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10/09/1997FILE COPY 22795 Barton Road Grand Terrace California 92313-5295 Civic Center - (909) 824-6621 Fax (909) 783-7629 Fax (909) 783-2600 I � Byron R Matteson Mayor Dan Buchanan Mayor Pro Tempore Herman Hilkey Jim Smgley Lee Ann Garcia Council Members Thomas J Schwab City Manager October 9, 1997 CITY OF GRAND TERRACE Regular Meetmgs 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 REGULAR COUNCIL MEETING AGENDA COUNCIL CHAMBERS OCTOBER 9, 1997 fD TERRACE CIVIC CENTER 6 00 P M Barton Road THE CITY OF GRAND TERRACE COMPLMS WM 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 MEETING. * Call to Order - * Invocation - * Pledge of Allegiance - * Roll Call - AGENDA ITEMS STAFF COUNCIL RECOMMENDATIONS ACTION CONVENE COMMUNITY REDEVELOPMENT AGENCY Approve 11 Approval of 09-25-97 Minutes ?� Approval of Check Register CRA100997 Approve 31 Annual Financial Report for Fiscal Year Ending June 30, Accept 1997 4 Approval of Housing Consultants for Project to Reduce Approve/Appropriate Legally Required 20 % Housing Set -Aside 5. Budget Adjustments for Prior Year Encumbrances Approve ADJOURN COMMUNITY REDEVELOPMENT AGENCY CONVENE CITY COUNCEL MEETING to Delete JItems 2 SPECIAL PRESENTATIONS A Presentation by Mike Heverly, Wilden Pump B Proclamation - "Make a Difference Day" - Ooctober 25, 1997 C Commendation - Jim Sims 3. I CONSENT CALENDAR I The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon by the Council at one time without discussion Any Council Member, Staff Member, or Citizen may request removal of an item from the Consent Calendar for discussion Approve A Approve Check Register No 100997 B Ratify 10-09-97 CRA Action PENDING C RA APPROVAL CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY MINUTES REGULAR MEETING - SEPTEMBER 25, 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 September 25, 1997, at 6 00 p m PRESENT: Byron Matteson, Chairman Dan Buchanan, Vice -Chairman Herman Hilkey, Agency Member Jun Smgley, Agency Member Lee Ann Garcia, Agency Member Tom Schwab, Executive Director John Donlevy, Assistant City Manager Brenda Stanfill, City Clerk Bernard Simon, Finance Director Patnzia Materassi, Community Development Director Virgil Barham, Building and Safety Director Lt Mike Howell, Sheriff s Department ABSENT: John Harper, City Attorney APPROVAL OF SEPTEMBER 11, 1997 CRA MINUTES CRA-97-47 MOTION BY VICE-CHAIRMAN BUCHANAN, SECOND BY AGENCY MEMBER GARCIA, CARRIED 5-0, to approve the September 11, 1997, CRA Minutes APPROVAL OF CHECK REGISTER NO CRA092597 CRA-97-48 MOTION BY AGENCY MEMBER SINGLEY, SECOND BY VICE CHAIRMAN BUCHANAN, CARRIED 5-0, to approve Check Register No CRA092597 AWARD CONTRACT - CIVIC CENTER/CODE ENFORCEMENT REMODEL PROJECT CRA-97-49 MOTION BY AGENCY MEMBER SINGLEY, SECOND BY AGENCY MEMBER HILKEY, CARRIED 5-0, to award the Civic Center/Code Enforcement remodel project contract to Petra West Construction in the amount of $10,976 00 C R A AGENDA ffEM We,' PENDII C R A APPROVAL PAGE 1 a a m z a z A CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY DATE: OCTOBER 9, 1997 CHECK REGISTER NO: 100997 OUTSTANDING DEMANDS AS OF. OCTOBER 9,1997 CHECK W. VENDOR D_ES-C-W-T[ON. _ --AMOUNT P12059 JERRY GLANDER BIRTHDAY BONUS 1665 P12074 ALISA FLANN BIRTHDAY BONUS 2750 P12080 GRAND TERRACE REAL ESTATE DEPOSIT TO PURCHASE PROPERTY AT 22234 DOVE STREET 2,00000 38819 VIRGIL BARHAM AUTO ALLOWANCE FOR OCT 1997 13750 38821 BERGEVIN'S CLEANING SERVICE JANITORIAL SERVICES FOR HOUSING REHABILITATION DEPT 4000 38825 CALLISON CONSTRUCTION PROGRESS PAYMENT FOR REHABILITATION OF PROPERTY AT 22832 PALM AVE 9,00000 38826 CENTRAL CITY SIGN SERVICE PREMASK SIGNS -CODE ENFORCEMENT VEHICLE 7506 38829 RAUL COLUNGA INTERN 9/15-9/26/97 39861 38831 CRAIG COMPANY CONCRETE INSTALL CURB, GUTTER, AND SIDEWALK AT 22846 PALM AVE 5,196 00 38830 COMP USA TRAINING VIDEO, CODE ENFORCEMENT 4410 38832 DANKA OFFICE IMAGING MAINTENANCE/USAGE ON KODAK COPIER 6929 38835 DRUG ALTERNATIVE PROGRAM LAWN SERVICE/CLEAN-UP OF PROPERTIES UNDER REHABILITATION 14000 38836 ELITE CONSTRUCTION PROGRESS PAYMENT FOR REHABILITATION OF PROPERTY AT 22555 DE SOTO 3.60000 38838 FIRST TRUST CALIFORNIA TRUSTEE FEES FOR 1993 BOND ISSUE 3,34750 38845 HCS CUTLER STEEL COMPANY MASTER LOCKS FOR HOUSING REHABILITATION HOUSES 5812 38868 PETTY CASH REIMBURSE PETTY CASH -CODE ENFORCEMENT 1400 COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE CRA ITEM (X ) COUNCIL ITEM ( ) AGENDA ITEM MEETING DATE: October 9. 1997 SUBJECT ANNUAL FINANCIAL REPORT FOR FISCAL YEAR ENDING JUNE 30, 1997 FUNDING REQUIRED NO FUNDING REQUIRED XX In accordance with Municipal Code 2 12.030 B, Staff is presenting the Financial Audit Report for the fiscal year ended June 30, 1997 for your review and acceptance, and as a matter of public record. The audited report was prepared by the firm of Vavrinek, Trine, Day & Co.,LLP, Certified Public Accountants, with whom the Agency contracts to perform a financial and compliance audit. The Redevelopment Agency of the City of Grand Terrace has received the highest possible opinion on its' financial report. The auditor has rendered an opinion that the financial statements, present fairly, in all material respects, the financial position of the Redevelopment Agency of the City of Grand Terrace, as of June 30, 1997 and the results of its operations for the year then ended in conformity with generally accepted accounting principles. This report will be submitted to the State Controller's Office as required by the Single Audit Act of 1984 and OMB Circular A-128 and A-133 as necessary. Staff Recommends that the Board : ACCEPT THE AUDITED FINANCIAL STATEMENTS OF THE REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE FOR THE FISCAL YEAR ENDED JUNE 30, 1997. C R A AGENDA ITEM NO 3 COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE CRA ITEM (X ) AGENDA ITEM COUNCIL ITEM( ) MEETING DATE : October 9. 1997 SUBJECT APPROVAL OF HOUSING CONSULTANTS FOR PROJECT TO REDUCE LEGALLY REQUIRED 20% HOUSING SET -ASIDE FUNDING REQUIRED XX NO FUNDING REQUIRED Staff is presenting two consulting proposals for your review and approval to work on the "Low and Moderate Housing 20% Set -Aside Reduction Pro3ect". As the Board is aware, Staff pro3ects that the revenue to Low and Moderate Income Housing Fund will greatly exceed the need for low and moderate housing programs and will greatly exceed the ability for the Agency to find viable pro3ects that the community needs. A minimal average growth rate in the tax increment will pro3ect to revenues of over $15 million in legally required housing set -aside over the next 18 years. In addition, (assuming no changes in the program) the revenue from Housing Rehab sales could generate another $22 million and investment earnings could pro3ect to over $7 million. A study done over a year ago pro3ects that the Low & Moderate Income Housing Fund will eventually have the largest fund balance. The problem facing the Agency is the excess surplus rule in which the funds not expended or encumbered within three years may be forfeited to the local county housing authority (AB1290). The law currently allows exceptions to the 20% Set -Aside requirement under H&S code 33334.2. However, there are many steps involved and there is no guarantee that in following these steps the Agency would be successful. Even if the Agency is able to 3ustify a finding to reduce the 20% Set -Aside, the burden of proof rests with the Agency in any challenges by the California -1- C R A AGENDA REMNa,y' d r ' t < - , � , COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF GRAND TERRACE Page 3 assume that the housing fund monies are not available to fund the development of an amusement park in any way. If KH identifies that $200,000 of housing fund monies can be used to implement the park, the $200,000 would be the basis of the firm's compensation. The exact relationship between the benefit and compensation (e.g., percentage), and the point in time when the compensation will be payable, will be determined in negotiations with KH. The interesting note here is that the Agency may be able to encumber housing funds for non -housing activity redevelopment and at the same time possibly spur development and increase in the property tax base. No approval would be required from HCD and the Agency would not have to go through the numerous steps needed to comply with the set -aside reduction rules. However, Staff may find that no projects are feasible or desirable and the Board may not approve any projects that are brought forward by Staff. In addition, an approved project may take a year or more to have any effect on revenues. The KH strategy and plan of action is outlined in their RFQ response. KH is a well known redevelopment consultant, experienced in redevelopment and housing law, that is used by many public agencies. Staff requests approval of both consultants to work on the 20% Set -Aside Reduction Project. Each consultant will work to achieve the same desired result but from different ends of the spectrum. The Agency may eventually find that neither approach is feasible, only one approach is feasible, or both are feasible. Staff notes that there would be no change in the current Agency housing programs even if the 20% housing set -aside is reduced or eliminated. Staff Recommends that the Aaency Board: 1) Approve the redevelopment consulting firm of Katz Hollis to do a 90 day exploration of alternative methods to utilize the agency housing set -aside, to be done on a contingent basis, subject to additional revenues derived thereof. 2) Appropriate $26,000 from Low and Moderate Income Housing Funds and approve the engagement of Best, Best and Krieger, LLP as Special Counsel for the Agency and for the 20% Set -Aside Reduction Project, and obtain additional housing consulting services, as needed, for the project. -3- COMMUNITY REDEVELOPMENT AGENCY OF THE THE CITY OF GRAND TERRACE CRA ITEM (X ) COUNCIL ITEM ( ) MEETING DATE :October 9. 1997 AGENDA ITEM SUBJECT BUDGET ADJUSTMENTS FOR PRIOR YEAR ENCUMBRANCES FUNDING REQUIRED XX NO FUNDING REQUIRED Finance Department is clearing up items regarding purchases or services encumbered during the previous fiscal year. These items were in the budget and contracted for by June 30, 1997, but not incurred at June 30, 1997, and therefore, reserved against the Fund Balance at June 30, 1997, rather than shown as an expenditure in FY 96-97. See attached exhibit A. These items are now being expended in FY 97-98 and shown as an expenditure in FY 97-98. However, the FY 97-98 expenditures are distorted in comparison to the FY 97-98 budget line items. Because staff does the budget that all budgeted items would of anything to the contrary. document in April, we must assume be expended, unless we were aware Generally, budget adjustments for prior year encumbrances are usually done during mid -year budget adjustments, however, the Finance Department would like to clean these up now. Staff Recommends that Aaencv Board: Approve FY 97-98 budget adjustment for re -encumbrance of $68,837 in account# 34-700-716. -1- C R A AGENDA ITEM NO.S K jo f r a n J 3, �-_ "Make a Difference Day" October 25,1997 WHEREAS, serious social problems concern our nation and threaten its future, and �R WHEREAS, connecting with others and working together through volunteer service can bridge the differences that separate people and help solve serious social problems, and WHEREAS, we, the American people, have a tradition of philanthropy and volunteerism, and — WHEREAS, more than 1 million self-sacrificing individuals touched and enhanced = the lives of millions on the sixth annual day of doing good by giving where there was a neeg rebuilding what had been torn down, teaching where there was a desire to learn and inspiring those who had lost hope, and WHEREAS, USA WEEKEND and its affiliate newspapers, and The Points of Light Foundation and its affiliate Volunteer Centers, have joined to promote an annual national {, day of doing good that celebrates and strengthens the spirit of volunteer service, and WHEREAS, volunteer service is an investment in the future we all must share, NOW, THEREFORE, I, Byron R Matteson, Mayor of the City of Grand Terrace, on behalf of the City Council, do hereby proclaim October 25, 1997 as Make a Difference kapialblu Day in the City of Grand Terrace, and urge my fellow citizens to observe this day by connecting withfriends, fellow employees and relatives, and with religious, school and civic groups to engage in projects benefiting their community Mayor of the City of Grand Terrace and of the City Council thereof This 9th day of October, 1997 ��OJi1�OSdry�J�I��U dbll��l�'JbUb���3�N)s���2l� PAGE 1 PENC& CITY CITY OF -GRAND -TERRACE COUNCIL AP-P-ROVAL DATE: OCTOBER 9, 1997 _ _ _ _ _ CHECK REGISTER NO- 100997 OUTSTANDING -DEMANDS AS OF: _ _OCTOBER 9, 1997 CREOK NO, VENDOR DES_CRiPTION AM.QUINT P12055 POSTMASTER-COLTON POSTAGE FOR METER 2,00000 P12056 LARRY MAINEZ PAYROLL ADVANCE FOR 9/19 &103/97 1,82021 P12057 SOUTHERN CA GAS COMPANY CASH PAYMENTS FOR 9/17/97 11765 P12058 COMCAST CABLEVISION CASH PAYMENTS FOR 9/17/97 12696 P12059 JERRY GLANDER BIRTHDAY BONUS 3335 P12060 PEBSCO INVEST DEFERRED COMPENSATION, JULY, 1997 8,135 98 P12061 SOUTHERN CA GAS COMPANY CASH PAYMENTS FOR 9/18/97 8493 P12062 COMCAST CABLEVISION CASH PAYMENTS FOR 9/18/97 11448 P12063 CITY OF GRAND TERRACE -CHILD CARE CHILD CARE FOR EMPLOYEES 1.56021 P12064 PEBSCO INVEST DEFERRED COMPENSATION, AUG 1997 8,927 75 P12065 SOUTHERN CA GAS COMPANY CASH PAYMENTS FOR 9/19/97 18128 P12066 COMCAST CABLEVISION CASH PAYMENTS FOR 9/19/97 6793 P12067 BETTY TRIMBLE BIRTHDAY BONUS 5000 P12068 J & M TROPHIES PLAQUE FOR EMPLOYEE OF MONTH, CHILD CARE 9159 n O P12069 CITY OF ONTARIO REGISTRATION FOR SEMINAR, A FLANN 28500 C P12070 SOUTHERN CA GAS COMPANY CASH PAYMENTS FOR 9/22/97 27436 P12071 COMCAST CABLEVISION CASH PAYMENT FOR 9/22/97 14169 r P12072 CITY OF ONTARIO REGISTRATION FOR SEMINAR, L MAINEZ 28500 P12073 VERA SANCHEZ TO COVER PAYROLL CHECK, DELAYED IN MAIL 92171 m P12074 ALISA FLANN BIRTHDAY BONUS 2250 !� P12075 ANDREA GORDESKY BIRTHDAY BONUS 5000 f P12076 P12077 COMCAST CABLEVISION EDITH FARR CASH PAYMENTS FOR 9/25/97 TERMINATION PAY 11389 12974 P12078 VERA SANCHEZ REIMBURSEMENT FOR OVERDRAFT CAUSED BY PAYROLL CHECK DELAYED BY MAIL 3400 P12079 ROSA MACIAS BIRTHDAY BONUS 5000 PAGE: CITY OF GRAND TERRACE DATE: ___ OCTOBER 9, 1997 _ _ _ _ _ _ _ _ _ _ CHECK REGISTER NO'_ _ 100997 OUTSTANDING DEMANDS AS OF. OCTOBER 9.y1997 38847 HOME DEPOT TEMPORARY FENCE, PICO PARK 13770 38848 HONEYWELL, INC MAINTENANCE ON HVAC UNIT, CIVIC CENTER 1,37424 38849 JAMES V HOUSE REFUND, WASTE WATER DISPOSAL SERVICES 630 38850 HOUSTON HARRIS HYDROWASH SEWER LINES 12,918 15 38851 MICHAEL HUSS REFUND, WASTE WATER DISPOSAL SERVICES 262 38852 HYDRO-SCAPE PRODUCTS, INC IRRIGATION SUPPLIES FOR PARKS 71256 38853 INSIGHT COMPUTER/PRINTER 6,27300 38854 INTERNAL REVENUE SERVICE APPLICATION FEE FOR ALTERNATIVE FICA SYSTEM 70000 38855 INTERSTATE BRANDS CORP BAKERY GOODS FOR CHILD CARE 11920 38856 KELLY PAPER PAPER, CITY PROFILE, COMMUNITY DEVELOPMENT DEPT 3329 38857 LELAND NURSERY LANDSCAPE MATERIALS, CIVIC CENTER 8748 38858 PATRIZIA MATERASSI AUTO ALLOWANCE FOR OCT, 1997 AND REIMBURSEMENT FOR SEMINAR 21190 38859 METLIFE LIFE INSURANCE FOR OCT, 1997 97515 38860 ORGANIZED SPORTS, INC BASKETBALL CAMP SHIRTS, RECREATION 12200 38861 ORIENTAL TRADING COMPANY PROGRAM SUPPLIES FOR CHILD CARE 19390 38862 OTIS ELEVATOR COMPANY MAINTENANCE ON ELEVATOR, 10/97 24576 38863 PAPA REGISTRATION FOR PESTICIDE CONF , MAINTENANCE DEPT 4500 38864 PACIFIC BELL PHONES FOR CITY OWNED FACILITIES 60298 38865 PAGENET PAGER/AIR TIME, ONE YEAR 7150 38866 TONY PETTA REFUND, WASTE WATER DISPOSAL SERVICES 630 38867 JOHN PETTIT REFUND, WASTE WATER DISPOSAL SERVICES 1575 38868 PETTY CASH REIMBURSE GENERAL PETTY CASH -FINANCE 20490 38869 PETTY CASH REIMBURSE PETTY CASH -CHILD CARE 36057 38870 PHASE 11 SYSTEMS SET-UP CHARGE FOR ALTERNATIVE FICA SYSTEM 75000 PAGE ITY OF GRAND TERRACE DATE _ OCTOBER 9, 1997 _ _ _ _ _ _ _ CHECK REGISTER NO: 100997 OUTSTANDING DEMANDS AS OF- _ _ OCTOBER 9, 1997 _ CHICK NO• VE-VDQR DESCRIPTION AMOI 38895 XEROX CORPORATION MAINTENANCE/USAGE ON XEROX COPIER 30965 38896 YOSEMITE WATERS BOTTLED WATER FOR CITY OWNED FACILITIES 21495 PAYROLL FOR SEPTEMBER, 1997 137,, OQ_3.00 TOTAL 206,593 85 I 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 CITY OF GRAND TERRACE PENDING CITY COUNCIL APPROVAL CITY COUNCIL MINUTES REGULAR COUNCIL MEETING - SEPTEMBER 25 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 September 25, 1997 at 6 00 p m PRESENT: Byron Matteson, Mayor Dan Buchanan, Mayor Pro Tem Herman Hilkey, Councilmember Jim Smgley, Councilmember Lee Ann Garcia, Councilmember Tom Schwab, City Manager John Donlevy, Assistant City Manager Brenda Stanfill, City Clerk Bernard Simon, Finance Director Patrizia Materassi, Community Development Director Virgil Barham, Building and Safety Director Lt Mike Howell, Sheriff s Department ABSENT: John Harper, City Attorney The meeting was opened with invocation by Mayor Pro Tem Dan Buchanan followed by the Pledge of Allegiance led by Councilwoman Lee Ann Garcia SPECIAL PRESENTATIONS 2A RecychngFunily of the Month - August 1997 Mayor Matteson announced that Ms Janice Hill and family are the recipients of the Recycling Family of the Month award for the month of August 1997 and of the local merchant gift certificates from Blue Mountain Coffee House, Flowers By Yvonne, Stater Brothers Market and Demetns Restaurant 2B Presentation by Dr Fischer Colton Joint Unified School District Dr Herb Fischer, Superintendent of Colton Joint Unified School District, reported on the progress and plans of the Colton Joint Umfied School District for the upcoming school year He reported that during the past year they have participated in the class size reduction program that the State of California has provided and have completed construction of $450,000 of additional classrooms at Grand Terrace Elementary and Terrace View Elementary There are plans to include another $150,000 of construction at Terrace View Elementary and another $150,000 at Terrace Hills Middle School for additional classrooms Colton High School now has air conditioning in all of their classrooms They are pleased with the improvements that they have been able to make A program was initiated at Colton High School last year that involves issuing citations to students who violate school rules and misdemeanors After the initiation of the program the suspensions have been reduced by 50 % They also worked with the COUNCIL AGENDA ITEM #��i� Council Minutes September 25, 1997 Page 3 be part of the process in the future Mayor Matteson, questioned if they would be using bonds to finance the new high school Dr Fischer, responded that there are several things that will need to be looked at in order to follow the districts philosophy of being fiscally sound as well as gaining the appropriate community support Councilmember Sing1gy, stated the Dr Fischer is also the Chairman of the Gang and Drug Task Force which encompasses every law enforcement agency, every school district, every legislative body state, local and county CONSENT CALENDAR CC-97-140 MOTION BY MAYOR PRO TEM BUCHANAN, SECOND BY COUNCii NEMBER HMEZY, CARRIED 5-0, to approve the following consent calendar with the removal of item 3F 3A Approval of Check Register No 092597 3B Ratify 09-25-97 CRA Action 3C Waive Full Reading of Ordinances on Agenda 3D Approval of 09-11-97 Minutes 3E Designate CJPIA Alternate Voting Delegate (Donlevy) 3G 1998 Redlands Bicycle Classic ITEM REMOVED FROM CONSENT CALENDAR 3F Capital Improvement Program Request For Proposals CC-97-141 MOTION BY COUNCILMEMBER HILKEY, SECOND BY COUNCILMEMBER GARCIA, FAILED 2-3 (MAYOR MATTESON, MAYOR PRO TEM BUCHANAN, AND COUNCILMEMBER SINGLEY VOTED NO), to table this item until the GIS system has the data base for the streets -142 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM BUCHANAN, CARRIED 3-2 (COUNCILMEMBER HILKEY AND GARCIA VOTED NO), to approve a Request for Proposal for a Consulting Engineer to assist the City in the development of a Capital Improvement Program Elizabeth Kennedy, 11831 Preston Street, stated that when the City makes improvements or changes to the facility they are required to follow the Federal Government American with Disabilities Act requirement to provide access for people with mobility problems for an accessible path of travel She feels that this is very important due to the unsafe conditions at the City Hall She stated that Building and Safety Director Barham and Council Mmutes September 25, 1997 Page 5 and will be talking about some pro -active things that we can do to be prepared Mayor Pro Tern Buchanan, reported that on Sunday, October 5, 1997 the Tour de Terrace will take place and will be an excellent community event The start time for the ride is 8 00 a m at the Richard Rollins Park with the check -in time beginning at 6 30 am Councilmember Sing1gy, questioned if the fireworks ordinance needs to be looked at again City Manager Schwab, stated that the Ordinance automatically sunsets and is out of effect in September So the process would need to start all over again for next year Councilmember Hilkey, complimented the staff on the black out that took place on the west side of the City and suggested that Council check their radios to make sure that they are working Councilmember Garcia, complimented the Recreation Staff for their creativity on the Tour de Terrace t-shuts She reported that Susie Vanderhp will be doing another presentation at Terrace Hill Middle School and requested that the Community Services Officer provide an update on her upcoming activities On October 18, 1997 the Volunteer Picnic will be held to honor our volunteers She reported that she is the first Vice -President of the League of California Cities Inland Empire Division PUBLIC HEARINGS 6A Expenditure of AB3229 Funds (COP's) Mayor Matteson opened discussion to the public, there being none, he returned discussion to Council CC-97-145 MOTION BY COUNCILMEMBER SINGLEY, SECOND BY MAYOR PRO TEM BUCHANAN, CARRIED 5-0, to set aside the entire balance in the AB3229 account to be expended for law enforcement purposes to be determined at a future date UNFINISHED BUM SS - None NEW BUSINESS 8A Accept Resignation - Planning Commissioner Sims CC-97-146 MOTION BY COUNCILMEMBER SINGLEY, SECOND BY MAYOR PRO TEM BUCHANAN, CARRIED 5-0, to accept the Resignation of Jim Sims from the Planning Commission and the General Plan Task Force effective immediately and to authorize the City Clerk to post the vacancy and advertise to fill the unexpired term Council Minutes September 25, 1997 Page 7 and thought and perseverance She feels that this plan is doable and very exciting and highly recommends that the City Council adopt it There being no further discussion, Mayor Matteson returned discussion to Council Mayor Pro Tern Buchanan, commended staff and the General Plan Task Force for the tremendous amount of time and effort that they have put into the General Plan Update and the wonderful amount of creative and practical thought that has gone in to the development of this document He stated that he was very impressed that so much information, thought and detail could be broken down and presented in such an easy to read format that allows everyone to get their hands on it and put it to use He feels that there is an interrelationship between all eight of the major recommendations and while all of the recommendations can't be tackled at once it is important to see the relationship between all of the elements and how they all fit together to come back to the overall "Vision" He feels that this is a wonderful document and would support it without hesitation by adopting it by Resolution as a strategic plan to start serving as a principle guiding the City's policies and for the continued development of the General Plan and would ask staff to devote their immediate resources to concluding the housing element as it is a legally mandated portion that we can run into problems if it is not complete He feels that we don't have to want until we have a formally adopted General Plan before we start living up to some of these principals and adopting some of these actions Councilmember Si nglgy, concurred with everything that Mayor Pro Tem Buchanan commented on and questioned that if thus is adopted by resolution does it mean that we are bound by every item that is in the document Or will the items come back to Council for discussion Community and Economic Development Director Materassi, responded that it will all come back to Council for discussion This will serve as a guide Councilmember Hmlkev, stated that for the first time since he has been on the Council, members of the General Plan Task Force have given a shopping list and it was the first time that we had a shopping list from the community during the budget and feels that it is a valuable tool and thanked staff for their work Councilmember Garcia, expressed her satisfaction with the process of the General Plan Task Force and feels that it is something that we can use as a model for future projects She thanked Community and Economic Development Director Materassi and Associate Planner Cappiello for their efforts and for making this a smooth process and feels that this is a tribute to the wonderful community that we have Community and Economic Development Director Materassi, stated that the recommendations are to guide the General Plan update Mayor Matteson, commended the staff and General Plan Task Force for their excellent work CITY OF GRAND TERRACE CRA ITEM ( ) COUNCIL ITEM (X ) AGENDA ITEM MEETING DATE: October 9. 1997 SUBJECT BUDGET ADJUSTMENTS FOR PRIOR YEAR ENCUMBRANCES FUNDING REQUMED XX NO FUNDING REQUIRED Finance Department is clearing up items regarding purchases or services encumbered during the previous fiscal year. These items were in the budget and contracted for by June 30, 1997, but not incurred at June 30, 1997, and therefore, reserved against the Fund Balance at June 30, 1997, rather than shown as an expenditure in FY 96-97. See attached exhibit A. These items are now being expended in FY 97-98 and shown as an expenditure in FY 97-98. However, the FY 97-98 expenditures are distorted in comparison to the FY 97-98 budget line items. Because staff does the budget document in April, we must assume that all budgeted items would be expended, unless we were aware of anything to the contrary. Generally, budget adjustments for prior year encumbrances are usually done during mid -year budget adjustments, however, the Finance Department would like to clean these up now. Staff Recommends that Councsl: Approve FY 97-98 budget adjustments for re -encumbrances of: 1) $20,771 in the General Fund Budget in line items outlined in exhibit A. 2) $6,439 in Bike Lane Fund Budget in line items outlined in exhibit A. COUNCIL AGENDA ITEM � MINUTES FOR SEPTEMBER 1 1997 MEETING rHE MEETING WAS CALLED TO ORDER AT 7 PM BY CHAIRMAN VI GRATSON PAULINE GRANT, SHELLY ROSENKILD, COLLEEN EDMUNDSON, ANN PETTA, JUDY MC BRIDE AND BRENDA STAN- FILL WERE IN ATTENDANCE KINUTES WERE READ BY THOSE PRESENT ANN MADE A MOTION TO ACCEPT THE MINUTES, 3HELLYISECONDED THE MOTION AND ALL WERE IN FAVOR. 2 JUDGES THE COMMITTEE SUGGESTED THE FOLLOWING PEOPLE FOR JUDGES JACK INGALLS, LIONS PRESIDENT ELSIE WARREN, RETIRED LIBRARIAN 3ETTY DANIELS, WOMEN'S CLUB PRESIDENT JOE KOHORST, OWNER MR TV VIDEO LEE ANN GARCIA, CITY COUNCIL bLTERN�TE- MIKE FASENMYER, TOASTMASTER PAULINE WILL CONTACT THESE PEOPLE TO CONFIRM THEIR PARTICIPATION AND WILL PRESENT THE CONFIRMED LIST AT OUR NEXT MEETING JUDGES WILL BE REQUESTED TO Z7H C IN BY 9 50 A.M ALL COOKING ENTRIES SHOULD ARRIVE NO LATER THAN 9 A M FO._ >REPARATION OF CONTEST 3 DRAWINGS COLLEEN PRESENTED DECORATED CANS TO HOLD DRAWING TICKETS ITEMS TO BE GIVEN AWAY WILL BE A FALL WREATH MADE BY SHELLY, A TEDDY BEAR MADE BY BAR13ARA CAVALLO, AFGHAN MADE BY HANNAH IT WAS SUGGESTED JOE KOHORST 3E CONTACTED FOR DONATION OF CERTIFICATES FOR FREE TV VIDEO RENTALS AND ZOSEMARY HORNER BE CONTACTED FOR DONATION ITEM I ENTERTAINMENT- ANN REPORTED WE HAVE HAD RESPONDENTS FROM OUR CABLE ADS VS A RESULT OF THESE ADS AND COMMITTEE MEMBER PERSONAL CONTACTS WE WILL HAVE CANCERS AT 1 PM, SINGERS 1 30 PM (AMERICA SINGS), DANCERS 2 P M ON THE STAGE, CLOWN AT 11 A M FOR APPROXIMATELY ONE HOUR, AND A GUITARIST AT 10 A M ON 'HE FRONT STEPS OUTSIDE OF THE COMMUNITY CENTER �. PUBLICITY- SHELLY WILL BE PREPARING PUBLICITY FOR NEWSPAPERS SHE PRE- 3E*T'i'ti0COLORED ART WORK WHICH COULD BE USED ON THE POSTERS. SHE WILL PRESENT :10, !RS AT NEXT MEETING SHELLY VOLUNTEERED TO PREPARE A PROGRAM OF FAIR 'VENI'SITO BE HANDED OUT AT THE FAIR. ADDITIONS SHELLY IS BRINGING A CANOPY WITH BALLOONS SHE IS MAKING A 3CARECROW FOR A DECORATION SHE IS GOING TO PRESENT TRANSFERS FOR GOLF SHIRTS VHICH WE MAY BE ABLE TO WEAR ON DAY OF FAIR �OLLEEN'S CHECKING ON AVAILABILITY OF BALES OF HAY FOR DECORATION AND SEATING. JURY WILL ARRANGE FOR DELINEATORS AND SAFETY LINES TO BLOCK OFF AREA FOR CLASSIC CARS IT WAS DECIDED TO HAVE AT LEAST FOUR CLASSIC CARS AND NO MORE THAN SIX OTHER 1 AIR ITEMS DISCUSSED WERE PHONE COMPANY DISPLAY BY VIC SUMNERS AND THE BOY SCOUTS MAY SELL PLANTS. IT WAS AGREED THAT SUN UMBRELLAS MAY BE USED BY VENDORS AS WELL AS CANOPIES OTHER BUSINESS- DISPLAY CASE WAS DISCUSSED BRIEFLY IT WAS MENTIONED THAT HANNAH MAY HAVE INFORMATION ON THE GRAND TERRACE CANAL WHICH WOULD BE OF INTEREST FOR DISPLAY VEXT MEETING WILL BE OCTOBER 6TH MOTION WAS MADE TO ADJOURN BY JUDY AND SECONDED BY SHELLY CITY OF GRAND TERRACE O C T 021997 CITYc" COUNCIL AGENDA rmm#�, 41 A s L� City Manager's Department STAFF REPORT CRA ITEM( ) COUNCIL ITEM (XX) MEETING DATE October 9, 1997 SUBJECT SP-85-10-Al/SA-97-02 DIVERSIFIED PACIFIC HOMES FUNDING REQUIRED NO FUNDING REQUIRED X At the City Council meeting on September 11, the City Council continued a public hearing on a 28-lot in -fill development for Diversified Pacific Homes Development Corporation They continued the item to October 9 We have been in contact with Diversified Pacific Homes, and they have not completed their modified application which is to be brought back to the City Council They have asked that the item and public hearing be continued to the meeting of November 13 at 6 00 p in wexulaxelemlo 1 Dig I 1 Ymvk CITY COUNCIL CONTINUE THE PUBLIC HEARING FOR DIVERSIFIED PACIFIC HOMES DEVELOPMENT CORPORATION UNTIL THE CITY COUNCIL MEETING OF NOVEMBER 13. TS yjm COUNCIL AGENDA iPEM#,ipp CITY OF GRAND TERRACE CRA ITEM ( ) COUNCIL ITEM (X ) AGENDA ITEM MEETING DATE: October 9. 1997 SUBJECT ANNUAL FINANCIAL REPORT FOR FISCAL YEAR ENDING JUKE 30, 1997 FUNDING REQUIRED NO FUNDING REQUIRED XX In accordance with Municipal Code 2.12 030.B, staff is presenting the Financial Audit Report for the fiscal year ended June 30, 1997 for your review and acceptance, and as a matter of public record. The audited report was prepared by the firm of Vavrinek, Trine, Day & Co., LLP, Certified Public Accountants, with whom the Agency contracts to perform a financial and compliance audit. The City of Grand Terrace has received the highest possible opinion on its' financial report. The auditor has rendered an opinion that the financial statements, present fairly, in all material respects, the financial position of the City of Grand Terrace, as of June 30, 1997 and the results of its operations for the year then ended in conformity with generally accepted accounting principles. This report will be submitted to the State Controller's Office as required by the Single Audit Act of 1984 and OMB Circular A-128 and A-133 as necessary. Staff Recommends that Council: ACCEPT THE AUDITED FINANCIAL STATEMENTS OF THE CITY OF GRAND TERRACE FOR THE FISCAL YEAR ENDED JUNE 30, 1997. COUNCIL AGENDA 1TEM # � A' Staff Report CRA ITEM ( ) COUNCIL ITEM (x) MEETING DATE October 9, 1997 SUBJECT APPOINT PLANNING COMNIISSIONER The resignation of Planning Commissioner Jim Sims created a vacancy on the Planning Commission The vacant term is scheduled to expire June 30, 1998 Applications will be accepted through October 9th and will be presented to the Council prior to the City Council meeting Staff Recommends Council, REVIEW APPLICATIONS RECEIVED AND APPOINT A PLANNING COMNIISSIONER TO FILL THE UNEXPIRED TERM TO EXPIRE JUKE 30, 1998 COUNCIL AGENDA ITEM # ob MANAGER REPORT ARTMEN'T CRA ITEM ( ) COUNCIL ITEM CXXO MEETING DATE October 9, 1997 SUBJECT APPROVAL OF THE DAMS COMPANY AS THE CONSULTANT TO PERFORM THE FIRE FEASIBILITY STUDY FUNDING REQUIRED XX NO FUNDING REQUIRED As the Council is aware, the City of Grand Terrace has joined with the City of Highland and Yucaipa in a LAFCO application to create the East Valley Fire Protection District and to potentially remove ourselves from CSA 38 Council has assigned the responsibility for this issue to the City Manager and to Mayor Pro Tern Dan Buchanan We had a meeting with both elected and appointed officials from the other two cities to review the RFP and the proposals to recommend a consultant for a Fire Feasibility Study In order for the three cities to make an informed choice about our fire service, we need to have a financial and functional feasibility study to determine which method would make the most sense The Fire Ad Hoc Committee reviewed three proposals and have recommended to the City of Highland that we contract with Davis Company for a sum not to exceed $32,000 with an optional $3,000 contingency, which is to be expended only upon City direction should additional work be required Mayor Pro Tern Dan Buchanan has convinced the Fire Ad Hoc committee that it would be most equitable if we share the cost of the study based on population rather than a three-way split This, then, brings the cost of Grand Terrace's share of the $35,000 to $5,022 50 Attached for the Council's review, are the proposal from the Davis Company, the financial prolecton and a draft of the Professional Services Agreement with the Davis Company The City of Highland will be the lead agency The City of Grand Terrace will contract with the City of Highland directly, and will make our payments to the City of Highland COUNCIL AGENDA 14EM# Ik� - r• 4 V V, . r am d 71 IJ I- V I„ AV V V rnn eV, JJUJUIJJ7U 111141UJ D%va +NaoD 11ut)Ata September 29,1997 Joseph Hughes Assistant to the Qty Manager City of HWiland 27211 Base Line Hl$uland, CA 92346 Dou Mr Hughes' It VIA FACSIMILE Mr, latter is submitted in response to your requests for additional 111fotmatioa and task descilpuons regarding our original proposal dated. September 12, 1997 Based on our (113013sions %ith your tnte-fview panel on September 22. 1997, and our follow-up discussions with you and Mr. Rleadlo, we havo updated our work plan to ineludo project deliverables as desctlbod below. Accordingly, this letter cotiquitutes a revision to our onginal proposal. Task Croup I- Project InitlitlOn hnttal dlycussaontt will bo )told with the City',, project task force morobets to fin.�fli7.e project objectivos, tlmiag and ally rarnaining work plau Us= or questions In addition, individual review sessions will be conducted with a) each City to gain a more ttl-depth undotatmdatg of caoh participwits as m of concern and interests, b) the County to investigate its rationale and plans for reorgalnzation, and c) the California Division of Forestry, a 1601 RI KIWtt;e RSiad, Ruin 686 %avAhwnso, CA 95816 916 507,9310111, 916 867 MQ TAR 11gA Mental MnnnO 11tvd Quity 28D. T nA Mp IrA, CA 9i1625 910 473 1457 I'Ll, 810 473 $062 YAX ctly o! rr(8ntana Page 3, • A bat Of cttitwal issues (book opecetiaasl and financial) that will have to be addressed while consit1w, ,IS and or pursuing optional courses of nttion. The list of issues will be iovtewed with the Client to enbum that the consultant and cities have ideutificd all erittioal service delivery questions, and options', and will be used ttie:Qaner to frame the Consultant's research. See Papp del, verable requireriMtt 1(a) t'vak Group 3; AlterustIve Service Delivery bnalyab This group of work activities will fvcue on a detailed analysss of service delivery options it is anticipated that the fotlowtng options will be examined and contrasted. Oprtott I Tho County's proposal for reorganization of CDF services; Option 2- City assumption of servk ae undor either a distract or )'A model providing cervices to t11v all throe eltiet: kom a single ;lire department, ppfjons 3-4 Modification of the "stnBlo fire dollatmant option" assarnta8 that only one or two cities might witbdraw fYom the current son ice airangemmil'. Option 5 Actual delivery of sorvioo via a stand alone fire depanment, or a contract with the Ctslifornta Division of Forestry It is assmuod that CDF will submit a Wdtton proposal of services wad cost to be oxanimed by the consultant Bull of the above listad options will bo axaminod from, at a nm olu"), the following perspectives' • Tho implications of the option upon each city; • Faiisting assets acid resources that can be trancfcrred to the iww depar nent(s), Adequacy and stability of reV611138 Four^ -. IX Uf h1�.HLHNU ILL 1-yUy-bUL-J16J pep cJ y( lb 4( NO U13 V U1 MEMORANDUM September 29, 1997 Tom Schwab, City Manager, City of Grand Terrace John Tooker, City Manager, City of Yucaipa Joseph Hughes, Assistant to the City Manager Fire Feasibility Study ed upon the interviews conducted on September 22, 1997, by the Fire Feasibility Study Ad Hoc Committee, the ►is Company was recommended to perform the Study The original proposal fi om the Davis Company was ,500 and was open ended The Sub-Comrruttee requested staff to negotiate with the Davis Company to obtain a not -to -exceed proposal which, if not exceeding the proposal from DMG ($32 000), thoy would recommend approval to their respective cities The Dams Company submitted an updated proposal with a not -to -exceed amount of $32,000 plus $3,000 in contingency funds if the cities decided to use it Therefore, the base conti act amount is within the same cost as DMG, $32,000 It is our recommendation that $35,000 be allocated at this time with the Ad Hoc Sub-Commttee having the discretion with the $3.000 in contingency funds breakdown of the cost per city based on population is as follows Popiilatio-1-1 Cos Terrace 13,099 5,02250 40,659 15,592 50 pa 37,515 14,385.00 Total 91,273 $35,000 00 City of Highland will be entering into the agreement with the Davis Company The City of Grand Terrace and tupa will need to receive authorization to enter into a lettet agi eement to reimbu, se the City of Highland for the ed costs of the study will be bringing this item forward to our Council for approval on October 8, 1997 proposed contract will be forwarded for your review tomorrow morning i co (M 1 ila 11111 1 J liv r RA RU MnO ITM Y L �l D The Calf Cam" a u. urn V WRIAOR PROTssSIONAL sERVICFS AGREEMENT azi consaltrtlt, it�cutalta) agues to prov'do profe�1ona1 services to the CIt% (It The Davis Comp y ( lit Wnd and YuculpeI Hlghlu,,i (City, liorc>na� df tim f involy g the >0rA departm la(d) that setve those c+l" for n proposed reorgall SERVICES TO BL PROVIDO lict- city preselltly roaetve fire and �tagency mcdtcal scmcea vie County operated fire sc�i, progrow that contract for oervcon with the Caltfarnte Division of Forestry (CDF). Tho sal % tc,e to same service dol'tvory responsibility x 1th its provider, San Hcmnardulo County, ltas propver�l dc,,,, es aru own f0rces for services that atou'e�tlow ofor tho cones � provision of &0 pmo cotton and lndepe oe"t analysis of vado p emergonoy medical serviced vnthin its service boundary, th 1111.5 City hereby hires Co»sultaitt to perform those taaks�Ueed� yci�tcer o Septembeaocordance r t29+ 19971it,�ayd otig►na1 proposal dated September l2, 1997 and proposal and revcston to proposal arc lwwr➢ondW and atte4hod as ad>sbits A lwd D. Task G»vap 1 Project Initiation rash Group z' Ide tify Key Service Delivay Issues Task Group 3. Alternative Service Dolivwy Analysis Task croup 4 prepare Drag & Fitlal Reports COMp1uNgAT1tON In retuta for provtding P tnfesetottal saryicos udder tltts aiu��nt, City shall cornpcnsatc Consultant for a professional foe of $29,000 plus re a uraem l to es�The pr ject �! udg t such item as travel, phoncslfax, postage and copy Se° will also include $3,000 fvr expenses An additional $3,000 rs to be sat esiTltcl�refolt cont ngen 1 for either fees or exponsoe as needed to be used at the City's discretion, ongagomont will be completed for m atnouttln not to exceed llc 2,000 unless urcteauLl ley the addiboual emuurrt ors'4,000 and autho zedby t16 City a Ifirli lieypnne' HunA, SOW ifMl, 9errNlnrado, rA 95@i5 91$ 56l 9510 tst, 916.667 95401A , )115P'iyn1R Arnntol Blvd , Suka W. too Angeles, LA 9Ut12S 6fQ 67>i 1{G7 TbL i10173 3969 � rl FAX NO -' 91-6 9W P 4 I -HE DAVIS COMPANY Signnhne --+""' Mitixviol Davie NO - CITY o IiloRLAID Sam F-mcadio