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05/14/1981CITY OF GRAND TERRACE COUNCIL MINUTES REGULAR MEETING - May 14, 1981 The 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 14, 1981, at 6:29 p.m. PRESENT: Hugh J. Grant, Mayor Pro Tempore Tony Petta, Councilman Roy W. Nix, Councilman Jim Rigley, Councilman Seth Armstead, City Manager Joe Kicak, City Engineer Myrna Lindahl, City Clerk ABSENT: Thomas A. Tillinghast, Mayor Ivan Hopkins, City Attorney The meeting was opened with invocation by Pastor Patrice Nordstrand, Lutheran Church of the Atonement, followed by the Pledge of Allegiance, led by Ed Clark. ITEMS ADDED TO AGENDA 7F(2) - Tribute to Troop 40 Proclamation ITEMS DELETED FROM AGENDA Approval of Minutes (4/23/81) 6C - People Helpers, Inc. APPROVAL OF MINUTES (3/19/81) (3/26/81) (4/9/81) (4/16/81) CC-81-130 Motion by -Councilman Petta, second by Councilman Nix, ALL AYES by all present, to approve the Minutes of March 19, 1981, as presented. CC-81-131 Motion by Councilman Nix, second by Mayor Pro Tempore Grant, ALL AYES by all present, to approve the Minutes of March 26, 1981, as presented. CC-81-132 Motion by Councilman Rigley, second by Councilman Petta, ALL AYES by all present, to approve the Minutes of April 9, 1981, as presented. CC-81-133 Motion by Councilman Nix, second by Mayor Pro Tempore Grant, ALL AYES by all present, to approve the Minutes of April 16, 1981, as presented. Page one - 5/14/81 CONSENT CALENDAR The following item was removed from the Consent Calendar: 3A - Check Register No. 051481. CC-81-134 Motion by Councilman Nix, second by Councilman Petta, ALL AYES by all present, to approve the following item on the Consent Calendar: 3B - RESOLUTION NO. 81-28 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, ACCEPTING THE DOCUMENTS FROM THE GRAND TERRACE COMMUNITY REDE- VELOPMENT AGENCY; DIRECTING AND CONSENTING TO A JOINT PUBLIC HEARING ON THE REDEVELOPMENT PLAN FOR THE REVISED GRAND TERRACE COMMUNITY REDEVELOPMENT PROJECT AND DRAFT SUBSEQUENT ENVIRONMENTAL IMPACT REPORT THEREON; AND AUTHORIZING NOTICE THEREON. CHECK REGISTER NO. 051481 CC-81-135 Following clarification and discussion, Motion by Mayor Pro Tempore Grant, second by Councilman Petta, ALL AYES by all present, to approve Check Register No. 051481. The City Manager read the title of Resolution No. 81-28. COMMISSION AND COMMITTEE REPORTS VOLUNTEER SERVICES COMMITTEE Chairman Bob Yeates reported the Committee met May 12, 1981, and is presently making preparation for the second annual Fourth of July City Picnic, and requested Council make that date available. A ballgame will be held at that time between teams consisting of City Council, Planning Commission, and City Staff members challenging City Committee members. CRIME PREVENTION COMMITTEE Crosswalk at Intersection of DeBerry and Oriole City Manager Armstead advised Council of concurrence with the need for a crosswalk at that intersection due to the amount of traffic. CC-81-136 Motion by Councilman Petta, second by Councilman Nix, ALL AYES by all present, to approve the establishment of a crosswalk at the intersection of DeBerry and Oriole for a cost of $60.00. ORDINANCE NO. 46 (Second Reading) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, ESTABLISHING REGULATIONS FOR THE PLACEMENT OF MANU- FACTURED HOUSES ON SINGLE FAMILY LOTS WITHIN CERTAIN RESIDENTIAL DISTRICTS. Page two - 5/14/81 The City Clerk read the title of the Ordinance. Mayor Pro Tempore Grant opened public hearing on the Ordinance. There being no citizens speaking for or against the Ordinance, Mayor Pro Tempore Grant closed public hearing. CC-81-137 Motion by Councilman Petta, second by Councilman Rigley, ALL AYES by all present, to adopt Ordinance No. 46 by title only. ORDINANCE NO. 47 (Second Reading) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RELATING TO SOLAR WATER HEATING SYSTEMS FOR RESI- DENCES AND SWIMMING POOLS. The City Clerk read the title of the Ordinance. Mayor Pro Tempore Grant opened public hearing on the Ordinance. There being no citizens speaking for or against the Ordinance, Mayor Pro Tempore Grant closed public hearing. City Engineer Kicak advised that this Ordinance makes provisions for planning for the installation of solar units, rather than mandating installation of those units at this time. CC-81-138 Motion by Councilman Rigley, second by Councilman Petta, ALL AYES by all present, to adopt Ordinance No. 47 by title only. HOUSING & COMMUNITY DEVELOPMENT (HCD) BLOCK GRANT - REPROGRAMMING Don Newcome, San Bernardino County Office of Community Development, addressed Council stating the proposed reprogramming of the HCD funds is appropriate. He strongly recommended expending the funds in a timely fashion, since the County has been criticized for not expending the available funds. Mr. Newcome also indicated addi- tional funds are available should the City wish to request addi- tional funding for this fiscal year. Mr. Newcome stated the Office of Community Development will start a planning cycle for a new three-year plan, and he has been advised the Block Grant Program will be liberalized, making it easier for the City to acquire funding. The City was encouraged to partici- pate in the new three-year plan. Mr. Newcome also addressed Council regarding the appropriate use of the Community Center and referred to recent correspondence between the City and Hud and the Office of Community Development. He recommended that future questions, such as those addressed previously, be addressed and resolved at the Staff level, i.e. OCD, rather than being addressed directly to HUD, since it is the County's Grant. OCD has substantial discretion in use of facili- ties, monitors its own program, and would have taken the risk with Page three - 5/14/81 the City had the City corresponded directly with OCD. Supervisor McKenna has indicated a willingness to allow the requested activi- ties in the Community Center. The current policy of the new Board of Supervisors is to accommodate the cities' needs any way possible regarding the Block Grant Program. In the past, OCD has allowed activities, and the worst situation they have experienced to date has been the requirement to readjust the activities when HUD has objected. Councilman Nix stated the report Council had received from OCD did seem to be totally inconsistent with previous discussions held regarding use of the Community Center. He also questioned the name of the Community Center being referred to as a Senior Center versus Senior Citizens/Community Service Center, as previously discussed with OCD. Mr. Newcome stated they have no objections to the name of the Community Center as used by the City. However, in any corres- pondence with HUD, the facility must be referred to as a Senior Center, since, technically, use of the Community Block Grant funds are to be used only for a Senior Center. Councilman Nix indicated he would still be concerned with using Community Block funds on the Community Center, since the City's lease with the School District stipulates the Lions Club is to manage the Community Center. Should the situation arise whereby the activities would have to be terminated at the Community Center, the Lions Club would be placed in a legal position with the State, since they are required to have a lease in order to hold bingo games at the Community Center; would prefer returning the money, rather than adjusting the activities. Council further discussed applying for additional Block Grant funds and the use of the Community Center for various activities and the proposed plan to reprogram the Block Grant funds in the amount of $60,000. Mayor Pro Tempore Grant opened public hearing regarding the matter of reprogramming the Housing and Community Development Block Grant funds in the amount of $60,000 to be expended for the installation of handicap ramps, sidewalk repairs, and Park improve- ments, in lieu of applying the funds to the Community Center. There being no citizens speaking for or against the matter, Mayor Pro Tempore Grant closed public hearing. CC-81-139 Motion by Councilman Nix, second by Councilman Petta, ALL AYES by all present, to approve reprogramming the Housing and Community Development Block Grant Funds in the amount of $60,000 from the Senior Citizens/Community Service Center to the following projects: (1) Installation of handicap ramps; (2) sidewalk repairs; (3) Park improvements. Specifically, the amount of $40,000 to be expended in the following areas: $15,000 for acquisition and installation of playground equipment at Terrace Hills Community Park; Page four - 5/14/81 $10,000 for acquisition and installation of ballfield lights at the Terrace Hills Ballfield; and $15,000 for the installation of restrooms at Terrace Hills Community Park. TRACT 11450 - DRAINAGE EASEMENT City Manager Armstead stated Staff had met with Mr. Roy Roberts and Mr. Kester regarding the resolution of the drainage problem for Tract 11450. A meeting regarding this matter was also held with the City Attorney, at which time he stated the granting of an easement to Mr. Roberts across the City property may not be appropriate. Therefore, Mr. Armstead stated Staff recommends the adjacent property owners resolve their mutual drainage problem prior to the approval of Tract 11450. A letter was received from Mr. Roberts stating the urgency of resolving this matter to enable him to complete the 13 units on Preston. Johnny Lisenby, 10244 Preston, stated attempts to contact Mr. Roberts regarding this matter have been unsuccessful. Council stated the information received from Staff indicated different information. Mayor Pro Tempore Grant requested the City Manager to advise both Mr. Roberts and Mr. Kester of the discussion at this meeting and recommend the parties involved resolve the matter. BID AWARD - TERRACE HILLS COMMUNITY PARK BALLFIELD LIGHTS City Manager Armstead advised Council the bids were opened for the rebid of this project on May 13, with three bids being received as follows: C & C Electric - $73,140; Howell Construction - $48,140; and Jimco Electric - $48,000. The City Clerk, the Community Services Director, and the Engineering Representative reviewed all bid documents for completeness and compliance with the project specifications; recommended award of the contract to the low bidder, Jimco Electric, for $48,000. CC-81-140 Following discussion, Motion by Councilman Petta, second by Councilman Rigley, ALL AYES by all present, to award the contract for the Terrace Hills Community Park Ballfield Lights Project to Jimco Electric, for the amount of $48,000. BID AWARD - STREET TREE & SIDEWALK PROGRAM The City Engineer stated the bid opening was held May 13, with the following bids being received: William Murray, Jr., - $4,140; Bill Copeland - $11,700; and Artistic Landscape - $12,312. All bids were in compliance with the specifications. The Council had authorized expenditure of $10,000 for FY 1980-81 for removal of trees and repair of sidewalks. Sidewalk repair is underway, utilizing the remaining funds from the Architectural Barrier Removal Grant. Page five - 5/14/81 The City Engineer recommended Council award the bid for the Street Tree & Sidewalk Program to William Murray, Jr., in the amount of $4,140, and requested Council approve an additional $4,000 and authorize Engineering to prepare a Change Order to increase the number of trees to be removed and replaced to a total expenditure of approximately $8,000. This would allow removal of the entire list of 70 trees, which had previously been submitted. The City Engineer was questioned on the large discrepancy in the bids. Mr. Kicak stated he discussed this matter with Mr. Murray, the low bidder, who stated he could accomplish the project for the amount he bid. Mr. Kicak added that Council had budgeted $4,000 for street tree removal and sidewalk repair, and that the total project cost, which includes the handicap ramps, removal and replacement of street trees, and removal and replacement of damaged curbs, gutters, and sidewalks, is approximately $28,000. The revenues for that work are from HCD. The initial Grant was $18,000 for the handicap ramps; the bid received for that project was $11,000. HCD authorized the additional $7,000, which was programmed for the Handicap Ramp Project, for removal and repair of damaged curbs, gutters, and sidewalks. In addition, Council appropriated $10,000 for a total amount of $28,000. This request is for an additional $4,000 to cover all costs within that project including the total list of 70 trees, of which 36 are being removed at the present time. This would make the total cost of the project $32,000. CC-81-141 Motion by Councilman Petta, second by Councilman Nix, ALL AYES by all present, to award the contract for the Street Tree and Sidewalk Program to William Murray, Jr., in the amount of $4,140.00, and to authorize preparation of a Change Order to increase the number of trees to be removed and replaced at unit price for a total expendi- ture not to exceed $8,000.00. EDUCATION INCENTIVE PROGRAM John Smeby, Administrative Intern, addressed Council stating the revised policy reflects Council's previous concerns; except the attendance of private educational institutions, which he requested be included in the policy. He further recommended the Rules and Regulations for the Administration of Personnel Matters be amended and approval be given to budget $2,500 in fiscal year 1981-82 for tuition reimbursement for City employees. Council discusssed whether the policy should include a provision for attendance of private institutions and whether a budget should be established for $2,500 or to lower it to $800 -- discussed the possibility of changing both matters. Councilman Nix voiced disagreement with lowering the budgeted amount and excluding the attendance of private schools, feeling it would be unnecessary to exclude private institutions if the budget was for only $800. Limiting the budget would then require approval of a high -cost program. Page six - 5/14/81 Motion by Councilman Rigley to approve Staff's recommendation to amend the Rules & Regulations for the Administration of Personnel Matters to add Rule 12 as presented, with two amendments: (1) To exclude private universities or institutions; and (2) to reduce the amount in the budget for FY 1981-82 from $2,500 to $800. The Motion died for lack of a second. Council discussion indicated a feeling it would be unnecessary to lower the budgeted amount and to also prohibit the attendance of private institutions. CC-81-142 Motion by Mayor Pro Tempore Grant, second by Councilman Ri gl ey, CARRI ED 3-1, with Councilman Nix voting NOE, to approve amending the Rules & Regulations for the Administration of Personnel Matters by adding Rule 12, Section 12.1 through 12.6, to read as submitted in the Staff Report, with the amendment reflecting prohibition of attendance of private institutions; and to approve a budget of $2,500 in the 1981-82 fiscal year for tuition reimbursement for City employees. Recess was called at 8:08 p.m., and reconvened at 8:20 p.m., with all members present, except Mayor Tillinghast. SAN BERNARDINO COUNTY DISPOSAL SITE FEE INCREASE Mr. Chuck Laird, representing Mr. Escobar, Acting Director, San Bernardino County Public Works Agency, advised Council that the proposed County Disposal Site Fee increases from $2.25 per ton to $3.75 per ton are felt to be necessary in order to carry out the County's Land Fill Program. Council questioned what affect this increase will have on the refuse collector companies which operate in this area. Mr. Laird indicated they will pass this increase along to the customers. Council also questioned whether this will also reflect an increase for entry into the dumpsites. Mr. Laird stated he feels this fee will be increased to $2.00. Councilman Petta questioned the present policy of charging per ton, rather than by bulk cubic feet. Mr. Laird was questioned as to when the dumpsite on LaCadena, in Colton, might possibly be closed. Mr. Laird estimated the site would be closed by 1984; at that time, the site would be moved to the San Timoteo Sitein Redlands, approximately 412- miles from Grand Terrace. Mr. Laird stated the San Bernardino County Solid Waste Advisory Council will be holding another public hearing regarding this matter on May 22. STREET IMPROVEMENTS City Engineer Kicak stated Council had previously authorized Staff to approach Mr. Barney Karger regarding the possibility of a joint project to widen DeBerry Street between Mt. Vernon and Michigan. Mr. Karger received two written proposals and a verbal proposal. Page seven - 5/14/81 Council has authorized expenditure not to exceed $25,000 to accomplish the paving work. Recommended Council authorized Mr. Barney Karger to undertake the paving of the widening on DeBerry Street, and authorize his hiring of Pacific Paving to accomplish the work for the amount of $17,800. Council questioned the amount of paving to be done on DeBerry Street and whether Mr. Karger is donating some of the land. City Engineer Kicak stated that Mr. Karger is dedicating the land and installing curbs, gutters, paving and utilities at this time, in order to accomplish widening of DeBerry Street between Mr. Vernon and Gage Canal, as well as installation of storm drains. These are all improvements which would ultimately be required. However, Mr. Karger has no obligation to install the improvements at this time. Widening of this portion of Deberry Street would correct an existing hazardous traffic problem. It was clarified that at the same time Mirado will be extended to DeBerry Street, and that Morgan Development and Karger Construction Company are working together on this matter. CC-81-143 Motion by Councilman Rigley, second by Councilman Petta, ALL AYES by all present, to authorize Mr. Barney Karger to undertake the paving of the widening on DeBerry Street between Mt. Vernon and Gage Canal, and to authorize his hiring Pacific Paving to accomplish this work in the amount of $17,800.00. PEOPLE HELPERS, INC. A presentation was given by members of People Helpers, Inc., during the Work Session, and no action is scheduled at this time. Councilman Nix stated he did not fully agree with the presentation; however, he does agree with the program in principle. He feels the kind of program our City has established with Staff and volunteers is adequate, and would want to see data from the City if and when a proposal from this or any other organization of this type is presented in order to ensure we are not duplicating what we are paying Staff to do. He further stated if Staff feels the program should be augmented with an organization of this type, substantiating data showing the benefits would be required to justify any additional expenditure. CRIME PREVENTION OFFICER PROPOSAL City Manager Armstead advised that Sgt. Curry, of the San Bernardino County Sheriff's Department, was to have given an oral presentation; however, he was unable to attend. He recommended this matter be deferred to a later date. Council discussed and questioned the benefits of this program for the City; felt they would need a presentation and an analysis of this proposal from Staff. Councilman Nix recommended integrating Page eight - 5/14/81 this proposal into the total police protection program, and requested an official opinion from Captain Schuyler as to what program would provide maximum protection for the City. Jim Hodder, Secretary of the Crime Prevention Committee, advised Council the proposal was submitted for Council's consideration because it has been indicated the Committee will lose the support they are now getting from the Sheriff's Department, particularly in the Neighborhood Watch Program from Sgt. Paul Curry, and there would be less liaison with the Sheriff's Department. SEWER SERVICE BUDGET REVISION Finance/Administrative Services Officer Clark requested reallo- cation of the sewer funds to cover initial cost, which had been underestimated. He stated he felt this would be a one-time adjustment, and that the monthly costs appear to be appropriate as previously projected. Mr. Clark requested approval to reprogram $12,000 from the Rodding Line Item in the sewer budget to cover other related sewer budget costs. Council questioned the affect his would have on the maintenance program. City Engineer Kicak stated he did not feel the transfer of the maintenance funds would hamper the operation of the system at this time. CC-81-143.5 Following further discussion, Motion by Councilman Petta, second by Mayor Pro Tempore Grant, ALL AYES by all present, to approve deletion of $12,000.00 from the Rodding Line Item in the sewer portion of the FY 1980-81 Budget for redistribution into other sewer line items as indicated in the Staff Report of May 14, 1981. SUMMER YOUTH EMPLOYMENT PROGRAM City Manager Armstead requested approval for the City to participate in the Summer Youth Employment Program and authorization to approve and sign all related agreements. He stated this is a CETA-type program, which is operated out of the Inland Manpower Association. The program begins June 22, 1981, and continues through August 31, 1981. The City is requesting five participants for this summer program to work five days a week, seven hours a day; this program provides employment and training for the youth. Council concurred this program is beneficial to both the City and the high school students, at no cost to the City. Councilman Nix stated the planned utilization, as stated in the Staff Report, did not indicate a Recreational Aide. CC-81-144 Motion by Councilman Petta, second by Councilman Nix, ALL AYES by all present, to approve the City's participation in the Summer Youth Employment Program, and authorized the City Manager to approve + and sign all related agreements. JPage nine - 5/14/81 ORDINANCE NO. — (First Reading) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, PERTAINING TO ARCHITECTURAL REVIEW BY THE PLANNING COMMISSION Planning Director Lewis Sullivan advised Council of the amendments made to the Ordinance. In discussion, Council indicated the Ordinance is too restrictive, referring specifically to areas regarding color and illumination of signs, the discretion given to the Planning Director and the Planning Commission, and the right of appeal, which they felt should be stated more clearly. Also voiced objection to certain terminology, such as "ugly" and "un- harmonious." Council requested further staffing of this Ordinance prior to first reading, with justification of its need. The matter was deferred to the meeting of May 28. COST OF LIVING ADJUSTMENT/FRINGE BENEFIT INCREASE The City Manager advised Council additional information, including survey, has been furnished to Council, and recommended delaying discussion of this matter until the May 28 meeting to allow Coun- cil time to review the material. Council requested clarification of the methodology used by Staff regarding the fringe benefit program. City Manager Armstead recom- mended this matter be further clarified to Council on an individual basis. COUNCIL REPORTS Councilman Nix recommended contacting the Colton Joint Unified School District to advise them of the City's actions taken at this meeting regarding the Housing & Community Development Block Grant Funds; that the City is still committed to accomplishing the im- provements, but at present is evaluating the alternatives on how to proceed to fund the improvements. CC-81-145 Motion by Councilman Petta, second by Councilman Rigley, to appoint Councilman Nix to advise the Colton Joint Unified School District of the action taken by the City regarding the Community Development Block Grant Funds in order to protect the community's best interest, that the City is still committed to accomplish the improvements and is presently considering and evaluating the alternatives for funding those improvements. Mayor Pro Tempore Grant indicated concurrence with the Motion, as long as no commitments are made on the City's part. Following further discussion, Councilmen Petta and Rigley agreed to include advising the Lions Club of these matters also as a portion of the Motion. Motion No. CC-81-145 carried ALL AYES by all present. Page ten - 5/14/81 Councilman Nix questioned whether a request had been received from Inland Lumber Company to change the hours of operation. The City Manager stated a request had been received, and the affected citizens had objected to the request. The present status is that the hours will not be changed, and the Company will comply with the previous established agreement. Mayor Pro Tempore Grant read the following Proclamations: (1) Sheriff Frank Bland Day - May 28, 1981, this Proclamation will be presented to Sheriff Bland by Assistant Sheriff Tidwell; (2) Tribute to Troop 40 - Boy Scouts of America, Mayor Pro Tempore Grant stated he would personally present this Proclamation to Troop 40 at their birthday celebration on May 19. PUBLIC PARTICIPATION Dick Rollins, 22700 DeBerry, requested consideration be given to contacting the Colton Courier regarding their present method of distributing papers throughout the community, and the possibility of distributing them by placing in plastic bags and hanging on doorknobs of the residents. Thomas Coyle, Administrative Assistant to the City Manager, was introduced to Council. EXECUTIVE SESSION Council adjourned to an Executive Session at 10:00 p.m., with the City Manager, the City Engineer, and the Finance/Administrative Services Officer in attendance. The regular meeting reconvened at 10:32 p.m., with all members present, except Mayor Tillinghast. Mayor Pro Tempore Grant announced Council had discussed pending litigation, with no decis- ions being made. ADJOURN CC-81-146 Motion by Councilman Rigley, second by Councilman Petta, ALL AYES by all present, to adjourn the regular meeting at 10:33 p.m. to a Public Workshop Session at the Terrace View Elementary School on May 28, 1981, at 1:00 p.m. Respectfully submitted, APPROVED: X Mayor ro mpor`- Page eleven - 5/14/81