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HomeMy WebLinkAbout01-11-2011 SSMINUTES JOINT CITY COUNCIL/REDEVELOPMENT AGENCY CITY OF LAKE ELSINORE 183 NORTH MAIN STREET LAKE ELSINORE, CALIFORNIA TUESDAY, JANUARY 11, 2011 CALL TO ORDER Mayor Bhutta called the Joint Study Session to order at 4:00 p.m. ROLL CALL PRESENT: MAYOR BHUTTA MAYOR PRO TEM MAGEE COUNCIL MEMBER HICKMAN COUNCIL MEMBER MELENDEZ COUNCIL MEMBER TISDALE ABSENT: NONE Also present: City Manager Brady, City Attorney Leibold, Director of Administrative Services Riley, Public Works Director/City Engineer Seumalo, Director of Lake and Aquatics Kilroy, and City Clerk Cowley. CITY COUNCIL CLOSED SESSION (1 a) CONFERENCE WITH LABOR NEGOTIATOR (Gov't Code Section 54957.6) City Negotiator: City Manager Robert Brady Employee organization: Lake Elsinore Chapter of Laborer's International Union of North America, Local 777 (1b) PUBLIC EMPLOYMENT (Gov't Code § 54957): City Clerk (1c) CONFERENCE WITH LEGAL COUNSEL--ANTICIPATED LITIGATION Significant exposure to litigation pursuant to subdivision (b) of Gov't Code Section 54956.9: 1 potential case PRESENTATIONS/CEREMONIALS Certificate of Appreciation to Santa Claus Kevin Davis, and Santa's Helpers Vicki and Steve Wallace Employee Recognition Joint City Council Study Session Page 2 of 10 January 11, 2011 Recognition of past Mayor and Redevelopment Agency Chair HOPE Status Update by Ron Hewison Mayor Bhutta confirmed with staff that all individuals receiving a certificate would be present during the 7:00 p.m. meeting. City Clerk Cowley confirmed all would be present with the exception of Mr. Kevin Davis; however, his wife Maureen Foster Davis would accept the certificate on his behalf. PUBLIC COMMENTS - NON-AGENDIZED ITEMS - 1 MINUTE There were no comments. CONSENT CALENDAR (2) Approval of Minutes Recommendation: It is recommended the City Council approve the following minutes: a) Regular City Council Meeting - December 14, 2010 b) Joint City Council / Redevelopment Meeting - December 14, 2010 c) Special Joint City Council Planning Commission Meeting - November 16, 2010 (3) Warrant Lists Dated December 15, 2010 and December 30, 2010 Recommendation: Authorize payment of Warrant Lists dated December 15, 2010 and December 30, 2010. Council Member Hickman asked about the following warrants and staff provided the following responses: • He had concern with the current problems with City owned vehicles and suggested that staff have better control of the vehicles. • Warrant No. 104698 to American Forensic Nurses in the amount of $1,057.86 and asked why the City uses three different companies for laboratory studies. Director of Administrative Services Riley replied that the fees were from the Police Department which conducts different types of testing and examinations and therefore different laboratories are used. • Warrant No. 104831 to X-Factor Marine & Speed in the amount of $2,029.31 was for preventive maintenance on a boat trailer. Joint City Council Study Session January 11, 2011 Page 3 of 10 Council Member Melendez asked about the following warrants and staff provided the following responses: Warrant No. 104855 to Jeff Dykhouse in the amount of $1,650.00 was for the repair of the sound system in the City's Cultural Center. Warrant No. 104866 to Gall's Retail in the amount of $356.35 was for uniforms and badges for the City's Code Enforcement Department. Warrant No. 104715 for California P.E.R.S. in the amount of $1,200.00 was for a personnel study regarding the two tier program. Council Member Melendez asked if there would be all-hands at meeting to discuss the program with city staff. City Manager Brady replied by saying they are still waiting on further information and once received, staff would be advised. Council Member Melendez wanted to make sure that city staff has the opportunity to ask questions and has full knowledge of the information given. Council Member Melendez asked if staff regularly checked the parkway and median sprinklers. Director of Public Works Seumalo stated that some of the controllers are weather sensitive and should have been turned off after the rains. Council Member Melendez requested staff to verify with Excel Landscaping that the sprinklers be monitored as it would save the City money. Mayor Bhutta asked about the following warrants and staff provided the following responses: Warrant No. 104698 for Advanced Environmental Services, Inc. in the amount of $2,382.74 was for the yearly cleaning of the clarifier which cleans the water as it enters into the storm drain. Warrant No. 104709 payable to Ben Meadows Company, Inc. in the amount of $258.37 was for asphalt thermometers. Warrant No. 104711 payable to Bucknam & Associates, Inc. in the amount of $405.00 is for the NPEDS Program consultant who conducts street surveys. Warrant No. 104718 payable to Canyon Tire Sales, Inc. in the amount of $820.80 was for tire repair to the City's heavy equipment. Warrant No. 104724 payable to Code Publishing Company in the amount of $1,009.60 was to codify the City's Municipal Code. Warrant No. 104784 payable to Rancho Reprographics, Inc. in the amount of $931.58 was for copying services. Mayor Bhutta requested City staff to research a copying service that is within the city limits. Warrant No. 104799 payable to Sonicwall, Inc. in the amount of $972.00 was for the apparatus which was installed at the Senior Center in order to monitor Web content. Joint City Council Study Session Page 4 of 10 January 11, 2011 (4) Investment Report for November 2010 Recommendation: It is recommended the City Council receive and file the November 2010 Investment Report. (5) Construction Contract Award - Annual Asphalt Maintenance Program Project No. PIMP 11 Recommendation: It is recommended that the City Council: (1) award the Annual Asphalt Maintenance Program to Caliber Paving Company, Inc. in the amount of $282,000.00; and (2) authorize the City Manager to execute the contract with Caliber Paving Company, Inc. in the amount of $282,000.00. Mayor Pro Tern Magee asked staff if the City has used Caliber Paving Company in the past. Director of Public Works Seumalo stated this would be the first time using Caliber Paving Company. Mayor Pro Tern Magee advised staff to be alert for change orders. Council Member Hickman asked staff if there would be any change to the asphalting due to all of the recent rain the City had experienced. Director of Public Works Seumalo replied by saying the list of improvements was determined by staff's recommendations. He stated any necessary improvements would come from the Capital Improvement Project Funds. Council Member Hickman requested staff to consider improvements to Summerhill Drive. Council Member Melendez asked if the company supplied any references. Director of Public Works Seumalo responded by saying referrals are required. Council Member Melendez asked staff what contractor did the asphalt repairs near Terra Cotta Middle School. Public Works Manager Payne stated that Hardy & Harper was the contractor used for the repairs near the middle school. Council Member Hickman asked the name of the responsible party for cutting the square holes in the asphalt at the intersection of Railroad Canyon Road and Auto Center Drive. Director of Public Works Seumalo responded by saying he does not recall the name of the contractor, however the work is from EVMWD in relation to the trunk reclaim waterline. He stated EVMWD is required to pave 12 feet from the center line. (6) Construction Contract Award - Annual Concrete Maintenance Program Project No. 4024 Recommendation: It is recommended the City Council: (1) award the Annual Concrete Maintenance Program to Above All Names Construction Services, Inc. in the amount of $130,000.00; (2) authorize the City Manager to execute the contract with Above All Names Construction Services, Inc. in the amount of $130,000.00. Joint City Council Study Session Page 5 of 10 January 11, 2011 Council Member Tisdale expressed his concerns with the cost of the project. He noted the lowest bidder "Above All Names Construction Services, Inc." came in extremely low. Director of Public Works Seumalo replied by saying that this project had gone out for bid in October 2010, however the bids were squashed. He stated that this contractor was the lowest bidder for the first bid opening and all references have been checked. Council Member Tisdale pointed out that the map that was provided to Council showing the sidewalks doesn't explain enough. Director of Public Works Seumalo stated the program is Citywide. Should staff find damaged sidewalks, they would be repaired as necessary. (7) Consideration of Purchase Order Adjustment for Contract Mine Compliance Firm - Enviromine Recommendation: It is recommended that the City Council approve the purchase order in the amount of $20,000.00; and authorize staff to process the purchase order. Mayor Pro Tern Magee asked the Director of Public Works Seumalo if he has briefed Enviromine on the community surrounding Pacific Clay. Director of Public Works Seumalo replied by saying Enviromine is aware of the community and has been conducting mining inspections for many years. PUBLIC HEARING(S) (8) Public Hearing - Consideration of Vesting Tentative Tract Map No. 36116: A Request to Subdivide Approximately 211 Acres of Land into 325 Parcels (270 Single Family Residential Lots) within the Canyon Hills Specific Plan Recommendation: It is recommended that the City Council: (1) Adopt Resolution No. 2011-001 adopting findings that the project is consistent with the Multiple Species Habitat Conservation Plan; and (2) adopt Resolution No. 2011- 002 recommending to the City Council approval of Vesting Tentative Tract Map No. 36116 based on the Findings, Exhibits, and proposed Conditions of Approval. Council Member Melendez advised staff that she reviewed the Planning Commission's recommendation to modify Condition No. 66 to include language to provide a photographic baseline record prior to the issuance of permits. Director of Public Works Seumalo answered that he would have staff correct the Condition for both Tentative Tract Maps 36116 and 36115. Mayor Bhutta spoke of the lot sizes that are mentioned in the staff report and asked staff if the sizes are in accordance to the Municipal Code. Planning Consultant Court indicated that the project is within the Canyon Hills Specific Plan which allows smaller lot sizes. Mayor Bhutta asked staff if the new regulations pertaining to fire sprinklers Joint City Council Study Session Page 6 of 10 January 11, 2011 would be included in these dwellings. Planning Consultant Coury stated that this is just a review for the lots and not the design of the homes. (9) Public Hearing - Consideration of Vesting Tentative Tract Map No. 36115: A Request to Subdivide Approximately 124 Acres of Land into 341 Parcels (293 Single Family Residential Lots) within the Canyon Hills Specific Plan Recommendation: It is recommended that the City Council: (1) Adopt Resolution No. 2011-003 adopting findings that the project is consistent with the Multiple Species Habitat Conservation Plan; and (2) adopt Resolution No. 2011- 004 recommending to the City Council approval of the Vesting Tentative Tract Map No. 36115 based on the Findings, Exhibits, and proposed Conditions of Approval. (10) Public Hearing - Consideration of Tentative Parcel Map No. 35135: A Request to Subdivide an Existing 9.07 Acre Site into Four (4) Parcels within the General Commercial (C-2) District. Recommendation: It is recommended that the City Council: (1) Adopt Resolution No. 2011-005 adopting findings that the project is Consistent with the Multiple Species Habitat Conservation Plan; and (2) Adopt Resolution No. 2011- 006 recommending to the City Council approval of Tentative Parcel Map No. 35135 based on the Findings, Exhibits and proposed conditions of Approval. Mayor Pro Tern Magee spoke of Condition No. 20 and felt that this condition would defer the maintenance of the slopes for another two years and indicated that this has been an issue since 2007. Planning Consultant Coury stated that the applicant has submitted landscape plans which are currently in plan check. Matthew Liesemeyer, MHL Consulting Inc stated that the landscaping plans are in plan check. He stated the slope in the front of the property is ready to be landscaped. Mayor Pro Tem Magee stated that they would like the parcel brought up to standard. City Attorney Leibold stated the failure of the landscaping is violating the conditions of approval of the original subdivision. She stated the City could continue to enforce and mandate compliance under the existing condition of approval or change the timing of the performance of the condition in order for it to happen earlier in the process. Mayor Pro Tern Magee suggested having a date placed in the condition. Council Member Melendez asked how long would it take to record the map. City Attorney Leibold stated two years unless they get an extension for up to three years. APPEAL(S) There are none. Joint City Council Study Session January 11, 2011 BUSINESS ITEM(S) Page 7 of 10 (11) Consideration of an Agreement for Animal Control Field Services Recommendation: It is recommended the City Council approve the Agreement for Animal Control Field Services, subject to minor modifications as approved by the City Attorney and authorize the City Manager to execute the document. Council Member Tisdale asked why the City of Lake Elsinore has to pay the most for the services. Director of Lake and Aquatics Kilroy stated that the table which was provided to Council is a table of all costs for animal control services. He stated today's agreement is just for field services. He added that under annual field services for Lake Elsinore the costs would be $204,200 whereas Temecula and Murrieta are paying substantially more. He stated the other costs are based on past contracts which are already in place for construction of the new animal shelter as well as animal housing which is not before the Council at this time. He stated all three agreements for constructing the facility or operating the facility are all financially related. He indicated the staff report outlines the variable costs for the capital repayment for construction and animal housing annual costs by putting more into field services that will have a positive feedback and would lower the annual variable costs. Council Member Hickman asked City Attorney Leibold about the Annual Debt Repayment and asked if those costs were at a fixed rate. City Attorney Leibold answered the contract obligation is fixed but provides a formula where the cost is a factor of different variables including our housing costs. She stated if the City reduced the number of unclaimed animals, then the City's overall debt service obligation goes down. Council Member Hickman asked if the JPA cost stay consistent. Director of Lake and Aquatics Kilroy replied the costs that the City pays for capital construction on the shelter, as well as annual housing costs at the shelter, varies from year to year based on the number of animals housed at the shelter from the previous calendar year. Council Member Melendez asked what the maintenance and towing costs were last year for their vehicles. Willa from the Animal Shelter stated the cost for vehicle maintenance is for all cities and not just Lake Elsinore. She indicated she could provide that information at the 7:00 p.m. meeting. Mayor Bhutta asked what the commencement date is. Willa from the Animal Shelter requested that the contract be retroactive to October 20, 2010, and run through June 30, 2013. City Attorney Leibold stated that they would make the amendment to the agreement. Joint City Council Study Session Page 8 of 10 January 11, 2011 (12) Consideration of Railroad Canyon/1-15 Protect Update Recommendation: It is recommended that the City Council direct staff to prepare agreements to transfer project management responsibilities to RCTC and Riverside County Transportation Agencies. Council Member Hickman asked Mayor Pro Tem Magee why this wasn't transferred when he was Chairman of Riverside County Transit Committee (RCTC). Mayor Pro Tem Magee stated that the RCTC Executive Director felt it would be best to have staff members work on a way to move forward. He stated since then he has become frustrated with the progress and feels this project is going backwards. He went back to the RCTC Executive Director and head of County Transportation and they indicated they would be willing to step in to serve as a project manager. He stated he has lost some confidence in the way this project is moving forward and he is grateful RCTC and County Transportation are willing to step in by assisting the City Staff with project management and take a fresh look by getting this project on track. (13) Consideration of City Council Appointments to Various Organizations Recommendation: It is recommended that the City Council discuss and confirm the appointment of delegates and alternates to various committees. Council Member Hickman requested to be appointed to assist Council Member Tisdale with EVMWD. The City Council recessed and convened to the Redevelopment Agency at 5:07 p.m. REDEVELOPMENT AGENCY Chairman Melendez called the meeting to order at 5:07 p.m. ROLL CALL PRESENT: CHAIRWOMAN MELENDEZ VICE-CHAIRMAN TISDALE MEMBER BHUTTA MEMBER MAGEE MEMBER MELENDEZ ABSENT: NONE Also present: Executive Director Brady, Agency Counsel Leibold, Director of Administrative Services Riley, Public Works Director/City Engineer Seumalo, Director of Lake and Aquatics Kilroy, and Secretary Cowley. Joint City Council Study Session Page 9 of 10 January 11, 2011 CLOSED SESSION There are none. CONSENT CALENDAR (2) Approval of Redevelopment Agency Minutes Recommendation: Approve the following minute(s): a) Regular Meeting - December 14, 2010 b) Joint City Council / Redevelopment Agency Meeting - December 14, 2010 (3) Warrant List Dated December 15 and December 30, 2010 Recommendation: Authorize payment of Warrant List dated December 15 and December 30, 2010. (4) Investment Report - November 2010 Recommendation: Receive and File the Investment Report for November 2010. (5) Annual Financial Report for the Fiscal Year Ending June 30, 2010 Recommendation: It is recommended the Agency Board received and file the report. PUBLIC HEARING(S) No public hearings scheduled. BUSINESS ITEM(S) The Redevelopment Agency recessed and convened to the City Council at 5:08 p.m. LEGAL COUNSEL COMMENTS City Attorney Leibold stated that three items would be discussed during closed session, which are identified as 1a through 1c on the agenda. She stated a Special Meeting has been noticed under closed session which would be discussed at 5:30. Joint City Council Study Session January 11, 2011 ADJOURNMENT Page 10 of 10 There being no further business to come before the City Council, the meeting was adjourned at 5:09 p.m. to closed session and the regular meeting at 7:00 p.m. itA UT , MAYOR CITY OF LAKE ELSINORE A CAROL COWLEY, INTERIM (~YrY C CITY OF LAKE ELSINORE