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05/29/1986CITY OF GRAND TERRACE COUNCIL MINUTES ADJOURNED REGULAR MEETING - MAY 29, 1986 An Adjourned 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 May 29, 1986, at 5:35 p.m. PRESENT: Hugh J. Grant, Mayor Byron Matteson, Mayor Pro Tempore Tony Petta, Councilman Barbara Pfennighausen, Councilwoman Dennis L. Evans, Councilman Seth Armstead, City Manager Thomas Schwab, Finance Director Joe Kicak, Planning/City Engineer Ilene Dughman, City Clerk ABSENT: None Planning 10-370 Finance Director Schwab reviewed explanatory commentary. In response to Councilman Evans, Planning Director Kicak related appropriated amount did not include updating the General Plan nor preparation of a Master Plan; additional funding may be necessary depending on the volume of activity within the Planning Department, noting work accomplished to date on Master Plan has exceeded estimated cost by approximately $15,000; advised Department would attempt to work within budgeted amount and, via the Finance Department, keep Council abreast of expenditures relative thereto. Regarding status of hiring an Urban Planner, has not been successful thusfar in recruiting an interested party. Mayor Pro Tem Matteson noted that budget figures are merely approximations and can be adjusted accordingly if necessary at a later date. Councilwoman Pfennighausen, referencing meeting in Anaheim on economic development, noted many cities utilize interns from community, state colleges and universities - felt it an avenue worth pursuing if an Urban Planner is not available. Planning Director Kicak voiced willingness to work with the students. Page 1 - (5/29/86) Councilman Petta, concurring with Mayor Pro Tem Matteson's above remarks, related, if additional projects are desired in the future, appropriate funding will be necessary; however, did not feel approval of the recommended appropriation should be delayed. Councilman Evans indicated importance of, prior to approval, procuring cost estimates for the General Plan Update and Master Plan; additionally, feasibility of hiring interns to assist the Planning Department and projected cost for an in-house Urban Planner. Planning Director Kicak foresaw no problem providing estimates for the General Plan Update, noting only the preliminaries have been accomplished thusfar; however, would require more direction in reference to Council's desires regarding the Master Plan - noted the next Joint Work Session, June 21, 1986, continuation of May 2nd session, at which further discussion encompassing all economic development including Master Planning will take place. Relative to Ci ty's current General Plan, Councilman Evans felt land use was initially improperly designated, particularly relative to the over abundance of commercially zoned property. Emphasized importance of utilizing an Urban Development Planner with expertise in compatible land use and mixes for the purpose of assisting in evaluating and updating the General Plan. Councilwoman Pfennighausen expressed importance of tangible, concrete, updated information with which to base our Master Plan - felt approval should be deferred until such time relative information is provided. Councilman Petta, although noting importance of a General Plan Update and commercial Master Plan, related, with Mayor Pro Tem Matteson in concurrence, appropriated amount reflects cost estimates for a normal planning year; relative to the General Plan update, felt that to be a separate function, noting last update accomplished by a private firm at a high cost. Additionally, the Master Planning and other commercial development projects, which could constitute additional funding, will have to be allocated from reserve funds if Council desires them to be accomplished. Motion by Councilman Petta, Second by Mayor Pro Tem Matteson, to approve staff recommendations in the amount of $75,500. Councilman Evans, with Councilwoman Pfennighausen in concurrence, voiced concern relative to approval prior to knowing the ultimate cost of the General Plan Update and Master Plan. Mayor Grant felt data should be provided Council prior to June 30, final approval date for FY 1986-87 budget. Mayor Pro Tem Matteson withdrew his Second, pending further information from Mr. Kicak's office; therefore, Motion died for lack of Second. Page 2 - (5/29/86) 0 Mayor Pro Tem Matteson requested cost estimates, as previously requested, be provided to each Councilmember prior to the next Council meeting. In accordance with Council's above request, Planning Director Kicak defined the following items which would be prepared with individual cost estimates: (1) Amendment to the General Plan; (2) Appropriate zone changes relative to amendment thereto; (3) Master Plan for the commercial area or variations thereof. Noted only unknown factor as the Master Plan for Michigan, Barton Road, and freeway area which would be contingent on outcome of June 21, 1986 Joint Study Session. Park Projects - 13-445 Architectural Services/Concession Stand - 13-445-603 - Community Services Director Anstine reviewed and c ari ie ine Item recommendation 5. Refurbish Tennis Courts (Azure Hills) - 13-445-604 Mayor Pro Tem Matteson questioned legalities of utilizing City funds for the improvement of private property; however, expressed support of project if legal requirements are met. Community Services Director Anstine assured the Joint Powers Agreement between the City and the Church, relative to the refurbishment of the Azure Hills Seventh Day Adventist Church's tennis courts, would be reviewed by the City Attorney prior to consummation. Responding to Councilman Evans relative to use, Mr. Anstine related public utilization would be unlimited with the exception of sundown Friday through Saturday. Councilman Evans did not support appropriation with restricted use as stated above. Councilman Evans questioned status on proposal for SCE parksite, feeling the $10,000 allocation for refurbishing the tennis courts could be better utilized for park project, with Councilwoman Pfennighausen concurring. Mr. Anstine advised Sue Noreen, SCE representative, is currently researching project and a written status report is forthcoming. Although noting Azure Hills' staff as extremely community oriented, Councilwoman Pfennighausen voiced concern relative to potential future legal problems, if the Seventh Seventh Day Adventist church leadership changed hands, with regard to restricted public use of tennis courts, citing potential insurance problems; felt item should be explored through our park facilities, if tennis courts are desired. Mayor Pro Tem Matteson requested opinion on entire matter be provided by City Attorney. Page 3 - (5/29/86) Park Equipment 13-445-702 Community Services Director Anstine outlined above Line Item includes installation of concrete slabs and acquisition of picnic tables and barbecues for Terrace Hills Community Park and expansion of facilities at Terrace View Elementary School. Councilman Evans expressed concern relative to projects carrying over from last year and not reaching completion; suggested, with Councilwoman Pfennighausen in agreement, possibility of hiring additional personnel to assist Comunity Services Department, if needed. City Manager Armstead related subject would be explored and brought back to Council. Councilwoman Pfennighausen requested, with Mayor Pro Tem Matteson in concurrence, report be submitted within 30 days. Mayor Grant felt it the City Manager's responsibility to approach Council relative to supplementing staff. Mayor Pro Tem Matteson noted that increasing personnel would not necessarily solve problem, and suggested possibility of reorganizing and prioritizing projects as an alternate solution. Councilwoman Pfennighausen, with Mayor Grant concurring, voiced concern regarding lack of plans for some type of public restroom facilities to accommodate proposed Terrace View Elementary School park. Mr. Anstine advised City's Ordinance prohibits utilizing outhouses. Councilwoman Pfennighausen, although not desiring to preclude approval of appropriation, requested funds not be expended until above concerns have been addressed. Street and Signal Lighting 16-510 0 Utilities 16-510-238 Finance Director Schwab related Line Item 238 reflects utility payment for street lights and signals. Community Services Director Anstine clarified recommended appropriation does not provide for installation of street lights. Councilwoman Pfennighausen observed need to include installation of additional street lights as a project for future accomplishment. Requested issue be placed on Agenda for further discussion early next year. City Clerk Dughman advised Council of prior direction to place issue as an advisory measure on the upcoming ballot in November, noting Resolutions pertaining thereto will be included on June 12th Agenda. Councilman Evans, with Mayor Pro Tem Matteson in concurrence, reiterated Council's previous intent for placing item on the ballot was to determine community reaction relative to the formation of an assessment district to pay for additional street light installation. Recessed at 7:14 p.m.; reconvened at 7:32 p.m., with all members present. Page 4 - (5/29/86) Road Maintenance 16-900 Contractual Services 16-900-255 - Finance Director Schwab noted adjustment of this Line Item to $60,000 is due to an estimated $59,000 expenditure not expended in FY 1985-86, previously allocated under SB 300 for road maintenance; advised, due to current legislation, funds can be carried over and utilized in FY 1986-87. (Grand Total adjusted to $68,800) Relative to future road maintenance projects, Councilwoman Pfennighausen felt the Pico/Michigan area should receive high priority due to constant stream of water running at intersection. Weed Control 16-901 Community Services Director Anstine related appropriation reflects cost for services contracted from San Bernardino County. Traffic Signal Maintenance 16-909 Community Services Director Anstine outlined commentary. School Crossing Guard 17-910 Community Services Director Anstine reviewed commentary explanation. Street Sweeping 18-908 Community Services Anstine outlined commentary of Line Items. Wastewater Disposal (Colton) 21-570 Service Charge 21-570-802 - Finance Director Schwab noted Line Item refl ects the C ty s wastewater system service charge paid to the City of Colton for sewer treatment. Wastewater Disposal (Grand Terrace) 21-572 Disability Insurance 21-572-143 - Finance Director Schwab outlined commentary; noted deletion o ine Item 143 (see CC-86-105). Clean Community System 10-810 Finance Director Schwab advised, due anticipated resignations by two members this month, Mr. Rinderhagen will be the only remaining Clean Community System member; noted Mr. Rinderhagen will be contacted regarding necessity for an organizational member to appear before Council prior to any disbursement of funds. Related Committee's current account balance of approximately $958.00. Page 5 - (5/29/86) Councilman Petta observed expenses for a one -member group should be quite minimal; therefore, supported organization utilize balance of existing account and deletion of $1,150 appropriation. Councilwoman Pfennighausen opposed removing budget item, provided no fund disbursements are authorized prior to submission of input and justification by representative. Noted Mr. Rinderhagen's recommendation, if appropriation cuts are considered, to delete a portion of Line Item 220, Special Departmental Expense, regarding compensation for officers (travel and business expenses) due to lack of necessity. Noting Committee's significant value to community, Mayor Pro Tem Matteson, in concurrence with Councilwoman Pfennighausen, supported appropriation as recommended, with Council maintaining ultimate disbursement authority. Mayor Grant felt Clean Community Systems should outline future goals, planned activities, and desired number of members. Motion by Councilman Petta, Second by Mayor Grant, to delete entire Clean Community System appropriation of $1,150. Councilman Petta related importance for independent organizations, such as Clean Community Systems, to provide City with accounting of public appropriated funds as expended, emphasizing City's responsibility to require such accountability. Councilman Petta's Motion failed, 1-4, with Mayor Grant, Mayor Pro Tem Matteson, Councilmembers Evans and Pfennighausen voting NOE. Motion by Councilman Petta, Second by Mayor Grant, that whenever Council appropriates public funds, those funds would not be in the form of a grant, and City would require accountability of all expenditures made from such appropriations. Mayor Pro Tem Matteson, with Mayor Grant concurring, felt Motion too restrictive inasmuch as the City may, in the future, wish to appropriate funds in the form of a grant. In response, Councilman Petta advised if such a situation arises, it can be evaluated on an individual basis and dealt with accordingly. In view that Motion seemingly sets a broad policy and appears to be all inclusive of the Chamber of Commerce Grant, Grand Terrace Library Grant, and Clean Community System Grant, Councilman Evans questioned whether Councilman Petta was inferring in his Motion that aforementioned organizations would not spend funds in a responsible manner. Councilman Petta responded his Motion was merely to set a general policy whereby the City would require accountability for all public appropriated funds to insure their being utilized as intended. Finance Director Schwab assured that sufficient accountability is currently being provided by both the Chamber of Commerce and Grand Terrace Library relative to the disbursement of grant funds; however, in relation to the Clean Community System Grant, felt the best accountability would be provided for if appropriation disbursements Page 6 - (5/29/86) were made directly through the City. Requested Council discuss his recommendation for fund disbursements with Mr. Rinderhagen, in conjunction with consideration of continuation of program, to ascertain if proposed system would create any hardships to the organization. In summary, Mr. Schwab saw no necessity to set a broad policy relative to disbursements of public funds due to City' s existing system for proper accountability of such appropriations. In light of above remarks, Councilman Petta withdrew his Motion, with its Second (Mayor Grant) in concurrence. Relative to the Clean Community System Grant, Councilman Evans suggested disbursing the funds on a quarterly basis, as is currently done with the Chamber of Commerce Grant. In response, Finance Director Schwab reiterated insurance of proper accountability in this particular instance would be best achieved by City disbursement of funds. Councilwoman Pfennighausen suggested continuing item until Clean Community System representative provides direction. CC-86-125 Motion by Mayor Pro Tem Matteson, Second by Mayor Grant, to keep budget item alive and, if appropriation is applied for and approved, disbursement of funds be made directly through the Finance Department for proper accountability, carried, 4-1, with Councilman Evans voting NOE. Architectural Barrier Removal 11-902 City Engineer Kicak related item is an annual commitment for removal and replacement of trees and repair of sidewalks; felt the $10,000 recommended appropriation sufficient to cover existing problem areas within the City. Traffic Control Upgrade 18-911 Widen Roadway/Left Turn Pocket Mt. Vernon and Grand Terrace Rd/Canal 18-911-702 - Finance Director Schwab noted above Line Item should e eliminate due to it being a duplicate of Canal/Mt. Vernon Widening, 16-914. Traffic Signal Relocate/Barton and Michigan 18-911-705 - Responding to ayor fro Tem Matteson relative to the prev i ousI approved widening of Barton Road and Michigan project, City Engineer Kicak advised the Arco Station was unable to secure the deed of trust necessary to secure the right-of-way; therefore, project was completely dropped last year; however, noted Arco is currently in the process of attempting to obtain the deed. Related the recommended $60,600 appropriation reflects the total projected cost for completion of above Line Item and includes the previous 1985-86 appropriation of $37,000 (City's projected portion of cost). Mr. Kicak assured Council would be kept abreast of any updated information relative to Arco securing right-of-way and their possible participation with project. Page 7 - (5/29/86) Slurry Seal 18-912 Finance Director Schwab outlined commentary explanation to slurry seal Kingston, Minona, Eton, Preston, Palm, and Mt. Vernon for the purpose of prol ongi ng their useful 1 i fe. Councilman Petta voiced concern with above item, noting shortly after the City previously slurry sealed several streets, cracks reappeared, indicating ineffectiveness of process. City Engineer Kicak advised cracks in the streets should be repaired prior to slurry sealing; Community Services Director Anstine assured necessary precautions would be taken to al l ev i ate past problems. Councilwoman Pfennighausen left Chambers at 9:12 p.m. In response to Councilman Evans regarding additional streets needing to be slurry sealed, Mr. Anstine approximated 20 others would necessitate future patching; however, recommendations reflect the most critical areas. Councilman Evans felt, if additional funds are available and not being saved for a particular project, appropriations should be made to accomplish the rest of the streets in need of repair. Finance Director Schwab estimated balance in TDA account, including FY 1986-87 appropriations, at approximately $150,000; noted other streets nearing the critical point could be added and appropriated for accordingly; however, recommended not depleting entire fund balance, noting the Barton Road Reconstruction project required four year fund accrual. Mayor Pro Tem Matteson felt funds should not be expended soley due to availablity; noted recommendations by staff reflect critical areas and other appropriations can be made when the need arises. Planning Director Kicak noted that, if it is necessary to purchase right-of-way for the widening of Barton Road, the logical place to appropriate funding would be from the TDA account. Councilman Petta foresaw no problem with following staff's initial recommendation. Barton Road Overlay - I-215 to Southern Pacific Railroad 18-913 Community Services Director Anstine outlined commentary. Responding to Councilman Evans relative to reason additional major improvements are not being considered for above area, Mr. Anstine related proposal reflects critical need to overlay deteriorated portion of Barton Road and did not see any reason, with Planning Director Kicak concurring, to widen the road in question; therefore, felt overlay would accomplish the necessary major improvements for that particular area. Canal/Mt. Vernon Widening 16-914 Planning Director Kicak related explanation of commentary. Councilwoman Pfennighausen returned at 9:18 p.m. Page 8 - (5/29/86) I1 Rehabilitation - Community Center 10-915 Finance Director Schwab related above item reflects previously approved CDBG projects for Senior Citizen/Community Center carpeting and outside sign. Widen Barton Road/Canal/Michigan 16-920 Finance Director Schwab outlined commentary; noted appropriation excludes right-of-way acquisitions, estimated in excess of $200,000. Advised staff will attempt to negotiate with property owners to trade rights -of -way in exchange for public improvements including widening road and relocation of utility poles; however, if negotiations prove unsuccessful, other alternatives would have to be explored. Councilman Evans, with Councilwoman Pfennighausen in concurrence, felt consideration should be given to relocating utilities underground; suggested SCE be contacted relative thereto. City Engineer Kicak related an estimate would be provided, but noted exhorbitant cost involved. Councilwoman Pfennighausen suggested possibility of City borrowing on future SCE allocations to fund undergrounding of utilities. Mr. Kicak distributed copies of petition containing 52 signatures requesting installation of sidewalks on Barton Road. Regarding widening of Barton Road, recommended preparation of legal f� descriptions, grant deeds, and sketches for each individual parcel involved along with a letter advising property owners of the following offer: "As consideration for the dedication of 17 feet, the City would install curb, gutter, sidewalk, driveway approaches, and have the utility poles relocated along the frontage of their property at no cost." Additionally, if desired, prior to receipt of aforementioned grant deeds, preliminary engineering can be initiated. Councilman Evans supported proceeding with engineering for project, with Councilman Petta concurring. Although in agreement with necessity to explore financial aspects of underground utilities, Mayor Pro Tem Matteson agreed staff should proceed with project. CC-86-126 Page 9 - (5/29/86) Motion by Mayor Pro Tem Matteson, Second by Councilwoman Pfennighausen, to adjourn, carried, ALL AYES. Adjourned at 9:41 p.m. The next regular meeting will be held June 12, 1986, at 5:30 p.m. APPROVED: Respectfully submitted, JA=-,C- Tity er