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09/22/1983CITY OF GRAND TERRACE COUNCIL MINUTES REGULAR MEETING - SEPTEMBER 22, 1983 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 September 22, 1983, at 5:35 p.m. PRESENT: Hugh J. Grant, Mayor Tony Petta, Councilman Barbara Pfennighausen, Councilwoman Seth Armstead, City Manager Ivan Hopkins, City Attorney Joe Kicak, City Engineer Myrna Erway, City Clerk ABSENT: Jim Rigley, Mayor Pro Tempore Roy W. Nix, Councilman The meeting was opened with invocation by Pastor Jerry Folsom, First Baptist Church of Grand Terrace, followed by the Pledge of Allegiance, led by Ed Clark. ITEMS ADDED TO AGENDA 6H(1) - Vivienda Bridge Replacement; 8 - Closed Session SPECIAL PRESENTATIONS Mayor Grant read and presented Certificates of Commendation to First Sergeant Samuel Walls, Jr., USMC and the USMC Reserve Color Guard and to Larry Roberson, Colton High School Band Director, in recognition of their performances at the Fire Station Dedication Ceremony held September 11, 1983. Mayor Grant presented City Medallions to Hannah Laister and Judy Rinderhagen for assisting at the Fire Station Dedication Ceremony; stated the following Staff Members had also assisted, and would receive City Medallions: Gwenda Ramsey; Ilene Dughman; Betty Duarte; Alicia Chavez; Tom Coyle; Randy Anstine; Mike Luna; and Myrna Erway. Recess was called at 5:47 p.m. and reconvened at 6:02, with Mayor rat, Councilman Petta, and Councilwoman Pfennighausen present. PROCLAMATIONS Mayor Grant read and presented a Proclamation designating October as Toastmasters Communication Month to Ed O'Neal, President of the Grand Terrace Toastmasters; and a Proclamation designating September as PTA PUK/83 Membership Enrollment Month to Lillian Rivera, President of the Terrace View Elementary School PTA, and Richard Jacobsen, Superintendent, Colton Joint Unified School District. Recess was called at 6:10 p.m. and reconvened at 6:40 p.m., with Mayor r� Councilman Petta and Councilwoman Pfennighausen present. MINUTES - SEPTEMBER 8, 1983 The minutes are to be amended to reflect the action taken regarding the Animal Control Contract; approval will be considered October 13. PUBLIC PARTICIPATION Dick Rollins, 22700 DeBerry, stated he received a parking ticket, and the street sweeper didn't sweep the street. Discussion was held relative to the fact that citizens should not be required to pay parking tickets when the streets are not swept. The Administrative Assistant advised that 21 citations were issued on September 13, prior to the Sheriff's Department being advised the street sweeping equipment had broken down; they will be voided. Theatre on the Terrace - Linda Pue, 23008 Hamilton Court, representing the Theatre on the Terrace, distributed the group's proposed bylaws to Council and advised that fliers are being distributed advertising the group's first monthly general meeting to be held September 29 at 7:30 p.m. at the Community Center; a production is tentatively scheduled by the end of the year. CONSENT CALENDAR 0 Item 5A, Check Register No. 092283, was removed for discussion. CC-83-262 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES by all present to approve the following Consent Calendar Items: B. Confirm CRA Action taken relative to the Bid Request on the Civic Center; C. Accept FY 1982-83 City Audit; D. Approve Final Parcel Map 7984; E. Approve allocation of $1,000 to Line Item 10-4212-210 from 6/30/84 Balance Forward to purchase amended Traffic Citation Forms; and F. Approve appropriation of $5,061 to Line Item 18-4908-254 from 6/30/84 Balance Forward for purchase of 75 street sweeping signs. CHECK REGISTER NO. 092283 Warrant No. 11511 to Grand Terrace Lock & Key in the amount of $261.34 was deleted from the Check Register, pending clarification. Page 2 - 9/22/83 CC-83-263 Motion by Councilwoman Pfennighausen, Second by Councilman Petta, ALL AYES by all present to approve Check Register No. 092283 as amended to reflect the deletion of Warrant No. 11511. Recess was called at 7:00 p.m. and reconvened at 7:20 p.m. with Mayor ran , Councilman Petta and Councilwoman Pfennighausen present. PARKS & RECREATION COMMITTEE Chairman Dick Rollins reported the following: (1) Minutes of the September 19 meeting have been prepared and are awaiting Committee approval; (2) The Committee recommends appointing Arthur Goad. CC-83-264 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES by all present to appoint Arthur Goad to the Parks & Recreation Committee to fill the unexpired term of Raymond Miller, to expire 6-30-84. HISTORICAL & CULTURAL ACTIVITIES COMMITTEE Mayor Grant noted the Committee's Minutes were in the Council Packet. EMERGENCY OPERATIONS COMMITTEE Vic Pfennighausen reported the Committee will be presenting a rough draft of the City Emergency Disaster Plan to Council in the near future; noted that attendance to the committee meeting increased when reminders were mailed to committee members. CITY MANAGER REPORT City Manager Armstead reported the following: (1) Commended the Sheriff's Department for quick response when called to the park last night relative to a beer party; the deputies will continue to patrol; (2) Assembly Bill 895, which will restore $237,000 to the City, has been signed by the Governor; the City will also receive an additional $13,000; these funds were not included in the FY 1983-84 Budget, since the State had been considering eliminating or decreasing certain funds; and (3) Requested and received Council confirmation to purchase additional equipment for approximately $800 to upgrade the PA System. COUNCIL REPORTS Mayor Grant reported the following: (1) Requested the City Clerk to place aMe—solution of Support on the October 13 Agenda for the Minority Business Development Center; (2) Encouraged Council to submit input to Councilman Nix relative to the resolutions to be considered at the League of California Cities Annual Conference; (3) Noted the debris which has collected on the freeway embankment at the south entrance to the City; Bob Yeates, 12888 Fremontia, speaking for CCS, stated Caltrans cleans the freeway areas twice a year, and has programs for youth groups whereby they supply the garbage bags; has been reluctant to place youth near the freeways; noted that landscaped Page 3 - 9/22/83 freeway embankments do not seem to collect litter. Ken Rinderhagen, 12738 Wilmac, indicated that CCS provides two free dump days per year; recommended formation of adult groups to clean the freeway litter at that time; stated CCS will make the arrangements. City Manager Armstead indicated the City is presently negotiating with the California Conservation Corps relative to landscaping the area around the water reservoir, and will discuss the possibility of assistance with freeway landscaping as well; (4) Recommended that Council review the Memorandum regarding the organizations in which the City maintains membership and indicate at the next meeting if any memberships are felt to be unnecessary; and (5) Indicated Councilman Nix would be unable to attend the dinner for Dr. Gerald Smith to present the City's Certificate of Commendation; Councilwoman Pfennighausen will attend. CHAMBER OF COMMERCE/CCS OFFICE SPACE Mayor Grant stated correspondence has been received from both organizations requesting the City's consideration to allow them to share Building No. 3; questioned, and the City Attorney responded there would be no legal problem; allowing the Chamber of Commerce office space would be on the basis of furthering the promotion of the City, and not as a representative function of the businesses of the general community; furnishing office space to CCS is on the basis of promoting keeping the City clean. Council noted the City has always furnished office space to CCS. Councilman Petta recommended considering this item with all Council present; voiced concern relative to whether the Chamber could retain its autonomous status, which he felt should be retained. Ll Bob Yeates, President -Elect of the Chamber, stated the Chamber plans to prepare an informational packet in order to provide prospective business interests with the information needed to establish a business in the City; the Chamber needs a permanent office location where individuals can go to get the necessary information; a Legislative Committee is being established as a liaison between the City and the Chamber to relate the Chamber's opinions on various issues; should a disagreement arise between a Chamber member and the City, the Chamber will fight for that member; stated the purpose of the Chamber is to promote new business and to encourage citizens to shop locally; felt a mutually beneficial working relationship can be established with the City to work toward a common goal of increasing business with neither organization dictating to the other. Mayor Grant indicated, with Mr. Yeates concurring, that the City's official position on issues is established by a majority vote of the CRA or Council, and is never the result of any one individual; felt if the Chamber's official position on matters relative to the City are also based upon a majority decision of the Chamber or its governing body, rather than on one individual's position, there should be no conflict. Page 4 - 9/22/83 CC-83-265 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES by all present to allocate Building No. 3 to be shared jointly by the Grand Terrace Chamber of Commerce and Clean Community Systems. Clarification was given that these organizations will be responsible for the utility costs. REGULATIONS FOR USAGE OF PUBLIC LAND/FACILITIES Mr. Richard Pepin, Contract Administrator, People Helper's Inc., advised that in response to Council direction, rules, regulations and fees have been established for the use of public facilities, as outlined in a Memorandum to the Parks & Recreation Committee dated August 1, 1983, Subject: Recreation Facilities Usage. These have been approved by the Parks & Recreation Committee, with amendments as noted in the Staff Report dated September 22, 1983, Subject: Rules & Regulations for Field Scheduling. Council questioned charging individual residents $10.00 per hour for field usage, versus charging only $5.00 per hour for non-residents; why the Parks & Recreation Committee recommended deletion of the requirement that the President and Treasurer of organizations be residents; and questioned the purpose for charging a field fee. CC-83-266 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, to approve the Rules, Regulations and Fee Schedule for public facilities, with the following amendments: (1 Page 2 - "Resident League/Organization" - Delete "President and Treasurer Grand Terrace Residents"; (2) Page 2 - "Non -Resident League/Organization" - Add "One Grand Terrace team must be on the playing field at all times during the league play"; (3) Add to Page 2 "Usage is defined as a use during a two hour period"; (4) Page 2 - Increase Individual Resident Deposit from $25.00 to $50.00; (5) Page 2, under Fees & Charges - Decrease Individual resident field fee from $10.00 to $5.00 per hour, and increase deposit from $25.00 to $50.00; Increase non-resident non-profit, under Group single usage, from $5.00 to $15.00 per hour, and increase deposit from $50.00 to $100/per hour. Mayor Grant questioned if charging for the use of the fields was originally planned to support the contract with People Helper's, Inc.; stated, for the record, he opposes the idea of field fees, feeling the park was built to be used by the people free of charge. Page 5 - 9/22/83 The City Manager advised that fees such as these, as well as fees for the recreational programs have been budgeted to cover the cost of the contractor. Mr. Pepin stated the contract provides that after all expenses have been deducted, any remaining profit will be split between the City and the Contractor. It was also noted that the fees will help cover the cost to repair damaged equipment, and will ensure usage of the field by individuals who make reservations; previously, reservations have been made and the field was not used. Following discussion, Motion No CC-83-265 carried, ALL AYES by all present. RESOLUTION NO 83-49 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, ESCINDING RESOLUTION NO. 81-49 AND ESTABLISHING FEES FOR ENGINEERING, PLANNING, AND BUILDING & SAFETY. The City Engineer/Planning Director advised that San Bernardino County amended the County Code, which our City has adopted by reference, to reflect new fee schedules for engineering, planning, and building & safety in July. The City Attorney has advised that in order for the City to charge those same fees, the City must adopt the fee schedule by resolution. Indicated the Staff Report includes the present fee schedule and the County's fee schedule; recommended adopting the resolution. Barney Karger, 11668 Bernardo Way, stated he feels the building permit fees charged by the County are excessive, but indicated they are not as high as other areas. Recess was called at 9:07 p.m. and reconvened at 9:13 p.m., with Mayor rZ and Councilman Petta, and Councilwoman Pfennighausen present. Mr. Karger felt the plan checking for houses should not exceed $100; stated he has heard complaints regarding the high fees being charged by cities and counties for checking engineering; stated San Bernardino County has one of the lowest fee schedules, but still feels they are making a profit. The City Attorney advised that Title XIII of the California Constitution prohibits making a profit; fees can only be charged to cover the services provided; during periods of high building activity, a profit may be realized; however, during periods of low building activity, a loss is realized; therefore, over a period of time, a balance is achieved. CC-83-267 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES by all present to adopt Resolution No. 83-49. VIVIENDA BRIDGE REPLACEMENT The City Engineer advised the City Council previously authorized a study to determine whether or not Vivienda Bridge meets the criteria to be of historical value. Stated a report has been received from Page 6 - 9/22/83 Mr. John W. Snyder, Consulting Architectural Historian, concluding that the bridge does not meet the criteria of the National Register of Historical Places. Caltrans has indicated they are ready to proceed with the project so the funds can be committed. Recommended approval to proceed. In discussion, Council questioned the availability of funding for the project. The estimated total cost of the project is $408,000, which includes the engineering costs of approximately $80,000. The City would be responsible for the initial expenditures, and would then be reimbursed for 80% of the total project cost, and would be responsible for approximately $70,000 as the City's portion of the cost of the project. Completion of the project is not anticipated in this fiscal year. CC-83-268 Motion by Councilman Petta, Second by Mayor Grant, to authorize Staff to proceed with requesting proposals for engineering services for the bridge design, and to authorize the City Manager to execute the Right -of -Way Certification Form. Following clarification that the City presently has the necessary right-of-way, the Motion carried 3-0, with Councilmen Rigley and Nix being absent. CONTRACT FOR ENGINEERING/PLANNING/BUILDING & SAFETY SERVICES The City Engineer/Planning Director stated full justification for the requested increases was provided to Staff; stated the rates charged other clients are $48.00 per hour, with other rates scaled accordingly, and any profit realized supports the services provided to the City. Feels the rates requested are fair and considerably lower than those charged by other professionals. In discussion, Council noted that the overall average rate increase is 27%, which appears to be excessive; however, indicated there has been no rate increase for this service since the City's incorporation five years ago, and the rates requested are considerably lower than those reflected on the comparitive study of other firms, including an engineering firm presently under contract to the City. Commended Kicak and Associates on the quality of service provided to the City. Requested and received confirmation that with the proposed rate increase, the City can stay within the budget with the present level of service. CC-83-269 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES by all present to approve and authorize the Mayor to execute the amended fee schedule for Contract No. GTC 79-11, with Kicak & Associates, for engineering/planning/building and safety services. GAGE CANAL DRAINAGE PROBLEM r a The City Engineer advised there has been a recurring problem along the easterly wall of Tract 9741 on the westerly side of Gage Canal, Page 7 - 9/22/83 northerly of Pico. The grading in the Gage Canal area has a reverse grade from Pico towards Van Buren; the flow which is now tributary from Mt. Vernon between Pico and Van Buren to an existing channel starting at Mt. Vernon and flows into the Gage Canal right -of -wady is greater than the channel can accommodate; the overflow of the channel within the Gage Canal right-of-way and the grading within the right-of-way causes the water to flow northerly along Gage Canal and to pond against the garden wall at the westerly boundary of Gage Canal and the easterly boundary of Tracts 9741 and 9919, resulting in the wall being undermined twice thus far; the drainage structure, which has been there for sometime, may be restricting the flow. Recommended Council direct Staff to request that Gage Canal do some grading; also requested authorization to rework the drainage structure, at an estimated cost to the City of approximately $5,350, and a cost to Gage Canal of approximately $4,100; stated the footing of the wall was undermined during the last storm, and won't last much longer. The City Manager indicated he was contacted by Pacesetter Homes indicating a large amount of silt has been collecting on the properties. CC-83-270 Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES by all present, to direct Staff to contact Gage Canal to take immediate action on the drainage problem within the Gage Canal right-of-way north of Pico, to authorize Staff to proceed with the design and modification for the drainage facilities, and to request bids for the modification. BID REQUEST - DEBERRY/PICO/GRAND TERRACE ROAD The City Engineer advised the plans for all three projects have been completed for sometime and are ready to go to bid; originally intended to include these projects in the Barton Road Reconstruction Project; however, since that project has been delayed, recommended proceeding with these projects separately; estimated costs are: DeBerry Street Overlay - $75,000-$80,000; Reconstruction of Pico e/o Oriole - $26,000; and Reconstruction of a portion of Grand Terrace Road s/o Newport - $7,000. Following clarification that funding for these projects is included in CC-83-271 the budget, Motion by Councilman Petta, Second by Councilwoman Pfennighausen, ALL AYES by all present to authorize advertising for bids for street improvements on DeBerry, Pico and Grand Terrace Road. Mayor Grant stated he had previously advised the EOC Committee he would discuss the Church of Jesus Christ of Latter -Daffy Saints' excellent plan for the disaster preparedness, and still plans to do SO. CLOSED SESSION Council recessed to a Closed Session at 10:10 p.m., with the City Attorney, the City Manager and the Finance/Administrative Services Officer in attendance. 0 Page 8 - 9/22/83 RECONVENE The regular meeting reconvened at 10:35 p.m., with Mayor Grant, Councilman Petta and Councilwoman Pfennighausen present. Mayor Grant announced personnel matters were discussed, and no decisions were made. ADJOURN The regular meeting adjourned at 10:36 p.m. The next regular meeting will be held October 13, 1983 at 5:30 p.m. Respectfully Submitted, 'CI ty APPROVED: Mayor Pagge 9 - 9/22/83