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02/28/1985CITY OF GRAND TERRACE COUNCIL MINUTES REGULAR MEETING - FEBRUARY 28, 1985 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 February 28, 1985, at 5:40 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 Ivan Hopkins, City Attorney Joe Kicak, City Engineer Myrna Erway, City Clerk ABSENT: None The meeting was opened with invocation by Reverend Dale Goddard, Inland Christian Center, followed by the Pledge of Allegiance, led by Councilwoman Pfennighausen. ITEMS ADDED TO AGENDA - 9F - Assignment of Building Nos. 2 & 3; 10 - Closed Session. CIVIC CENTER CONSTRUCTION Architect's Field Report Nos. 51 and 52 were provided. City Manager Armstead reported the following: (1) The Civic Center parking lot will be blocked off for sealing and striping; (2) Requested the City Attorney to notify the contractor and architect that until all work is completed, payment will not be made and the Notice of Completion will not be processed. MINUTES - (1-10-85) CC-85-41 Motion by Councilman Evans, Second by Councilwoman Pfennighausen, ALL AYES to approve the Minutes of January 10, 1985 as amended. SPECIAL PRESENTATIONS Mayor Grant presented a 3-year Employee Service Award to Peggy Trottier and a 5-year employee Service Award to Elizabeth Duarte; commended both employees for dedicated service to the City. CONSENT CALENDAR r CC-85-42 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES to approve the following Consent Calendar Items: Page l- 2/28/85 A. Approval of Check Register No. 022885; B. Ratify 2/28/85 CRA Actions. PUBLIC PARTICIPATION 0 David TerBest, 22365 Barton Road, representing the Chamber of Commerce, stated: (1) The Council Chambers are beautiful; (2) Chamber has no position and Board has taken no official action relative to recent discussion on moving the Chamber office from Building 3 to Building 2; present Chamber office has fresh paint and clean carpet. John McDowell, 22690 Cardinal, John Lots eich, 23380 Washington, and Dick o ins, 22700 DeBerry, congratulated the City on the beautiful new Civic enter and Council Chambers. PARKS & RECREATION COMMITTEE Chairman Dick Rollins commended Jayne Ainsworth for the excellent recreational programs she has developed for the City; spring program is presently being developed; encouraged participation. ECONOMIC DEVELOPMENT ADHOC COMMITTEE Councilwoman Pfennighausen reported the next committee meeting will be held March 6; there will be monthly meetings and reports. POLICE CHIEF REPORT Capt. Bradford stated concern has been expressed as to whether citizens with a 783 prefix would reach the San Bernardino County or Riverside County Sheriff's Department when dialing 911; advised they tested the 783 prefix and reached San Bernardino County; requested reporting any problems relating to this to the City Manager. CITY MANAGER REPORT City Manager Armstead reported an ISO review will be conducted next week for consideration of a lower fire insurance rating for the City. CITY ENGINEER REPORT FIRE PROTECTION - City Engineer Kicak stated Council expressed a desire to provide additional fire protection in the area bounded by Vivienda, Burns, Walnut and Terrace Avenues and authorized staff to prepare a letter to the affected property owners; presented a draft letter to Council for review, comments and/or changes prior to mailing. Mayor Pro Tem Matteson recommended including information on the options available to the residents for payment of the costs. CC-85-43 Motion by Councilwoman Pfennighausen, Second by Mayor Grant, ALL AYES, to authorize the letter relative to fire protection to be sent to the affected property owners as proposed with the addition of information on options available to the property owners for payment of the costs. Page 2 - 2/28/85 ANIMAL CONTROL City Manager Armstead advised he provided Council with information requested on animal control; has requested increased coverage which was received this week. Councilwoman Pfennighausen stated concern was expressed at the Senior Citizens Meeting about dogs running loose; noted the City is to receive 18 hours of service; questioned if this time is being monitored as to where and when that time is spent; felt the major problems occur in early morning and after dark; questioned if coverage could be requested early mornings. City Manager Armstead stated more service could be obtained if Council desires additional funds to be expended. Councilman Petta felt advising animal control of Council's concern and desire for enforcement of picking up loose dogs would be sufficient to make the present coverage more productive. CITY COUNCIL REPORTS Councilman Evans stated the Economic Development Adhoc Committee has i enti fie Barton Road as the major center of commercial development and has listed the Grand Terrace Elementary School site as a prime site for commercial development; questioned the status of potential contact with Colton Joint Unified School District relative to potential relocation. Mayor Pro Tem Matteson advised the committee has considered but taken no action on this matter, since only one meeting has been conducted; the committee's first action will be to send surveys to the residents to determine what they want to provide the committee with better direction. Councilwoman Pfennighausen stated the committee first wants to know what the citizens want in commercial development, the kinds of stores, etc., and will then be ready to act on other items once that information has been ascertained. Councilman Petta felt it appropriate to review City history, this being the first meeting in the new Civic Center Council Chambers. The City started business a little over six years ago at the Community Center, with no furniture; the City Manager negotiated with Security Pacific Bank to use furniture from their warehouse, and he, Council and interested citizens moved the furniture to the Community Center with Zampese & DeBenedet's truck. Ernie Oberschmidt donated a conference table for Council use at the meetings. The City had to move from the Community Center since it wasn't to be used for political purposes; Council meetings were then conducted at the Baptist Church on Mt. Vernon for approximately two years; to eliminate tax problems for the Baptist Church, the Council meetings were relocated to the Terrace View Elementary School. Councilman Petta felt this meeting is a historical moment; residents have commented on the beautiful facility. Felt it is remarkable that this facility was built with tax increment funds as a result of action taken by the first City Council which became involved in CRA; through that action, the City has been able to acquire more funds from the existing property taxes already paid; as a result we are able to have such an asset in our community without any assessment on the residents; felt this is truly an accomplishment. Page 3 - 2/28/85 Councilwoman Pfennighausen stated she loves green and the Civic Center; feels it is a facility the community can be proud of; escorted fifteen children on a tour of the facility including sitting in the Mayor's chair; has sympathized with citizens sitting in hard chairs; feels this is a fine place for the community to come together to make decisions which will affect the future. Councilwoman Pfennighausen advised she, Mayor Grant, Mayor Pro Tem Matteson and Councilman Evans attended a CRA conference in Monterey February 15-16 which was one of the most useful conferences attended; all felt it provided new insight and positive direction for the City. Mayor Pro Tem Matteson stated he would like all Grand Terrace students to tour the Civic enter; City Hall is a community building and all should participate to make the facility a community center. Last meeting proposed an ordinance prohibiting diesel trucks from parking on Michigan over eight hours which was defeated; newspaper erroneously reported it passed; uncertain whether to credit the news article or citations, but the problem has ceased. Stated the conference in Monterey was very enlightening; feels the City will really be on the move the next year or two with good results. Ma or Grant advised he represented the cities as an alternate to the A AFC approved reorganization for Yucca Valley pending possible incorporation; the executive director flattered our City by comparing development of Yucca Valley to the quality of development of Rancho Cucamonga and Grand Terrace versus the Highland area. Concurred with complimentary comments on the Civic Center; is proud of the facility and the community that supported construction; is proud of what the City has done for the people and is very proud of Seth Armstead. Councilman Petta felt the young people will become more aware of their local government since the library is located in the Civic Center. Attended a PTA Founder's Day last week, held annually to honor past PTA presidents; several individuals expressed concern at that time that the bots dots on Barton Road east of the Grand Terrace Elementary School are worn down; requested replacement, with Council concurring, for safety. Budget Aperopriation - City Manager Armstead advised the Chamber of Commerce is planning a coffee klatch at the Civic Center March 12, and will furnish coffee and donuts out of the General Fund if Council concurs. CC-85-44 Motion by Councilwoman Pfennighausen, Second by Mayor Grant, ALL AYES, that the City host the March 12 Chamber of Commerce Coffee Klatch and furnish coffee and donuts. HISTORICAL & CULTURAL ACTIVITIES COMMITTEE Chairperson Barbara Mathews requested and received confirmation that the Civic Center meeting room has been reserved for that committee's meetings. Page 4 - 2/28/85 COMPUTER CONTRACT AWARD Finance Director Schwab advised Council authorized an equipment bond lease financing program on November 8, 1984; RFP's to purchase a computer were sent to six data processing firms; four proposals were received ranging from $38,270 to $51,333, as outlined in the 2-28-85 Staff Report; a committee of four staff members evaluated and rated the hardware system in a variety of areas; recommended contract award to Data Decisions -NCR for $50,829. Mayor Pro Tem Matteson noted the cost difference of $38,270 from Associated Datamasters vs $50,829 from Data Decisions - NCR; questioned if the low bidder's system wouldn't be suitable for the City. Mr. Schwab felt the cost to modify the Associated Datamasters system, developed in New England, would exceed the $12,000 cost difference; it is difficult to measure software cost. Mayor Pro Tem Matteson requested input from Associated Datamasters. Frank Bradford, Associated Datamasters, outlined reasons for selecting his firm and described the equipment proposed; felt the cost factor should have a higher priority rating in the evaluation and should be awarded the contract since they proposed an adequate system for the lowest cost. Finance Director Schwab felt the Associated Datamasters system would not be adequate; described the hardware vs software; felt a representative from Data Decisions -NCR should be allowed to address Council since Associated Datamasters was allowed to speak in defense of that firm's proposal; stated a bond commitment is required by March 15. Councilman Evans recommended, with Mayor Grant concurring, that a final decision be delayed to allow review of each system. Mayor Grant commended staff for the analysis and report. CC-85-45 Motion by Mayor Pro Tem Matteson, Second by Councilman Evans to delay a decision on the computer system until the next Council Meeting to allow time to review the computer systems individually. Councilman Petta disagreed, stating he would have to rely on staff expertise to analyze a computer system and felt they should be comfortable with the system they will be using. Motion No. CC-85-45 carried 4-1, with Councilman Petta voting NOE. Recess was called at 7:10 p.m. and reconvened at 7:33 p.m. with all meme— mks present. EMERGENCY OPERATIONS COMMITTEE Vice Chairman Jim Hodder reported (1) Committee is working on FY 1985-86 Budget; (2) Will be participating in Earthquake Preparedness Week; pamphlets will be revised and distributed; (3) If Council concurs, will be present at Civic Center Dedication to answer questions and make contacts; (4) Contacting the Red Cross relative to involvement during emergencies; (5) Last EOC Meeting was February 21; next meeting is March 21 at 7:00 p.m.; and (6) Showed a slide presentation and distributed information reflecting an EOC evaluation Page 5 - 2/28/85 determining there is insufficient space in the EOC/Lounge in the new Civic Center to conduct emergency operations and recommending assignment of an additional building to be used as a control center. CC-85-46 Motion by Councilwoman Pfennighausen, Second by Mayor Pro Tem Matteson, ALL AYES that the three rooms of Building No. 3 indicated in the presentation be made available to the EOC Committee to benefit the City in time of disaster. SIGN CODE - AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CA, AMENDING THE CITY OF GRAND TERRACE MUNICIPAL CODE, CHAPTER 18.72, DEALING WITH SIGNS (First Reading) City Attorney Hopkins read the title of the Ordinance; advised that shortly after incorporation the City adopted a sign code as a portion of the zoning ordinance; the ordinance included a provision for the amortization of existing signs which would become non -complying upon adoption of the ordinance, and created a five-year moratorium for enforcement of that provision to allow the sign owners to bring their signs into compliance; the moratorium period concluded December 8, 1984, at which time the non -complying signs would become illegal. On October 11, 1984 Council placed in abeyance the enforcement of the ordinance against those non -complying, amortized signs and created a 90-day moratorium on the enforcement of that provision; since that time Council has been considering certain amendments to the sign code. City Attorney Hopkins stated he met with the Chamber of Commerce, as directed; reviewed the amendments recommended by the Chamber, as outlined in his letter to City Manager Armstead dated February 26, 1985: (1) Amend Section 18.72.210 to allow temporary banners, flags and pennants advertising the sale or lease of tracts, subdivisions or developments and models for a period not to exceed one year and authorizing the Planning Director to approve a six-month extension; (2) Delete Section 18.72.380 (D) which provides an additional two years for non -conforming signs to be brought into compliance. The Chamber of Commerce has indicated it will recommend to the Planning Commission and City Council that variances be granted to Ross's Liquor Store, Greg's Market, Red Carpet Realty and Terrace Hills Junior High School, and waiving the variance fee for Terrace Hills Junior High. City Attorney Hopkins advised a revised ordinance incorporating the Chamber's recommendations has been provided Council for first reading; another Chamber recommendation, which is not included in the revised ordinance, is the expansion of the freeway zone area, which presently provides a 250-foot area for larger freeway signs. Mayor Grant opened the meeting to public participation. Carolyn Ramirez, La Tijera Barber Salon, 22430 Barton Road, opposed Towering t ear sign to eight feet; present sign is too large to lower, cost to replace would be extensive, and sign would be subject to damage; a Page 6 - 2/28/85 five-foot retaining wall is on the property frontage which is level with the street; sign wouldn't be visible if lowered. Councilman Petta declared a potential conflict of interest and withdrew from participation on this matter. David TerBest, 22365 Barton Road, representing the Chamber of Commerce, commended the City and Council for working with the Chamber in seeking solutions to resolve this matter; noted the Chamber has supported in writing certain businesses which it feels should have variances; requested that Ontario Savings and La Tijera Barber Salon be included on that listing; recommended expanding the freeway zone to include those businesses adjacent to the freeway exit at Barton Road and Michigan, such as Texaco and Arco; recommended adoption of ordinance with amendments as proposed by the Chamber. Carl Wilson, 21971 DeBerry, U-Stor Business, cautioned against adopting a restrictive ordinance, citing cases of cities losing businesses as a result; requested and was advised his sign is within the freeway zone, so will be legal. Mike Helber, Ontario Savings, felt the time and temperature sign provides a community service; if not allowed to remain at present height, will have to be removed; requested variance be granted. David Terbest stated a staff memorandum indicated the Ontario Savings sign would become legal on adoption of the ordinance; later learned that sign will still be illegal; advised the Chamber of Commerce supports a variance for Ontario Savings; requested that all variances recommended by the Chamber be considered at the same time. Doug Erway, Chamber of Commerce President, stated the Chamber was concerned about the entire business community as well as the community when it considered the sign ordinance; supported adoption of the ordinance with amendments recommended by the Chamber, granting variances supported by the Chamber, and every business with an illegal or non -conforming sign having the opportunity to petition for a variance. Mayor Grant closed public participation. Mayor Pro Tem Matteson disagreed with requiring signs which existed at the time the sign ordinance was first adopted to be modified at considerable expense by the businesses; supported a grandfather clause for those signs. Councilwoman Pfennighausen supported the Ontario Savings sign remaining and being included in exempt signs; felt the 250-foot freeway zone is insufficient; recommended that Michigan be a geographic boundary to the south of Barton Road and Vivienda to the north; recommended clearly depicting the geographic area of the freeway zone which can be available for proposed businesses to eliminate measuring the distance. Mayor Grant felt it is unrealistic to require compliance on certain signs such as Ontario Savings; concurred with and questioned legal feasibility of a grandfather clause. City Attorney Hopkins advised a grandfather clause can be included, but would have to include all existing signs, with no provision for excluding undesirable existing signs; the original purpose of the ordinance will not be accomplished if each existing sign is grandfathered in and allowed to remain 100 Page 7 - 2/28/85 years from now; the purpose of the variance process is to allow consideration of justifiable existing signs to remain. Councilman Evans, noting it is with the understanding the Chamber CC-85-47 fully supports the ordinance as drafted, Motion by Councilman Evans, Second by Councilwoman Pfennighausen, to waive full reading of the ordinance amending Chapter 18.72 of the Municipal Code carried 4-0-1, with Councilman Petta abstaining. CC-85-48 Motion by Councilman Evans, Second by Councilwoman Pfennighausen, to approve first reading of the ordinance amending Chapter 18.72 of the Municipal Code by title only. Motion by Mayor Pro Tem Matteson to amend Motion No. CC-85-48 to include direction that a letter go to all businesses which will have signs in violation of the ordinance advising them of the variance procedure to correct their signs, that application can be made to the Planning Commission for a variance, and if rejected can appeal the matter to the City Council. City Attorney Hopkins advised staff could be instructed to prepare such a letter upon second reading and adoption of the ordinance. The Motion to amend failed for lack of a second. Motion No. CC-85-48 carried 4-0-1, with Councilman Petta abstaining. City Attorney Hopkins recommended extending the moratorium which holds in abeyance the portion of the sign code ordinance pertaining to amortization 60 days to allow adoption of the ordinance and initiation of the variance process by sign owners; clarified the additional 60 days would begin from March 6, 1985, and the ordinance would become effective in approximately 45 days, which would allow two weeks to apply for a variance. CC-85-49 Motion by Councilman Evans, Second by Councilwoman Pfennighausen, to continue for an additional 60 days the moratorium which holds in abeyance the portion of the sign code ordinance pertaining to amortization carried 4-0-1, with Councilman Petta abstaining. MID -YEAR BUDGET REVIEW City Manager Armstead advised the Civic Center Project Fund of $2,735,107.80 has approximately $12,093 remaining; the move into the new Civic Center cost $1,941.91, with approximately 100 hours of compensatory time expended - a significantly lower cost than having the move conducted by a commercial firm; commended Community Services Director Anstine and Staff for participation in the move. Finance Director Schwab advised $1.4 million of the estimated $2.9 million projected revenue has been collected; requested revenue and expenditure adjustments as outlined in the Mid -Year Budget Review Staff Report and presented the justification for the recommended changes reflecting a $192,158 revenue increase and a $3,689 expenditure increase; Council has authorized additional expenditures of $148,258 at this time. 0 Page 8 - 2/28/85 Mr. Schwab stated the FY 1984-85 projected revenue is now $2,016,899; the ending 6-30-84 fund balance was ($1,486), leaving a balance of projected revenue of $2,015,413; projected expenditures of $1,965,835 will leave a balance at the end of the fiscal year of $49,578 - an improvement over the prior fund balance; $40,000 of that balance will be the direct result of earnings on the tax anticipation notes. Advised the City has sufficient funds to operate at the current level of activity, but doesn't allow any contingency for emergencies that could occur; recommended budgeting for a contingency fund next fiscal year in case additional funds are needed for an emergency or a project desired by Council. CC-85-50 Motion by Councilwoman Pfennighausen, Second by Councilman Evans, ALL AYES to authorize mid -year budget adjustments for revenue estimates and expenditure appropriations as outlined in the Staff Report reflecting a $192,158 revenue increase and $3,689 expenditure increase. Recess was called at 9:07 p.m. and reconvened at 9:18 p.m. with all mee—hers present. RED CURB - BARTON ROAD CIVIC CENTER FRONTAGE A videotape taken by Group W was shown depicting the absence of visibility of oncoming traffic for cars exiting the Civic Center when vehicles are parked on Barton Road in front of the Civic Center. City Manager Armstead reviewed staff recommendations for painting the curb red, ingress/egress to the Civic Center, and a right -turn only onto Barton Road exiting the east driveway, as outlined in the Staff Report on this subject. CC-85-51 Motion by Mayor Pro Tem Matteson, Second by Councilman Evans, ALL AYES, to approve: (1) Marking Curb Red on Barton Road Civic Center Frontage between both driveways and erecting "No Parking" signs; (2) White arrows designating traffic circulation with ingress from Barton Road into the west driveway counterclockwise around the Civic Center with egress from the east driveway; a double lane on the east driveway with two stop signs; and a "Do Not Enter" sign at the southwest corner of the east side of the west driveway. CALTRANS HAZARD ELIMINATION PROGRAM Community Services Director Anstine requested authorization to apply for a grant through CALTRANS to install permanent raised pavement markers throughout the City to eliminate the requirement for annual street striping; the estimated project cost is $100,000, with the City being responsible for $10,000, since the grant provides for a 10% match by the City; funding can be provided through the annual street budget. Council questioned and was advised this will be a FY 1984-85 project; funding is available from the gas tax fund; the markers will be used for crosswalks; the savings for street striping will be $14,000 per year; and the markers will only replace the present striping. Page 9 - 2/28/85 CC-85-52 Motion by Mayor Pro Tem Matteson, Second by Councilman Petta, ALL AYES to authorize staff to apply for the CALTRANS Hazard Elimination Program Grant in the amount of $100,000 for the installation of raised pavement markers. 0 CITY REPRESENTATIVE - RIVERSIDE HIGHLAND WATER STOCKHOLDERS MEETING CC-85-53 Motion by Mayor Pro Tem Matteson, Second by Councilman Evans, to appoint Councilwoman Pfennighausen to vote the City's shares of capital stock and other matters at the annual stockholders' meeting of Riverside Highland Water Company on March 4, 1985. Councilwoman Pfennighausen advised she made two motions which passed at last year's annual stockholders' meeting; one motion was that the water company should have a written capital improvement and maintenance program; the other motion was to establish a rotation of the board of directors; had requested notification relative to the board of directors rotation and assumes this was not implemented since she received no notification; will question action on these motions. Feels representation of residential water users is needed on the board of directors. Motion No. CC-85-53 carried, ALL AYES. JOINT COUNCIL/PLANNING COMMISSION WORKSHOP SESSION City Manager Armstead advised Councilwoman Pfennighausen and Councilman Evans requested placement of this item on the agenda for consideration. Council discussed the need for a joint session to establish communication, discuss philosophy and to develop a working relationship between the City Council and the Planning Commission to plan the future development of the City. Councilman Evans recommended, with Council concurring, that the Economic Development Adhoc Committee also be requested to attend, and that the Planning Commissioners be advised of the importance of attending the session. Council established March 7, 1985 at 7:00 p.m. for the joint session. ASSIGNMENT OF BUILDING NOS. 2 AND 3 Councilwoman Pfennighausen stated Council assigned Building No. 3 to the EOC earlier in the meeting; recommended assigning Building No. 2 to the Chamber of Commerce and CCS for maximum visibility and parking availability. CC-85-54 Motion by Mayor Pro Tem Matteson, Second by Councilwoman Pfennighausen, ALL AYES to assign Building No. 2 for the use of the Chamber of Commerce and CCS. Councilman Evans and Councilwoman Pfennighausen felt the City Manager in the future should make decisions on the use of City facilities without involving Council unless a controversy needs to be resolved. Mayor Grant concurred, but felt Council should then abide by the staff decisions unless there is a controversial issue. COMPUTER SYSTEM DEMONSTRATIONS Council set March 6, 8:00 - 10:00 A.M. and March 7, 5:00 - 7:00 P.M. as the dates to review the proposed computer systems. Page 10 - 2/28/85 LI CLOSED SESSION Council recessed to a Closed Session at 10:18 p.m. with City Manager Armstead and City Attorney Hopkins in attendance. City Attorney Hopkins announced personnel matters would be discussed. RECONVENE REGULAR MEETING The regular meeting reconvened at 10:50 p.m. with all members present. Mayor Grant announced Council met in closed session to discuss Council/Staff relationships, with no action taken. TELECASTING COUNCIL MEETINGS CC-85-55 Motion by Mayor Pro Tem Matteson, Second by Councilwoman Pfennighausen, ALL AYES, to authorize Group W Cable TV to telecast the Council Meetings live. ADJOURN The regular meeting adjourned at 10:50 p.m. to an adjourned regular meeting to be held Thursday, March 7, 1985 at 7:00 p.m. in the Civic Center Council Chambers for the purpose of conducting a joint public workshop session with the Planning Commission. Respectfully submitted, City Crrk APPROVED: Page 11 - 2/28/85