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06/23/2015CITY OF GRAND TERRACE CITY COUNCIL MINUTES •JUNE 23, 2015 Council Chambers Regular Meeting 6:00 PM Grand Terrace Civic Center • 22795 Barton Road CALL TO ORDER Mayor McNaboe called the meeting to order at 6 :00 p.m . Invocation was led by Pastor McRae of Azure Hills Seventh-Day Adventist Church . Pledge of Allegiance was led by Council Member Mitchell. ROLL CALL Attendee Name Title Status Arrived ~- Darcy McNaboe Mayor Present -- Sylvia Robles Mayor Pro T em Present I --I Present Jackie Mitchell Council Member ---1 Present Doug Wilson Council Member --r Present --- Bill Hussey Council Member G . Harold Duffey City Manager Present ---- Pat Jacquez-Nares City Clerk j Present - Richard Adams City Attorney Present --- Sandra Molina Community Development Director Present !.. - Linda Phillips Director of Child Care Services Present --Cynthia Fortune Finance Director Present , -Steve Lasiter Battalion Chief Present I -I Remote Steve Dorsey Captain A. SPECIAL PRESENTATIONS Presentation from the Lion's Club to their Scholarship Recipients Deborah Seuylemezian , Lion's Club President , presented certificates to the scholarship recipients from Grand Terrace High School present in the audience. There were fourteen applicants and all fourteen received a scholarship. Steve Barton , Lion 's Club Member, read the names of the scholarship recipients . Mayor McNaboe thanked Ms. Seuylemezian for sharing this program with the Council and the Community . She further congratulated the recipients and wished them the best of luck in their future endeavors . City of Grand Terrace Page 1 Minutes Grand Terrace City Council June 23 , 2015 Council Member Hussey congratulated all of the recipients and wished them a happy journey . Council Member Mitchell commended the Lion 's Club for their work in the community . She wished the students luck in their future endeavors and praised the parents for their good work . Mayor McNaboe thanked Colton Joint Unified School Board Member Joanne E. Thoring -Ojeda for attending the meeting and for the Board 's support. Presentation Healthy GT Update Pastor McRae , Azure Hills Seventh Day Adventist Church , introduced Ladi Khoddam , Intern of the Randall Lewis Fellowship and graduate student of Pub lic Health and President's Award recipient from Loma Linda University . Ms . Khoddam , provided a report , history , and update on the HealtyGT Program . Mayor McNaboe thanked Ms . Khoddam for her work with HealthyGT and congratu lated her on her achievements . B. CONSENT CALENDAR Mayor McNaboe removed item number 3 for separate discussion . Council Member Wilson removed item number 4 for separate d iscussion. Consent Calendar item numbers 1, 2 , and 5 were approved . RESULT: MOVER: SECONDER: AYES: APPROVED [UNANIMOUS] Jackie Mitchell, Council Member Darcy McNaboe , Mayor McNaboe , Robles , Mitchell , Wilson, Hussey 1. Waive Full Reading of Ordinances on Agenda WAIVED FULL READING OF ALL ORDINANCE ON THE AGENDA. 2 . Approval of Minutes -Regular Meeting -05/12/2015 APPROVED THE MINUTES OF THE 05/12/2015 REGULAR MEETING 3. Approval of Minutes -Regular Meeting -05/26/2015 Mayor McNaboe stated corrections were made to the minutes and copies were placed on the dais. City of Grand Terrace Page 2 Minutes Grand Terrace Ci ty Council June 23, 2015 APPROVE THE MINUTES OF THE 05/26/2015 AS CORRECTED RESULT: APPROVED [UNANIMOUS] MOVER: Darcy McNaboe , Mayor SECONDER: Jackie Mitchell , Council Member AYES: McNaboe, Robles , Mitchell , Wilson , Hussey 4. Approval of Check Register No . 05312015 in the Amount of $299 ,446 .12 Council Member Wilson requested clarification on check reg ister item number 71572 (Roque Paving). Community Development Director Molina stated that the payment item was for repair work done on Main Street adjacent to Taylor Street. Council Member Wilson asked about the Master Street Maintenance Plan and how the water district would replace or repair their wate r main lines . Community Development Director Molina stated it was her understanding that all of the main water lines had been replaced by the water district. Council Member Wilson wanted to ensure that the City 's Street Plan and the Water District's Capital Improvement Plan worked together. City Manager Duffey stated that main rupture was due to a faulty pipe. He further stated that the Water District representative could be brought in to review their cap ital improvement plan . City Manager Duffey stated that within the next 90 days a Pavement Index Strategy would be brought to the Council for review and to assist with the development of a Master plan. APPROVE CHECK REGISTER NO. 05312015 IN THE AMOUNT $299,446.12, AS SUBMITTED, WHICH INCLUDES THE CHECK REGISTER ACCOUNT INDEX FOR FISCAL YEAR 2014-15. RESULT: APPROVED [UNANIMOUS] MOVER: Doug Wilson , Council Member SECONDER: Darcy McNaboe , Mayor AYES: McNaboe , Robles , Mitchell , Wilson , Hussey 5. Amendment of On -Call Traffic Engineer Services Contract with Transportation , Engineering , Planning, Inc . (TEP) EXTENDED CONTRACT NO. 2015-20 TERM TO JUNE 30, 2016 FOR THE FIRST ONE YEAR EXTENSION ALLOWED IN THE PROFESSIONAL SERVICES AGREEMENT City of Grand Terrace Page 3 ------------------------------------------ Minutes Grand Terrace City Council June 23, 2015 C. PUBLIC COMMENT Jon Gaede , Assembly Member Brown's Representative , announced that Assembly Member Brown named Jim McNaboe a Man of Distinction for the City of Grand Terrace. D. CITY COUNCIL COMMUNICATIONS Council Member Bill Hussey Council Member Hussey thanked staff for their hard work. He also congratulated Jim McNaboe and thanked him for everything he had done for the City . Council Member Hussey thanked the young men and women of the Grant Terrace football and cheer teams for cleaning the windows at the Senior Center. He also thanked the Sheriff's Department for Corporal Lewis assisting with resident issues . He stated that he attended the two budget workshops and commended staff for these presentations . Council Member Hussey stated that on Saturday he did the Mayor's walk with Senator Leyva and Mayor Pro Tern Robles. He was very impressed with Senator Leyva . He announced the upcoming 4th of July holiday and asked the residents to review the firework information on safe and sane fireworks on the City's website. The Sheriff's Department would be enforcing these restrictions. He further announced the soliciting and hawking license was on the City's website, the City currently has no licensees. Council Member Hussey reminded everyone to get their pets licensed . Council Member Doug Wilson Council Member Wilson also congratulated Jim McNaboe and appreciated his personal sacrifices to help the community. He stated that he attended the Tuesday budget workshop in the Community Room along with the Mayor, Mayor Pro Tern , and Council Member Hussey . It was a fantastic workshop , the City Manager did a great job in the format and he wished there had been more people in attendance. He requested that the residents submit their feedback. He suggested that along with the HealthyGT goals the Emergency Operations Committee goa ls should be aligned. Together they are both good community assets . Council Member Wilson would like staff to look into the irrigation on the beltway on Honey Ridge. Council Member Jackie Mitchell Council Member Mitchell congratulated Jim McNaboe. She thanked Council Member Hussey for reminding everyone where to find the firework restrictions. Council Member Mitchell wished everyone a Happy Independence Day . Mayor Pro T em Sylvia Robles Mayor Pro Tern Robles stated she attended the League of California Cities meeting. She belonged to the Housing and Economic Development Committees they received a briefing on the budget. She further reported that the State had mandates that were City of Grand Terrace Page 4 Minutes Grand Terrace City Council June 23, 2015 unfunded and Michael Coleman, principal fiscal policy advisor for League of California Cities, provided figures that showed the City would get $55,000 for these mandates. Another subject discussed was affordable housing, the Assemblyman from Alhambra met with the League, and the league took a stand that they were not going to allow the State to dictate the number of parking spaces available in these housing units. The League was going to hold a special session to discuss transportation. Mayor Pro Tern Robles further reported that she attended the Omnitrans meeting and they created an Assistant Director position for succession planning . She joined Senator Leyva and Mayor McNaboe on Saturday to Grand Terrace for the Mayor's walk. Senator Leyva was very responsive to the needs of the City. Mayor Pro Tern Robles reached out to the United Way representative , in an effort to build relationships, and met with her and the City Manager. She also attended the SANBAG General Assembly meeting with keynote speaker was General Wesley K. Clark. Topics discussed were affordable housing and countywide strategies. She also thanked Jim McNaboe for his service and congratulated him on his recognition. Mayor Darcy McNaboe Mayor McNaboe reported that she attended the SANBAG Metro Valley Study Session on June 11, 2015 , the following items were discussed: • • • • Grade Separation Program Update and Major Projects Status Briefing (Grade Separation information and the Quarterly Major Projects Status Briefing are available for review on the SANBAG website). Status of Surplus Property State Route 210 Lane Addition and Base Line Interchange Project Reviewed the Funding Allocation and Project List of the Valley Major Street Program/Arterial Sub-Program for FY 2015/16 Separate from the meeting she was provided with a Corridor Projects Summary Binder with information on the Interstate 10 (1-1 O)/lnterstate 15 (1-15). Below was the summary of the discussions and actions taken with respect to and consideration of carpool lanes or express lanes (toll roads). Key Issues and Findings: • Cannot build our way out of congestion • R/W for only 2 more lanes • Traditional funding o One lane each direction on 1-10 o No Lanes on 1-15 • Optimize the resources • Express Lanes provide o Sustainable mobility o Revenue needed for improvements o Motorist choice • "Right-sized" express lane alternative is financially feasible City of Grand Terrace Page 5 Minutes Grand Terrace City Council June 23, 2015 The Board actions to date have been a Managed Lane Workshop in Apr il of 2011 ; 1-10 and 1-15 update for the public on December 2012 ; a Stakeholder Outreach in February 2013 ; a toll policy and assumptions discussion on March 2013 ; Equity Study and 1-10 alternative discussion on July 2013 ; 1-10 and 1-15 preliminary financ ial results on September 2013 ; Express Lane Workshop on October 2013 . Additional Board Action to date was to continue the study of express lanes on 1-10 on December 2013 . They confirmed finance del ivery and d irected staff to develop an RFP for an 1-15 pav ing project. The Board further took action to select the express lanes as the local public preferred alternative for 1-10 on July 2014 . Mayor McNaboe further reported on the San Bernardino Valley Mun icipal Water District Advisory Commission on Water Policy meeting . The topics discussed were as follows : • Received a series of reports by member agencies giving overviews of their proj ects and operations . This quarter the presentation was given by the C ity of Redlands • Santa Ana River Conservation and Conjunctive Use Program Update -The project was initially presented to the Advisory Commission in Ju ly of 2013 . Since that time the proposed project elements have been developed: o Arundo removal and habitat creation/restoration projects for the Santa Ana Sucker -account for a 2 ,000 acre feet per year water savings o Water use efficiency savings of 7,439 AFY (Removal of 1.5 million sq . ft. of turf and assistance to 5 water agency in a switch to water budget based rate structure o Creation of water banks in the watershed -dry year yield 60 ,000 AFY. -By creating diversified , upstream water bank that can be used to store wet year water and then pump that water during droughts , provides the dry year y ield . • 2015 Drought Update o On June 1, 2015 the first Statewide mandatory water use restrictions were enacted in California. The Valley District Board conducted a press conference on that day to inform the public about the drought and what they need to do -That presentation was given to the advisory board . o The Riverside Highland Water Restrictions ma iler. • Calfiornia WaterFix and State Water Project Allocation o Overview of the proj ect that was previously call the Delta Bay Conservancy Project o Governor has declared his determination to make this project happen. The project reduces environmental impacts and improves operations in the Bay Area Delta region that is so crucial to the state 's water flow . Mayor McNaboe and Senator Connie Leyva walked the City on Saturday and received good reception at the homes they visited. Senator Leyva was very receptive to questions and Mayor McNaboe was looking forward t o working with her. Mayor McNaboe thanked the City staff for putting together the budget workshops . She thought they were well done and hoped they would continue in the future . Mayor McNaboe also congratulated Jim McNaboe for his Man of Distinction recognition. City of Grand Terrace Page 6 Minutes Grand Terrace City Council June 23 , 2015 E. PUBLIC HEARINGS -NONE F. UNFINISHED BUSINESS -NONE G. NEW BUSINESS 6 . Adoption of a Resolution Resetting a Public Hearing Relating to Refuse Rate Ad j ustments Community Development Director Molina provided a brief summary of the PowerPoint presentation . 1. RESCIND RESOLUTION NO. 2015-11 SETTING FORTH A PROPOSITION 218 PUBLIC HEARING SCHEDULED FOR JULY 28, 2015 AT 6:00 P.M.; AND 2. ADOPT RESOLUTION NO. 2015-20 SETTING THE PROPOSITION 218 PUBLIC HEARING FOR PROPOSED NEW WASTE AND RECYCLE RATE ADJUSTMENTS FOR AUGUST 11, 2015 AT 6:00 P.M. RESULT: APPROVED [UNANIMOUS] MOVER: Sylv ia Robles , Mayor Pro Tern SECONDER: Jackie Mitchell, Council Member AYES: McNaboe , Robles , Mitchell , Wilson , Hussey 7 . 2015-2016 Landscape & Lighting Assessment District 89-1 Community Development Director Molina provided a brief summary of the PowerPoint presentation . Council Member Wilson pointed out the cost for engineering and legal services on packet pages 104 and 105 and asked if they could be comb ined. 1. ADOPT RESOLUTION NO. 2015-21, A RESOLUTION OF THE CITY COUNCIL ORDERING THE PREPARATION OF PLANS, SPECIFICATIONS, COST ESTIMATE, DIAGRAM, ASSESSMENT AND REPORT PURSUANT TO THE PROVISIONS OF DIVISION 15, PART 2 OF THE STREETS AND HIGHWAYS CODE OF THE STATE OF CALIFORNIA, FOR PROCEEDINGS FOR THE ANNUAL ASSESSMENT LEVY AFTER FORMATION OF A DISTRICT; RESULT : MOVER: SECONDER: AYES: APPROVED [UNANIMOUS] Jackie Mitchell, Council Member Doug Wilson , Council Member McNaboe , Robles , Mitchell , Wilson , Hussey Community Development Director Molina continued her summary of the PowerPoint presentation . City of Grand Terrace Page 7 Minutes Grand Terrace City Council June 23, 2015 Ms . Susana Medina , Willdan representative , answered Council Member Wilson's questions . She stated that this was a matter of preference and it was dependent on the City's goals and transparency. Mayor McNaboe clarified Council Member Wilson 's question by stating it was her understanding that he was asking if there was a cost savings in combining or by spreading the cost evenly amongst the three districts. Council Member Wilson was requesting a cost savings on the initiation of the Engineering report . Ms. Medina stated that the numbers listed are the City's exact costs . Council Member Mitchell asked if these numbers were looked at as a whole or divided amongst the tracts . Ms . Medina answered they were specific to each tract. Mayor Pro Tern Robles stated that in working with special districts you have to show the benefit and cost for each districUtract and they cannot be combined . There was also no change in the cost for this year. Ms. Medina confirmed Mayor Pro Tern Robles ' statement and stated that each tract needed to be looked at separately because they were being assessed on their own expenses . City Manager Duffey stated that as the total cost were looked at for the next year ; staff could revisit the process of providing the information to the engineers for the engineering report . City Attorney Adams requested clarification on the date of the public hearing . Community Development Director Molina stated that this Public Hearing date was July 14 , 2015. 2. ADOPT RESOLUTION NO. 2015-22, A RESOLUTION OF THE CITY COUNCIL APPROVING THE ENGINEER'S "REPORT" FOR THE ANNUAL LEVY OF ASSESSMENTS FOR THE FISCAL YEAR 2015 -2016 IN A DISTRICT WITHIN SAID CITY; AND 3. ADOPT RESOLUTION NO. 2015-23, A RESOLUTION OF THE CITY COUNCIL DECLARING ITS INTENTION TO PROVIDE FOR AN ANNUAL LEVY AND COLLECTION OF ASSESSMENTS FOR CERTAIN MAINTENANCE IN AN EXISTING DISTRICT, PURSUANT TO THE PROVISIONS OF DECISION 15, PART 2 OF THE STREET AND HIGHWAYS CODE OF THE STATE OF CALIFORNIA, AND SETTING A TIME AND PLACE FOR THE PUBLIC HEARING THEREON City of Grand Terrace Page 8 Minutes Grand Terrace City Council June 23, 2015 RESULT: MOVER: SECONDER: AYES: APPROVED [UNANIMOUS] Doug Wilson , Council Member Bill Hussey, Council Member McNaboe , Robles , Mitchell , Wilson , Hussey 8. Approval of Information Systems Support Agreement Renewal with City of Loma Linda Finance Director Fortune provided a brief summary of this item . Council Member Hussey asked if the new phone system came with a warranty and if Loma Linda would be providing assistance on this item . He further asked if the phone was analog or digital. Finance Director Fortune answered yes the Avaya phone system came with a one year warranty and Avaya would maintain it for the first year. Keli Coder , Information Specialist for Loma Linda , confirmed it was a IP system over the Ethernet which is digital. The City only has a couple of analog lines that are for faxing and the alarm system . Council Member Hussey asked if the T1 line was Loma Linda's and the cost of the phone system . Information Specialist Coder stated that the T1 line was coming from T.W. Telecom. Fi nance Director Fortune stated that she could provide Council Member Hussey the cost of the phone system at a later date . Council Member Hussey was concerned with the $2 ,600 charge for only 20 hours per week and if the City would be charged extra if the hours increased . Finance Director Fortune confirmed the amount with no extra charges and stated that they usually worked from 30 to 40 hours per week . Council Member Mitchell stated that the phone had an email alert with the voice mails and asked if the City was taking advantage of this feature . She requested that she receive this email alert with her voice mail messages . City Manager Duffey stated that the City currently is using this feature and would look into her voice mail setup to allow her to receive the email notifications . APPROVE INFORMATION SYSTEMS SUPPORT AGREEMENT NO. 2015-21 WITH THE CITY OF LOMA LINDA AND AUTHORIZE THE CITY MANAGER TO SIGN THE AGREEMENT AFTER MAKING ANY MINOR ADMINISTRATIVE REVISIONS THAT MAY BE NEEDED IN ORDER TO FINALIZE THE DOCUMENT. City of Grand Terrace Page 9 Minutes Grand Terrace City Council June 23, 2015 RESULT: MOVER: SECONDER: AYES: APPROVED [UNANIMOUS] Jackie Mitchell, Council Member Sylvia Robles , Mayor Pro Tern McNaboe , Robles , Mitchell , Wilson , Hussey 9 . Adoption of the Fiscal Year 2015-2016 Budget Finance Director Fortune provided a brief summary of the PowerPoint Presentation for this item . Council Member Mitchell asked how many people participated in the budget workshop survey. She also requested the balance of the Traffic Safety fund . Council Member Mitchell requested clarification on the differences between the City Clerk priorities to Maintain Record of City Council Meetings and Records Management. Finance Director Fortune stated there were only twelve participants . The Traffic Safety fund balance would be $37 ,000 by the end of 2016. Director Fortune clarified that the Records Management function covered the citywide records . Council Member Wilson requested the breakdown of the money that was attributable for the insurance of the Child Care services versus the City not being in the Child Care service . Finance Director Fortune stated that she could provide that information on the Council report back log and further clarified if he was requesting only the General Liability and Worker's Compensation as these were the two largest. Council Member Wilson confirmed the two insurances amounts would suffice . Mayor Pro Tern Robles asked where the Quimby Act revenues were shown in the budget. Finance Director Fortune answered they were in the Park Development Fund. Council Member Wilson asked if the Park Fees were in fact being used for parks and not for green space . City Manager Duffey clarified that the Quimby fees are for parks and open spaces . Once the fees are collected , it's upon the Council to enforce where they are used. It would be an active or passive park area. The developers were helping the Council maintain the City 's ratio of needed parks. Council Member Mitchell asked when the $25 ,000 Community Fund would come back to the City Council for discussion. City of Grand Terrace Page 10 Minutes Grand Terrace City Council June 23, 2015 City Manager Duffey stated that it was staff's intention to bring back the Community Fund program regulations and guidelines by the end of July for Council review . Mayor Pro Tern Robles stated that we switched City Managers at a very awkward time, the budget. In the past , what I used to do was to enter my own numbers this year I did not do that because I am confident that with staff we are getting the numbers. It took me a little bit of time , to understand when you did not have the fund balance how we were going to make it if we just had $895. So looking at this , we have revenues coming in of roughly 4 .5 and we are spending that and continue to carry over fund balance. So for the first time in a number of years we are carefully stabilizing ourselves. Now we are stabilizing ourselves given that we still have cut and continue to keep cuts . We have staff working four days a week , there are no merit increases , and no cost of living increases . I am comfortable with being very cautious and moving forward with the kind of recovery we are in and we are going to look at mid-year at what kind of flexibility we have . I am saying is that we are moving forward , we are not in an emergency situation, we still have reduced services , but we are functioning and I am very comfortable with that. Thank you . Council Member Mitchell stated that she was very pleased that the City was stabilizing as a community and it had made some nice improvements to the Council Chambers and staff equipment. She would like to look at establishing a fund to reward staff since the City Council could not provide a cost of living or merit increase . Council Member Wilson agreed with Mayor Pro Tern Robles' comments . He stated that in the five year projection the most costly expense was for the Sheriff's contract. The Council could not provide a cost of living for City staff but the Sheriff's contract did get one and it was unfortunate that the contract could not be negotiated. Council Member Hussey agreed with Mayor Pro Tern Robles ' comments and thanked staff for their hard work . He also agreed with Council Member Mitchell's comments to have a special fund to recognize staff. He further agreed with Council Member Wilson on being able to negotiate the Sheriff's contract in the future. Mayor McNaboe agreed with her colleagues on having a discussion on the Sheriff's contract. Public safety was very important but it looked like it would surpass any potential savings the City may have in the future. ADOPT RESOLUTION 2015-24 ADOPTING THE ANNUAL BUDGET FOR FISCAL YEAR 2015-2016. I ~ESUL T: APPROVED [UNANIMOUS] MOVER: Sylvia Robles , Mayor Pro Tern SECONDER: Jackie Mitchell, Council Member L AVES: McNaboe , Robles, Mitchell, Wilson, Hussey -------------~ City of Grand Terrace Page 11 Minutes Grand Terrace City Council June 23, 2015 H. CITY MANAGER COMMUNICATIONS City Manager Duffey stated that staff would be providing Council with a first quarter report in October reflecting the year end totals . He reminded the Council of the importance of the five year projection was to stay focused ; that the expenditures were real numbers and the revenue projections were conservative. ADJOURN Mayor McNaboe adjourned the meeting at 8:03 p.m . The Next Regular City Council Meeting will be held on Tuesday , July 14 , 2015 at 6 :00 p.m . ayor City of Grand Terrace Page 12