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04/08/1997FILE COPY 22795 Barton Road Grand Terrace r California 92313-5295 c Civic Center (909) 824-6621 Fax(909) 783-7629 Fax (909) 783-2600 Byron R Matteson Mayor Dan Buchanan Mayor Pro Tempore Herman Hilkey Jim Smgley Lee Ann Garcia Council Members Thomas J Schwab City Manager April 8, 1997 CITY OF GRAND TERRACE Regular Meetings 2nd and 4th Thursday - 6:00 p.m. Council Chambers Grand Terrace Civic Center 22795 Barton Road Grand Terrace, CA 92313-5295 CITY OF GRAND TERRACE SPECIAL COUNCIL MEETING AGENDA CITY COUNCIL CHAMBERS GRAND TERRACE CIVIC CENTER 22795 Barton Road APRIL 8, 1997 600PM TBE CITY OF GRAND TERRACE COMPLIES WITH THE AMERICANS WITH DISABILITIES ACT OF 1990. IF YOU REQUIRE SPECIAL ASSISTANCE TO PARTICIPATE IN THIS MEETING, PLEASE CALL THE CITY CLERK'S OFFICE AT (909) 824-6621 AT LEAST 48 HOURS PRIOR TO THE MEETING. * Call to Order - * Invocation - * Pledge of Allegiance - * Roll Call - AGENDA ITEMS STAFF COUNCIL [- RECOMMENDATIONS ACTION CONVENE COMMUNITY REDEVELOPMENT AGENCY Approval of 03-27-97 Minutes Approve Approval of Check Register CRA040897 Approve ADJOURN COMMUNITY REDEVELOPMENT AGENCY CONVENE CITY COUNCIL MEETING I Items to Delete 2 SPECIAL PRESENTATIONS None 3 CONSENT CALENDAR The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon by the Council at one tune without discussion Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent Calendar for discussion Approve A Approve Check Register No 040897 B Ratify 04-08-97 CRA Action C Waive Full Reading of Ordinances on Agenda D Approval of 03-27-97 Minutes Approve E Resolution Amending Regular Meeting Day for the Approve Emergency Operations Committee F Computer Purchase Sewer Mapping Project Authorize G Budget Request Emergency Operations Committee Authorize PENDING C R A APPROVAL CITY OF GRAND TERRACE CON WUNITY REDEVELOPMENT AGENCY MINUTES REGULAR MEETING - MARCH 27, 1997 A regular meeting of the Community Redevelopment Agency, City of Grand Terrace, was held in the Council Chambers, Grand Terrace Civic Center, 22795 Barton Road, Grand Terrace, California, on March 27, 1997, at 6 00 p m PRESENT: Dan Buchanan, Vice -Chairman Herman Hilkey, Agency Member Jim Singley, Agency Member Lee Ann Garcia, Agency Member John Donlevy, Assistant City Manager Tracey Martinez, Deputy City Clerk Bernard Simon, Finance Director Patrizia Materassi, Community Development Director Virgil Barham, Building and Safety Director Jun Winkler, City Attorney's Office Lt. Mike Howell, Sheriff's Department Captain Sheree Stewart, Sheriff s Department ABSENT: Byron Matteson, Chairman Tom Schwab, Executive Director Brenda Stanfill, Agency Secretary APPROVAL OF MARCH 13, 1997 CRA MINUTES CRA-97-11 MOTION BY AGENCY MEMBER SINGLEY, SECOND BY AGENCY MEMBER GARCIA, CARRIED 4-0-1-0 (CHAIRMAN MATTESON WAS ABSENT), to approve the March 13, 1997 CRA Minutes APPROVAL OF CHECK REGISTER NO CRA032797 CRA-97-12 MOTION BY AGENCY MEMBER GARCIA, SECOND BY AGENCY MEMBER HICKEY, CARRIED 4-0-1-0 (CHAIRMAN MATTESON WAS ABSENT), to approve Check Register No CRA032797 Vice -Chairman Buchanan adjourned the Community Redevelopment Agency Meeting at 6 10 pm SECRETARY of the Community Redevelopment Agency of the City of Grand Terrace CHAIRMAN of the Community Redevelopment Agency of the City of Grand Terrace G F2 A AGENDA ITEM NO. I CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY DATE: APRIL 8, 1997 OUTSTANDING DEMANDS AS OF: CHECKRO. VENpOR P11765 DOREE MEARS 37824 VIRGIL BARHAM 37831 RAUL COLUNGA 37840 DRUG ALTERNATIVE PROGRAM 37842 FIRST TRUST OF CALIFORNIA 37843 FIRST TRUST OF CALIFORNIA 37855 HUNAN COMPUTER 37877 PROTECTION ONE 37888 SOUTHERN CA EDISON COMPANY 37889 STAPLES 37899 YOSEMITE WATERS PAGE 1 PENDING C R A APPROVAL CHECK REGISTER NO: 040897 APRIL 8, 1997 DESCRIPTION -AMOUNT BIRTHDAY BONUS 1000 AUTO ALLOWANCE FOR APRIL, 1997 13750 COMMUNITY DEVELOPMENT INTERN 43500 LAWN SERVICES FOR HOUSES UNDER REHABILITATION, MARCH, 1997 16000 TRUSTEE FEES FOR 1993 BOND ISSUE 3,34750 LEASE PAYMENT FOR APRIL, 1997 24,592 29 CABLE FOR COMPUTER 3125 SECURITY SERVICES, APRIL-JUNE, 1997 4125 ELECTRIC FOR HOUSES UNDER REHABILITATION 1878 OFFICE SUPPLIES 2365 BOTTLED WATER FOR HOUSING REHABILITATION BUILDING 18.80 TOTAL- 28,816 02 I CERTIFY THAT, TO THE BEST OF MY KNOWLEDGE, THE AFORE LISTED CHECKS FOR PAYMENT OF THE COMMUNITY REDEVELOPMENT AGENCY LIABILITIES HAVE BEEN AUDITED BY ME AND ARE NECESSARY AND APPROPRIATE EXPENDITURES FOR THE OPERATION OF THE COMMUNITY REDEVELOPMENT AGENCY BERNARD SIMON FINANCE DIRECTOR PAGE PENDIV CITY COUNCIL L _ PROVAL CITY OF GRAND TERRACE DATE: APRIL 8, 1997 OUTSTANDING DEMANDS AS OF: GRE-M-W. VENDOR P11756 CA MUNICIPAL TREASURES ASSOC P11757 SOUTHERN CA GAS COMPANY P11758 COMCAST CABLEVISION P11759 JOSE HERNANDEZ P11760 SOUTHERN CA GAS COMPANY P11761 COMCAST CABLEVISION P11762 MARY HELEN BETANCOURT P11763 SOUTHERN CA GAS COMPANY P11764 COMCAST CABLEVISION P11765 DOREE MEARS P11766 DENNICE PRECIE P11767 VERA HERNANDEZ P11768 PETTY CASH P11769 EMPIRE TROPHIES & AWARDS P11770 BITSY MILLER P11771 SOUTHERN CA GAS COMPANY P11772 COMCAST CABLEVISION P11773 SOUTHERN CA GAS COMPANY P11774 COMCAST CABLEVISION 37816 4 WEST 37817 AA EQUIPMENT 37818 ACCENT PRINT & DESIGN 37819 ADVANTAGE CARE MEDICAL GROUP 37820 ANY HOUR LOCK & KEY 37821 MRS ARMSTRONG CHECK REGISTER NO: 040897 APRIL 8, 1997 DESCRJP-TIlQN REGISTRATION FOR SEMINAR, FINANCE DIRECTOR CASH PAYMENTS FOR 3/20/97 CASH PAYMENTS FOR 3/20/97 BIRTHDAY BONUS CASH PAYMENTS FOR 3/21/97 CASH PAYMENTS FOR 3/21/97 BIRTHDAY BONUS CASH PAYMENTS FOR 3/25/97 CASH PAYMENTS FOR 3/25/97 BIRTHDAY BONUS BIRTHDAY BONUS BIRTHDAY BONUS REIMBURSE PETTY CASH, CHILD CARE PLAQUES FOR CITIZENS PATROL REIMBURSEMENT FOR CITIZEN PATROL SUPPLIES CASH PAYMENTS FOR 3/27/97 CASH PAYMENTS FOR 3/27/97 CASH PAYMENTS FOR 3/31/97 CASH PAYMENTS FOR 3/31/97 INSTALL HITCH, CITY TRUCK PARTS FOR MAINTENANCE EQUIPMENT PRINT SENIOR NEWSLETTER, APRIL, 1997 TB DOT TEST, CHILD CARE DUPLICATE KEYS FOR CITY OWNED FACILITIES REFUND, RECREATION PROGRAM FIJIT11671IIEW 25500 28750 20127 5000 18735 11928 5000 39488 18073 4000 5000 5000 26561 9159 24316 27673 26678 11592 34102 19637 11222 7758 3000 2746 3000 PAGE 3 , CITY OF GRAND TERRACE DATE_APRIL 8,1997_ OUTSTANDING DEMANDS AS OF: 37851 STANLEY HARGROVE 37852 HONDA OF REDLANDS 37853 HONEYWELL, INC 37854 W M HOUSE - 37856 HYDRO-SCAPE PRODUCTS 37857 INTERSTATE BRANDS CORP 37858 JANI KING-COLTON REGION 37859 JOHN'S LAWNMOWER SHOP 37860 LAKESHORE LEARNING MATERIALS 37861 LASER EXCHANGE 37862 LAYMAN CANDY COMPANY 37863 LEROY'S LANDSCAPE SERVICE 37864 JOHN MADRID 37865 PATRIZIA MATERASSI 37866 MICHAEL MERCER 37867 MISCO 37868 MUNIMETRIX INC 37869 MURRY'S 37870 OTIS ELEVATOR COMPANY 37871 PACIFIC BELL 37872 PARTY PLUS 37873 PETTY CASH 37874 PETTY CASH 37876 POST TOOLS 37876 PRIME EQUIPMENT CHECK REGISTER NO: APRIL 8,1997 DESCRIPTION 040897 REFUND, WASTE WATER DISPOSAL SERVICES 945 MOTOR FOR POWER MOWER 51828 SERVICE ON HAVC UNIT, APRIL, 1997 1,374 36 REFUND, WASTE WATER DISPOSAL SERVICES 1207 IRRIGATION SUPPLIES FOR PARKS 34442 BAKERY GOODS FOR CHILD CARE 10236 JANITORIAL SERVICES, CHILD CARE-APRIL, 1997 75900 MAINTENANCE EQUIPMENT REPAIRS 11606 CHILD CARE PROGRAM SUPPLIES 63569 COMPUTER PRINTER SUPPLIES 10764 CANDY FOR EGG HUNT 37630 LANDSCAPE SERVICES FOR TERRACE PINES, MARCH, 1197 20000 REFUND, WASTE WATER DISPOSAL SERVICES 997 AUTO ALLOWANCE FOR APRIL, 1997 20000 REFUND, WASTE WATER DISPOSAL SERVICES 682 COMPUTER EQUIPMENT 13829 WINDOWS UPGRADE, CITY CLERK 19500 KITCHEN SUPPLIES, CHILD CARE CENTER 14600 MAINTENANCE ON ELEVATOR, APRIL, 1997 24128 PHONES FOR CITY OWNED FACILITIES 91559 RENT HELIUM TANK, RECREATION 3233 REIMBURSE GENERAL PETTY CASH -FINANCE 19480 REIMBURSE PETTY CASH -CHILD CARE 20149 LEATHER GLOVES, MAINTENANCE DEPARTMENT 1817 RENT TRUCK, MAINTENANCE DEPARTMENT 50720 PAGE 5 CITY OF GRAND TERRACE DATE: APRIL 8, 1997 CHECK REGISTER NO. 040897 OUTSTANDING DEMANDS AS OF: _ _ APRIL 8,1997 CHEC"O, VENDOR DESCRIPTION MGM 1 CERTIFY THAT, TO THE BEST OF MY KNOWLEDGE, THE AFORE LISTED CHECKS FOR PAYMENT OF THE CITY, LIABILITIES HAVE BEEN AUDITED BY ME AND ARE NECESSARY AND APPROPRIATE EXPENDITURES FOR THE OPERATION OF THE CITY BERNARD SIMON FINANCE DIRECTOR PENDING CITY CITY OF GRAND TERRACE COUNCIL APpRpypL CITY COUNCIL MINUTES REGULAR COUNCIL MEETING - MARCH 27, 1997 A regular meeting of the City Council of the City of Grand Terrace was called to order in the Council Chambers, Grand Terrace Civic Center, 22795 Barton Road, Grand Terrace, California, on March 27, 1997 at 6 00 p m PRESENT: Dan Buchanan, Mayor Pro Tem Herman Hilkey, Councilmember Jun Sungley, Councilmember Lee Ann Garcia, Councilmember John Donlevy, Assistant City Manager Tracey Martinez, Deputy City Clerk Bernard Simon, Finance Director Patrma Materassi, Community Development Director Virgil Barham, Building and Safety Director Jim Winkler, City Attorney's Office Lt. Mike Howell, Sheriff's Department Captain Sheree Stewart, Sheriffs Department r' ABSENT: Byron Matteson, Mayor Tom Schwab, City Manager Brenda Stanfill, City Clerk The meeting was opened with the Pledge of Allegiance led by Councilmember Lee Ann Garcia SPECIAL PRESENTATIONS 2A Recycling Family of the Month - February 1997 Mayor Pro Tem Buchanan announced that Pauline Huntoon and family are the recipients of the Recycling Family of the Month Award for the month of February 1997 and of the local merchant gift certificates from Blue Mountain Coffee House, Stater Brothers Markets, Dominos Pizza, and La Pasta Italia CONSENT CALENDAR CC-97-25 MOTION BY COUNCILMEMBER SINGLEY, SECOND BY COUNCILMEMBER GARCIA, CARRIED 4-0-1-0 (MAYOR MATTESON WAS ABSENT), to approve the following consent calendar items A Approval of check Register No 032797 B. Ratify 03-27-97 CRA Action COUNCIL AGENDA 14m # �D � -1 r -( Ciid j f , ? Ar f4a} `S,2-Ia t Counctl Minutes March 27, 1997 Page 3 get back to him from the Sheriff's Department He requested that the Sheriffs Department help come up with ideas on how to control costs Captain Stewart, stated that the Sheriff is currently loolang at several issues to help cut r costs to contract cities Lt. Howell, stated that they are loolung at a number of ways to help contract cities with their budget at the direction of the Sheriff He stated that the Sheriff is very sympathetic to cities and the issues that have caused contract costs to go up Mayor Pro Tern Buchanan, stated that he was unaware that the Lo-Jack program is in place and available in the City of Grand Terrace PUBLIC CONIlVIENT Ed O'Neal, 22608 Minona, commented on a article that was in the The Sun Newspaper regarding the Fire Protection Agency issue He urged the Council to support the Supervisor by resolution ORAL REPORTS 5A Committee Rem Crime Prevention Committee (a) Minutes of 02-10-97 CC-97-26 MOTION BY COUNCILMEMBER SINGLEY, SECOND BY COUNCII. H2,1BER HMEMY, CARRIED 4-0-1-0 (MAYOR MATTOON WAS ABSENT), to accept the February 10, 1997 Minutes of the Crime Prevention Committee 2 Park and Recreation Committee (a) Minutes of 01-06-97 & 02-03-97 , CC-97-27 MOTION BY COUNCILMEMBER GARCIA, SECOND BY COUNCII.MEMBER SINGLEY, CARRIED 4-0-1-0 (MAYOR MATTOON WAS ABSENT), to accept the January 6, 1997 and February 3, 1997 Minutes of the Park and Recreation Committee Councilmember Garcia, requested that Committee Members prepare a brief report on items that they represent when they are going to be absent from a meeting P Council Minutes March 27, 1997 Page 5 can get an independent firm to do an unbias study There are three options 1)Convert Fire Suppression to CDF 2) Have Fire Suppression run completely by the county and 3) Stay the way it is They need to look at these options and see which option would be most cost effective for everyone Mayor Pro Tem Buchanan, stated that these three options should be looked at, however, it appears that they have already made up their mind to make Fire Suppression County run which is unfortunate Counedmember SmOev, reported that he spoke to Mayor Matteson and he is doing well and should be back within the next couple of months Councilmember Hilkev, reported that on April 15, 1997 there will be a free presentation on a book called "Edge City" by Joe Gauro He stated that OMNITRANS has provided some flyers on transportation options for the residents in Grand Terrace He also reported that he and City Manger Schwab attended a very extensive seminar put on by the League of California Cities where they talked about regaunng the cities tax base He believes that there will be some written legislation within a year that will have state-wide support winch will help to stabilize cities J Councilmember Garcia, reported that she attended the Chamber of Commerce Business Luncheon and there was a presentation on the Internet She was glad to see how many people use the Internet She made a suggestion to the Chamber to possibly host an Internet training session in the Council Chamber and have it broadcasted on our community access channel She stated that she is trying to visit all of the schools to become active in them She visited Terrace View and had a wonderful tour by Mrs Ferre', Principal She also visited Terrace Hills Junior High She attended Terrace View's PTA meeting and found that they are a very committed and active group She also attended Opening Ceremonies for the Grand Terrace Little League She reported that Assistant City Manager Donlevy gave her a Tour of Pico Park She reported that she attended the Livable Communities Workshop along with Mayor Pro Tem Buchanan in San Bernardino and Community Development Director Materassi attended the Livable Communities Workshop in Riverside, so combined they should have some good ideas and information to share She had a meeting with Mayor Pro Tem Buchanan with a couple of developers in town to talk about some options on some buildings and property She will be participating in the Colton High School Mock Interviews She stated that she is looking forward to Mayor Matteson's return Councnlmember Sunelev, reported that a special committee has been formed with regards to the billboard issue and Community Development Director Materassi will be our representative Council Minutes March 27, 1997 Page 7 CC-97-29 MOTION BY COUNCILMEMBER HILKEY, SECOND BY COUNCELMEMBER SINGLEY, CARRIED 4-0-1-0 (MAYOR MATTESON WAS ABSENT), to approve TPM-96-01, Tentative Parcel Map Application to Subdivide Parcel Map 14911 into Two (2) Separate Parcels to Construct Two (2) r Single Family Residences (12520 Mirado Avenue and 22381 Van Buren Street) LTIvFENEHED BUSINESS 7A A Second Reading of an Ordinance of the City Council of the City of Grand Terrace California Regulating the Sale and Discharge of Fireworks Michael O'Connell, 22596 Thrush Street, thanked everyone for attending the Opening Ceremonies for the Grand Terrace I.ittle League He thanked the San Bernardino County Sheriffs Department for flying Mayor Pro Tem Buchanan in to throw the first pitch He stated that he supports the Fireworks Ordinance and urged the Council to approve it and try it for one year It will be a good thing for youth organizations Ed O'Neal, 22608 Mmona Drive, stated that he supports the Fireworks Ordinance and urged the Council to approve it Jo Ann Johnson, 12723 Mt Vernon Avenue, complemented Michael O'Connell on his presentation and stated that in some ways she agrees with him She read a letter that she wrote to the Councilmembers strongly opposing the sale and discharge of fireworks in the City of Grand Terrace Barbara Pfen nighausen, 22111 Ladera Street, stated that she is for youth activities She opposes the ordinance, however, if it is approved she hopes that literature will be provided to the community on safe ways to use fireworks and encourages residents to be respectful of their neighbors She questioned whether this ordinance will repeal the ordinance that currently exists Mgyor Pro Tem Buchanan, responded that this Ordinance only covers this year between June 27, 1997 and July 5, 1997 Paul Miller, California Department of Forestry, reaffirmed their position opposing the ordinance He requested that some language be added to the ordinance regarding set backs in brush areas if Council approves the second reading of this ordinance He clarified statistics regarding injuries due to fireworks He stated that they have written citations and fines have been levied Jule Taylor, 23021 Orangewood Court, supports the Fireworks Ordinance and feels that it would be the best way to raise funds quickly for the youth organizations _ „ 5 Council Minutes March 27, 1997 Page 9 Councilmember Smalev, stated that the City Council received letters from concerned residents that oppose the Fireworks Ordinance He thanked everyone for taking the time to write the letters and assured them that all of the Councilmembers have read them He thanked Chief Miller for his input He stated that he supports the Fireworks Ordinance and will try it for one year He stated that he would like to see the 200 foot set back from brush and grass included in the ordinance Mayor Pro Tem Buchanan, stated that if it is the council's pleasure they can act on the Ordinance and adopt it if that is the decision tonight and ask staff to work with the fire department in coming up with an amendment or modification that adequately addresses the brush distancing issue Councilmember Sinelev, stated that his concern is the safety issues Councilmember Garcia, stated that this has been by far the hardest issue that has come before her since she has been a councilmember She wants to do what is best for the community Her decision was based on the number of calls that she received from opposing residents She takes pride in the community and she cares about Grand Terrace and respects its heritage. She respects the elders in the community and she feels that when they give good justification for why something should be the way it is she listens She stated that she is committed to helping the youth and is sincere when she says she wants to help out and she donated $150 00 She feels that there would be more people that would want to help out She suggested having a Grand Terrace Youth Task Force that would include local organizations She stated that she didn't realize that the youth organizations were having financial problems She expressed her concern with how fast tlus change took place and feels that change needs to be researched to see if it is what is best for our community She also stated that cities that allow fireworks are in the minority She stated that if the Council chooses to adopt this ordinance she will be a supporter and wants the City of Grand Terrace to have the best and safest fireworks to ensure that nothing happens She does not want to see this issue divide the community She read a letter that contained fifty-three signatures of Little League Parents Against Grand Terrace Fireworks Fundraiser She also read an excerpt of a letter that she felt are her sentiments Mayor Pro Tem Buchanan, stated that he has mixed feelings regarding this issue, however, he is willing to try it for one year for the benefit that it may bring on an experimental basis Both sides have made strong points He stated that safety related information is available with every sale that is made Training is available for the organizations that will be selling fireworks and training will also be available to city staff, fire, and law enforcement personnel They have educational videos that can be put on the community access channel prior to 4th of July When people purchase the fireworks they are provided bilingual instructions on how to use fireworks safely He will support the ordinance as it is drafted, however, he agrees with Councilmember Hilkey that it is a good idea to have staff work with the fire department to explore some future modifications to the ordinance prior to the 4th of July with regard to some clear delineation of set back requirement from brush areas This is going to work or not work based on the responsibility of the parents He expressed his belief that Grand Terrace has very responsible parents in its community and is willing to put his faith in that Staff Report CRA ITEM ( ) COUNCIL ITEM (xc) MEETING DATE April 8, 1997 SUBJECT RESOLUTION AMENDING THE REGULAR MEETING DAY FOR THE EMERGENCY OPERATIONS COMMITTEE Due to conflicting schedules, the Emergency Operations Committee has requested to change their regular monthly meeting from the third Tuesday of each month to the first Monday of each month Committee meeting tunes are set by a Resolution of the City Council and the proposed Resolution is attached for your review ADOPT A RESOLUTION RESCINDING RESOLUTION NO 96-03 AND ESTABLISHING TIMES FOR REGULAR CITY COUNCIL MEETINGS, COMMISSION MEETINGS AND CONBUTTEE MEETINGS COUNCIL AGENDA I4�� �E ITEM Y RESOLUTION NO. PAGE NO.2 Section 7. Regular meetings of the Parks and Recreation Committee of the City of Grand Terrace shall be held on the first Monday of each month at the hour of 6 00 o' clock p m unless the same shall be a legal holiday, in which event such regular meeting shall be held on the next succeeding calendar day or a day set forth by the governing body Said meeting shall take place in the Community Meeting Room, Grand Terrace Civic Center (City Hall) or a location set forth by the governing body PASSED, APPROVED, AND ADOPTED THIS 8th DAY OF APRIL, 1997. MAYOR City of Grand Terrace ATTEST CITY CLERK ' APPROVED AS TO FORM CITY ATTORNEY Community Services Department Staff Report CRA ITEM () COUNCIL ITEM (XX) MEETING DATE April 8, 1997 SUBJECT COMPUTER PURCHASE SEWER MAPPING PROJECT FUNDING REQUIRED XX DISCUSSION: Staff is presently in the process of automating many of our systems and data to meet the demands of the future This includes utilizing computer applications and engineering programs to bring greater efficiency and access to much of the information which is currently either stored in files or is manually drawn by draftspersons A project which staff would like to commence is the mapping of our sewer collection system using the Computer Aided Drawing program known as AUTOCAD This engineering project would entail the transfer of all of our paper maps on to a digital format This project will provide a number of benefits 1 Provide a comprehensive map of our collection system and create ease of access to the most up to date maps 2 Create a vehicle to easily update repairs to the system without the need of a drafts person to re -draw maps 3 Allow for the automation of the sewer cleaning program 4 Create a data source for our collection system management A key benefit for this mapping project is the cost for the actual mapping of the system. The City currently has a volunteer, Bntsy Wier who is a trained CAD Operator who is willing to map the system at no cost The key is to be able to provide the computer to allow the actual mapping to occur The costs for this system are as follows 0 Computer Purchase $4,211 00 for a CAD ready 200mhz computer 0 Software- Purchase of GIS viewing software $1,000 Staff has previously budgeted the funds to purchase AUTOCAD Release 13, which will enable the City draw the system The computer purchase is required due to the complexity COUNCIL AGENDA tiEIA #F Mar-26-97 04.51P IP.02 FAI-Graphics & Information Technologies (909) 980-1664 Far (909) 980-1966 10970 Arrow Route, Suite 211 101 S Kraemer Blvd, Suite 240 Rancho Cucamonga, California 91730 Placentia, Califmna 92670 City of Grand Terrace (909)824-6621 Fax (909) 793-7629 Attention John Donlevy Quotation # 324 Wednesday, March 26, 1997 Unit Extended Item Description Qty Price Price 1 AutoCAD Map 1 $2,472 00 $2,472 00 Purchased from the State of California ConVact, see attached 2 ArcCAD for Release 13 1 $1,795 00 S1,795 00 3 &.=View 3 0 1 $895 00 $895 00 Note FA1:GWllws d lnfornalion rechrwlopm can only guaraniee them pikes for 15 days Sales tax and delivery charges an not indluded Unless OMerwrse fisted, ursiallabow U a separate charge b+tted at Fidler and Assoad9s, Inc's regular hourly rdte- Page ! of 1 r►JI►�! Staff Report Community Services Department CRA ITEM ( ) COUNCEL ITEM (XX ) MEETING DATE April 8, 1997 l SUBJECT BUDGET REQUEST EMERGENCY OPERATIONS COMMITTEE NO FUNDING REQUIRED XX The Emergency Operations Committee has finalized its purchase review for the 1996-97 Fiscal Year and is requesting authority to reallocate portions of its budget to accommodate the final purchase Presently, the Committee has a balance of $1,000 in its Travel and Meeting Account and is requesting authority to transfer $350 to the Capital Outlay Account in order to purchase equipment to further upgrade our Communications System Specifically, the Committee would like to purchase a replacement antenna, new radio batteries and cable for our radio system This action will leave a $650 balance which is anticipated to remain un-spent in this fiscal year RECOMMENDATION: That the City Council authorized the transfer of $350 from Account 10-808-270 to Account 10-808-700 for the purchase of communications equipment COUNCIL AGENDA t0'EN �� CITY OR GRmD TERRACE CITY OF GRAND TERRACE APR 0 11997 PARKS AND RECREATION COMMITTEE Regular Meeting Minutes man March 3, 1997 Meeting called to order at 5:40 following a tour of Yucaipa Teen Center. Discussion of tour vs our needs for a teen center. {, Spring Easter Egg Hunt - need persons to help control parents , all members of committee will be there to help. Pico Park tour with staff still pending. Senior Center has been approved for painting. Richard Rollins Park - fire in ladies rest room. City wants to tear down building and replace. Grand Terrace Days - P and R to have a table with literature on programs. Trees available ( seedlings ) Pat will order trees and decide what to do with them when they get here. Dick Rollins moved to make Lenny Frost Chairperson of P and R until June, Manny 2nd it. There being no further action the meeting was adjourned. COUNCIL AGENDA PiEM i,5rl IC1 City Manager's Department STAFF REPORT CRA ITEM ( ) COUNCIL ITEM ( XX ) MEETING DATE April 8, 1997 SUBJECT BUDGET PRIORITIZATION DISCUSSION FUNDING REQUIRED NO FUNDING REQUIRED XX Several Council meetings ago, a request was made to put an item on the agenda regarding the pnontizatton of the upcoming City budget This item has been placed on the agenda to allow that discussion to begin As the Council is aware, including the current loans and transfers from the Redevelopment Agency, the City has a balanced budget and a reserve fund of approximately $925,000 When budget pnonties are established for items or services not currently in. the budget, Council will need to identify which programs they would like to eliminate to accommodate this, or state its intention to utilize the accumulated reserve fund GIVE STAFF DIRECTION ON ANY BUDGET PRIORITIES THAT EACH CITY COUNCIL MEMBER MIGHT HAVE SO THAT WE MAY BE ABLE TO ADDRESS THOSE BUDGET ITEMS IN THE UPCOMING FY 97/98 CITY BUDGET. TS yjm CaUNCILAaENIDAMMip gR City Manager's Department STAFF REPORT CRA ITEM( ) COUNCIL ITEM (XX) MEETING DATE April 8, 1997 SUBJECT REVIEW POLICY FOR ADMINISTRATION OF CONTRACTS FUNDING REQUIRED Council Member Hilkey requested that staff bring back a list of City contracts for review that are currently being handled at staff level without the benefit of City Council approval As the State law is written, staff is required to bring public works contracts that exceed $5,000 (which are for new construction and exclude maintenance) before the City Council for approval We also bring to Council any projects or contracts that are put out to formal bid However, there are currently no Council policies in place to direct staff to bring items that are budgeted for back to the City Council for approval The list of City contracts currently being handled at staff level is as follows • Rehabilitation contracts for single family residential rehabilitation work • Weed abatement contracts for residential rehabilitation properties • Yard and debris removal contracts for residential rehabilitation properties • Cleaning service for office and residential rehabilitation properties • Maintenance contracts on equipment • Change orders on contracts for City Council let projects that are within the grant or contingency amounts COUNCIL AGENDA ITEM # Q,v Staff Report - Review Policies for Administration of Contracts April 8, 1997 Page 3 Equipment and supplies currently budgeted and appropriated for Maintenance contracts on equipment Purchase contracts for rehabilitation houses up to a maximum of $100,000 • Employee benefits contracts • Deferred compensation contracts • PERS retirement contracts • Workers compensation contracts • Contracts for the services of an industrial medical firm for employee physicals and treatment of work -related injuries • Maintenance services and supplies appropriated for in the current budget Summary The current system of bringing specific contracts before the City Council and allowing those winch have been approved and appropriated for in the current budget to be handled at staff level has worked well in the past Staff developed a Purchasing Procedure Manual approximately twelve years ago, winch is very much out of date The finance department is currently in the process of amendmg this manual to address purchasing, as well as contracting procedures to bring back to the City Council for their ratification as a City Council policy document oudmmg how purchasing and contracting are to be conducted in the City REVIEW THE CURRENT PRACTICES RELATING TO CITY PURCHASING AND CONTRACTING PROCEDURES, AND INDICATE TO STAFF ANY AREAS IN WHICH THE CITY COUNCIL WOULD I = MORE DIRECT INSIGHT. WE WILL INCORPORATE THIS INTO THE CITY COUNCIL PURCHASING AND CONTRACT PROCEDURES POLICY DOCUMENT, WHICH WILL THEN SET THE PROCEDURES FOR CITY PURCHASING AND CONTRACTING IN THE FUTURE.