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05/10/1984CITY OF GRAND TERRACE COUNCIL MINUTES REGULAR MEETING - MAY 10, 1984 A regular meeting of the City Council of the City of Grand Terrace was called to order at the Terrace View Elementary School, 22731 Grand Terrace Road, Grand Terrace, California, on May 10, 1984, at 6:05 p.m. PRESENT: Hugh J. Grant, Mayor Jim Rigley, Mayor Pro Tempore Tony Petta, Councilman Roy W. Nix, Councilman Barbara Pfennighausen, Councilwoman 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 Harold Lorimer, Retired, followed by the Pledge of Allegiance, led by Randy Anstine. A joint session of the Community Redevelopment Agency and the City Council convened at 6:05 p.m. FY 1984-85 BUDGET SESSIONS City Manager Armstead recommended setting Budget Workshop Sessions for May 29-31 at 7:00 a.m. in Building No. 4 at City Hall. Stated morning sessions would eliminate compensatory time for department heads required to be present. CC-84-97 Motion by Councilman Nix, Second by Councilman Rigley, ALL AYES, to set Special Budget Sessions for June 5 and 6 at 6:00 p.m. to be held at the Terrace View Elementary School. 1984 LEGISLATIVE SEMINAR - COUNCIL/CRA MEETING RESCHEDULING City Manager Armstead requested authorization for him and the Finance/Administrative Services Officer to attend the 1984 Legislative Seminar in Sacramento on May 24. Recommended cancelling the CRA/Council meetings of May 24 and rescheduling the meetings for the month of June. CC-84-98 Motion by Councilman Nix, Second by Councilman Petta, ALL AYES, to (1) Cancel the regularly scheduled Council meetings for May 24, June 14, and June 28 and reschedule the next Council meetings for June 7 0 and June 21; and (2) to authorize the expenditure of $424 and to approve City Treasurer Armstead and Finance/Administrative Services 5/ 0/84 Officer Schwab attending the 1984 Legislative Seminar on Local Government Finance in Sacramento on May 24, 1984. ITEM DELETED FROM AGENDA - Approval of Minutes (4/26/84) ITEMS ADDED TO AGENDA - 10B - Contract Award - Traffic Control Device Inventory; 11 - C osed Session. CIVIC CENTER CONSTRUCTION Architect's Field Report No. 16 was provided to Council. Security/Fire System Presentation - Ralph Buchwalter, Federal Alarm security systems, distribute2—a—n-ff reviewed proposals for installation of security and fire alarm systems in the civic center; outlined the alternatives and cost; noted addendums to the proposal for additional conduit cost; indicated a low expectation of false alarms. Council questioned what constitutes adequacy in terms of security and whether any input had been received from law enforcement regarding the proposal. Architect Larry Wolff noted the proposal by Sonitrol regarding a security system was solely for intrusion; recommended Council consider the options to combine a security system for both intrusion and fire; requested a final determination on this matter at the next meeting. Change Orders - Architect Larry Wolff summarized Change Order Nos. 1 through as outlined in his firm's correspondence dated May 7, 1984. Amended Change Order No. 2 to read "additional grading," with no cost listed pending arbitration. Change Order Nos. 1 through 7 are additions to the contract for a total of $30,531.64; Change Order Nos. 8 and 9 are deletions/credits for a total of $3,813.84; Change Order No. 10 was submitted by the Contractor to extend the contract six weeks due to earthwork/grading delay. Council discussed the responsibility and authority to approve change orders and concern for exceeding the 2% contingency. It was clarified that the Building Committee is not a decision -making body; that for approved projects, the City Manager has the authority to approve change orders up to $10,000, with the subject Change Orders being submitted as information items only; that the City is obligated for payment of Change Order Nos. 1 through 7, with the exception of Change Order No. 2 for additional grading, which is pending arbitration. The City Manager stated the 2% contingency has not been exceeded at this time, excluding Change Order No. 2. Amended Construction Schedule - Mr. Wolff advised that construction of the Civic Center has reac ed 24% completion at this time; 90-95% of all changes occur during this period; doesn't foresee further items requiring substantial amounts over and above the present contract. Stated the contractor has requested a six -week extension only in case something unexpected occurs; the revised schedule still reflects the same completion date, since weather conditions have allowed the Page 2 - 5/g0/84 contractor to proceed more rapidly than expected. Noted this item is for information only, with no action required. City Attorney Hopkins recommended taking no action on this matter pending the outcome of the arbitration. CC-84-99 Motion by Councilwoman Pfennighausen, Second by Councilman Rigley, ALL AYES, to accept and note receipt of, but not approve, the proposed construction progress schedule dated April 25, 1984. Relative to a security system for the civic center, Councilman Rigley recommended Staff survey types and sizes of systems in other governmental agencies similar in size to our City. Councilman Nix recommended that a comprehensive report be prepared by Staff to also include those agencies not having a security system and indicate whether they feel it necessary. Recess was called at 6:53 p.m. and reconvened at 7:10 p.m., with all me— mks present. MINUTES - APRIL 12, 1984 CC-84-100 Motion by Councilwoman Pfennighausen, Second by Councilman Rigley, ALL AYES, to approve the Minutes of April 12, 1984, as amended to reflect the following changes: Page 2 - add to last sentence of Para. 6 "with proper negotiations."; Page 4 - change last sentence of Para. 1 regarding Check Register No. 041284 to read: "......will be amended to reflect that deposits will be required by the offending utility companies." CONSENT -CALENDAR Item A, Approval of Check Register No. 051084, and Item C, Contract Award for Architectural Barrier Removal Project, were removed for discussion. CC-84-101 Motion by Councilman Nix, Second by Councilman Petta, ALL AYES, to approve the following Consent Calendar item: B - Authorize City Manager to Execute/File Barton Road Right -of -Way Certification with Caltrans. CHECK REGISTER 051084 Referencing Warrant No. 12151, Petty Cash, Councilwoman Pfennighausen questioned the $8.00 expenditure for a Chamber of Commerce luncheon meeting. Finance/Administrative Services Officer Schwab advised that, since this meeting pertained to the financial status of the City, felt the Finance Department should be represented and requested two Finance staff members to attend. Councilwoman Pfennighausen disagreed with the expenditure, feeling the Staff members were there to listen, 0 not to act in an official capacity. Stated, with Mayor Grant concurring, a precident should not be established, and opposed such expenditures appearing on future Check Registers. Councilman Nix, Page 3 - 5/10/84 with concurrence of Councilman Petta, felt it was appropriate to have City Staff members present in an official capacity; disagreed with rationale that non -participation be considered as unappropriate business; felt payment of the luncheons in this case was justified. CC-84-102 Motion by Councilman Nix, Second by Mayor Grant, ALL AYES, to approve Check Register No. 051084. CONTRACT AWARD - ARCHITECTURAL BARRIER REMOVAL PROJECT (GTC84-09) Mayor Grant stated he respects the judgment of Staff; however felt Council has ultimate responsibility when awarding contracts, and projects should be rebid if insufficient bids are received for competitive bidding. CC-84-103 Motion by Mayor Grant, Second by Councilman Petta, ALL AYES, to award and authorize the Mayor to execute a contract for the Architectural Barrier Removal Project (GTC84-09) to Redlands Paving, Inc., for $25,548.26. PROCLAMATIONS Mayor Grant read and presented a Proclamation designating May 13-19 as "Municipal Clerk's" Week to City Clerk Erway and a Proclamation designating May 21-25 as "Public Works" Week to City Engineer Kicak. PUBLIC PARTICIPATION Barney Karger, 11668 Bernardo Way, stated he and other owners of property on Barton Road between Canal and Vivienda plan to install improvements and would be more efficient, less costly, and advantageous for the City if the entire block was improved. Recommended undergrounding utilities; felt the property owners will dedicate right-of-way and that engineering could be accomplished for $600 per lot. Recommended a cooperative effort between the property owners and the City. Bill Darwin, 23172 Palm, stated that prior to incorporation, he was advised by the San Bernardino County Engineering Office that their assistance would be required when he improved his property because street drainage must be rebuilt; pursuant to that, felt the assistance of the City Engineer would now be required. City Engineer Kicak recommended, with Council concurring, that Mr. Karger present Staff with a proposal of how he feels the project should proceed, which Staff can evaluate and present to Council for consideration. PARKS & RECREATION COMMITTEE - Minutes of the April 2 meeting were provided o Council. Chairman Dick Rollins reported the following: (1) Thanked Staff members w o assisted with planting trees in the park; (2) Noted that park vandalism, of which the most recent constituted a felony, is expensive for the City; discussed the matter with the Crime Prevention Committee; recommended the Community Page 4 - 5/g0/84 Services Director be directed to prepare signs to be posted at the park offering a $100 reward from the City to any person providing information regarding vandalism at the park and including the information in the Chamber Newsletter. CC-84-104 Motion by Councilman Nix, Second by Councilwoman Pfennighausen, ALL AYES, to approve the reward notice indicating the City will pay a $100 reward to any person providing information leading to the arrest and conviction of persons involved in vandalizing City property, subject to the City Attorney and appropriate Staff members reviewing for proper context, and to appropriate $500 from the unappropriated fund balance for this item. FIRE CHIEF REPORT - Captain Phil DeClerck, California Department of orestry, reported the following: (1) Another fire response pumper unit from the Office of Emergency Services is now in service; (2) Weed abatement notices have been distributed; (3) Advised of the fire season and recommended clearing property of dry weeds and trash, clearing wood piles away from structures, and treating shake shingle roofing. (4) Fireworks are illegal in the City and San Bernardino County; are only legal in the Cities of San Bernardino and Colton. CITY ENGINEER REPORT - City Engineer Kicak referenced his memorandum to the City ounce and the Planning Commission dated May 8, 1984, relative to the meeting with Gage Canal regarding public access across Gage Canal between Barton Road and Mt. Vernon. Felt problems indicated at that meeting will require investigation. Will present Council with specific recommendations at the next Council meeting. Council questioned the statement in the memorandum that the Gage Canal Board of Directors believes that Canal Street northerly of Victoria Street is Gage Canal's private property, on which they pay taxes, and that Gage Canal feels there is a question of legality as to the public's right to access. The City Attorney, responding to a question relative to eminent domain, confirmed that one public agency can exercise eminent domain over another public agency if a higher and better public use can be demonstrated. CC-84-105 Motion by Councilman Rigley, Second by Mayor Grant, ALL AYES, to refer the ownership rights of Canal Street northerly of Victoria to Staff for further investigation. CITY MANAGER REPORT - City Manager Armstead requested the Sheriff Deputies to patrol the area of the Blue Mountain reservoir, citing that Riverside Highland Water Company's two million gallon tank was vandalized and valves were opened causing excessive dirt to be deposited on Van Buren; there is also graffiti all over the tank. CITY COUNCIL REPORTS Councilman Petta reported the following: (1) Questioned whether action is Bing taken regarding traffic safety at the intersection of Barton Road and Palm. City Engineer Kicak stated that SCE has been authorized to install a light at that intersection; widening 5/ 0/84 alternatives will be presented to Council for consideration prior to being incorporated into the Barton Road project; (2) Attended the Riverside Highland Water Company Board of Directors' meeting this date and suggested second notices be sent for delinquent accounts and that hand cards be placed on doors prior to disconnecting service. The Board stated this procedure was unsuccessful in the past resulting in over 600 delinquent accounts compared to 100 under the present procedure; directed its management to prepare an approach more satisfactory to all concerned for consideration at the next Board meeting. Councilman Petta felt the matter would be resolved; will attend the Board's next meeting. Mayor Grant advised he attended the LAFC May 9 meeting and concurred with conation of Fontana's Councilman Kragness as one of the primary City representatives; (2) As a reminder, noted the chain -of -command policy for placing items on the agenda and that no individual Councilmember can be responsible for a Staff member taking definitive action affecting the City. EMPLOYEE SERVICE AWARD PROGRAM City Clerk Erway recommended establishing a program for employee service awards, recognizing employees after three satisfactory years of service and would also include City Councilmembers, if desired. Reviewed the recommended award criteria as outlined in the Staff Report dated May 4, 1984, Subject: Employee Service Awards. Three firms were contacted and gave presentations to Staff; recommended selecting 0. C. Tanner Company; recommended Council authorize the establishment of an Employee Service Award Program and appropriate $4,850 in the FY 1984-85 Budget to purchase 50 logos and cover the cost of the jewelry for those employees qualified to receive five-year awards. CC-84-106 Motion by Councilman Nix, Second by Councilwoman Pfennighausen, ALL AYES, to authorize the establishment of an Employee Service Award Program, as outlined in the Staff Report dated May 4, 1984, Subject: Employee Service Awards, and approve the inclusion of $4,084 in the FY 1984-85 Budget to purchase 35 logos from 0. C. Tanner Company plus cost of individual jewelry items for those employees who qualify for five-year awards and estimated sales tax. TRAFFIC CONTROL DEVICE INVENTORY GRANT Community Services Director Anstine advised that the State of California Office of Traffic Safety approved a request for a grant, in the amount of $10,800.00, to conduct a traffic control device inventory which would be utilized to conduct an inventory of City -owned control devices. The only cost to the City would be providing a vehicle and driver to escort the retained traffic engineer throughout the City. Requested authorization to circulate RFP's for traffic engineering services. Page 6 - 5/g0/84 CC-84-107 Motion by Councilwoman Pfennighausen, Second by Mayor Grant, ALL AYES, to direct Staff to circulate RFP's for the purpose of retaining the t services of a licensed traffic engineer to conduct a traffic control device inventory. t CLOSED SESSION Recess - Council recessed to a Closed Session to discuss personnel matters at 8:15 p.m. with City Attorney Hopkins in attendance. Reconvene - The regular meeting reconvened at 8:42 p.m. with all members present. Mayor Grant announced that Council met in Closed Session regarding two primary issues: (1) Continued discussion of a procedure in terms of retaining the services of employees - no decision was reached and no action taken; (2) Status report on potential litigation with no action taken. Mayor Grant questioned the procedure and deadline to have a matter placed on the ballot for the City's election in November. City Clerk Erway recommended taking action in June to ensure timeliness. ADJOURN - The regular meeting adjourned at 8:47 p.m. to an adjourned regreg—mar meeting to conduct Special Budget Sessions to be held June 5 and June 6, 1984, at 6:00 p.m. The regular meeting scheduled for May 24, 1984, is cancelled; the next regular meeting is scheduled for June 7, 1984, at 5:30 p.m. Respectfully submitted, APPROVED: