. Sec. Withholding State Retire- ENDING @ Reg. Rate And Other EARNINGS Tax U.S. Inc. Tax S. D. L Income Tax ment DEDUL'll Fund N-4117 STY OF LOMA LINDA 11128 Anderson St., Loma Linda. California 92354 0 (714) 796-2531 From the Office of: CITY PtANAGER cnr o• LONtA LINDA C-01OR N1A January 5, 1983 David L. Mc Kenna Supervisor, 3rd District County Civic Building 175 West Fifth Street San Bernardino, CA 92415 Dear Supervisor McKenna: This is being written upon telephone instructions from City Manager Robert R. Mitchell who is at home ill; however, he is aware of recent developments in connection with the San Bernardino County Sheriff's Contract. It was his understanding, through a conversation with Barbara Riordan of your office, that a copy of the breakdown of the County overhead charges would be received by noon today so it could be presented to the City Council at its meeting Tuesday; January 11. Before he can recommend approval of the contract, he must have the analysis of costs and the costs must be reasonable and justifiable. Delay in receiving the analysis puts in jeopardy the ability of the City to act in a timely manner. Sincerely, �y Pamela A. Byrnes Deputy City Clerk cc: Errol Mackzum City Councilmen City Attorney Robert Rigney Seth IArms tead KE:`��VE :BAN 6 1983 ;ITY OF GRAND TERRAC L S AU DiTORICONTROLLER-RECORDER _C4�_ COUNTY OF S AN BERNARDINO 1111 East Mill Street • San Bernardino, CA 92415 January 6, 1983 CSet rmistead, City Manager City of Grand Terrace 22795 Barton Road Grand Terrace, CA 92324 Dear Seth: ERROL J. MACKZUM, CPA Auditor/Controller-Recorder (714) 383-2338 y GEORGE H. KAENEL Assistant Auditor/ Controller -Recorder r K t r V ! � (714) 383-2320 . l '�'`�sr'"' 1569 ROBERT L. CALDERON , BAN Chief Deputy Auditor F' ?983 (714) 383-3412 CITY OF GRAND TERRACE INFORMATION COPY FURNISHED TO: F'-:�---_c / To clarify the county position with respect to county -wide overhead charges, I would like to expand upon some of the information I provided at our recent meeting. I hope this will help to resolve the question as to why these charges must be included in the Sheriff support contract. First, I wish to make it clear that we do not act in an arbitrary or unilateral manner when we determine which costs are to be included and how these costs are to be distributed. County -wide overhead costs are prepared in accordance with federal guidelines. State authorities audit our work very strictly to insure statewide uniformity in procedures used to determine these costs. State and federal instructions in this area are very detailed and are designed to insure that these costs are equitably distributed to all users of county services. We cannot arbitrarily select which costs to include nor can we use a cost distribution base which would unfairly charge any entity or program for the services provided. A primary requirement in the development of county -wide overhead costs is that all basic costs of county government be excluded from the computation. These basic costs are understood to be the minimum costs required to fulfill the specific requirements imposed by statutes. A partial list of excluded costs include: All costs associated with the Board of Supervisors All costs associated with the County Administrative Office except budgeting activities. All costs associated with elected officials and their immediate staff personnel All costs of the Tax Collector portion of the Treasurer/Tax Collector Department All costs of the Tax Division of the Auditor/Controller- Recorder Department About one-fourth of the County Counsel Department costs After the above are excluded, the remaining county -wide costs are basically those costs incurred in support of all operating departments; and the magnitude of those costs varies directly with the size of county operations. 9 January 6, 1983 Seth Armistead Page -2- A breakdown of the $11, 298.19 included in the Loma Linda contract for 1982- 83 is attached. The factor used to determine total county -wide charges (4.12%) is the actual historical ratio of such charges to direct costs for all Sheriff Headquarters activity. We determined the detail amounts by distributing the full charge to the various cost elements in the same manner that the total charges to Sheriff Headquarters were distributed. In other words, every element in the detail presentation has the same relative weight as that element had in the total charges allocated to Headquarters. If county -wide costs are examined on an element by element basis, a specific charge (such as rent) may be said to be inappropriate in your particular case. Offsetting this, other elements (such as insurance) are obviously well below the actual cost. Variations such as these are normal when costs are uniformly distributed uring a common base_ The variations should average out. At the least, any overcharge or undercharge will be insignificant when compared with the cost of the elaborate accounting system which would be required to distribute costs of this type on an actual -cost basis. I hope this information gives you a better understanding of how we determine which county -wide costs are proper overhead charges and how those costs are distributed. I assure you that we expend major efforts to establish overhead rates which are fair to all parties. Please advise me if you have additional questions in this area. Very truly ours, '_ " i " 2--Z 6J�_' - ERROL J\` MACKZUM AUDITOR/CONTROLLER-RECORDER EJM:cc cc: DAVID L. McKENNA, Supervisor, Third District ROBERT B. RIGNEY, County Administrative Officer Prepared By: Management Services Division Office of the Auditor/Controller-Recorder Sheriff - Headquarters County -Wide Cost Detail - Support Contracts_ Fiscal Year 1982-83 Citv of Grand Terrace Service Charge In Contact Cost Element Space Use $ 1,249.01 Rent 99.88 Equipment Use Allowance 259.29 Insurance 670.43 Utilities 1,612.71 County Administrative Office 125.41 Auditor -Controller 522.77 Purchasing Agent 97.05 Treasurer -Tax Collector 9.94 County Counsel 72.08 Personnel 1,405.96 Employee Medical Exams 192.07 Civil Service Commission 85.64 Employee Relations Panel 1.24 Communications 516.10 Building Services - Grounds 400.63 Building Services - Maintenance 1,739.82 Building Services - Custodial 1,004.18 Real Property Management 44.74 Systems Development 570.67 Central Services 101.57 Records Management 103.15 Law and Justice Agency 413.85 Total $11,298.19 A Date: Jan-..,� �119 T StAFF C R A ITEM ( ) COUNCIL ITEM (XX) MEETING DATE: January 13, 1983 AGENDA ITEM NO. 1OF (1) SUBJECT: Ground Breaking Ceremony - Fire Station Staff recommends that the official Ground Breaking Ceremony for the Fire Station be held on Monday, January 24, 1983, at 9:00 A.M. If a different time is more suitable to enable all Council Members to be present, please establish a time, so the necessary arrangements can be made. STAFF RECOMMENDS THAT COUNCIL: ESTABLISH MONDAY, JANUARY 24, 1983, AT 9:00 A.M. FOR THE GROUND BREAKING CEREMONY FOR THE FIRE STATION. ME:ac bN �4