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07/25/2000 C%T Y ttp July 25,2000 22795 Barton Road Grand Terrace Calirornia 92313-5295 Civic Center (909)824-6621 Fax(909)783-7629 Fax(909)783-2600 CITY OF GRAND TERRACE Byron P.Matteson Mayor Dan Buchanan 1►Iayor i'ro Tem CRAICITY COUNCIL 1lerman Hilkey REGULAR MEETINGS Lee Ann Garcia Don Larkin ' T cndi u 2 AND 4H Thursdays - 6:00 p.m. Thomas I Schwab My Mtoager 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 IULY 25, 2000 GRAND TERRACE CIVIC CENTER 6:00 P.M. 22795 Barton Road THE CITY OF GRAND TERRACE COMPLIES WITH THE AAMUCANS WITH DISABILITIES ACTOF 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. IF YOU DESIRE TO ADDRESS THE CITY COUNCU,DURING THE MEETING,OTHER THAN UNDER PUBLIC COMMENT,YOU ARE ASKED TO PLEASE COMPLETE A REQUEST TO SPEAK FORM AVAILABLE AT THE ENTRANCE AND PRESENT IT TO THE CITY CLERK. SPEAKERS WILL BE CALLED UPON BY THE MAYOR AT THE APPROPRIATE TIME. * Call to Order- * Invocation - * Pledge of Allegiance- * Roll Call - STAFF COUNCIL AGENDA ITEMS RECOMMENDATION ACTION CONVENE COMMUNITY REDEVELOPMENT AGENCY 1. Approval of 07-13-2000 Minutes Approve 2. Approval of Check Register CR0015 Approve 3. Award Contract-Richard Rollins Park Restroom Rehabilitation Award Project ADJOURN COMMUNITY REDEVELOPMENT AGENCY CONVENE CITY COUNCIL MEETING 1. 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 time without discussion. Any Council Member,Staff Member,or Citizen may request removal of an item from the Consent Calendar for discussion. A. Approval of Check Register C0015 _approve B. Ratify 07-25-2000 CRA Action C. Waive Full Reading of Ordinances on Agenda D. Approval of 07-13-2000 Minutes _approve E. Council/City Manager Attendance at the League of Cities Approve Executive Forum to Monterey F. Sewer Collection System- Data Conversion Project Approve/Authorize COUNCIL AGENDA 07-25-2000 PAGE 2 OF 2 AGENDA ITEMS STAFF COUNCIL RECOMMENDATIONS ACTION 4. PUBLIC COMMENT 5. ORAL REPORTS A. Committee Reports 1. Crime Prevention Committee a. Minutes of June 12,2000 Accept B. Council Reports 6. PUBLIC HEARINGS A. A Resolution Confirming a Diagram and Assessment and Approve Providing for Annual Assessment Levy for a Landscaping and Street Lighting District 7. UNFIMSHED BUSINESS A. Barton Road Median Improvements Mid-Block Between ReceivelProvide Input Canal Street and Mt.Vernon B. Retail Recruitment Contract for Economic Development Approve (EDS) 8. NEW BUSINESS A. Participate in Flag Processional-League of California Cities Approve Annual Conference 9. CLOSED SESSION-None ADJOURN THE NEXT CRAICITY COUNCIL MEETING WILL BE HELD ON THURSDAY,AUGUST 10,2000. AGENDA TTEM REQUESTS FOR THE 08-10-2000 MEETING MUST BE SUBMITTED IN WRITING TO THE CITY CLERK'S OFFICE BY NOON 08-03-2000. PENDING C R A APPROVAL CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY MINUTES REGULAR MEETING-RIY 13, 2000 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 July 13, 2000 at 6:00 p.m. PRESENT: Byron Matteson, Chairman Dan Buchanan,Vice-Chairman Herman Hilkey, Agency Member Lee Ann Garcia, Agency Member Don Larkin, Agency Member Tom Schwab,Executive Director John Donlevy, Assistant City Manager Brenda Stanfill,City Clerk Bernie Simon,Finance Director Patrizia Materassi, Community and Economic Development Director Virgil Barham, Building &Safety Director Lt. Rick Carr, Sheriffs Department John Harper, City Attorney ABSENT: None APPROVAL OF JUNE 14, 2000 AND JUNE 22, 2000 M N`UTES CRA-2000-50 MOTION BY VICE-CHAIRMAN BUCHANAN, SECOND BY AGENCY MEMBER LARKIN, CARRIED 5-0, to approve the June 14, 2000 and June 22, 2000 Community Redevelopment Agency Minutes. APPROVAL OF CHECK REGISTER CROO13 AND CR0014 CRA-2000-51 MOTION BY AGENCY MEMBER GARCIA,SECOND BY VICE-CHAIRMAN BUCHANAN,CARRIED 5-0, to approve Check Register CR0013 AND CR0014. REAL ESTATE NEGOTIATIONS - 22687 LARK CRA-2000-52 MOTION BY VICE-CHAMMAN BUCHANAN, SECOND BY AGENCY MEMBER HIIrKEY,CARRIED 5-0,to transfer of the Real Property at 22687 Lark from the Redevelopment Agency to the City's General Fund. ARCHITECTURAL DESIGN SERVICES: TERRACE HILLS PARK REHABILITATION CRA AGENDA ITEM NO. , Community Redevelopment Agency Minutes July 13,2000 Page 2 CRA-2000-53 MOTION BY AGENCY MEMBER EMKEY, SECOND BY VICE-CHAIRMAN BUCHANAN,CARRIED 5-0,to approve an Agreement between the Grand Terrace Community Redevelopment Agency and Designscape Architects for the provision of Architectural Design Services for the Terrace Hills Rehabilitation Project in the amount of$7,980.00. Chairman Matteson adjourned the Community Redevelopment Agency Meeting at 7:20 p.m. until the next CR /City Council Meeting scheduled to be held on Tuesday,July 25, 2000 at 6:00 p.m. SECRETARY of the Community Redevelopment Agency of the City of Grand Terrace CHAIRMAN of the Community Redevelopment Agency of the City of Grand Terrace 0 0 PENDING C R A APPROVAL CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY DATE: JULY 27, 2000 _ CHECK REGISTER NO: _ _ CR0015 OUTSTANDING DEMANDS AS OF: JULY 27, 2000 CHECK VEND DESCRIPTION AMOUNT 13386 CASHIERS CHECK-LAW OFFICES S.MELMET 22511 RAVEN PURCHASE OFFER-REHAB 115,000.00 13388 US BANK AND TRUST MONTHLY LEASE PAYMENT-'97 COP 23,280.00 13389 HERMAN HILKEY COUNCIL STIPEND 150.00 43986 ARROWHEAD CREDIT UNION LCC CONF, COMPUTER PURCH,AUTO CSTS; 349.52 43988 BOB CREAMER& SON PLASTERING STUCCO -22687 LARK-REHAB HOUSE 5,076.00 43989 BOISE CASCADE OFFICE PRODUCTS OFFICE SUPPLIES 19.08 43990 DAN BUCHANAN COUNCIL STIPEND 160.00 43991 C.G. WILSON CONSTRUCTION MATERIALS-22687 LARK-REHAB HOUSE 666.69 43995 CDW GOVERNMENT, INC SCAN JET 6350 463.38 43996 CENTER CHEVROLET PICK UP TRUCK 16,000.00 43997 R. CHAGOLLA CONSTRUCTION REPAIR WATER DAMAGE 22316 CARD-REHAB 450.00 44003 DANKA OFFICE IMAGING COPIER MAINTENANCE 612000 34.00 ---�* 44006 DAP LAWN SERVICE-REHAB PROPERTIES 180.00 44009 FENCE MEDIC, WROUGHT IRON FENCE-22687 LARK-REHAB 1,888.00 44012 LEE ANN GARCIA COUNCIL STIPEND 150.00 44013 GRAND TERRACE LITTLE LEAGUE D. LARKIN STIPEND-DONATION 150.00 44017 INLAND EMPIRE ECON. PARTNERSHIP WESCON TRADE SHOW 535.00 G) 44026 MARIA LILLIBRIDGE GEOTECH INVESTIGATION 1,800.00 0 44027 BYRON MATTESON COUNCIL STIPEND 150.00 a 44032 PRIME LINE DESIGN REDRAW HOUSE PLANS 22322 VAN BUREN-REHAB 1,450.00 44033 R& L PAINTING EXTERIOR PAINTING FOR LARK- REHAB 1,350.00 44034 ROSENOW SPEVACEK GROUP, INC. ROSENOW CONTRACT 600.00 44042 STAPLES OFFICE SUPPLIES 406.29 Z 44046 WASTE MANAGEMENT DUMPSTER 22687 LARK- REHAB 98.12 O 1 CITY OF GRAND TERRACE COMMUNITY REDEVELOPMENT AGENCY DATE: JULY 27, 2000 CHECK REGISTER NO: C110015� OUTSTANDING DEMANDS AS OF: JULY 27, 2000 44052 YOSEMITE WATER WATER 6.80 TOTAL CRA 170,402.88 1 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 AGENCY. BERNARD SIMON FINANCE DIRECTOR ct*r Vim— Community Services Department Staff Report CRA ITEM (XX) MEETING DATE: JULY 25, 2000 SUBJECT: AWARD OF BID: RICHARD ROLLINS PARK RESTROOM REHABILITATION PROJECT FUNDING REQUIRED BACKGROUND: In June, 2000 the Agency Staff re-bid the renovation project for the demolition and reconstruction of the restrooms at Richard Rollins Park. This project had been previously funded and authorized by the Agency in Fiscal Year 1999-2000. DISCUSSION• On July 15, 2000, the Agency received and opened bids for the rehabilimition of the restroom. The project was duly noticed and advertised, and the staff actively solicited bids from qualified firms. One bid was received as follows: = TNT Construction: $73,600.00 References for TNT Construction have been contacted regarding similar projects constructed and all responses received have been positive. Staff is requesting a budget for this project as follows: TNT Construction Contract: $73,600.00 Contingency: $7,000.00 This is a Redevelopment Agency Funded project and will require an appropriation of S80,600.00 for the FY 2000-01 Budget RECOMMENDATION: That the Redevelopment Agency: 1. Award GTB 99-04 to TNT Construction in the amount of$73,600.00 and authorize execution of the appropriate agreement; and 2. Authorize an appropriation in the amount of$80,600.00 FISCAL 111vIPACT: This project is expected to not exceed $80,600.00. l CRA AGENDA ITEM NO. 0 PENDING CITY COUNCIL APPROVAL CITY OF GRAND TERRACE DATE: JULY 27, 2000 _ CHECK REGISTER NO: CROW 5 OUTSTANDING DEMANDS AS OF: JULY 27, 2000 CHECK# EV NDOR DESCRIPTION AMOUN 13383 RICHARD ROLLINS PARK OPENICLOSURE LABOR 710.00 13384 NORMA LISA CARDAROPOLI BIRTHDAY BONUS 50.00 13385 SAN BERNARDINO COUNTY SHERIFF LAW ENFORCEMENT CONTRACT-JULY 82,755.00 13389 HERMAN HILKEY COUNCIL STIPEND 250.00 13390 LEAGUE OF CALIFORNIA CITIES INLAND EMPIRE MEMBERSHIPS 81.00 43984 ADDINGTON CONSULTING CITY ENGINEER PROFESSIONAL SVC 1,920.00 43985 AIRBORNE EXPRESS EXPRESS MAIL CHARGES 29.20 43986 ARROWHEAD CREDIT UNION LCC CONF, COMPUTER PURCH,AUTO CSTS; 4,953.08 43987 DRAGOS BARBU MILEAGE-ESRI CONF 78.00 43990 DAN BUCHANAN COUNCIL STIPEND 250.00 43992 CALIF. STATE DEPT. OF CONSERVATION STRONG MOTION I MAPPING FEES 89.58 43993 CA STATE DEPT OF JUSTICE EMPLOYEE BACKGROUND CHECKS 32.00 43994 CALIF. JOINT POWERS INSUR. AUTH. ENVIRMENTAL LIABILITY PREMIUM 6,945.00 43998 CITY NEWSPAPER LEGAL ADS FOR 2000-01 368.50 n 43999 CRIMINAL JUSTICE FTCF SURCHARGE FOR PARKING CITATION 275.00 C 44000 CALIF. MUNICIPAL BUSINESS TAX ASSOC. MEMBERSHIP TO CMBTA 50.00 44001 COMMERCIAL LANDSCAPE SUPPLY MAINTENANCE SUPPLIES 226.76 0 44002 CONCEPT AWNINGS & CANVAS CO. AWNING-ENTRANCE CHILD CARE 687.75 1'' 44003 DANKA OFFICE IMAGING COPIER MAINTENANCE 6/2000 68.00 a 44004 DATA COMM WAREHOUSE COMPUTER ACESSORIES 1,008.29 44005 DICKSON COMPANY STREET SWEEPING SERVICES 2,082.50 z 44006 DAP LANDSCAPING SVC ASSMT. DISRICT 125.00 44007 EVERGREEN LAWN &TREE GOPHER CONTROL 135.00 44008 FEDEX EXPRESS MAIL CHARGES 16.26 44010 FOX OCCUPATIONAL MEDICAL CTR. PRE-EMPLOYMENT PHSICALS 192.00 44011 GT CHAMBER OF COMMERCE CHAMBER INSTALLATION DINNER 40.00 Z 0 • J CITY OF GRAND TERRACE DATE. JULY 27, 2000 _ CHECK REGISTER NO: CR0015 OUTSTANDING DEMANDS AS OF: JULY 27, 2000 CHECK # DOR DESCRIPTION 8M9-UNI 44012 LEE ANN GARCIA COUNCIL STIPEND 250.00 44014 GREENWOOD'S UNIFORM COMPANY UNIFORMS -CITIZENS PATROL 74.19 44015 HARPER& BURNS, LLP LEGAL SERVICES 1,760.00 44016 HOUSTON & HARRIS SEWER MAINTENANCE 4,164.75 44018 INSIGHT COMPUTER ACESSORIES 913.99 44019 INTERSTATE BRANDS, CORP. BREAD PRODUCTS-CHILD CARE 22.76 44020 JDR MICRODEVICES SCREWDRIVERSISOFTWARE- MIS 345.59 44021 KIM CHANDLER MILEAGE REIMBURSEMENT 17.55 44022 LAKESHORE LEARNING MATERIALS TOYS-CHILD CARE TRUST 494.43 44023 DON LARKIN COUNCIL STIPEND 250.00 44024 LUCENT TECHNOLOGIES TELEPHONE MAINTENANCE 304.70 44025 MANPOWER TEMPORARY HELP -FINANCE 965.70 44027 BYRON MATTESON COUNCIL STIPEND 250.00 44028 MILLENNIUM SYSTEMS EMERGENCY SERVICES-SERVER CRASH 1,312.50 44029 MMASC CONFERENCE ANNUAL MMASC CONF. -ASST. CITY MGR 225.00 44030 PRESS ENTERPRISE AD FOR CEDD SECRETARY 236.36 44031 PRIME EQUIPMENT GOGGLES 60.00 44035 COUNTY AUDITOR(CONTROLLER BOOKING FEES 798.60 44036 COUNTY CENTRAL MICROFILM MAPS 8.95 44037 COUNTY WASTE SYSTEMS DIVISION DUMP CHARGES 1,276.80 44038 SAN BERNARDINO COUNTY SUN AD FOR CEDD SECRETARY 103.23 44039 SIGNAL MAINTENANCE, INC. TRAFFIC SIG. MAINT.IVIDEO DETECTION SYS 19,041.52 44040 SCE ELECTRICITY FOR CITY FACILITIES 3,493.14 44041 SCGC GAS FOR CITY FACILITIES 181.61 44042 STAPLES OFFICE SUPPLIES 910.99 44043 SYLVANIIDENTIX EE-FINGERPRINT PROCESSING 95.00 0 0 0 CITY OF GRAND TERRACE DATE: JULY 2712000 CHECK REGISTER NO: CR0015 OUTSTANDING DEMANDS AS OF: JULY 27, 2000 CHECK# VENDOR DESCRIPTION AMOUNT 44044 SYSCO FOOD/SUPPLIES -CHILD CARE 492.99 44045 TRANSPORTATION ENGINEERING BRENTWOOD ANALYSIS 1,775.70 44047 WAXIE TRASH LINERS -CHILD CARE 30.17 44048 WEST GROUP CA CODE UPDATES 150.85 44049 WESTERN EXTERMINATORS PEST CONTROL 155.00 44050 WYNDAM PALM SPRINGS HOTEL MMASC CONFERENCE-ASST. CM 385.95 44051 XEROX CORP. COPIER MAINT-XEROX 415.83 44052 YOSEMITE WATER WATER 69.40 144,451.17 3 CITY OF GRAND TERRACE DATE: JULY 27, 2DD4 CHECK REGISTER NO: CRD015 OUTSTANDING DEMANDS AS OF: JULY 27, 2000 CHECK # lJ�DOR DESCRIP110N AMOUNT I CERTIFY THAT,TO THE BEST OF MY KNOWLEDGE,THE AFORE LISTED CHECKS FOR PAYMENT OF 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 APPROVAL CITY COUNCIL .NIINUTES REGULAR MEETING-3ULY 13,2000 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 July 13, 2000, at 6:00 p.m. PRESENT: Byron Matteson, Mayor Dan Buchanan, Mayor Pro Tem Herman Hilkey, Councilmember Lee Ann Garcia, Councilmember Don Larkin, Councilmember Tom Schwab, City Manager John Donlevy, Assistant City Manager Brenda Stanfill, City Clerk Bernie Simon, Finance Director Patrizia Materassi, Community and Economic Development Director Virgil Barham, Building & Safety Director John Harper, City Attorney Lt. Rick Carr, Sheriffs Department ABSENT: None The meeting was opened with invocation by Lee Ann Garcia, Council Member, followed by the Pledge of Allegiance led by Dan Buchanan, Mayor Pro Tem. SPECIAL PRESENTATIONS A. Employee Commendation Mayor Pro Tem Buchanan read and presented a Commendation to Assistant City Manager John Donlevy for his exemplary professional performance and job well planned, executed and completed on the Civic Center Weatherproofing and Restoration Project. CONSENT CALENDAR CC-2000-126 MOTION BY MAYOR PRO TEM BUCHAHA.N, SECOND BY COUNCII.MEMBER HI -KEY, CARRIED 5-0, to approve the following consent calendar items: 3A. Approval of Check Register No. COO13 and COO14 3B. Ratify 07-13-00 CRA Action 3C. Waive Full Reading of Ordinances on Agenda COUNCIL AGENDA ITEM NO. D Council Minutes July 13,2000 Page 2 3D. Approval of 06-14-00 and 06-22-00 Minutes 3E. Fiscal Year 2000-2001 Appropriations Limit 3F. Resolution Establishing the Stipend for the Grand Terrace Planning Commission 3G. City Manager's Attendance at the Annual ICMA Conference 0 3H. Resolution to Direct Collection of Delinquent Sewer User Fees on San Bernardino County Tax Roll 2000-2001 31. Job Descriptions Update 3J. City/State Electrical Agreement-1215 On/Off Ramps PUBLIC COMMENT Dick Rollins, 22797 Barton Road,indicated that Assistant City.manager Donlevy recently closed the parks fo him while he was in the hospital and will also be doing the same while he takes a trip to see his grand children and indicated that this is just one of the many hats he is willing to wear. He reported that the bicycle race for the Police and Fire Games began and ended at Pico Park in the City of Grand Terrace. He suggested that the signs for the smoke free parks say"Grand Terrace Residents Enjoy a Smoke Free Park." ORAL REPORTS 5A. Committee Reports 1. Emergency Operations Committee a. Minutes of June 5, 2000 CC-2000-127 MOTION BY MAYOR PRO TEM BUCHANAN, SECOND BY COUNCIJNFIVfBER GARCIA,CARRIED 5-0,to accept the June 5,2000 Minutes of the Emergency Operations Committee. 2. Historical and Cultural Activities Committee a. Minutes of June 5, 2000 CC-2000-128 MOTION BY COUNCII MEMBER LARKIN,SECOND BY MAYOR PRO TEM BUCHANAN,CARRIED 5-0,to accept the June 5, 2000 Minutes of the Historical and Cultural Activities Committee. 5B. Council Reports Councilmember Hilkev thanked the Library for having the Summer Reading Program. He indicated that the Colton Joint Unified School District with the approval of the Board will Council Minutes July 13,2000 Page 3 probably abandon the proposed school site for the High School in Reche Canyon due to the numerous fault lines. Councilmember Garcia,commended the library on their programs stating that she has been enjoying them. She attended the School District Meeting and the Superintendent indicated that he would like Councilmember Hilkey to participate on the Site Selection Committee for the new High School. Councilmember Larkin.thanked John for all July02512000 and hes hard work. ispeaker reported l be C ty Manager that the Chamber of Commerce will hold their luncheon on Schwab and encouraged everyone to attend. Manor Pro Tern Buchanan, reported that Blue Mountain Coffee House has outstanding Entertainment. PUBLIC HEARING -None UNFINISHED BUSINESS 7A. Second Reading of an Ordinance of the City of Grand Terrace,California,Removing Parking on the North Side of Van Buren Street From the Northwest Corner of Michigan Street to 6000 Feet West. CC-2000-129 MOTION BY COUNCILMEMBER HII..KEY, SECOND BY MAYOR PRO TEM BUCHANAN.CARRIED 5-0, to approve the Second Reading of an Ordinance of the City of Grand Terrace, California Removing Parking on the North Side of Van Buren Street From the Northwest Comer of Michigan Street to 600 Feet West. 7B. 2000-2001 Annual Assessment Landscaping and Lighting District No. 89-1 CC-2000-130 MOTION BY COUNCII,MEMBER HI YEY,SECOND BY MAYOR PRO TEM BUCHANAN, CARRIED 5-0, to approve a Resolution of the City Council Approving the Engineer's "Report" for the Annual Levy of Assessments for the Fiscal Year 2000-2001 in a District Within Said City and a Resolution of the City Council Declaring its Intention to Provide for an Annual Levy and Collection of Assessments for Certain Maintenance in an Existing District, Pursuant to the Provisions of Division 15, Part 2 of the Street and Highways Code of the State of California, and Setting a Time and Place for the Public Hearing Thereon. NEW BUSINESS Council Minutes July 13,2000 Page 4 8A. Purchase of Four Electrically Assisted Bicycles CC-2000-131 MOTION BY MAYOR PRO TEM BUCHANAN, SECOND BY COUNCILMEMBER LARKIN, CARRIED 3-2 (COUNCII.MEMBER HILKEY AND MAYOR MATTESON VOTED NO), to Authorize the Purchase of Two O Electrically Assisted Bicycles and Equipment in the amount of $4,250 from the AB3229 COPS' Money to Provide to the Sheriffs Department and direct the Sheriffs Department to provide a report in 6 months indicating the use of the bicycles. 8B. Appoint Voting Delegate and Alternate for League of California Cities Annual Conference CC-2000-132 MOTION BY MAYOR PRO TEM BUCHANAN, SECOND BY COUNCILMEMBER HII JKEY, CARRIED 5-0, to Appoint Mayor Matteson as Voting Delegate and Mayor Pro Tern,Buchanan as the Alternate for the League of California Cities Annual Conference_ 8C. Amend City Manager Employment Agreement CC-2000-133 MOTION BY MAYOR PRO TEM BUCHANAN, SECOND BY COUNCILMEMBER LARKIN,CARRIED 5-0,to approve the addition of paragraph 4E as a amendment to the City Manager Employment Agreement. CLOSED SESSION 9A. City Manager Employment Agreement Mayor Matteson announced that the Council met in Closed Session to discuss the City Manager's Employment Agreement. ORDER OF ADJOURNMENT Mayor Matteson adjourned the City Council Meeting at 7:30 p.m.,until the next CRA/City Council Meeting which is scheduled to be held on Tuesday, July 25, 2000 at 6:00 p.m. CITY CLERK of the City of Grand Terrace MAYOR of the City of Grand Terrace [STr . STAFF REPORT CITY MANAGER ' S DEPARTMENT CRA ITEM { ) COUNCIL ITEM QM MEETING DATE: JULY 25, 2000 SUBJECT: COUNCIL/ CITY MANAGER ATTENDANCE AT THE LEAGUE OF CITIES EXECUTIVE FORUM IN MONTEREY FUNDING REQUIRED NO FUNDING REQUIRED The Executive Forum is scheduled for July 26-28. Staff is requesting authorization for attendance for Mayor Matteson, Mayor Pro Tern Buchanan,Council Member Garcia and the City Manager to 0 • -rend this year's Forum. Funding for the expense is in the budget. STAFF RECOMMENDS THAT: COUNCIL AUTHORIZE THE COUNCIL AND CITY MANAGER TO ATTEND THE LEAGUE OF CITIES EXECUTIVE FORUM IN MONTEREY ON JULY 26-28. COUNCIL AGENDA ITEM NO: A ctiTr o Community Services Department Staff Report CITY COUNCIL ITEM (xx) MEETING DATE: JULY 25, 2000 SUBJECT: SEWER COLLECTION SYSTEM: DATA CONVERSION PROJECT NO FUNDING REQUIRED- BUDGETED ITEM BACKGROUND: The City of Grand Terrace operates a sewer collection system which encompasses approximately 44 miles of pipe and delivers approximately 1.0 mgd of effluent each day to the Colton Wastewater Treatment Plant. The system was originally constructed between 1973-75. Except for the City's roadway system, it is the City's single most valuable asset. Staff has been diligently working on the upgrading of all data and information relative to the construction details of the system, maintenance data and inspection information for the system. This has included the assemblage of approximately 3,000 maps, maintenance data and reports. The system is managed primarily in a maintenance rote by the City's Community Services Department who coordinates the collection system maintenance program, capital upgrades and repairs and spill response program. The Staff also coordinates regulatory compliance for the system. DISCUSSION The City has begun the implementation of a comprehensive Geographic Information System (GIS) as a tool to manage and track many of the activities of the City, especially in the area of capital infrastructure. Examples include the Pavement Management System which records street condition data, street sign information data base and the mapping of code enforcement data. Staff has requested and is proposing a project which would implement a comprehensive information system for the management of our sewer collection system. This project would completely automate all data and maps relevant to the system, and coordinate the maintenance and repair tracking of the collection system. COUNCIL AGENDA ITEM NO.,i GISIDATA CONVERSION PROJECT AGENDA REPORT. JULY 25, 2000 Page 2 of 3 The City has received a proposal from NOBEL SYSTEMS, a local company which specializes in data conversion and mapping systems- This proposal includes the following elements: 1. Computer Mapping of the entire collections system. This will include integrating some aspects of our current CAD map and updating linking data between the map and database information(the current map is basically a drawing with no data links). 2. Map Scan of approximately 3,300 City sewer construction drawings, tract maps, street improvement drawings and other capital infrastructure drawings. 3. Database Development which will include inter-linking of the computer mapping, extracted data, scanned images and sewer maintenance data into a single format. 4. GIS Viewing Application which will consist of a comprehensive integration of data, CAD and graphics into the Map Objects Viewing Application. 5. Handheld Computer System which includes the inter-linking of the database system with a handheld computer application for use by maintenance personnel in the field during maintenance to update the system. This will include a synchronization element which will allow information to be downloaded from the handheld into the City's computer networked file server. JUSTIFICATION FOR THE PROGRAM: This project represents the addition of an important resource and tool for both Staff and O Contractors. It is the automation of all key data into a highly accessible and updateable format, which will benefit the City into the future. Key rationale for upgrading the existing system are: 1. Automation will heighten both the accessibility of the data and also the analysis. Presently, information is stored in files and boxes which are difficult to access. Additionally, analysis of issues in the system are difficult, since reports are generally presented in volumes of spreadsheets. Integration into a GIS viewing and mapping formats will significantly enhance the capabilities to manage the system. 2. Staffing for the management of the collection system is done by allocation of time for one staff member, which is done on a part time basis. The proposed system will greatly enhance the overall management of the system and the effectiveness of the staff. 3. Compliance to State and Federal pollution requirements for record keeping and reporting is essential, and accessibility to the data proposed for automation is critical. Timely reporting and response to sewer spills is essential to remaining in compliance with outside government agencies. The proposed system will enhance our ability to remain compliant in a world of increasing enforcement activity. GIS/DATA CONVERSION PROJECT AGENDA REPORT. JULY 25, 2000 Page 3 of 3 4. The Collection System is the City's second most valuable Asset and the highest revenue source. The management of this asset in the most effective manner is a high priority. In conclusion, this project represents an important step forward in the overall management of the City's Sewer Collection System. Included in this report is the proposal from Nobel Systems. QUALIFICATIONS OF THE CONSULATANT: Nobel Systems is a San Bernardino County company with over 15 years experience in GIS/Data Conversion. They have completed similar projects for the Cities of Burbank, Glendale and San Juan Capistrano. They are currently developing a similar project for the City of Colton. Because the collection systems from both cities are joined at key points, the system development will result in a combined system of information which will be of significant use. RECOMMENDATION: That the City Council: 1. Approve and authorize the execution of an AGREEMENT BETWEEN THE CITY OF GRAND TERRACE AND NOBEL SYSTEMS FOR THE PROVISION OF GEOGRAPHICAL INFORMATION SYSTEM MAPPING AND CONVERSION SERVICES 2. Approve spending allocations from the Building, Public Works/Engineering and Community Development in an amount not to exceed a combined total of$3,000. FISCAL EUPACT• The project will not exceed a total of$31,000. $28,000 is budgeted in the Sewer Fund and $3,000 will be spent from existing budgets in Building, Public Works/Engineering and Community Development. ATTACHEMENTS: Agreement Nobel Systems- Grand Terrace Proposal AGREEMENT BETWEEN THE CITY OF GRAND TERRACE AND NOBEL SYSTEMS FOR THE PROVISION OF GEOGRAPHICAL INFORMATION SYSTEM MAPPING AND DATA CO\-N-ERSION SERVICES. THIS AGREEMENT IS ENTERED INTO THIS DAY OF , 2000 BY AND BETWEEN THE CITY OF GRAND TERRACE (`-CITY') AND NOBEL SYSTEMS (AGREEMENTOR) FOR GEOGRAPHICAL INFORMATION SYSTEM MAPPING AND DATA CONVERSION SERVICES . RECITALS WHEREAS, AGREEMENTOR is a qualified GIS, data conversion and GIS mapping company,with over Ten(10)years of experience;and WHEREAS,CITY desires to utilize the services of AGREEMENTOR in the development of a Sewer Collection System mapping system, construction drawing conversion and database development system;and WHEREAS,CITY has received a proposal from AGREENIEEITOR for the development of a an integrated geographic information system for the CITY's sewer collection system; NOW,THEREFORE,THE PARTIES AGREE AS FOLLOWS. O SECTION 1. SERVICES OR SCOPE OF WORK AGREEME NOR shall perform services for the development of a integrated sewer collection system geographical information and database system, including map conversion into digital formatting, scanning of maps, development of land based mapping systems as outlined in the proposal submitted as Attachment A to this Agreement. A. For and in consideration of the payments and agreements hereinafter mentioned to be made and performed by said CITY, said AGREEMENTOR agrees with said CITY to perform and complete in a workmanlike manner all work required under this Agreement. in accordance with Attachment A therefor, to furnish at his own expense all labor, materials, equipment, tools and services necessary therefor, except those materials, equipment, tools and services as may be stipulated in said Attachment to be furnished by said CITY and to do everything required by this Agreement. B. The Proposal,and all addenda issued by the CITY with respect to the foregoing prior to the letting of the Agreement,are hereby incorporated in and made a part of this Agreement. C. In entering into a Public Works Agreement for a subAgreement to supply goods, services, or materials pursuant to a Public Works Agreement,the AGREEMENITOR or subAgreementor offers and agrees to assign to the CITY all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 commencing with Section 16700)of Part 2 of Division 7 of the Business and Professions Code, City of Grand Terrace-GIS/Database Conversion Serr=E agreement-Pg. I arising from purchases of goods, services, or materials pursuant to the Public Works Agreement or the subAgreement. This assignment shall be made and become effective at the time the CITY tenders final payment to the AGREEMENTOR without further acknov,ledgment by the parties. SECTION 2. SERVICES PROVIDED AGREEMENTOR shall provide all labor, supervision and equipment required to perform said -ervices. SECTION 3. COMPENSATION AGREEMENTOR shall be paid SECTION 4. BUSINESS LICENSE AGREEMENTOR shall, within five (5) days of executing this Agreement, obtain a current CITY of Grand Terrace business license.during the term of this Agreement or any extension thereto. SECTION 5. INDEPENDENT AGREEMENTOR The parties agree that AGREEMENTOR is an independent AGREEMENTOR who is being paid to produce a result. AGREEMENTOR is in no way an employee of CITY. AGREEMENTOR controls the means of accomplishing the work. AGREEMENTOR shall pay all Federal and State payroll taxes for employees of AGREEMENTOR and said employees shall in no way be deemed or construed to be employees of CITY for any purposes. SECTION 6. EFFECTIVE DATE/TERM This agreement shall become effective upon the date of execution of the agreement by both parties. This Agreement shall terminate on February 1, 2001 unless renewed. SECTION 7. TERMINATION CITY shall have the right to terminate this agreement at a date earlier than specified for default. Before CITY exercises said right it shall give AGREEMENTOR 30 days notice of the facts constituting the default and a chance to cure any deficiencies within that time. If those deficiencies have not been cured, CITY shall have the right to send AGREEMENTOR notice that the Agreement has been terminated for default pursuant to this paragraph by giving notice as provided herein. SECTION 8. ASSIGtiMENT No assignment of this Agreement may be made without the express written consent of CITY. SECTION 9. NOTICE The parties may give notice under this Agreement by sending such notice certified mail addressed as fol lows: City of Grand Terrace-GIS/Database Conversion Service Agreement-Pg.2 TO CITY: CITY OF GRAND TERRACE 22795 Barton Rd. Grand Terrace,CA 92313 ATTN: CITY Representative's\arise TO AGREEMENTOR: Nobel Systems 194 S. Del Rosa, Suite G San Bernardino,Ca 92408 Attn: Michael Samuel,President 0 Such notice shall be deemed received five(5)days after mailing.whether signed for or not. SECTION 10. GRATUIMS AGREEMENTOR warrants that neither it nor any of its employees, agents or representatives has offered or given any gratuities to CITY'S employees, agents or representatives with a view toward securing this Agreement or securing favorable treatment with respect thereto. SECTION 11. CONFLICT OF INTEREST AGREEMENTOR warrants that he has no blood or marriage relationship, and that he is not in any way associated with any architect engineer or other preparer of the plans and specifications for this project. AGREEMENTOR acknowledges that CITY has detailed Conflict of Interest rules, agrees to abide by those rules, and agrees that any breach of those rules shall give CITY the right to rescind. cancel or otherwise terminate this agreement,at CITY'S discretion. SECTION 12. INTEGRATION This agreement constitutes the entire agreement and understanding between the parties hereto, and it shall not be considered modified, altered, changed, or amended in any respect unless in writing and signed by the parties hereto. SECTION 13. NO WAIVER The failure of the CITY at the time to require performance by the AGREEMENTOR of any provisions hereof shall in no way affect the right of the CITY thereafter to enforce same. Nor shall waiver by the CITY of any breach of any provisions hereof be taken or held to be a waiver of any succeeding breach of such provision or as a waiver of any provision itself. SECTION 14. INSURANCE The AGREEMENTOR shall supply insurance and licensing as follows: Commercial General Liability: Primary insurance shall be provided on IOSCGL form No. CG 00 01 11 85 or 88. Total limits shall be no less than 1 million dollars per occurrence for all coverage's and I million dollars general aggregate. CITY and its employees and agents shall be added as additional insureds using ISO additional insured City of Grand Terrace-GRiMatabase Conversion Service Agreement-Pg.3 endorsement form CG 20 10 1185 (in no event dill CITY accept an endorsement form with an edition date later than 1990). Coverage shall apply on a primary non-contributing basis in relation to any other insurance or self-insurance, primary or excess. available to CITY or any employee or agent of CITY. Coverage shall not be limited to the %icarious liability or supervisory role of any additional insured. Umbrella Liability Insurance (over primary) shall apply to bodily injury/property damage, personal injuryladvertising injury, at a minimum. and shall include a "drop down" provision providing primary coverage above a maximum $25,000.00 self insured retention for liability not covered by primary policies but covered by the umbrella policy. Coverage shall be following form to any underlying coverage. Coverage shall be prop ided on a "pay on behalf' basis, with defense costs payable in addition to policy limits. There shall be no cross liability exclusion. Policies shall have ' concurrent starting and ending dates. Worker's Compensation: Shall be written on a policy form providing workers' compensation statutory benefits as required by law. Employer's liability limits shall be no less than one million dollars per accident or disease. Employer's liability coverage shall be scheduled under any umbrella policy described above. Unless otherwise agreed,this policy shall be endorsed to waive any right of subrogation as respects the CITY, its employees or agents. The AGREEMENTOR shall also provide the CITY with a Certificate of Worker's Compensation Insurance and completed Declaration Regarding Licenses Status form. AGREEMENTORs must also have a valid CITY of Grand Terrace Business License. SECTION 15 LEGAL ACTION Should the CITY bring any legal or equitable action for the purpose of protecting or enforcing its rights under this Agreement, the CITY shall recover, in addition to all other relief, its reasonable attorney's fees and court costs to be fixed by the Court. SECTION 16 ATTORNEY'S FEES The parties agree that should any dispute arise concerning the interpretation of this Agreement, or regarding the performance or non-performance of this Agreement, that the prevailing party shall be entitled to reasonable attorney's fees. SECTION 17 EXTRA WORK The AGREEMENTOR hereby agrees that he will not proceed with any Extra Work unless he has been authorized in writing to do so by CITY. City of Grand Terrace-G1$/Database Conversion Service Agreement-Pg.4 WITNESS WHEREOF, the parties hereto have set their hands and seals the day and year first above artten, ATTEST: CITY OF GRAND TERRACE By: CITY Clerk Mayor Q APPROVED AS TO FORM: AGREEMENTOR By: CITY Attorney Title: O City of Grand Terrace-GLSMatabase Conversion Service Agreement-ft 5 NOBEL SYSTEMS PROJECT PROPOSAL The City of Grand Terrace, California Sewer System GIS Data Automation Project November 2, 1999 Prepared by: Nobel Systems 194 S. Del Rosa, Suite G San Bernardino, CA 92408 Voice: 909-382-0160 Fax: 909-382-0163 Web: www.nobei-systems.com Email mail r�.nobel-systems_com Grand Terrace Sewer GIS Automation Project TABLE OF CONTENTS SECTION PAGE 1. Executive Summary -------------------------------------------------------------------- 1 2. Project Approach and Scope of Work 2.1 Project Kick Off Meeting ------------------------------------------------------- 3 22 Project Set Up -------------------------------------------------------------------- 3 2.3 Source Map Scanning ----------------------------------------------------------- 3 2.4 City Wide Sewer Conversion ------------------------- ------ 4 2.5 GIS Viewing Application------------------- __--------------__---------___- 6 2.6 Handheld ArcPad application-----------------------------------—--------— 7 2.7 Project Communications -------------------------------------------------------- 7 2.8 Quality Control Plan ------------—---------------------------------------------- 8 2.9 Deliverables -------------------------------------------------------------------- 8 3. Project Schedule ---------------------------------------------------------------------- 12 4. Resouce Descriptions 4.1 Project Organization-------------------------------------------------------------- 13 4.2 Equipment and Software --------------------------------------------------------- 14 5. Project Team and Relevant Experience 5.1 Project Team Experience ------------------------------------------------------ 14 5.2 Firm Experience City of Burbank --------------------- --------------------------------------- 20 Cityof Colton ------------------------------------------------------------------ 24 Irvine Ranch Water District---- 27 Rancho California Water District---------------------------------- 28 Elsinore Valley Municipal Water District-------------------------------------- 29 City of Glendale---------------- .--____---------------------------------------- 30 City of San Juan Capistrano ------------------------------------------ 32 6. Cost Proposal ---------------------------------------------------------------------------- 34 7. Additional Information ---------------------—----------------------------------------- 34 LIST OF FIGURES 5-1 Project Overview Flow Chart -----------------------------------------------------_ 2 5-2 Conversion Flow Chart, 1 of 2-------------------------------------------------------- 9 5-2 Conversion Flow Chart, 2 of 2----------------------------------------------------_ 10 7-1 Project Organization Chart ---------------------------------------------------------— 12 Nobel Systems 1112199 Grand Terrace Sewer GIS Automation Project 1. Executive Summary. The City of Grand Terrace's sewer service area encompasses 3.1 square miles and consists of approximately 3,500 service connections and roughly 44 miles of mains. Most of the information about the sewer facilities is shown on hard copy maps and drawings that are costly to maintain, cumbersom to use and difficult to replace if damaged or misplaced. Geographic Information Systems (GIS) is an established technology that can greatly improve the storage, maintenance and retrieval of Grand Terrrace's sewer system data. Nobel Systems proposes to: • Convert approximately 255 sewer asbuilt maps into a GIS database (ArcView and AutoCAD Map formats) • Scan approximately 3,300 maps and drawings into high duality image files • develop a MapObjects-based GIS viewing and query software applications which includes the City's digital landbase, converted sewer system GIS data, and links to scanned images of source maps. Once the project is completed, GIS will enable Grand Terrace to improve service and reduce costs. Nobel Systems is a highly qualified and experienced GIS conversion company that has successfully completed similar projects for both cities and retail water companies.Nobel Systems is the only Southern California-based GIS conversion company who specializes in sewer and water facilities GIS conversion, and as such is uniquely qualified to perform this project. Unlike other firms that use GIS conversion subcontractors,Nobel Systems' maintains it's own offshore production facility in Bangalore, India. This allows us to bid jobs very competitively while maintaining maximum data quality and production flexibility.Nobel Systems project management makes it transparent to the customer that the work is done offshore. While Nobel Systems is a technical leader in GIS conversion, we maintain a balance of using existing and new technologies to insure that data quality, schedules and costs meet our clients' needs. The core conversion work described in Nobel Systems' proposal is based on technology and methods successfully used on similar sewer system conversion projects. As our reference accounts will attest,Nobel Systems provides excellent GIS data conversion and applications development services at competitive prices. Please see the project overview flow chart on the following page. Nobel Systems 1 11/21,99 Project Overview Start Project Kick Off Meeting Scan maps GIS Viewing Pilot Project Application development a Pilot Project Install draft Wrap-up Meeting application at GT for review City-wide sewer Install final On-site training system application at for Grand conversion to Grand GIS Terrace Terrace staff Deliver data & Final correction & plots for GT Deliverables End acceptance Nobel Systems 2 11/2/99 Grand Terrace Sewer CIS Automation Project 2. Project Approach: Water System Data Conversion Nobel Systems will use standard data conversion programs and procedures developed and used in similar sewer and facilities conversion projects over the past 10 years, modified as required for the Grand Terrace specifications. Since Nobel Systems' staff has considerable experience with sewer facilities conversion projects, project start up and training are expected to be minimal. The major steps of conversion are: • Project Kick Off Meeting 4 • Project Set Up • Source Map Scanning • City-wide sewer system CIS conversion • Development of CIS viewing application • Delivery 2.1 Project Kick Off Meeting. Nobel Systems' project staff will meet at Grand Terrace to introduce project staff, discuss project administration, review technical specifications, and schedule the copying of source maps. The meeting will also be used to discuss technical issues, including a review of the specifications, database design,plotting standards, data capture standards, and the maintenance application. Nobel Systems will provide the preliminary conversion procedures documents for Grand Terrace review at this meeting. The schedule for Grand Terrace to provide two (2) sets of the source maps along with the digital land base will also be discussed at this meeting. 2.2 Project Set Up The Project Set Up will be completed at Nobel Systems-San Bernardino. Data capture. QC,plotting and related production programs will be modified for the Grand Terrace project. These programs will be tested to insure accurate data capture according to the Grand Terrace specifications. Final versions of the data capture standards and procedures documents will also be prepared. • Project Set Up Deliverables: One sample plot for Grand Terrace review and acceptance of final symbology Preliminary and final procedures, database design, and data capture standards. Scanned image files of source maps 2.3 Source Map Scanning Nobel Systems will scan approximately 3,300 maps as part of this project. The scans will be black-and-white, 300 dots-per-inch of images. Nobel Systems will pick up an agreed- upon number of original maps once per week, and then return those maps along with the scans, and pick up another set of maps for scanning until all the scanning is completed. Nobel Systems understands the importance of coordinating this scanning with the day-to- day activities of the city, and will work within any limitations set forth by the city. Nobel Systems 3 11/2/99 Grand Terrace Sewer GIS Automation Project 2.4 City-Wide Sewer System GIS Data Conversion Once the final database structure,procedures, standards, and plotting symbology are approved by Grand Terrace, the project materials (copies of source maps and digital landbase data, programs and written procedures)will be transferred to India to start production. Work will be done using AutoCAD and Arclnfo,then converted into the ArcView delivery format specified by Grand Terrace. Completed work will be sent via FTP on a weekly basis to Nobel Systems—San Bernardino.PARS will be sent from India to San Bernardino via fax,phone, email and FTP as needed during the project.Nobel Systems- San Bernardino shall maintain all communications of PARS and other project information on a regular basis with Grand Terrace.Nobel Systems project staff will meet in Grand Terrace as needed for the success of the project.Nobel Systems is very flexible on meetings at Grand Terrace since we are located 15 minutes from Grand Terrace. Pre-Conversion Source Preparation. Copies of the source maps will be used as the primary data source for this project. Nobel Systems will review these maps and all source materials for unclear or ambiguous features. The digital landbase will also be examined. All discrepancies will be submitted on Grand Terrace-approved Problem and Resolution form(PARS). While PARS are an expected part of any GIS conversion project,Nobel Systems attempts to have as many source content issues resolved prior to going into full production as possible. This helps both workflow and quality, and generally makes the overall project run more smoothly. During the prep phase, the centroid of each source map is located on the digital land base in AutoCAD, and a point with the source map ID number is added. When all the maps have been located in AutoCAD, an overlay of the grid tiles is performed so that an inventory,by tile, is produced of source maps to be used for conversion . Data Production Set Up GIS data conversion will be done at Nobel Systems-Bangalore, India. Completed data will be sent via FTP to Nobel Systems-U.S. Although the production is done in India, this is transparent to Grand Terrace since all deliveries, client communications, meetings and support are handled by the San Bernardino-based Project Manager,Michael Samuel. The following are production set up tasks: Note: Please see Conversion flow charts that follow this section. AutoCAD Data Capture. Using Nobel Systems' AutoCAD-based proprietary data capture methodology and system, sewer facilities data is captured, per the location information given on the source maps. Unique ID numbers are assigned to each arc and node feature at the completion of data capture for a given tile.Easements are also captured as appropriate. Nobel Systems 4 11/2/99 Grand Terrace Sewer GIS Automation Project Generate Scrub Plots. Plots are produced for completed tiles showing the arc and node ID numbers. These plots are used to"scrub" attribute data. Scrub Attribute Data. "Scrubbing" refers to entering attribute data onto data entry forms. Technicians take a scrub plot and the associated source maps. The features on a source map are compared to the Scrub Plot, and the feature ID is written onto the form. Then the attribute values for that feature are read from the source map, and written onto the form. If a graphic (arc, node or easements) shown on a source map is missing from the scrub plot, it is sketched onto the plot along with the source map ID, and then highlighted for data capture later. Attribute Data Entry.The scrub forms are then given to the data entry person, who enters the data into a Microsoft Access database, using a data entry form. The form has validity and quality checks customized to meet Grand Terrace quality specifications. The scrub sheet is entered a second time{"double data entry"), and the two databases are compared. Differences are researched and corrected in the final database. Link Attributes to Graphics. The attribute data is exported into a text file, then linked to the AutoCAD graphics using a LISP program and the arc and node ID's that are in both the graphics and attribute files. Add Missing Graphics.Missing graphics identified during the scrubbing and linking processes are captured in AutoCAD, and then a final link to attribute data is done. AutoCAD QC.Using Nobel Systems' AutoCAD-based proprietary quality check application, logical and systematic errors are checked per Grand Terrace specification. The program will identify errors to be corrected while the data is still in AutoCAD format. This improves productivity, and more importantly gives the GIS technician immediate feedback on quality problems, so that future work is done with fewer errors. Generate Annotation.Annotation is generated using a LISP program from the database attributes and governed by Grand Terrace annotation specifications. While this program places most annotation properly, some editing is still required. Generate QC Plot.A QC plot showing graphics, attributes and annotation is generated. Table QC.Perform a 100%check of the source documents against the QC Plot, and mark errors on the plot. System Edit. Corrections will made in AutoCAD of all errors marked on the QC plots. Final QC and Edit. The programmatic QC check is re-run, and a final QC plot is generated and visually checked. Final edits are made to correct any errors found. Nobel Systems 5 11/2199 Grand Terrace Sewer GIS Automation Project Deliver to Nobel-US. Deliver completed Grand Terrace tile grids to Nobel-US via FTP on the Internet.Nobel Systems uses ISDN connections both in the U.S. and India to insure timely and secure delivery of data and project communications. Generate QC Plot. Generate a QC plots of the data received. Table QC. Perform a check of the source documents against the QC Plot, and mark errors on the plot.Typically Nobel starts with a 100% check on initial deliveries, then goes to a sampling approach when the quality and consistency warrant such a change. System Edit. Correct all errors found in Table QC. Programmatic QC. Run the QC program. If errors are detected, the Grand Terrace tile work unit loops back through the process until it is error-free. Convert to ArcView Format. Convert the data into the final Arcview format specified by Grand Terrace. Generate Preliminary QC Plot and Delivery.Generate the preliminary QC Plots and deliver along with ArcInfo files. Final Edit and Delivery.Nobel Systems shall make all corrections marked by Grand Terrace, and deliver final plots and Arcview files, as specified by Grand Terrace. 2.5 Viewing Application Development--GeoBrowser Nobel Systems proposes to use an existing GIS application developed by Nobel Systems, "GeoBrowser", customized for Grand Terrace.The GeoBrowser is a framework for an intuitive,Windows based GIS interface. With the GeoBrowser,Grand Terrace will have a friendly and easy to use GIS interface. The interface is simple but very usable. Some of the features: • All layers in the sewer database. • Parcel layer. • Street Centerline layer. • Ability to search by address (if street data allows it). • Ability to search based on assessor parcel number • Buffering capabilities. • The ability to pan and zoom through all map layers. • Links to scanned images of asbuilt drawings • Organized theme manager • Leaves small footprint on client machines • Legend(table of contents ) • Excellent memory management • Integrates well with water/wastewater databases Nobel Systems 6 11/2/99 Grand Terrace Sewer GIS Automation Project • Label manager • Spatial analysis tools • Parcel search( requires parcel layer) • Address match, intersection match, street name search (Geocodable street database required} • Maptips • High quality print output The GeoBrowser is a 32 bit Windows application that runs on Windows 95 or Windows NT. The GeoBrowser was developed using ESRI MapObjects and Microsoft Visual Basic. It connects to databases running on Windows NT servers. The GeoBrowser is a view and analysis tool, it does not allow data editing. The software accesses a copy of an existing database. This "copy" of the database is stored in ESRI Shapefile format. This process makes the data access fast. 2.6 Handheld ArcPad Application The City needs a program written by Nobel Systems that will allow a technician go out in the field with a handheld PC,running Windows CE operating system, and update the maintenance data for the sewer system. This will allow the City to accurately monitor the system and take proactive maintenance decisions.Nobel Systems proposes to provide an easy-to-use customizable ArcPad product from ESRI,customized to meet the City's requirements. The application will provide a simple user interface, «-hich provides data entry and display capabilities. Users can populate the database through logical or graphical point-and-click map-based queries. This application is designed for non-GIS staff with basic computer skills. Nobel Systems proposes to develop the application in ArcPad that will allow the technician to zoom into the area he wants to work in. He then identifies the feature, such as manhole or pipe, in the GIS database and clicks on it.This will bring up a data entry input screen. The technician will then enter the data in the sequence as mutually defined by the City and Nobel. After data entry for the day,the technician v4Zll bring the handheld back to the field office and connect it through a hotsync port. An automated routine will be run in the GIS server that imports this data, and updates the GIS database accordingly. Nobel Systems will also provide training for system use. 2.7 Project Communications Meetings. Project communication and coordination is key to the success of this project. To facilitate excellent communication,Nobel Systems will meet as necessary with Grand Terrace staff, particularly during the first month of the project. As,Nobel Systems is located 15 minutes from Grand Terrace,Nobel Systems will not put any limit on the number of meetings our Data Conversion Manager has with Grand Terrace, nor any added charges for these meetings. Reports. Nobel Systems' standard is to provide customers with weekly status reports. Nobel Systems usually provides project/production status, source status, and PAR status. Nobel Systems 7 11/2/99 Grand Terrace Sewer GIS Automation Project Nobel Systems prefers to email these documents, which is a reliable and convenient way to distribute these reports,but will accommodate Grand Terrace in whatever form they would like to receive these reports. Project and Production Status Reports.Nobel Systems uses Microsoft Excel spreadsheets to report project status, by task, to clients. Once in full data conversion, Nobel Systems also provides status maps to give management an easy way to see status and progress. Source Status Reports.Digital land base data and source maps require accurate inventory and reports on what was expected,what was received, and what(if any) sources require further attention from the client.Nobel Systems will prepare a Source Status Report,which helps maintain schedules and identify problems and bottlenecks in i production. Problem and Resolution Tracking Nobel has developed a sophisticated problem and resolution (PAR) tracking mechanism, which documents issues or data content anomalies which require review and resolution by the client. Typically,PAR forms are generated as needed, reviewed by the project manager,then forwarded to the client.Nobel Systems requests a 3-day turn around on PARS.Nobel Systems uses telephone, fax, email,FTP, overnight delivery and mail to insure close communications both within our company and with our clients.Nobel Systems is available for on-site meetings with Grand Terrace as needed during the p project. 2.8 Quality Control Plan Although Nobel Systems strives to employ programs and procedures that creates perfect data during data capture,Nobel also has developed both manual and automated methods of quality control checks.Nobel Systems is willing and able to meet all quality control items listed in the RFP (not repeated here for the sake of proposal length). AutoCAD QC Tool.After completion of data capture for a grid, the AutoCAD QC Tool shall be run. This program finds missing extended data, logic errors, out-of-range errors, and invalid extended data values.The GIS technicians run this program and correct the errors shown on the error report. Manual Quality Control. After completion of data capture for a grid, including corrections of errors detected using AutoCAD QC Tool, a QC Plot is generated.The purpose of the QC plot is to perform a 100% audit of the source documents against the plot, a process called"Table QC."Both graphic and attribute data is completely checked. Errors are noted in colored pencil on the plots and returned to the GIS technician who performed the data entry. This process gives the technicians, feedback necessary to learn from mistakes and to produce progressively better quality work. Nobel Systems 8 11/2/99 Grand Terrace Sewer GIS Automation Project Programmatic Quality Control Program.Nobel shall run a programmatic QC program on the data prior to delivery to Nobel Systems—U.S., and again prior to delivery to Grand Terrace. 2.9 Deliverables. Nobel systems rill deliver to Grand Terrace all deliverables • Check plots • GIS data (ArcView and AutoCAD Map formats) • Scanned images of maps • GIS viewing application (with landbase and sewer GIS data, linked to scans of source maps) o Nobel Systems 9 11l2199 GIS Conversion Work Flow (i of2) Pre-Conversion Pilot Project Conversion Source Preparation Transfer source Copies of Kick Off meeting materials to Sewer with Nobel Systems, O Source Maps Grand Terrace India Sewer System Inventory & PAR Modify existing Conversion unreadable data capture (See de tWis) for 1 features systems, DB design, and procedures to conform to GT Delivery to Nobel GT resolves I specifications Systems- US PARS Convert Pilot Quality Control Q Source maps Project area and edits and PARS ready for conversion Deliver Wrap up meeting, preliminary Deliver Pilot Project work, by phase, - Prelim/final Data to GT - Prelim./final plots - Plot & anno AMUs Scan Maps - Final DB design, Final QC and Pick up maps for data automation edits scanning Systems and dots l Deliveries Scan maps (F:a rand Terrace - Return maps - Pickup new maps GIS Viewing Installation and - Deliver scan files Application Training Development Nobel Systems 10 11 2/99 Project Work Flow Sewer Conversion (2 of 2) Nobel- SBD Data Generate Deliver materials Entry in QC Plot to Nobel-India: MS Access - Digital land base - Source maps - Systems - Procedures Export attributes Table QC to text file Prep Source maps Link attributes to System Edit graphics Q PARS Capture graphics in AutoCAD Add missing Final plot, QC graphics and edit Generate Run Deliver finished Scrub Plot programmatic data to Nobel - With ID s QC, final edits US PARS Scrub Arc Generate Attributes Annotation Nobel Systems 1 1 11.2/99 Grand Terrace Sewer GIS Automation Project 3. Project Schedule.Nobel Systems proposes to complete the project in 2.5 months from Grand Terrace's notice to proceed, depending on Grand Terrace's turn around time of acceptance plots. • Project Set Up 2 weeks • City wide data conversion 1.5 months • Installation GIS viewer application 2 weeks Assuming a Notice to Proceed in the beginning of December 1, 1999,Nobel Systems will complete the project by February 15, 2000. 4.Resource Descriptions 4.1 Project Organization.Nobel Systems has developed a system of rotating project managers and lead staff between our U.S. and Indian operations, which results in well managed successful projects. Senior Nobel Systems management typically travel to India several times per year, and Indian staff comes to the U.S. as needed on projects.This gives Nobel Systems excellent project management controls and project communications within our organization. Michael Samuel, Ahmed Husain,Kris Bonner and G.R. Venkatesh all take an active roll in every project,adding their years of technical and management experience in GIS conversion projects. Contract negotiation and administration: .._...Kris Bonner,U.S. General Manager,VP Project Manager: ...........................................Michael Samuel, BS Engineering Data Conversion Manager, U.S.....................Ahmed Husain, PE; BS and MS,Civil Engineering Data Conversion Manager, India ..................G.R.Venkatesh, BS Civil Engineering Mr. Samuel and Mr. Husain will coordinate the project set up and scanning of source maps. Upon acceptance of the project materials by Grand Terrace, the production materials (the procedures, data capture standards,copies of source maps, digital data, and applications programs- Access and ArcIrfo), necessary to start production will be transferred to India. Mr. G.R.Venkatesh will set up the project. Mr. Venkatesh will train the team members and manage production. Completed work will be sent via FTP on a weekly basis to Nobel Systems—San Bernardino. Email,telephone, fax and express delivery service are used as needed to insure good communication and production work flow. Mr. Husain will manage the day-today aspects of the U.S. portion of the process, which includes receiving the data from India, generating QC plots, table QC, running QC programs, making final edits in ArcCad, delivery of intermediate and final data to Grand Terrace, handling PARS,rework, and all communications and meetings with the client. Nobel Systems 12 11.1199 Grand Terrace Sewer GIS Automation Project Project Organization Grand Terrace GIS Data Conversion Project Organization Chart San Bernardino Bangalore California India Michael Samuel G. R. Venkatesh Project Manager: Data Conversion Manager,India All technical and production V.P. Operations, India: responsibilities; Deliveries; Project Manager Client communications Production Staff Ahmed Husain Bangalore, India Data Conversion 1 Supervisor Manager, U.S. 3 GIS Technicians Kris Bonner V.P., General Manager Contract administration, coordination with India, problem resolution San Bernardino, CA Bangalore, India Responsibilities Responsibilities Meetings with client • Project set up and pilot data . Data conversion development . Automated Quality Control • Receive data from India . Generate QC plots • Final QC (plots and programs) . Manual QC of plots ("Table QC") • Deliveries to Grand Terrace • Programmatic QC of data • Rework • Generate PARS • PARS Database deliveries to Nobel-US • Client communications Nobel Systems 1. l 112i99 Grand Terrace Sewer GIS Automation Project 4.2 Equipment and Software Nobel Systems will dedicate the equipment and soft are needed to fulfill the obligations of this project. Nobel Systems has the equipment and software described for our offices in San Bernardino, CA and India Nobel: India + 20 Windows NT PC's, with adequate disk space, RAM + HP Color plotter 750C Plus 0 + Drafting tables + ArcInfo and AutoCAD licenses Nobel: San Bernardino + 7 Sun Sparc Unix workstations + HP 750C plotter • 12 Windows NT PC's + ArcInfo and AutoCAD licenses 5. Project Team Experience and Relevant Firm Experience 5.1 Project Resumes Project Manager .......... ,........................................ Michael Samuel Data Conversion Manger, India ............................. G.R. Venkatesh Data Conversion Manger,US ................................. Ahmed Husain Contract adrniaistration,project consultant ................. Kris Bonner MICHAEL SAMUEL-Project Manger Summary. Michael Samuel is the President and CEO of Nobel Systems, Inc. He earned his BS degree in Mechanical Engineering from the University of Madras,India. He has over 18 years of work experience of which more than ten(10) are in Geographic Information Systems (GIS). He also has a wide experience in marketing and project management. Mr. Samuel's unique skills have helped grow Nobel Systems from a one-person operation to a 50 plus member team in less than 5 years. His marketing skills have given the company sufficient business every year. Principal GIS related experience In his role as Senior Advisor,Mr. Samuel oversees both the management and customer liaison of large GIS projects. He applies the procedures and methodologies developed for the project. A few of his typical projects are outlined below: + City of Glendale. In 1999, City of Glendale Water Department contracted with Nobel Systems to provide GIS data conversion services for their water distribution network. The project includes development, installation and training of GIS database Nobel Systems 14 11/2/99 Grand Terrace Water GIS Automation Project 6. Cost Proposal Project Set Up Include all costs related to project start-up; project kick off meeting; development of a draft procedures manual; GIS hardware and software recommendations; and any other administrative costs associated with project initiation: Proiect Set Up $3,500 Scan Source Maps Include all costs for scanning all source maps used in this project. Estimated 3,308 maps at$2.50 per scan. Scanning $ 8,270 Full Project Data Conversion Include all costs for project management,project meetings, and the production of all products and deliverables associated with the city wide sewer data conversion: City Wide Sewer Data Conversion $I 1,800 GIS Viewing Application Include all costs for project management,project meetings, and the final QC and delivery of GIS viewing Application, including on-site training for Grand Terrace staff: GIS Viewing Application $5,000 Handheld ArcPad Application Include all costs to provide one handheld Windows CE PC,with ArcPad and customized to work as a maintenance update system. Handheld ArcPad Application $2,430 Total Costs Grand Total NOT-TO-EXCEED $31,000 7.Additional Pertinent Information • City Required Services. City shall be responsible for timely acceptance reviews of items delivered under this agreement. Staffing level depends on at what level Grand Terrace desires to review the deliverables. Grand Terrace shall also provide free use of large format copy machine for copying and scanning source maps. • Minority Owned Business Nobel Systems is certified by the City of Los Angeles as a minority-owned business. • Insurance. Nobel Systems, Inc. will meet the City of Grand Terrace's insurance specifications. Nobel Systems 34 10/6?99 GIS DATA CONVERSION Converting your maps . . . a 3y 2a sppFti 4�F a into high quality GIS data. 410 NOBEL SYSTEMS Quality Data Conversion Affordable Prices NOBEL Nobel Systems is a privately held corporation that specializes in conversion of paper maps into high quality SYSTEMS geographic information system (GIS)databases for a wide range of clients in the United Sates and throughout the world. Nobel Systems is based in San Bernardino, California, and has an additional production facility in Bangalore, India.The company was founded in 1988 and has over 40 full time staff who are highly skilled and experienced to do the best quality GIS data conversion at the most affordable price. Projects. Nobel Systems has successfully completed GIS projects for cities, utilities. pipeline companies, telecommunication companies,and the National Imagery and Mapping Agency(NIMA). Nobel Systems specializes in high quality data conversion of parcel landbases, facilities(water,electric,sewer,storm water and reclaimed water), and zoning as well as database design, landcover t; mapping, petroleum pipelines and address geocoding. Nobel Systems provides both one-time and on-going eF, database conversion and maintenance services, and has also developed and installed complete GIS database update systems for clients who want to do their own database updates. Technology. Nobel Systems uses the latest in GIS and computer mapping systems,including products from ESRI �i (Arclnfo, ArcView, QCView, ArcCAD) and Autodesk i (AutoCAD, AutoCAD Map), along with custom programs to meet our customers needs. Nobel Systems works closely with the leaders in the GIS software industry to keep current with the newest developments that improve Z u� quality,add new functions and lower the cost to our clients. People. Nobel Systems' staff includes production tech- nicians, computer programmers, project managers, and senior management. Simply stated, Nobel's people are the best. They provide our customers with highest qual- ity data and systems, within budget and on time. Nobel Systems prides itself on delivering the highest quality GIS data at very competitive prices_ due to our offshore pro- - duction facility. GIS DATA CONVERSION GIS Data Conversion at Prices You Can Afford. Many organizations have decades worth of data and information locked up in paper and Mylar maps, maps that are physically deterio- rating,and are costly and difficult to keep up to date. GIS offers state-of-the-art applications to better operate and manage your organization, but you need your organization's map data converted to reap the cost and management benefits of GIS. Conversion of traditional map data to GIS is the single biggest expense in implementing your GIS. Nobel Systems just made things easier and cheaper for your organization. Nobel Systems offers high quality GIS data conversion at prices you can afford. EXPERIENCE Nobel Systems has served a wide range of organizations in developing their GIS systems: Cities Water Districts • Parcel landbase development • Water facilities data conversion • Water facilities data conversion • Sewer facilities data conversion • Sewer facilities data conversion • Reclaimed water facilities data conversion • Electric facilities data conversion • Database design • Storm drain facilities data conversion • Environmental mapping • Zoning maps conversion • Database automation • Database design • Needs assessment, scope of work dev. Telecommunications • GIS Address matching • Parcel landbase development Pipeline Companies Defense • Pipeline facilities conversion • Digital nautical charts NQbEL SYSTEMS CLIENT LIST Partial list, including both prime and subcontractor work. • Bangalore Development Auth., India • East Bay Municipal Util. District, CA • Chevron Pipeline Company, CA • Elsinore Valley Municipal Water District, CA • City of Burbank, CA • Four Corners Pipeline Company, CA • City of Casper, WY • Helix Water District, CA • City of Glendale, CA • Irvine Ranch Water District, CA • City of Los Angeles, CA • Karnataka Forest Department, India • City of Manhattan Beach, CA • Metropolitan Water District, CA • City of Marietta, GA • National Imagery and Mapping Agency (NIMA) • City of Philadelphia, PA • National Remote Sensing Agency, India • City of Redlands, CA • Rancho California Water District, CA • City of Spokane, WA • Santa Ana Watershed Project Authority, CA • City of Stamford, CT • Santa Fe Pacific Pipeline Company, CA • Cucamonga Co. Water District , CA NOBEL SYSTEMS 194 S. DEI Rosa 8 SAv BER\AlRdl%o e CA * 92408 (909) 382-0160 4, kx: (909) 382-0163 WW1%w.`ObE1-5ySTEM5.00M ti1Ail@10bE1-5}5TEMS.COM CITY OF GRAND TERRACE CITY OF GRAND TERRACE CRE E PREVENTION COMNTME J U U 12 2000 Regular Meeting MINUTES CROOK Jane 12,2000 The Grand Terrace Crime Prevention Committee met for the regular monthly meeting at the Senior Center, Grand Terrace, California at 1800 hours. MEMBERS PRESENT: Chairperson Philomene Spisak,JoAnn Johnson, Claire McElwee, Dottie Raborn and Dick.Rollins MEMBERS ABSENT: Bitsy Bernor,Vice Chairperson,and Lewis Neeb CITY STAFF/SHERD79S DEPT Tanya Cahill,Community Services Officer and Lieutenant Rick Carr GUEST PRESENT: Bob Stewart,Citizen Patrol Member,Judy McBride, representing The Automobile Club of Southern California,Redland Office. AGENDA: The Agenda was read by the members present with JoAnn Johnson making the motion to accept and Dottie Raborn making the second. The motion was carried. MINUTES: The minutes of the meeting of May 8,2000 were distributed to the members present for their approval. Dottie Raborn making the motion to accept as written with JoAnn Johnson making the second. The motion carried. CORRESPONDENCE: There was no correspondence sent to the Committee for this meeting. BUDGET: There was no report on the budget for the month. of June. UNFINL BED BUSINESS: Report on the Grand Terrace Days program indicated that the day had been successful although there had not been as many sponsors and participants this year as In the past. NEW BUSINESS: 1. Judy McBride presented a program which the Automobile Club has that works with the students at Elementary School Grades promoting and teaching children about traffic safety and working with school faculties to help instill safety while crossing streets and particularly controlled intersections and increasing the awareness of children in safety programs. She distributed literature which the Club provides and particularly to Tanya Cahill so that Tanya COUNCIL AGENDA ITEM N025HI i will be able to introduce the program to the Elementary Schools within Grand Terrace. 2. Tanya Cahill reported that 407 hours of time had been reported for patrol work by the Citizen Patrol for the month of May. There being no further business to discuss the meeting was adjourned at 1910 hours. Respectfully submitted RICHARD ROLLINS Recording Secretary a DATE: July 21, 2000 W.O.## 12.515 STAFF RE-PORT ,1Q CRA() COUNCIL ITEM(X) MEETING DATE: July 25,2000 Cti SUBJECT: Annual Assessment of Landscape and Lighting District No. 89-1 �%GH HCPS - FUNDING REQUIRED_ NO FUNDING REQUIRED XX DEPARTMENT OF j ILDING& SAFETY, At their regular meeting of July 13, 2000,the city council adopted the resolution approving the PUBLIC WORKS Engineer's report and the resolution of'intention to levy the annual assessment for the AND HOUSING Landscaping and Street Lighting District No. 89-1. 22795 Barton Road This meeting agenda item is for the public hearing and the adoption of the resolution confirming Suite B assessment and the levy of the annual assessment with the attached engineer's report. Grand Terrace California 92313-5295 STAFF RECOMMENDS THAT THE CITY COUNCIL: Civic Center (909) 825-3825 Fax (909) 825-7506 1. Conduct the public hearing 2. Adopt the resolution confirming the diagrams and assessments. Attachment 0 t COUNCIL AGENDA ITEM NO. (PA ORDER OF PROCEDURE CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO.89-1 PUBLIC HEARING DATE: duly 25,2000 STAFF: Present ENGINEER'S REPORT,general discussion of LANDSCAPING AND STREET LIGHTING DIS'rR1CT NO. 89-1 CITY COUNCIL: See attached INSTRUCTION SHEET- PUBLIC HEARING. Adopt RESOLUTION CONFIRMING ASSESSMENT INSTRUCTION SHEET -PUBLIC HEARING CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO. 89-1 PUBLIC HEARING MAJORITY PROTEST;Any interested person may file a written protest with the City Clerk, stating the grounds for their objection. Said protest shall contain a description of the property sufficient to identify said property. All interested persons shall be afforded the opportunity to be heard at the Public Hearing.If a written protests submitted, and not withdrawn, constitute in excess of fifty (50%) percent of the total value of the assessment, the proceedings must be abandoned. ASSESSMENT ROLL If there are to be no changes or modifications in the individual assessment amounts,then the assessment roll as previously prepared should be confirmed. A copy of the confirmed assessment should be filed in the Office of the City Engineer,with a duplicate copy on file in the Office of the City Clerk and open for public inspection. RESOLUTION CONFIRMIN ASSESSMENT The adoption of this Resolution constitutes the levy of the special assessment for the fiscal year so referred to in the assessment. COUNTY AUDITOR Immediately after the adoption of the Resolution Confirming the Diagram and the Assessment,and no later than the August 10, 2000, the Clerk shall file a copy of the assessment diagram and the assessment,or a certified copy thereof,with the County Auditor. I would recommend that together with a copy of the diagram and assessment,a certified copy of the Resolution Confirming the Assessment be forwarded also. FISCAL YEAR The assessment,as levied for these proceedings,will relate to the fiscal year commencing,July 1,2000,and ending June 30,2001. Note that an annual updating of the proceedings will be required for each subsequent fiscal year to accomplish the levy for the ensuing fiscal year. FUTURE PROCEEDINGS Be advised that it is necessary,each year,to update the Engineer's "Report"and approve said"Report"for the ensuing fiscal year. We should all probably mark our calendars for some time after the first of the year to begin the process. CHANGES AND MODIFICATIONS AT HEARING During the course of the Public Hearing,or upon the conclusion of said hearing,the legislative body may order changes in the improvements,the boundaries of the District,or any zones thereof. The legislative body may,without further notice,order the exclusion of territory from the District,but no property shall be added to said District except upon the following terms and conditions: a. Upon written request by a property owner for the inclusion of his property; 0 b. Upon the legislative body declaring its intention to add additional property and directing that mailed notice be given to the property owners within the area proposed to be annexed. I would recommend that if any changes are to be considered, the matter be continued so that the proper documentation can be drafted. RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE CONTMMING A DIAGRAM AND ASSESSMENT AND PROVIDING FOR ANNUAL ASSESSMENT LEVY FOR A LANDSCAPING AND STREET LIGHTING DISTRICT WHEREAS, the City Council has initiated proceedings for the annual levy of the assessments for a landscaping and street lighting district pursuant to the terms and provisions of the"Landscaping and Street Lighting Act of 1972",being Part 2 of Division 15 of the Streets and Highways Code of the State of California,in a district known and designated as CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO. 89-1 WHEREAS,the City Council has ordered the preparation of a report and the City Engineer has prepared and filed with this City Council a report pursuant to law for its consideration and subsequently thereto this City Council did adopt its Resolution of Intention to levy and collect assessments for the next ensuing fiscal year relating to the above- referenced District,and further did proceed to give notice of the time and place for a Public Hearing on all matters relating thereto;and, WHEREAS,at this time,this City Council bas heard all testimony and evidence and is desirous of proceeding with the annual levy of assessments. NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA AS FOLLOWS: SECTION 1. That the above-recitals are all true and correct. SECTION 2. That upon the conclusion of the Public Hearing,protests filed and not wiftawn,did not represent property owners being obligated for more than fifty percent(50%)of the total assessments within the District. SECTION 3. That this City Council hereby confirms the diagram and assessment as submitted and orders the annual levy of the assessment for the fiscal year and in the amounts as set forth in the Engineer's Report and as referred to in the Resolution of Intention as previously adopted relating to said annual assessment levy. SECTION 4. That the diagram and assessment as set forth and contained in said Report are hereby confirmed and adopted by this City Council. SECTION 5. That the adoption of this Resolution constitutes the levy of the assessment for the fiscal year. SECTION 6. That the estimates of costs,the assessment diagram,the assessments and all other matters,as set forth in Engineers"Report",pursuant to said"Landscaping and Street Lighting Act of 1972",as submitted,are hereby approved,adopted by this City Council and hereby confirmed. SECTION 7.That the maintenance works of improvements contemplated by the Resolution of Intention shall be performed pursuant to law and the County Auditor shall enter on the County Assessment Roll the amount of the Assessment and said assessment shall then be collected at the same time and in the same manner as the County taxes are collected. After collection by said County,the net amount of the assessment shall be paid to the City Treasurer of said City. SECTION 8. That the City Treasurer has previously established a special fund known as the SPECIAL FUND CITY OF GRAND TERRACE LANDSCAPING AND STREET LIGHTING DISTRICT NO.89-1 into which the City Treasurer shall place all monies collected by the Tax Collector pursuant to the provisions of this Resolution and law and including any surplus amounts in those funds established for the existing Districts and said transfer shall be made and accomplished as soon as said monies have been made available to said City Treasurer. SECTION 9. That the City Clerk is hereby ordered and directed to file a certified copy of the diagram and 2 assessment roll with the County Auditor,together with a certified copy of this Resolution upon its adoption. SECTION 10. That a certified copy of the assessment and diagram shall be filed in the office of the City Engineer,with a duplicate copy on file in the Office of the City Clerk and open for public inspection. PASSED,APPROVED and ADOPTED this day of ,2000. Mayor for the City of Grand Terrace ATTEST: City Clerk for the City of Grand Terrace STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) CITY OF GRAND TERRACE ) I,Brenda Stanfill, City Clerk of the CITY OF GRAND TERRACE,CALIFORNIA,DO HEREBY CERTIFY that the foregoing Resolution,being Resolution No. was duly passed,approved and adopted by the City Council, approved and signed by the Mayor,and attested by the City Clerk,all at the regular meeting of said City Council held on the day of �,2000,and that the same was passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: EXECUTED this_day of 12000,at Grand Terrace, Califomia. City Clerk for the City of Grand Terrace [SEAL] 3 CITY OF GRAND TERRACE ENGINEER'S REPORT FOR LEVY OF 2000-200I F.Y. ANNUAL ASSESSMENTS IN LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT 89-1 V Prepared by: William H. Addington,P.E. June 2000 W.O. # 12.515 TABLE OF CONTENTS PAGE INTRODUCTION 2 ENGINEER'S REPORT PART A- Plans and Specifications 6 PART B - Estimates of Costs g PART C -Assessment Roll 12 PART D -Method of Apportionsnent of Assessment 13 PART E -Property Owners List 14 PART F-ASSESSMENT DIAGRAM 19 ENGINEER'S REPORT LANDSCAPING AND LIGHTING DISTRICT NO.89-1 GRAND TERRACE 2000-2001 F. Y.ANNUAL ASSESSMENT The undersigned respectfully submits the enclosed Engineer's Report as directed by the City Council. DATED: ENGINEER OF WORK By: William H. Addington I HEREBY CERTIFY that the enclosed Engineer's Report,together with Assessment and Assessment Diagram thereto attached, was filed with me on the day of ,2000. Clerk of the City of Grand Terrace Grand Terrace,California By: Brenda Stanfill 1 HEREBY CERTIFY that the enclosed Engineer's Report,together with Assessment and Assessment Diagram thereto attached, was approved by the City Council of the City of Grand Terrace, California,on the day of ,2000. Clerk of the City of Grand Terrace Grand Terrace,California By: Brenda Stanfill Page 1 INTRODUCTION The City Council of the City of Grand Terrace adopted it's General Plan with various elements to provide guidelines for orderly development within the community. The City Council fiuther adopted ordinances and regulations governing the development of land providing for the installation and construction of certain landscaping, lighting and appurtenant facilities to enhance the quality of life and to benefit the value of property. The requirement for the construction and installation of landscaping, lighting and appurtenant facilities is a condition of approval for development and is a requirement of issuance of a permit for the construction of any residential,commercial, industrial and planned unit development Landscaping and appurtenant facilities generally include trees, shrubs,plants, turf, irrigation systems,and necessary appurtenances including curbs, hardscape,monumentations, fencing located in public right-of-ways, medians,parkways, and/or easements adjacent to public right-of- ways, in and along public thoroughfares and certain designated primary and secondary arterials. Lighting and appurtenant facilities includes poles, lighting fixtures,conduits and the necessary equipment to maintain, operate and replace a lighting system at designated intersections, in medians,parkways and adjacent to certain public facilities in and along certain streets, right-of- ways and designated lots. The installation of landscaping and lighting systems and the construction of the necessary appurtenant facilities is the responsibility of the property owner/applicant,as conditions of approval of a development application. The City may cause the installation by property owners directly,or accept financial arrangements for installation of these facilities. The cost of servicing, operation,maintenance,repair and replacement of the landscaping, lighting and appurtenant facilities in turn becomes the responsibility of the benefitting properties. The owners/applicants petitioned for formation of the Landscaping Lighting Assessment District and/or annexation. These have been completed, and will increase the City's obligation for maintenance and servicing. The City of Grand Terrace is administering a lighting system for the benefit of all parcels of land within the City. The lighting benefit is directly related to public safety and property protection. These benefits have been studied widely, locally, regionally and nationally. Page 2 The City has formed Landscaping and Lighting Assessment District 89-1 and subsequently annexed other parcels as Annexation No. 1 to said District to insure a fair and equitable levying of the necessary costs of servicing and maintenance of the respective facilities,which in turn will enhance the value of each and every parcel in the District directly and collectively. The 89-1 District Boundaries of the Landscaping and Lighting Assessment District are the boundaries of Tract 13364 filed in Map Book 203, Pages 89 through 92, Records of San Bernardino County. The boundaries of Annexation No. 1 are the boundaries of Tracts 14264 and 14471, filed in Map Book 242,Pages 17 and 18, and Map Book 237, Pages 41 and 42, respectively,of said County. Servicing and administration of the City's landscape maintenance program shall be according to the provisions of the Landscaping and Lighting Act of 1972, Part 2,Division 15 of the Streets and Highways Code of the State of California. This report is being prepared to provide for the annual assessment within these boundaries. Payment for the assessment for each parcel will be made in the same manner and at the same time as payments are made for property taxes for each Property. The proceedings will be conducted under the Landscaping and Lighting Act of 1972,Part 2, Division 15, Sections 22500 through 22679, of the Streets and Highways Code of the State of O California. This annual Report is presented for the purpose of levy of annual assessment to the above described properties for the purpose of maintaining the lighting and landscaping during the fiscal year 2000-2001. This report contains the necessary data required to conduct the proceedings and is submitted to the Clerk of the City for filing. Page 3 CITY OF GRAND TERRACE ENGINEER'S REPORT PREPARED PURSUANT TO THE PROVISIONS LANDSCAPING AND LIGHTING ACT OF 1972 SECTION 22500 THROUGH 22679 OF THE CALIFORNIA STREETS AND HIGHWAYS CODE FOR ANNUAL ASSESSMENTS F.Y.2000-2001 Pursuant to Part 2 of Division 15 of the Streets and Highways Code of the State of California, and in accordance with the Resolution of Intention,being Resolution No. adopted by the County of the City of Grand Terrace, State of California, in connection with the proceedings for: GRAND TERRACE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1 AND ANNEXATION NO. 1 TO SAID DISTRICT, hereinafter referred to as the"Assessment District",I, William H. Addington,the duly appointed ENGINEER OF WORK, submit herewith the"Report"consisting of six(6)parts as follows: PART A O Plans and Specifications for the proposed improvements are filed herewith and made a part hereof. Said plans and specifications are on file in the Office of the Clerk of the City. PART B An estimate of the cost of the proposed improvements, including incidental costs and expenses in connection therewith, is as set forth on the lists thereof, attached hereto, and are on file in the Office of the Clerk of the City. PART C An assessment of the estimated costs of the improvements on each benefitted lot or parcel of land within the Assessment District. PART D A proposed assessment of the total amount of the costs and expenses of the improvements upon the several lots and parcels of land within the Assessment District, in proportion to the estimated benefits to be received by such lots and parcels, is set forth upon the assessment roll filed herewith and made part hereof. Description of the work for the proposed improvements and description of all right-of-way, easements and lands to be acquired, if necessary. Page 4 PART E A list of the names and addresses of the owners of real property within this Assessment District, as shown on the last equalized roll of the Assessor of the County of San Bernardino which are incorporated herein by reference. PART F 0 The Diagram of the Assessment District Boundaries showing the exterior boundaries of the Assessment District,and the lot dimensions of each lot or parcel of land within the Assessment District has been submitted to the Clerk of the Agency, a facsimile is included herein. The lines and dimensions of each lot or parcel within the Assessment District are those lines and dimensions shown on the maps of the Assessor of the County of San Bernardino, for the year when this Report was prepared and are incorporated by reference herein and made part of this Report. Page 5 PART A PLANS AND SPECIFICATIONS The installation of planting, landscaping, irrigation systems, lighting and the construction of appurtenant facilities to be operated, serviced and maintained, is more specifically described herein whereas, the landscaping and lighting facilities have been or will be provided by developers as a condition of subdivision of land, on part of the Conditional Use review and approval process. The facilities to be maintained and serviced are generally described as follows: DESCRIPTION OF IMPROVEMENTS FOR GRAND TERRACE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 89-1 The improvements are the operation, maintenance and servicing of landscaping, lighting and appurtenant facilities described as follows: 1. Tract 13364 (a) Landscaping Landscaping,planting,shrubbery,trees, turf, irrigation systems, O monuments, hardscapes, walls, fencing and appurtenant facilities in public right-of-ways and easements within the proposed boundary of said Assessment District. The locations of landscaping and appurtenant facilities are depicted on the Assessment Diagram as shown in Part F,herein. (b) Lig tin_g Poles, fixtures, bulbs,conduits, equipment posts and pedestals,metering devices and appurtenant facilities as required to provide lighting in public right-of-ways and easements within the proposed boundaries of said Assessment District. 2. Tract 14264 (a) Landscaping Landscaping, planting,shrubbery, trees, turf, irrigation system and appurtenant facilities within the Gage Canal right-of-ways. During the fiscal year 2000-2001, responsibility for the maintenance of these facilities shall remain with the developer. Water shall be supplied by and paid for through developer's meter and no costs shall be shown on the tax rolls as assessments for the landscape maintenance during fiscal year 2000 - 2001. Page 6 (b) Lightinna Poles, fixtures, bulbs,conduits,equipment,posts, pedestals, metering devices and appurtenant facilities as required to provide lighting in public right-of-ways and easements within the proposed boundaries of the District. A total of 7 street lights are included in the boundaries of this development. O 3. Tract14471 (a) Landscaping Landscaping, planting shrubbery,trees, and vines with Lot"A"of said Tract 14471, along with irrigation system for the improvements within Lot "A" (b) Li htin Poles, fixtures,conduits, equipment,posts,pedestals, metering devices and appurtenant facilities as required to provide lighting in public right-of-ways and easements%%ithin the boundaries of the District. A total of b street lights are maintained within the boundaries of this development. PART B ESTIMATE OF COST The cost of maintaining improvements for Fiscal Year 2000 -2001 as described in Part A are summarized as follows: Tract 13364 1. Energy Costs - Street Lighting $ 800.00 2. Landscaping (a) Water Supply 800.00 (b) Mowing and Trimming, etc. 2,400.00 (c) Replacement Parts 0.00 3. Contingencies (a) Legal 1,200.00 (b) Engineering 426.58 O (c) Auditor Controller Charge 20.00 (d) Shortage(Last Fiscal Year) 0.00 ANNUAL COSTS (TOTAL) $5,646.58 Tract 14471 1. Energy Costs- Street Lighting 600.00 2. Landscaping (a) Water Supply 300.00 (b) Mowing and Trimming, etc. 2,669.50 (c) Replacement Parts 200.00 3. Contingencies (a) Legal 1,049.25 (b) Engineering 423.47 (c) Auditor Controller Charge 17.00 (d) Shortage (Last F.Y.) Q.00 ANNUAL COST(TOTAL) $5,259.22 Page 8 Tract 14264 1. Energy Costs- Street Lighting $ 866.00 2. Landscaping (a) Water Supply 0.00 (b) Mowing and Trimming, etc. 0.00 Q (c) Replacement Parts 0.00 3, Contingencies (a) Legal 250.75 (b) Engineering 97.89 (c) Auditor Controller Charge 1.00 (d) Shortage (Last F.Y.) 0.00 ANNUAL COST(TOTAL) $1,215.64 Page 9 ASSESSMENT ROLL FOR GRAND TERRACE LANDSCAPING AND LIGHTING DISTRICT NO. 89-1 F.Y. 2000 -2001 ASSESSOR'S PARCEL ASSESSMENT AMOUNT 0275-301-08 $282.33 k 0275-301-09 $282.33 0275-301-10 $282.33 0275-301-11 $282.33 0275-301-12 $282.33 0275-301-13 $282.33 0275-301-14 $282.33 0275-301-15 $282.33 0275-301-16 $282.33 0275-301-17 $282.33 0275-301-18 $282.33 0275-301-19 $282.33 0275-301-20 $282.33 0275-301-21 $282.33 0275-301-22 $282.33 0275-301-23 $282.33 0275-301-24 $282.33 0275-301-25 $282.33 0275-301-26 $282.33 0275-301-27 $282.33 Page 10 ASSESSOR'S PARCEL ASSESSMENT AMOUNT 0275-251-76 $1,215.64 1178-181-16 $309.36 1178-181-17 $309.36 0 1178-181-18 $309.36 1178-181-19 $309.36 1178-181-20 $309.36 1178-181-21 $309.36 1178-181-22 $309.36 1178-181-23 $309.36 1178-181-24 $309.36 1178-181-25 $309.36 1178-181-26 $309.36 1178-181-27 $309.36 1178-181-28 $309.36 1178-181-29 $309.36 1178-181-30 $309.36 1178-181-31 $309.36 1178-181-32 $309.36 Page 11 PART C ASSESSMENT ROLL The proposed assessment and the amount of assessment for Fiscal Year 2000-2001 apportioned to each lot or parcel,as shown on the latest roll at the Assessor's Office is shown on "Assessment Roll for Grand Terrace Landscaping and Lighting District No. 89-1 and Annexation No. V to said District for Fiscal Year 2000-2001. The description of each lot or parcel is part of the records of the Assessor of the County of San Bernardino and these records are,by reference, made part of this Report. The total proposed assessment for the 2000 -2001 Fiscal Year is S 12,121.44. Page 12 PART D METHOD OF APPORTIONMENT OF ASSESSMENT The method of apportionment will be in accordance with benefit received. The benefit is increased in property values received. The benefit is based on increase in property values derived from the facilities provided by the District. 0 In each of the three areas, the benefit is based on the total cost of maintenance within that area, with the total cost for area being assessed equally among the lots within these areas. Page 13 PART E PROPERTY OWNERS LIST The property owner list with the names and addresses of each property owner of each lot or parcel, as shown on the Assessment Diagram in Part F herein, is the list of property owners shown on the last equalized roll of the Assessor of the County of San Bernardino and is, by reference, made part of this report(see Part C, Assessment RoU). ASSESSOR'S PARCEL NO. PROPERTY OWNER 275-301-08 Klinchuch,John F. Klinchuch,Gail F- 14 Sugarpine Drive Trabuco Canyon,CA 92679 275-301-09 Klinchuch,John F. Klinchuch,Gail R. 14 Sugarpine Drive Trabuco Canyon,CA 92679 275-301-10 C &E Mauerhan Family L.P. 210 Narcissus Corona Del Mar,CA 92625 275-301-11 C &E Mauerhan Family L.P. 210 Narcissus Corona Del Mar,CA 92625 275-301-12 Pannier,Barbra J. 2525 Ocean Blvd. #H6 Corona Del Mar,CA 92625 275-301-13 Velarde,Augusto B. Velarde,Margarita B. 17392 Wild Rose Ln. Huntington Beach, CA 92649 275-301-14 Poon,Frank K.C. Poon, Lucy H.P. 1688 Highland Oaks Dr. Arcadia,CA 91006 Page 14 ASSESSOR'S PARCEL NO. PROPERTY OWNER 275-301-15 Vagas,Raymond J. Vagas, Grace C. 37821 Grand Oaks Ave. Palm Desert,CA 92211 275-301-16 Vagas,Raymond J. O Vagas,Grace C. 37821 Grand Oaks Ave. Palm Desert, CA 92211 275-301-17 Deshayes,Arnold Deshayes,Dollie P.O.Box 762 Blue Jay,CA 92317 275-301-18 Deshayes,Arnold Deshayes,Dollie P.O.Box 762 Blue Jay, CA 92317 275-301-19 Kader, Ali H. Kader,Safia A. 24132 Becard Dr. Laguna Niguel,CA 92677 275-301-20 Davanzo, Frank V. Davanzo, Carol A. 27192 Westridge Ln. Laguna Hills,CA 92653 275-301-21 C &E Mauerhan Family L.P. 210 Narcissus Corona Del Mar, CA 92625 275-301-22 Foxel Partners No. 2 6021 Annette Circle Huntington Beach, CA 92647 275-301-23 C & E Mauerhan Family L.P. 210 Narcissus Corona Del Mar, CA 92625 ASSESSOR'S PARCEL NO. PROPERTY OWNER 275-301-24 c/o Mauerharn Investment Co. 537 Newport Center Dr., Suite 368 Newport Beach, CA 92660 275-301-25 C & E Mauerhan Family L.P. 210 Narcissus Corona Del Mar, CA 92625 275-301-26 Kader, Ali H. Kader, Safia A. 24132 Becard Dr. Laguna Niguel, CA 92677 275-301-27 Knuff, Paul G. 6021 Annette Circle Huntington Beach,CA 92647 275-251-81 F.C. Grand Terrace 730 Terminal Tower 50 Public Square Cleveland, OH 44113 c/o Forest City Enterprises, Inc. 1178-181-16 Feldman, Frank 22720 Pico St. Grand Terrace,CA 92313 1178-181-17 Habbas,Munther S. 22710 Pico St. Grand Terrace,CA 92313 1178-191-18 Bigelow, Donovan M. Bigelow,Juanita J. 22700 Pico St Grand Terrace,CA 92313 1178-181-19 Haddow,John S. Jr. Haddow, Pamela S. 12685 Oriole Ave. Grand Terrace, CA 92313 ASSESSOR'S PARCEL NO. PROPERTY OWNER 1178-181-20 Harkey,Kirk R. Harkey,Kristine M. 12675 Oriole Ave. Grand Terrace,CA 92313 1178-181-21 Hubbs,Lucile M. O Hubbs,Paula A. 22755 Franklin St. Grand Terrace,CA 92313 1178-181-22 Collins,Teresa S. 22745 Franklin St. Grand Terrace,CA 92313 1178-181-23 Qs,Jess Quiros,Maria E. 22735 Franklin St. Grand Terrace,CA 92313 1178-181-24 Mattheson, Wayne 0 Mattheson, Esther 12655 Pruitt Ct. Grand Terrace,CA 92313 1178-181-25 Yong, Alberta L.H. 12645 Pruitt Ct. Grand Terrace,CA 92313 1178-181-26 Shimel,Marvin M. Shimel,Virginia L. 22240 Van Buren St. Grand Terrace,CA 92313 1178-181-27 Richardson, Blair Richardson,Kim 12625 Pruitt Ct. Grand Terrace,CA 92313 1178-181-28 Leaper,James D. Ortiz-Gonzales,Elizabeth 12615 Pruitt Ct. Grand Terrace.CA 92313 Page 17 ASSESSOR'S PARCEL NO. PROPERTY OWNER 1178-181-29 Martinez,Arnold 12610 Pruitt Ct. Grand Terrace, CA 92313 1178-181-30 Delgado, Emiliano Carrillo,Julianne 12620 Pruitt Ct. Grand Terrace,CA 92313 1178-181-31 Acosta, Larry Acosta, Kori 12630 Pruitt Ct. Grand Terrace, CA 92313 1178-191-32 Bavadian, Shapour Barvadian, Gita 12640 Pruitt Court Grand Terrace, CA 92313 Pacp 1 R PART F ASSESSMENT DIAGRAM An Assessment Diagram for the Assessment District has been submitted to the Clerk of the City in the format required under the provision of the Act. The enclosed is a facsimile of subject submittal and is included herein. The lines and dimensions of each lot or parcel within the O Assessment District are those lines and dimensions shown on the maps of the Assessor of the County of San Bernardino,for the year when this Report was prepared,and are incorporated by reference herein and made part of this Report. Dated this day of ,2000. William H.Addington Engineer of wont PRELIMINARY APPROVAL BY THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, ON THE DAY OF 2000. Brenda Stanfill Clerk of the City of Grand Terrace State of California FINAL APPROVAL BY THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA,ON THE DAY OF ,2000. Brenda Stanfill Clerk of the City of Grand Terrace State of California Page 19 . . C�QG�QC�C� �.-1-I SAN BERNARDINO COUNTY . CALIFORNIA PURSUANT is DIVISIaN 15 PART 2 OS S'SMENT� DISTRICT 89-- 1 1GHti✓AY5 Caaf IANDSCAPINC AYa LICHTING ACT OF Isrz r 1RTS ACT 0. 13364 .- rERRAC P1NE5 = 10 e[17•IO.Ir I us w t• 1 � -s c .. Ti _ + � oft a \ .J 6 �rre ~� �p Ir+• ru' 'r•rt• i J yr« r.0'.0' rr •DRIVC �' .'. 11 �� 1402 u y PINES /[rl-Ia-re PROJECT N t •* `1 II SITE i— '' a10 pt � I aro rwr.t:Esa �� t6s'' ... ..... '•'r'ur• `f 1• _ �"• a. � \\ � ;. '�� : yL � �� � i — � � � " � � '• any+. � I oNu t OT e.ti►+ � � g O �u tip L � � 13, 7 •�i I W �i s r, i ti g n S1[! � err• Sri � '. / 0.=fwS 1 ° il,.. 9ilyCHyit y`� c zz a �� to� ' .r..r` •► WAY W a s + 1 7 fir= iol.[T i = - I,!! As. 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I TO ASSESSMENT DISTRICT 89- 1 PURSUANT TO DIV IS10N' 15 PART 2 OF STREETS 13 HtGHWQYS CODE LANDSCAPING AND LIGHTING ACT OF 1972 rwi Irara GIs ATscL9aT sueaan son AsscssKsr irotimr 3G�LE6 f ' 'a• .r �I11tr!tSv1q~4ctifR. AicESArro=ra CIS E oil c+i=%I OF 1I 1■�apc 99��yy T a �rt°�o�i'�K T arm as 19 3 1Is iAty, t LOT I W Il 17 ACRES ' I 9LTT C- LEW b>. .c c AiM1 275•25L•7% .vnoc-$ I I ICt>�00 so 0r7IR 1 ilt W(ilitLNo I Simi _ r _ e.a 4 +. a�i .nay�cc�i7�ILii - wrrK •wu.c + � as� ,�wr o►Anc s.sy Kr �I LAito R Im CUT c CIL ILANDSCAPEf� LAAPE AR[ iA tli�j ,r,.At rw.fr t 1 ltllfil[7I i E.M. W., "too n 01 ASL[1";"11l i nli INaw �mar Dolt+lue eeeawa ti �IIf in tr�•ar:ITT 0".s MO[io;rye uwvuwtluR l 0•tIQt11 i II�ta11 i�clY�t a M rYan��r I q`r'itccAYl K «i.r Of r .I sAl.e. anAa 1 j I � a Mac 1�7 AC, R Z ze.c. 431 w� 4iq L MM ...blf. IC a9s}R.•.7i+ n ! niisGrca n20AC. ans.- f afacarc Mica Wrb r [[ f+� .atla KbtM W.N `I fIa•' .9.�tlbb SCALE I r °ira' t �.eaa nrga 1%�. j +�i/6F37 a � �7S�J zg ° �==u vecer aa. eCL Mae ° .3.147/91-9 �rr�"a0"�.an�aw ru rs 70''a-u Fwwla+T+ srFEET _ �r 1 J S i T � � MNftAt Aanslcrt I 2 O7Ri.A.ic. �� . iASI.IA�tI� tirrller is.I iou�.iT an,e _ nli.e. —nliAe oAOAe 3 0 //"v ydi 23 Z nOvi qa Y" aura � ..J' n .rm an rlc�ialy t 1 L I Y[C kl i 1� v l a K r me ri - . FAM REQUEST OF ` PICO S TRETrT 5T&Q l �t s k n 4 1 J AT F I a PAGE OF j s• Z SA>l KOLUM mom MECUM' FfE KICAK 1< ASSOCIATES CITY OF GRAND TERRACE ASSESSMENT DIAGRAM awl CIVIL ErwnfERS ANNEXATION NO. I TO ASSESSMENT DISTRICT 89.1 1 zlet. CALIFO IloAll. SUITE 'v LANDSCAPING AND LIGHTING ACT OF 1972 v gIMO tERNACE� CALIF6IIAIA !7]7• /'n F7S-li17S 1 COUNTT OF SAN KIIIIAIOIIIp. STATE OF CALIFORNIA a Rand TE Community and Economic Development Department STAFF REPORT CRA ITEM ( ) COUNCIL ITEM (X ) MEETING DATE: JULY 26, 2000 FUNDING REQUIRED NO FUNDING REQUIRED SUBJECT: Barton Road Median Improvements Mid-Block between Canal Street and Mt Vernon Avenue RECOMMENDATION: Receive Input and Provide Guidance Backaround: This issue has been studied per continued request of residents, business owners, Planning Commissioners and City Council Members themselves. The Planning Commission, at its meeting on May 18, 2000, unanimously recommended that City Council proceed with installation of the proposed improvements. Please review Attachment D, the Planning Commission Minutes draft. The purpose of today's meeting is to evaluate the technical report, receive public input and provide guidance to staff. At least two options are available: Option 1: Should Council determine there is evidence of a hazardous situation then the implementation of mitigation measures will be required and the issue will need to be set for formal public hearing and environmental review. Staff can be ready for a public hearing on August 24, 2000. An approval resolution will be drafted authorizing staff to go out for bid and appropriation of the necessary funds (approximately $16,519). Option 2: If Council determines that there is not a hazardous situation then Council can direct staff to prepare a resolution to include its findings. Please refer to City transportation/traffic engineer's technical report for a description of the issue, previous City actions, existing conditio6s, proposed improvements and respective costs. The groundcover landscaping was eliminated for cost containment purposes. Please note that the extended Barton Road Beautification project and its proposed median is not part of this meeting. Please refer to the notice mailed to all Barton Road Specific Plan property owners and businesses (Attachment C) focusing the discussion on the specific segment of Barton Road directly in front of Town and Country Center, including Bank of America, Grand Terrace Professional Plaza and Stater Brothers loading access. Attachments: A- Technical Traffic Report by TEP B - Meeting Flyer C- Planning Commission draft minutes dated May 18, 2000 w p an i on e i n epo ��'� anon oad • wand Terrace, Cali ornia 92313-529 ��Q� 4-�F�?����w TEP P.O. Box 18355 Phone/Fax: Irvine CA 92623 949 552 4357 July 16, 2000 To: Patrizia Materassi, City of Grand Terrace, Community and Economic Development Director From: LACraig S. Neustaedter, P-E_, City Consulting Traffic Engineer 0 Subject: Barton Road Median Improvements Issue: The section of Barton Road between Canal Street and Mt. Vernon Avenue is located in the City of Grand Terrace. Over the past several months, residents and business owners have become concerned about increased congestion and hazardous conditions throughout this stretch of roadway. Several existing conditions contribute to this problem including. • Extensive commercial development immediately adjacent to both sides of Barton Road between Canal Street and Mt. Vernon Avenue. • 15 existing driveways located within a 1/4-mile stretch of roadway and no existing 0 ingress/egress controls_ • Increasing daily traffic volumes. The most critical problem area on Barton Road is an approximately 250 feet segment. On the north side of this segment is the driveway for the Town and Country Center; on the south side are the driveways for the Grand Terrace Professional Plaza, Bank of America, and the Stater Brothers loading dock. These are all high-volume driveways. In addition, there is a considerable amount of traffic that traverses Barton Road to travel between Town and Country Center and Bank of America. In addition, the Bank of America exit driveway and the Stater Brothers loading dock driveway are located immediately adjacent to each other. This creates a condition of numerous conflicts. Previous City Actions In the summer of 1999, City Council asked staff to review traffic conditions on Barton Road between Mt. Vernon and Canal Street in response to numerous complaints. A presentation was made to Council on Barton Road in January of this year. Council directed continued study of this issue. Transportation Engineering and Planning, Inc. On May 18, 2000, a proposal was presented to the planning commission to address the 250 feet segment of Barton Road fronting Town and Country Center. The planning commission the staff recommendation contained in this report. Existing Street Conditions • Length and Width of Street Segment Barton Road from Canal Street to Mt. Vernon Avenue is approximately 1,100 feet in length. The street is fully improved with a curb to curb width of 72 feet. Sidewalks are installed on both the north and south side of the roadway, except for a limited distance on the south side. • Existing Lane Configuration/Average Daily Traffic Barton Road from Canal Street and Mt. Vernon Avenue currently has two (2) through lanes striped for both east and westbound traffic. Barton Road also has a two-way continuous turn lane striped throughout the length of this section. The continuous turn lane transitions to a dedicated left turn pocket at both Canal Street to the west and Mt. Vernon Avenue to the east. Average daily traffic (ADT) for this portion of Barton Road is 16,800 vehicles east of Canal Street and 13,200 vehicles west of Mt. Vernon Avenue. • Existing Commercial Access/Driveways Barton Road from the intersection of Canal Street to the intersection of Mt. Vernon Avenue currently has 7 access points on the north side of the roadway and 8 access points on the south side. There are currently no turning restrictions at any of the 15 existing access points. • Existing Traffic Control Devices Barton Road at Canal Street and Barton Road at Mt. Vernon Avenue are both signalized intersections. Traffic Collisions Traffic collision records were reviewed for the most recent three-year period that is available, January 1, 1997 to December 31, 1999. The purpose of this review was to identify all recorded collisions for Barton Road that could be attributed to access/egress conflicts. The database of traffic collisions is maintained by the California Highway Patrol (CHP). It should be noted that most collisions which involve property damage only are not recorded in the CHP database. There are no records of collisions in the CHP database for this time period for the segment fronting Town and Country Center. Transportation Engineering and Planning, Inc. Proposed Improvements The proposed improvements entail the following components: 1) Construct a raised median, approximately 70 feet in length, that extends east of the Town and Country Center driveway, fronting the Bank of America exit only driveway, and the Stater Brothers loading dock driveway. 2) Construct a raised median, approximately 130 feet in length, that extends west of the 0 Town and Country Center driveway, fronting the driveway entrance and exit to the Grand Terrace Professional Plaza and Bank of America. The median will be channelized for left turn ingress to the Town and Country Center, 3) Post right turn only signs for the exclusive exit driveways of the Grand Terrace Professional Plaza and Bank of America; and the egress lane of the Stater Brothers loading dock driveway. The attached figure shows the existing condition and proposed Barton Road median modifications. This figure also illustrates the driveway movements that will be eliminated as a result of the proposed modifications. Cost Estimates 0 Description . �.�... ..r.. . . Quanta UOM Unit Price Total Project Sign 1 EA $500 � $500 Traffic Control 1 LS $5,000 $5,000 Sand Blast Existing Striping 1 LS $1,250 $1,250 Paint Traffic Striping & Install RPM's 1 LS $1,000 $1,000 install 6" Curb 430 LF $8.00 $3,440 Landscaping A- oB- 1ErEl) Install Driveway Si na e 1 LS $600 $600 Median Nose Si na e 1 LS $500 $500 Sub-Total $15,790 Plus 10% Contingency $1,580 Contract Administration $3,000 Total Estimated Project Co21 $16 , 519 * Minimum unit price for ground cover only. Landscaping cost may be significantly higher depending on this selected treatment. Transportation Engineering and Planning, Inc. g 117 1 1113 T � 4 7 F / ApF 7, 7 e 2 93o b 6 O� EXISTING C❑NDITION -77 3 U8 101 @1) 16 L4 115 3 ( 1 � 4 Moves Eliminated: PROPOSED OO T,&C, CENTER TO STATERS L.D. Q G.T. 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'sr .r:t I r�•off 7• �_ '+ i=• a�� "�'.' x.• a OU'RE INVITED TO PARTICIPATE Barton Road Traffic Improvement Informational Workshop Tuesday, July 25, 2000 at 6:00 p.m. City Council Chambers 22795 Barton Road Grand Terrace Discussion Items: Traffic Safety Concerns Mid-Block between Canal & Mt. Vernon Business Owners & Residents We need your input. . . BE INVOLVED AND MAKE A DIFFERENCE IN YOUR COMMUNITY!! ffliRb GRAND TERRACE PLANNING COMMISSION MINUTES OF REGULAR MEETING MAY 18, 2000 The regular meeting of the Grand Terrace Planning Commission was called to order at the Grand Terrace Civic Center, 22795 Barton Road, Grand Terrace, California on May 18, 2000 at 7:05 p.m. by Chairwoman, Fran Van Gelder. PRESENT: Fran Van Gelder, Chairperson Doug Wilson, Vice-Chairperson Mary Trainor, Commissioner Maryetta Ferre', Commissioner Patrizia Materassi, Community and Economic Development Director Craig Neustaedter, Transportation Consulting Engineer Q John Lampe, Planner Pat Lunsford, CEDD Secretary ABSENT: Matt Addington, Commissioner Approximately 15 property owners and business owners attended. 7:05 P.M. CONVENED SITE AND ARCHITECTURE REVIEW BOARD/ PLANNING COMMISSION MEETING * Call to Order * Pledge of Allegiance by Commissioner Trainor * Roil Call * Public address to Commission shall be limited to three minutes unless extended by the Chairman. Should you desire to make a longer presentation, please make written request to be agendixed to the Community Development Director. PUBLIC PARTICIPATION: None A 'TT A 4`1T TA Ar"-% T.-., PLANNING COMMISSION MEETING MINUTES Page 2 May 18, 2000 ITEM#1 E-00-02 BARTON ROAD BEAUTIFICATIONITRAFFIC IMPROVEMENT WORKSHOP CITY OF GRAND TERRACE BARTON ROAD COMMERCIAL CORRIDOR Staff report was presented by Community and Economic Development Director Patrizia Materassi. She explained there are two reasons for this workshop: 1. To present the staff report, including information from the City's contract traffic engineer, Craig Neustaedter, present at the meeting; and get input from Planning Commissioners and the public; and 2. To gather support for two major City projects. A. A long-term project for the beautification of Barton Road; B. A short-term project dealing with traffic mitigation measures for traffic improvement in the area of Barton Road in front of Bank of America, Town and Country Center and the Stater Bros. Shopping Center. The long-term project for Barton Road Beautification is expected to take approximately 3 to 6 years. The Barton Road Beautification idea was a recommended by the General Plan Task Force 5 years ago. Members of the community formed the task force to assist staff in the City's General Plan Update. After 3 years of study and discussion by the Task Force they made 8 major recommendations for the City's future, in addition to a City Vision. The main messages in the Vision are to protect what the City has (quiet low density residential neighborhoods with low crime) and strive for sustainable growth, which is long-term solvency for the City. That solvency includes the vision of development of a City Center. The idea of a planted median was to enhance the appearance of Barton Road to attract businesses and pedestrian traffic for the City Center. Tree height is recommended to be '2 the width of Barton Road. The Strategic Action Plan, adopted by resolution by City Council to guide implementation of the General Plan, calls for a median in Barton Road as part of the City Center and Barton Road Beautification Plan. The General Plan Open Space Element says some of the City's open space is to be used to improve the City's identity. The Barton Road median was included to enhance the City identity. In the Air Quality Element the idea of planting trees is supported to improve air quality. The Circulation Element indicates a median on Barton would increase pedestrian safety by organizing traffic flow. A dialog was started by adoption of the Strategic Action Plan to explore methods by which the City can survive and support itself independent of State revenues. A program of subsidies or loans to businesses to improve landscaping, parking layout, building facade is being studied. Director Materassi asked for support for Barton Road Beautification from Planning Commissioners, residents and business owners in the audience. Staff would like suggestions of what citizens would like to see in a median; also, to know how the City can help businesses. She invited anyone interested in attending future workshops to give their name to the r)lannina secretarv. Again .-,hp PLANNING COMMISSION MEETING MINUTES Page 3 May 18, 2000 said staff needs public input from business and property owners. It needs to be a joint effort. Director Materassi said the short-term project resulted from many complaints of residents, customers of local businesses and parents using the City's Child Care Center. Safety concerns were raised and City Council requested a study by the City's contract traffic engineer, Craig Neustaedter. This project also relates to a median on Barton Road from Canal to Mt. Vernon. Mr. Neustaedter was asked to propose some mitigation measures to improve safety in that area of Barton Road. When City Council received Mr. Neustaedter's study and report on suggested mitigation recommendations they asked staff to get Planning Commission recommendations and public input. No decisions will be made by the Planning Commission, just recommendations. Another public hearing will be held by City Council in the future before they make a final decision about a median. Craig Neustaedter introduced himself as the City's traffic engineering consultant. He said he was asked to do a traffic study on the 1100 ' long section of Barton Road from Canal to Mt. Vernon. He explained there are too many driveways in too short of a distance, resulting in many traffic conflicts. Following his review he developed two possible plans for the City to gain access control and improve safety in that section of Barton Road. He distributed plans to Planning Commissioners to review. Plan #1 calls for re-striping and signage. Plan#2 calls for construction of a raised median and would provide more positive traffic control for cross traffic on Barton Road. Mr. Neustaedter said his direction at this meeting is to discuss the most problematic segment of Barton Road, between the westerly Bank of America driveway and the driveway to the loading dock for Stater Bros. Market. He showed overhead transparencies to demonstrate the area of the short-term project, and explained there are 8 ingress/egress lanes in a very short distance. Mr. Neustaedter illustrated the 10 conflicting movements possible. He characterized it as an "insane" traffic pattern and said the City is trying to gain some control over the situation by introducing some type of median control. He explained 6 of those movements could be eliminated with implementation of either the proposed double double yellow striped median or a raised median. He explained a double double yellow striped median is legally enforceable as a raised median. If either a double double yellow striped median or a raised median is installed in the subject area of Barton Road traffic will be restricted to only the following movements: I. Southbound left turn from Town & Country Center; 2. Southbound through movement from Town & Country Center; 3. Eastbound Barton Road left turn into Town & Country Center; 4. Westbound Barton Road left turn into Bank of America; PLANNING COMMISSION MEETING MINUTES Page 4 May 18, 2000 The following turning movements would be eliminated: 1. Northbound through movement from Bank of America into Town & Country Center; 2. Northbound left onto Barton Road from Bank of America; 3. Northbound through movement from Stater Bros. loading area; 4. Northbound left onto Barton Road from Stater Bros. loading area; and 5. Westbound left from Barton Road into Stater Bros. loading area. 7:25 P.M. PUBLIC HEARING OPENED Chairwoman Van Gelder explained each speaker must fill out a "Request to Speak" form and will be restricted to 3 minutes. Barbara Pfenninghausen 22111 Ladera St Grand Terrace, CA 92313 Ms. Pfenninghausen said it is a privilege to speak before the Planning Commission. She said when she was a council member about 10 years ago they struggled with the same problem. She asked if there is a high rate of accidents in the subject area. Mr. Neustaedter said he reviewed a 2 year period and found at least 5 collisions, 3 which would be correctable with right-of-way controls. He explained the information is based on the Switters Reports, which the Sheriffs Dept. files with the CHP. The Sheriffs Dept. is required to file reports with CHP when an accident involves an injury or fatality. He said there is a likelihood there have been other accidents involving property damage only. They would not be included in the Switters Reports which he reviewed. In response to a question from Ms. Pfenninghausen, Mr. Neustaedter said it may be possible to collect property damage reports from the Sheriffs Dept. but it is an extremely time consuming and labor intensive process. Each traffic collision report must be reviewed. Ms. Pfenninghausen said she believes the City has a liability issue now existing if we now have this information and choose to do nothing to make that area of Barton Road safer. She said she has never seen an accident in the subject area in the 25 years she has lived in Grand Terrace. She said it may be difficult to plan a comprehensive beautification program for Barton Road because it may create a difficult traffic situation for residents on the north side of Barton Road if the median is extended west of Canal to Michigan. She agreed it appears there is a serious situation in front of Bank of America but suggested we may need to get more detailed information about additional property damage accidents not included in the Switters Reports. PLANNING COMMISSION MEETING MINUTES Page 5 May 18, 2000 Rex Edmundson 22111 Newport, Space #164 Grand Terrace, CA 92313 Mr. Edmundson said he has a business at 22476 Barton Road. He said he has had his barber business in Grand Terrace for 45 years. He said he goes to Bank of America at least 1 or 2 times each week. He has seen 1 accident since Bank of America has been there. He said the proposed median would cut off eastbound Barton Road traffic to his business. He said if the City doesn't want to help businesses he will move to Colton on Washington where there is no median. He asked if staff has done a study in other areas of the impact of a median on businesses. Mr. Edmundson said he owns another parcel on Barton Road west of Canal. He said it is rented as residential and there is no way he will be able to develop it if there is a median on Barton Road. Mr. Edmundson said he is ashamed to say he lives in Grand Terrace when he sees the gray building at the northwest corner of Barton Road and Mt. Vernon. He concluded by saying a median from the 1-215 freeway to the east City Limits would push traffic from the freeway all the way through town. Mr. Neustaedter responded to Mr. Edmundson's inquiry about a median study by saying he could not tell Mr. Edmundson what economic impact a median would have on his business but he said he has dealt with access control issues for 20 years. There are frequently complaint from retail shop owners about medians but he knew of no instance where median installation resulted in a business failure in the vicinity of the project. Barney Karger 11668 Bernardo Way Grand Terrace, CA 92313 He said he has been building in Hesperia for 15-20 years. About 5 yrs. ago the City began installing medians and his experience is that businesses do move when medians are installed. Two real estate office he knows of in one particular shopping center went out of business and a third moved to another city. "No governmental agency every does anything right!" He stated no business should every get a subsidy from the City. Businesses with either make it on their own or they won't. Likewise, no property owner should ever be given anything free. Mr. Karger said he goes to the Bank of America 6 to 10 times per month. He has never seen an accident and has never had a problem in front of the Bank of America. He said there is no reason for a median, he referred to "Hitler and his salami gang". Mr. Karger acknowledged there is traffic during the morning and evening rush hours, but "the rest of the time a blind man can cross the street and not worry about the traffic." He offered to cross the street with a blindfold and white cane. PLANNING COMMISSION MEETING MINUTES Page 6 May 1E, 2000 Mr. Karger opposed placing trees in a median because of City liability. He said trees on the sides of streets are fine but doubted the City would care for them. He said several years ago he offered to personally plant trees on the east side of Mt. Vernon from Barton Road to Pico St., but the City would not accept the responsibility to water them. 4 7:45 P.M. PUBLIC HEARING CLOSED Chairwoman Van Gelder explained the purpose of the meeting is to come up with ideas to send forward to the City Council. Chairwoman Van Gelder said: 1. The double double yellow striped median would be valueless; a median must be raised to be effective; 2. The area in consideration is a major accident waiting to happen; 3. The City has a responsibility to make our streets as safe as possible; and 4. A planted median would add to the aesthetics of the City. Commissioner Trainor said she has seen many "very near misses" between vehicles turning from westbound Barton into the Bank of America and eastbound traffic turning into the Town & Country Center. She said there is awareness, courtesy and consideration necessary and it doesn't always happen so tempers often flare. Commissioner Trainor said she grew up in a small family business and appreciates how important it is for the careful and thoughtful planning of the placement of left turn lanes in a median. She said since the City is aware there is a problem at the subject location she feels we now have an obligation to act to improve the traffic safety. She agreed with Chairwoman Van Gelder the double yellow painted line may be more confusing and it still permits violation. She asked if Mr. Neustaedter had some information on striping vs. a raised median. Mr. Neustaedter said time raised median is much more effective. Legally the double double yellow striping has the same standing as a raised median - encroachment into that area is prohibited. A greater level of enforcement would be necessary to implement the striping option vs. raised median. Mr. Neustaedter recommended used of the raised median if at all possible. Commissioner Wilson said everyone would have to agree the planning was poor regarding the driveway placement when these driveways were approved by the County before incorporation. He observed there are several driveways very close to our main intersection (Barton Rd. and Mt. Vernon), but he said there should be a way to provide access to some of the small shops on the north side of Barton east of the short-term project area. He suggested comments be limited to the short-term project area in front of Bank of America, Town & Country Center and the Stater Bros. loading area PLANNING COMMISSION MEETING MINUTES Page 7 May 18, 2000 driveway. He suggested trying to help the traffic safety issues at the subject location to see if it actually does make a difference. The businesses on the north side of Barton would probably not be affected. Commissioner Wilson agreed with the other Commissioners and staff there is no �1 practical use for the double double yellow lines. He said he has seen Arizona-type LJ median used effectively. He described the Arizona-type median as a raised, rounded median with rock, similar to a huge speed bump. He said he is definitely in favor of trying the short-term project. More than 1 citizen has asked him about the safety of Barton Road in front of Bank of America. He reiterated it was not current staff or Planning Commission Members who approved the problem area. Commissioner Ferre' asked staff if a raised median is to be installed, if it would be planted or with rocks. Director Materassi said the potential funding available would provide for a raised median with only ground cover. Planting with trees would require the city to pursue funding and a landscape contract. Commissioner Ferre' said she shops in Grand Terrace and is uncomfortable driving in the subject area because of traffic safety concerns. She said she is in favor of trying something to resolve the problem. Chairwoman Van Gelder asked if that was sufficient direction from the Planning Commission. Director Materassi responded in the affirmative. 7:55 P.M. ADJOURNED SITE AND ARCHITECTURE REVIEW BOARD/PLANNING COMMISSION MEETING 7:55 P.M. CONVENED PUBLIC WORKSHOP SESSION • Information from Commissioners — Chairwoman Van Gelder asked Director Materassi what happened at the 5-11-00 Economic Development Workshop with City Council_ She said she was prepared to watch it on Channel 3, but it was not televised. Director Materassi said she thought it was going to be televised. She apologized for the inconvenience. She told Commissioners she would mail each a copy of the staff report prepared for the workshop, — Chairwoman Van Gelder asked staff about the Rite Aid project_ She noticed the construction trailer is now gone from the site. Director Materassi said the developer is trying to secure another tenant. The bank does not want to loan money for a Rite Aid store, based on the financial instability of Rite Aid. Chairwoman Van Gelder expressed concern about the parking situation in the Town and Country Center. It is very difficult to find a parking space. Director Materassi said there is also parking in the back of the center. The area behind center on the west side is also for the shopping center. She suggested the property owner may want to install a sign referring motorists io the rear for additional parking. PLANNING COMMISSION MEETING MINUTES Page g May 18, 2000 — Commissioner Wilson asked what type of business is going to be in the old Sprouse Ritz building. Director Materassi said the building is being split into 2 spaces. One tenant will be a beauty salon/supply store relocating from Colton named Bailey's Beauty Salon. — Commissioner Trainor asked about the old gas station site at the SW corner of Barton Rd. and Mt. Vernon. Director Materassi said the Jack in the Box restaurant people decided it could not work at that location. The property owner in escrow has now proposed another gas station for that site, although at this time there has been no application filed. She pointed out gas stations are not a permitted use in the BRSP village core area. When the City Manager recently asked City Council Members about what they thought of the idea Council felt if the BRSP standards can be met they would consider approval of the gas station at that site since that corner is such a difficult property to find a tenant for. Director said although it is possible for a gas station to meet the standards it world be very difficult. Commissioner Ferre' asked staff about the time line for the Hollywood Video store. Director Materassi said the building permit has been issued and they are moving very quickly - probably within 2 months. 8:00 P.M. ADJOURNED PUBLIC WORKSHOP SESSION NEXT PLANNING COMMISSION MEETING TO BE HELD ON JUNE 15 2000. Respectfully submitted, Approved by, ,4, flk /t Patrizia Materassi Fran Van Gelder Community and Economic Development Director Chairperson, Planning Commission 05-24-00:pp w:lplanninglmi nules105-18-00.min a ROOD TER c Community and Economic Development Department STAFF REPORT CRA ITEM { } COUNCIL ITEM (X ) MEETING DATE: JULY 25, 2000 FUNDING REQUIRED X NO FUNDING REQUIRED Additional $ 9,000 for Contract Services 3.700 5% Contingency $12,700 from Redevelopment Funds Account#32-370-250 SUBJECT: Retail Recruitment Contract for Economic Development Systems (EDS) LOCATION: BRSP, CM & C2 Areas Adjacent to 1-216 Freeway RECOMMENDATION: Approval Background: During the City's recent fiscal budget meeting, $65,000 was allocated for staff to hire a retail recruitment consultant to help staff implement our economic development strategy. The City Council suggested that open bids be conducted or that the final proposal/contract be submitted to City Council for confirmation. Staff worked very closely with the consultant to reduce costs and establish measurable goals. Today we are submitting EDS's final draft proposal for your review. Jim Harrigan, one of the two principals of EDS will attend the meeting to answer any questions. At least six references were contacted and were all positive. Following is a summary of comments by references staff talked with: EDS is an excellent"match maker" of retailers and cities; EDS has an outstanding network of relationships with developers, brokers and retailers; EDS creates awareness about economic development; EDS helps bring property owners and business owners to think in the same direction about long-term leases and better tenants; and EDS draws from a regional trade area, not just from a local one EDS brought businesses that would not otherwise think of locating in our city. 22795 Barton Road • Grand Terrace, California 92313..12A IoQfi) W_ Ik A M P Additional funding is required to cover marketing meetings, expenses, specialized data collection and any contingencies, due to the fact that we do not have economic development staff in addition to the Director to provide support services to the consultant. Total contract costs will be $77,700. An Addendum to the contract will be provided at the meeting listing minimum committments of marketing activities and reporting. Scope-of Work: Please review attached scope of work/services to be provided. A copy of the full proposal is available upon request at the CEDD and will be available at the meeting. Please feel free to call for a copy. All parties confirm that retail recruitment is a long term investment because we do not have control of the land and business relationships take time to nurture. We cannot expect miracles to happen within a short time frame. Most cities extend contracts over several years. Last, and most important, this is not just a "business attraction", but is also a "business retention" effort. The biggest beneficiaries of this service will be our local retail center owners and vacant property owners. Jim Harrigan of EDS will help them to market their land and lease their spaces. A kick-off meeting will be scheduled to introduce EDS to the target community and all other interested parties. Ideally, in the near future they will be comfortable calling each other and marketing togetherl Recommendation: Move to: 1. Authorize appropriation of$12,700 of redevelopment funds to Account 32-370- 250; 2. Incorporate addendum to proposal/contract; and 3. Direct staff to sign contract with EDS. Attachments: EDS draft goals and scope of work w k. . Ap1ann1ng1cckEDS Contract Report 7-25-OO.wpd riomI � Dpy� Cyr -Lap rl r 436 Caile Mayor Second Floor Redondo Beach, Colifornio 90277 May 3, 2000 310.375.5821 FAX. 310.375.8641 4 Ms. Patrizia Materassi Community and Economic Development Director City of Grand Terrace 22795 Barton Road Grand Terrace, California 92313 Subject: Qualifications and Proposal for a Retail Recruitment, Retention and Revitalization Program for the Barton Road Specific Plan and for the C2 and CM Freeway Frontage Dear Patrizia: Thank you for your interest in the programs of Economic Development Systems ("EDS") and for the opportunity to submit our qualifications and proposal for Retail Recruitment, Retention and Revitalization services. This cover letter and proposal are designed to be made part of any subsequent agreement and references the commercial districts known as the Barton Road Specific Plan and the C2 and CM freeway frontage ("Program Area") and specifically a focused area to be delineated and defined at a later date. The aforementioned Economic Development Systems' Retail Recruitment Program has proven to be a successful, quick starting process beginning with an initial market analysis and marketing plan design phase, followed by an immediate, proven, recruitment program crafted to also supplement and retain the successful businesses in the existing retail base. Patrizia, please allow me to introduce Economic Development Systems to you and explain why EDS is the foremost Retail Recruitment and Retention consultant in the Western United States. Please note: • During the last nine years EDS has focused off`- on the design and implementation of retail and developer recruitment programs to spur private investment and create additional value by increasing, Ms. Patrizia Materassi May 3, 2000 Page 2 and diversifying the tenant mix in downtown retail "streetfront" entertainment districts, neighborhood business communities and commercial corridors. • Economic Development Systems' program studies and implementations have been in effect, and proven effective, in the California cities of Long Beach, Pasadena, Los Angeles, San Diego, Palmdale, San Jose, Azusa, Rialto, Lawndale, Culver City, Hermosa Beach, Riverside, Santa Ana, Fullerton, Bellflower, Huntington Beach, Santa Paula, La Puente and will be commencing soon in Cypress and Gardena. • This focus has/is revitalizing stagnate or new sub-markets such as Pine Avenue, Los Altos and Queensway Bay in Long Beach, Colorado Boulevard and the Playhouse District in Pasadena, Downtown San Jose, Westwood Village in Los Angeles' Westside, the Palmdale Trade and Commerce District, Pier Avenue in Downtown Hermosa Beach, the Studio District in Downtown O Culver City, the Downtown Pier District in Huntington Beach, as well formulating a never implemented retail recruitment plan for the Mission Inn District in Downtown Riverside. • The benefits of our Retail Recruitment Implementations include: • Greater entertainment, dining and shopping opportunities for residents and visitors; • The introduction of traffic generators for the betterment and retention of existing retail businesses; • Added revenues by reducing sales tax leakage to surrounding communities; • Job creation; • A decrease in retail business turnover by providing more variation of tenant categories, resulting in a more stable, Ms. Patrizia Materassi May 3, 2000 Page 3 better balanced, successful commercial district; • Support for local landlords who may not have the way or means to promote Qtheir property to the brokerage and/or tenant community, and; • The pro-active placement of businesses that should be in your retail districts, versus accepting whomever "just shows tip". = Our two principals have over forty-six years of collective experience in business recruitment and retention services in the Los Angeles, San Diego, Riverside, Contra Costa, San Mateo, San Bernardino, Ventura, Santa Clara and Orange County areas. • We work closely with associate team members such as Gensler; Economics Research Associates; The Arroyo Group; Hyett/Palma; Kotin Mouchly Group; Seifel Associates; Asset Strategies; Sedway Associates; Linda Congleton & Associates, etc. Patrizia, rather than simply submit our own "Scope of Work" in the following proposal, we will also provide our "Goals" exercise which we normally develop as an important initial step in this work program. This step should provide a tool for discussion with City management and staff to fine-tune the subsequent Scope. Regarding the time frame of our Scope, it is our opinion, based on our recent recruiting experiences in similarly positioned commercial districts, that a minimum of 10 hours per week are needed to maintain momentum through the Phase One Design (Market Analysis and Marketing Plan Development) and 10 hours per week for the Phase Two Implementation (Recruitment Plan). Fewer hours will not produce consistent, tangible results. Please note the Production Schedule (Attachment "A") listing the approximate start-up times for the various Program components. As stated for Phase One, at 10 hours per week, we estimate the remaining Program Area's data base development, compilation and analysis, including marketing package development and necessary review meetings, from week one Ms. Patrizia Materassi May 3, 2000 Page 4 through week twelve, with the 10 hours per week recruitment plan beginning at week thirteen and lasting through week forty-eight. The Analysis/Design Phase, as outlined in the following proposal, will be the only "study" that EDS will need to proceed to Phase Two, Recruitment Implementation. The aforementioned tangible results (e.g., lessorltenant negotiations and/or retailer tours of available space) will begin at approximately the 36-week Recruitment Phase mark and extend until our mutually agreed objectives are met. If less than the proposed hours are requested, adjustments for all areas of performance will be adjusted accordingly. Our fee structure, outlined on Proposal page 5, assumes that certain segments of the listed Scope of Work may have already been completed for the Program Area and/or compiled by previous consultants and/or City staff (e.g., current broker listings of available properties;ownership lists with two sets of mailing labels;sales tax data by each Program Area retailer(if possible); traffic counts;workable base maps; Program Area tenant lists; comprehensive listings of trade area competition; trade area demographic information; 0 vacant building site plans; parcel plot plans, etc.). If these segments are not complete or available, then they will have to be completed in a timely manner by staff (or by EDS for an additional $9,000 charge), or the overall effectiveness of the program could be compromised. As you are now aware, Patrizia, we have been/are currently under contract to provide similar revitalization programs in the cities of Long Beach, Pasadena, Los Angeles, San Jose, Culver City, La Puente, Huntington Beach, Bellflower, Santa Paula, Cypress, etc., and have concluded a market research and retail consultation program for a four-block area of Downtown Santa Ana's Hispanic "Mercado" area for the Santa Ana Redevelopment Agency. For comparable work products, we have been under contract for over nine years with the City of Long Beach in the downtown retail area including Pine Avenue and, more recently the $750,000,000.00 Queensway Bay project. The results of our Long Beach efforts can be found on Attachment "B" and "C" with Attachment "G" being a descriptive letter regarding our proposed 1995 contract from former Director of Community Development Susan Shick to the Long Beach City Council. Our work product for our two-year effort in the City of Palmdale on Attachment "D" and "E" with our six-month effort in Pasadena listed on the previously submitted Attachment "F". Our total qualifications are more fully described within the attached "Firm Qualifications". Ms. Patrizia Materassi May 3, 2000 Page 5 Patrizia, co-principal Pat Hurst and I bring over 46 years of recruitment, retention and lease/sale negotiation experience to this assignment and are personally committed to producing a customized, usable working strategy and implementation for guiding the Barton Road Specific Plan and the undeveloped freeway frontage property's recruitment campaign. We are members of the Urban Land Institute (ULI), International Council of Shopping Centers (ICSC), and California Association for Local Economic Development (CALED), National Council for Urban Economic Development (CUED), California Redevelopment Association (CRA), International Downtown Association (IDA) and are licensed, but do not act as traditional real estate brokers except in purchase situations by developers or investors. We look forward to the opportunity of working closely with the City of Grand Terrace including City management and staff, property owners, business people and area commercial brokers to develop creative action steps aimed at planning, and subsequently implementing, the recruitment, retention and revitalization programs for the Program Area's retail components. Very truly yours, Economic Development Systems (Jim arrigan P ' cipal JH/ds Attachments cc: Pat Hurst Economic Development Systems 0 Presented to Patrizia Materassi Community and Economic Development Director City of Grand Terrace Jim Harrigan and Pat Hurst Principals Economic Development Systems May 3, 2000 Economic Development Systems PROPOSAL FOR THE DEVELOPMENT AND IMPLEMENTATION OF A RETAIL RECRUITMENT, RETENTION AND REVITALIZATION PROGRAM FOR THE VARIOUS RETAIL COMPONENTS WITHIN THE BARTON ROAD SPECIFIC PLAN AND UNDEVELOPED C2 AND CM FREEWAY FRONTAGE INTRODUCTION Economic Development Systems ("EDS") is pleased to submit this proposal for professional services with respect to the above subject. It is understood that the City of Grand Terrace wishes to hire a Retail Recruitment Consultant to design and implement a Retail Recruitment and Retention Program for the various retail components within the Barton Road Specific Plan commercial district and undeveloped C2 and CM freeway frontage ("Program Area"). GOALS The purpose of this Retail Recruitment Program and Implementation Plan is to establish the Program Area as the Business, Entertainment and Social Centerpoint of the Community by providing a strategy for establishing a desirable increase, upgrade and diversity in the mix of retail stores, restaurants and entertainment venues. This Plan will also capitalize on the retention of sticcessfid businesses now located in the Program Area, as well as to build upon and enhance the existing revitalization programs of the City of Grand Terrace. Specific goals of the program include the following: L To develop a realistic market trend analysis through the review and evaluation of current, available market data for the Grand Terrace trade area. 2. To determine current retail market trends for "traditional" retailers, restaurateurs and entertainment uses, especially concepts that have not been established in the Grand Terrace trade area, yet conform to the adopted specific plans of the Program Area. 3. To create a retail recruitment action "plan" aimed at actively involving Grand Terrace landlords, existing tenants, commercial brokers, developers, investors and City management and staff. 4. To recommend target niche concepts aimed at encouraging uses to 1 EcollUrnic Development Systenis compliment the existing retail businesses in the Program Area. 5. To provide recommended tenant absorption direction for in-fill of retail space and undeveloped sites. 6. To recommend business recruitment incentives that have been successfully utilized in other cities. 7. To create a retail recruitment plan that provides recommendations that distinguish the Program Area from other retail already existing or planned in the greater Grand Terrace trade area. 8. To address, and assign a high priority to, the integration of existing Barton Road Specific Plan's vacant spaces/buildings and undeveloped freeway frontage land into the overall marketing plan, including recommendations for the buildings'/sites' opportunities and constraints from a marketing and leasing perspective. 9. To identify potential leasing and development sites for retail use. All recommendations will be made after consultation with City management and staff and appropriate stakeholders. 10. To determine appropriate developers for the undeveloped freeway frontage while identifying the names and locational requirements of target "local" (Grand Terrace area), regional and national tenant types while identifying specific buildings/sites to accommodate their needs. 11. To implement an action plan for recruiting target market retailers, restaurateurs, attractions, developers and/or investors to the Program Area. Development and production of brochures, maps and videos are not included in the budget presented herein. SCOPE OF WORK To achieve the above goals, the following scope of work is required: 1. Kick-Off Meeting with City management, staff, brokers, business and property owners to discuss Program goals, methodology and to answer questions. 2. Compile inventory, hopefully provided by staff, within the Barton Road Specific Plan and review area retail uses. 3. Analyze existing retail sales tax data for the Program Area. (It is understood 2 Economic Development Systems that if the City can gain access to this information, EDS will be provided by the City with a detailed itemization of sales tax information for all uses within the Program Area to be analyzed on a confidential basis.) 4. Review listings, hopefully provided by staff, of competition in key shopping areas and centers that provide competitive shopping, dining and/or entertainment. 5. Prepare a concise, "retailer-friendly" demographic overview of the greater Grand Terrace residents and, if possible, include tourists, visitors and daytime employment" population. 6. Conduct selected interviews with knowledgeable real estate and retail management and/or leasing contacts that are familiar with Program Area and its competition. 7. Research select local, regional and national retailers and developers. 8. Recommend the highest and best use for Program Area's vacant spaces and development sites. 9. Prepare a marketing and leasing plan that includes the following: [a] An analysis of the current retail market; [b] A concise overview of the Program Area to determine what retail is needed to satisfy the voids in the Program Area; [c] The production of Preliminary Retail Concept Recommendations; [d] The identification of potential "Key Tenants" that would be successful and draw other successful retailers to the Program Area; [e] The identity of possible locations for "Key Tenants"; [f] A vacant building use strategy; and, [g] A plan for a mix of "traditional" retail stores, restaurant and possible entertainment usage to complement the existing successes of the Program Area. 3 Economic Development Systems 10. Present a concise written report of market research findings, conclusions and recommendations relating Steps 1-9 above to City management and staff. 11. Create and implement a marketing/promotions action plan for recruiting the target market businesses, attractions and developers. This will include O direct contact with potential tenants, investors, developers and/or their respective brokers; production of specific market information per tenant request; the disbursement of a monthly Retail Vacancy Roster that will hopefully be produced, updated and published by City staff; ongoing effort to expand the original prospective tenant roster; coordinate tours and meetings with potential tenants and/or developers; describe all economic incentives that are available through the City; and, assist throughout negotiation/occupancy as necessary. APPROACH TO AREA PROMOTION/ANTI-FAVORITISM CONCERNS It is understood that the Consultant would not be actively representing specific leasable properties in the Program Area in lease transactions, but would represent the area as a whole. Tenant referrals will be made directly to the leasing agents for the properties involved. All prospective tenants will be provided with information which specifically addresses their individual space and area requirements. The tenant will then select and eliminate properties as they believe necessary. Consultant shall respond accordingly to those properties of interest, via the listing broker, and will then monitor and participate in the transaction as required. It has been our experience that dialogue with "hot prospects" must be on an ongoing basis to insure that if the tenant's first choice does not work out, the second alternative is then pursued. It is also highly probable that the Consultant will contact and recruit tenants that are not represented by an exclusive broker. Upon request by the respective tenant, Consultant shall provide a list of at least three Grand Terrace area commercial brokers to represent said tenant. Tenant shall be fully responsible for further selection of a specific broker. Should there be several area brokers who should be presented as candidates, then a full listing can be rotated on a case-by- case basis. It is also understood that any tenants who do not select the Program Area will be encouraged to look elsewhere in the City of Grand Terrace for appropriate locations. 4 Economic Development Systems PROJECT TEAM MEMBERS Jim Harrigan, Principal of Economic Development Systems will be personally responsible for conducting and supervising the production of the assignment. Principal resumes/professional qualifications are attached. Y FEE SCHEDULE January, 2000 Principal billing rate for short term contracts is $200 per hour, Senior Associate rate is $160 per hour, Senior Analyst rate is $115 per hour and, if needed, the hourly billing rate for Administrative / Technical support is $80 per hour. EDS 2000 rates for a minimum forty-eight (48) week assignment are $170 per hour, Principal billing rate; Senior Consultant rate, $130 per hour; and, if needed, the hourly billing rate for Senior Analyst will be $95 per hour and for Administrative / Technical support, $60 per hour. For Grand Terrace only, and only for the term of this initial contract, EDS will reduce our hourly rates by $35.00 per hour (22%). As it is projected that the hourly mix for this assignment will be 4 hours of Principal time for every hour of Senior Consultant time, this mix will average the hourly rate at approximately $125 per hour throughout the assignment. Using those time and rate estimates, Phase One, Market Analysis and Marketing Plan Development (12 weeks / 80 hours), is projected not to exceed $10,000., with the Phase Two, Recruitment Plan Implementation (36 weeks / 400 hours), is projected not to exceed $50,000. TRAVEL TIME Travel time, portal to portal, is estimated to be approximately one and one-half (1 1/2) hours for each direction (LA/Grand Terrace - Grand Terrace/LA) for approximately 13 to 15 trips. Travel time will be billed at 50% of the aforementioned average hourly rate, for an estimated, not to exceed total of $2,800. EXPENSES The City shall reimburse expenses (billed at 110% and substantiated by monthly receipts) for use by Economic Development Systems in directly related job 5 STAFF REPORT CRA ITEM ( ) COUNCIL ITEM(X) MEETING DATE: July 25, 2000 SUBJECT: PARTICIPATION IN FLAG PROCESSIONAL-LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE This year's League Annual Conference is scheduled for September 7-9 in Anaheim. A Flag Processional is scheduled for the opening general session on Thursday,September 70'to display the city flags from all the member cities. The League is providing flag staffs and stands, and the flags will remain on display throughout the conference at the Anaheim Convention Center. Each city is being requested to participate and designate a conference attendee to carry their flag in the processional. Staff Recommends Council: Approve participation in the city flag processional at the League of California Cities annual conference and designate a flag bearer to represent Grand Terrace. COUNCIL AGENDA ITEM NO: J