CITY OF ALHAMBRA AGENDA ALHAMBRA CITY COUNCIL DECEMBER 8, 2014

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1 CITY OF ALHAMBRA AGENDA ALHAMBRA CITY COUNCIL DECEMBER 8, 2014 MISSION STATEMENT The City of Alhambra is dedicated to responsive, creative leadership and quality services, ensuring desirable neighborhoods and a supportive business environment, while being sensitive to the diversity of our community. VISION STATEMENT The City of Alhambra shall be the premier family-oriented and economically prosperous community in the San Gabriel Valley. Addressing the Council: Section of the Alhambra Municipal Code establishes the procedures for addressing the Council. Any person wishing to address the Council during the meeting must complete a Speaker Request Card and submit it to the City Clerk. When called upon by the Mayor, please step to the podium and give your name, address and organization or other party you represent, if any, in an audible tone of voice for the record. Remarks are limited to 5 minutes. All remarks shall be addressed to the Council as a body and not to any member thereof. No person, other than the Council and the person having the floor, shall be permitted to enter into any discussion, either directly or through a member of the Council, without the permission of the Mayor. No question shall be asked a Councilperson except through the Mayor. Standards of Decorum: Any person making personal, impertinent or slanderous remarks or who shall become boisterous while addressing the Council shall be forthwith, by the Mayor, barred from the meeting. Enforcement of Decorum: The Chief of Police, or his designee, shall be Sergeant-at-Arms of the Council meetings. The Sergeant-at-Arms shall carry out all orders and instructions given by the Mayor for the purpose of maintaining order and decorum at the Council meeting. Persons Authorized to be Within Rail: No person, except City officials, their representatives, and newspaper reporters, shall be permitted within the rail in front of the Council Chamber without the express consent of the Council. Agenda Tracking Numbers: All numbers listed in bold after the title of each Agenda item are City Clerk tracking numbers that are used for filing and research purposes. 1

2 AGENDA Regular Meeting ALHAMBRA CITY COUNCIL City Council Chambers 111 South First Street December 8, :30 p.m. ROLL CALL: COUNCIL: FLAG SALUTE: Sham, Messina, Placido, Ayala, Yamauchi Led by Mayor Yamauchi CONSENT AGENDA (Item Nos. 1 13) All items listed under the Consent Agenda are considered by the City Council to be routine and will be enacted by one motion unless a citizen or Council member requests otherwise; in which case, the item will be removed for separate consideration. 1. NOVEMBER 4, 2014 GENERAL MUNICIPAL ELECTION: CANVASS RETURNS AND DECLARE RESULTS F2M14-25, R2M14-29 On November 4, 2014, a General Municipal Election was held in the City of Alhambra at which the office of Councilperson of the First District (full term of four years) was voted upon by the electorate. The November 4, 2014 election was consolidated with the Statewide General Election held that same date and the County of Los Angeles was requested to perform certain election services on the City s behalf, including, but not limited to, canvassing the election returns. The County has completed its canvass, the results of which are as follows: CITY OF ALHAMBRA 34,665 Registered Voters - 38 Precincts Voter Turnout: 32.3% Precinct Vote by Mail Total Ballots Cast Ballots Cast Ballots Cast 7,020 4,171 11,191 Precinct Vote by Mail Total Vote Vote Vote Councilperson of the Fourth District, Full Term STEPHEN K. SHAM 3,151 2,104 5,255 (Incumbent) ERIC SUNADA 3,318 1,568 4,886 The canvass is now ready for acceptance by the City Council. 2

3 Recommended Action: City Council adopt Resolution No. R2M14-29 entitled: A Resolution of the Alhambra City Council accepting the official Certificate of the Canvass of the Election Returns and Statement of Votes Cast by precinct for the Office of Councilperson of the First District by the electorate at the November 4, 2014 General Municipal Election and declaring the results thereof, which resolution accepts the official Certificate of the Canvass of the election returns and Statement of Votes Cast by precinct for the office of Councilperson of the First District by the electorate at the November 4, 2014 General Municipal Election and declares Stephen K. Sham elected to the office of Councilperson of the First District (full term). 2. NIB: RETAINING WALL ON GRAND VIEW DRIVE F2M14-48, N2M Staff requests that the City Council authorize a Notice Inviting Bids for the retaining wall on Grand View Drive. The existing wall is roughly 400 feet long and varies in height from 6 feet to 11 feet at its extreme ends. The existing wall is distressed and structurally deficient due to the slope and pressure from the existing land behind it. Plans and specifications have been prepared by an engineering firm to repair the wall. Recommended Action: City Council approve the distribution of a Notice Inviting Bids (N2M14-161) to qualified contractors for the retaining wall on Grand View Drive, with bids due no later than 10:30 a.m. on January 29, 2015 and opened publicly at 11:00 a.m. that same day. 3. APPROPRIATION OF FUNDS FROM THE SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND F2M9-81, F2M5-112, M2M Staff requests that the City Council appropriate $9,000 from the Supplemental Law Enforcement Services Fund to be used towards the purchase of three Light Detection and Ranging (LIDAR) devices. LIDAR devices are used to conduct speed enforcement by the device sending laser light pulses to a targeted vehicle. The primary cause of traffic accidents in the City of Alhambra from 2011 to the present has been unsafe speed. The Police Department Traffic Bureau currently has three LIDAR devices that have been used by personnel since Additional LIDAR devices will allow more Police Department personnel to conduct speed enforcement. Recommended Action: City Council appropriate $9,000 from the Supplemental Law Enforcement Services Fund balance (Fund 201) to be used towards the purchase of three (3) Light Detection and Ranging (LIDAR) devices; and, direct staff to undertake the steps necessary to finalize Council s action. (M2M14-149) 4. RFP: PROFESSIONAL CONSULTING SERVICES COMPREHENSIVE UPDATE TO THE GENERAL PLAN F2M14-55, RFP2M14-13, M2M Staff requests that the City Council approve the distribution of a Request for Proposals (RFP) to solicit professional consulting services for a comprehensive update to the Alhambra General Plan including associated CEQA compliance documentation. It is anticipated that the consultant will assess the current state of development, anticipate 3

4 future trends, identify challenges and opportunities and provide guidance in the planning and evaluation of future land use decisions. The process to complete a comprehensive update to the General Plan will be approximately months during which there will be opportunities for community outreach to allow for public participation, including public workshops and public hearings before the Planning Commission and City Council. Recommended Action: City Council approve the distribution of a Request for Proposals (RFP) to solicit professional consulting services for a comprehensive update to the Alhambra General Plan including CEQA compliance documentation, with proposals due no later than January 16, 2015 at 5:00 p.m. (M2M14-148) 5. REJECT BIDS & READVERTISE: 2037 SOUTH FIFTH STREET HOME REHABILITATION PROJECT F2M14-30, N2M14-72, N2M14-166, M2M Staff requests that the City Council reject all bids received for the rehabilitation of the property located at 2037 South Fifth Street and authorize staff to redistribute a Notice Inviting Bids for the same. Recommended Action: City Council reject all bids received on November 13, 2014 in response to Notice Inviting Bids No. N2M14-72 for the rehabilitation of the property located at 2037 South Fifth Street and authorize staff to readvertise Notice Inviting Bids No. N2M for the 2037 South Fifth Street Rehabilitation Project. (M2M14-150) 6. RESOLUTION: ESTABLISH A FEE FOR FIRE DEPARMENT INSPECTIONS OF APARTMENTS OVER THREE UNITS & ALLOCATE FUNDING FOR A PART TIME FIRE PREVENTION SPECIALIST F2M4-74, R2M14-30, M2M Staff requests that the City Council adopt a resolution to establish a fee for Fire Department inspections of apartments over three (3) units and allocate funding for a Fire Prevention Specialist Part Time position. The Alhambra Fire Department is mandated by the California Health and Safety Code to inspect all R-2 occupancies annually with an R-2 occupancy being any residential occupancy with three or more dwelling units. A Part Time Fire Prevention Specialist will be tasked with inspecting 1700 R-2 licensed occupancies. The California Health and Safety Code allows local fire authorities to recoup funds as necessary to cover the cost of providing fire inspections. A survey of similar fees in surrounding cities was conducted by City personnel and staff proposes a fee of $100 per hour billed in ½ hour increments. Recommended Action: City Council adopt Resolution No. R2M14-30 entitled: A Resolution of the Alhambra City Council establishing the fee for the Fire Department to conduct inspections of apartments over 3 units; approve the allocation of funding for the Fire Prevention Specialist Part Time and the estimated revenue for the Fire Apartment Inspection for the FY budget; and, direct staff to undertake the steps necessary to finalize Council s action. (M2M14-151) 7. CONTRACT AMENDMENT: ABM JANITORIAL SERVICES F2M1-113, C2M12-16, M2M

5 Staff requests City Council approval of a First Amendment to the agreement with ABM Janitorial Services to provide maintenance services at City facilities. Recently, ABM Janitorial Services informed staff that the company had gone through a name change and amended the Certificate of Incorporation, changing their name from ABM Janitorial Services to ABM Onsite Services West, Inc. as well as changing their address. As a result of this name and address change, staff believes it is appropriate to amend the existing contract to accurately reflect the changes that have occurred. Furthermore, staff has recently required additional support to assist the Police Department in their building engineering and maintenance. The Police Department had determined the need to hire ABM Janitorial Services to provide Utility Engineer services for six months, commencing on September 15, Therefore, staff is also requesting to amend the contract to include the additional Utility Engineer Services. Recommended Action: City Council approve that certain First Amendment to Agreement by and between the City of Alhambra and ABM Janitorial Services approving the name change to ABM Onsite Services West, Inc.; and approving the additional sixmonths of Utility Engineer services; a copy of which Amendment is on file in the City Clerk s Office as C2M12-16 and by this reference incorporated herein and made a part hereof as though fully set forth herein; and, direct staff to undertake the steps necessary to finalize Council s action. (M2M14-152) 8. AWARD OF LEASE AGREEMENT: NETWORK VIRTUAL SERVER F2M14-6B, C2M14-53, M2M Staff requests that the City Council award a five-year lease to Dell Financial Services, LLC for one Dell VRTX and Vmware Licensing for a virtual server for City network operations. By leasing a Virtual Server, the City would be replacing the storage and capabilities of 8 separate servers into one single virtual server. Also, moving from 8 individual servers to one virtual server would reduce the electricity demand. Virtual servers also allow updates to happen in place, with no additional hardware needed; making backups easier and more efficient. Recommended Action: City Council authorize the Director of Administrative Services to enter into a five-year lease agreement with Dell Financial Services, LLC for one Dell VRTX and Vmware Licensing for a virtual server, in a total amount not to exceed $46,666.47; and, direct staff to undertake the steps necessary to finalize Council s action. (M2M14-153) 9. NIB: TRAFFIC SIGNAL AND HIGHWAY SAFETY LIGHTING SYSTEM INTERSECTION OF NEW AVENUE AND SHORB STREET F2M14-56, N2M Staff requests authorization to distribute a Notice Inviting Bids for the installation of a traffic signal at New Avenue and Shorb Street. A traffic signal warrant analysis for the intersection was completed and the intersection met minimum thresholds for three of the eight warrants specified in the California Manual of Uniform Traffic Control Devices, which allow for the installation of a traffic signal. Based on these warrants, and engineering review and study of prevailing conditions, the installation of a traffic signal can be justified. Plans and specifications have been prepared for this project. Staff has 5

6 reviewed and approved these plans, which are available for review in addition to the bid notice and bid instructions. Recommended Action: City Council authorize the circulation of a Notice Inviting Bids for the Traffic Signal and Highway Lighting System Intersection of New Avenue and Shorb Street, with bids due no later than 10:30 a.m. on January 15, 2015; and, direct staff to undertake the steps necessary to finalize Council s action. 10. COOPERATIVE AGREEMENT WITH THE CITY OF SAN GABRIEL: NEW AVENUE AND SHORB STREET TRAFFIC SIGNAL AND HIGHWAY SAFETY LIGHTING SYSTEM F2M14-56, C2M14-52, M2M Staff requests that the City Council authorize a Cooperative Agreement with the City of San Gabriel for the New Avenue and Shorb Street Traffic Signal and Highway Safety Lighting System. The Cities of Alhambra and San Gabriel would like to partner to improve the safety at this intersection of New Avenue and Shorb Street. Alhambra will manage the project through construction and San Gabriel will reimburse Alhambra for their share of the project which has been calculated at thirty percent (30%). Recommended Action: City Council authorize the Cooperative Agreement between the City of Alhambra and the City of San Gabriel for the New Avenue and Shorb Street Traffic Signal and Highway Safety Lighting System and for the City of San Gabriel to reimburse Alhambra for its design, construction, inspection and project management services in an amount of thirty percent (30%) of total project costs; and, direct staff to undertake the steps necessary to finalize Council s action. (M2M14-155) 11. PERSONNEL ACTIONS F2M12-2 Recommended Action: City Council ratify the actions of the City Manager set forth in that certain Personnel Actions document dated December 8, 2014 showing the various appointments, classifications, salary changes, etc., since the last City Council meeting. 12. DEMANDS - F2M12-1 Recommended Action: City Council approve as submitted Final Check List ( thru ) in the amount of $287, for the period ending November 20, 2014 and Schedule of Wire Transfers in the amount of $1,773, for the period ending November 14, 2014; and, Final Check List ( thru ) in the amount of $906, for the period ending November 25, CLASS SPECIFICATION: FIRE PREVENTION SPECIALIST PART TIME F2M14-2, M2M Before a class specification becomes effective, it must be approved by the City Council. An assessment by the Personnel and the Fire Departments sustained the need to create a new position of Fire Prevention Specialist Part Time and to accurately reflect the 6

7 duties and qualifications of this classification. Therefore, staff requests that the City Council approve the adoption of the class specification for the newly established position of Fire Prevention Specialist Part Time. Recommended Action: City Council adopt the class specification for the newly established position of Fire Prevention Specialist Part Time as described in the Assistant City Manager/Personnel Director s December 8, 2014 report on file in the Office of the City Clerk; approve the salary of $27.00-$32.83 per hour for the position; and, amend the budget to fully fund the position at Step 1. (M2M14-154) ORAL COMMUNICATIONS (TIME LIMITATION - 5 MINUTES) Citizens wishing to address the Council on any matter which is within the subject matter jurisdiction of the City Council not on the Agenda may do so at this time. Please state your NAME and ADDRESS CLEARLY for the record. Please note that while the City Council values your comments, pursuant to January 1, 1987 amendments to the Brown Act, the City Council cannot respond nor take any action until such time as the matter may appear as an item on forthcoming agendas. COUNCIL COMMUNICATIONS (ANNOUNCEMENTS & FUTURE AGENDA ITEMS) F2M14-7 Each Councilmember at his discretion may address the Council and public on matters of general information and/or concern, including announcements and future agenda items. CLOSED SESSION & CITY ATTORNEY ANNOUNCEMENT re SAME - F2M14-14 The City Council will move into a closed session pursuant to applicable law, including the Brown Act (Government Code Sec , et seq.) for the purposes of conferring with the City s Real Property Negotiator, and/or conferring with the City Attorney on potential and/or existing litigation, and/or discussing matters covered under Government Code Section (Personnel), and/or conferring with the City s Labor Negotiators as follows; provided, however, prior to so moving into closed session, the City Attorney shall make any announcements required by the Brown Act pertaining to such closed session matters: Conference with Real Property Negotiator (Govt. Code Section ): None Conference with Legal Counsel-Existing Litigation (Govt. Code Section (d)(1): None Conference with Legal Counsel - Anticipated Litigation: Significant exposure to litigation pursuant to Govt. Code Section (d)(2): 1 matter. Initiation of litigation pursuant to Govt. Code Section (d)(4): 1 matter. Discussion of Personnel Matters (Govt. Code Section 54957): None Conference with City s Labor Negotiator (Govt. Code Section ): Richard Bacio, Assistant City Manager/Personnel Director, re Management 7

8 Employees, Alhambra Police Miscellaneous Association, Alhambra Police Officers Association, Alhambra Police Management Association, Alhambra Fire Fighters Association, and the Alhambra City Employees Association. RECONVENE & CITY ATTORNEY REPORT: In the event the City Council move into a closed session, the City Council shall reconvene at 7:00 p.m. and the City Attorney shall report upon the closed session if required. * * * * * * * * * NOTE: This evening's meeting will be followed at 7:00 p.m., in the Council Chambers of the Alhambra City Hall by the OATH OF OFFICE CEREMONY. As this is a ceremonial event, no formal minutes will be prepared, although the ceremony will be recorded on both digital audio and DVD. * * * * * * * * * PRESENTATION OF THE COLORS ALHAMBRA POLICE DEPARTMENT HONOR GUARD WELCOME & REMARKS by MAYOR GARY YAMAUCHI OATH OF OFFICE CEREMONY ADMINISTRATION of OATHS OF OFFICE by the CITY CLERK STEPHEN K. SHAM Councilperson of the First District BARBARA A. MESSINA Councilperson of the Second District LUIS AYALA Councilperson of the Fifth District REMARKS, INTRODUCTION of GUESTS, RECOGNITIONS and ACKNOWLEDGEMENTS by VICE MAYOR AYALA, COUNCIL MEMBERS MESSINA and SHAM RECEPTION TO IMMEDIATELY FOLLOW IN RUTH REESE HALL OF THE CIVIC CENTER LIBRARY ADJOURNMENT: There being no further business for the Council to transact, Mayor, with the consent of the City Council, shall direct the City Clerk to cancel the December 22, 2014 meeting due to the Holidays and shall adjourn their meeting to 5:30 p.m., on January 12, 8

9 2015, in the Council Chambers of the Alhambra City Hall, 111 South First Street, Alhambra, California (Notice No. N2M14-167). N O T I C E Agenda Items: Copies of the staff reports or other written documentation relating to the items listed on this agenda are on file with the City Clerk in Alhambra City Hall, located at 111 South First Street, Alhambra, California, and are available for inspection during regular office hours, Monday through Friday from 8:00 a.m. to 5:00 p.m. Broadcast of Meeting: The regular meetings of the Alhambra City Council are recorded and are broadcast on Charter Channels 3 and 182 at 7:30 p.m. on the Thursdays and Mondays following the meeting. Recordings are also available for viewing by the public on the City of Alhambra s website, at the Alhambra Public Library and, upon appointment, in the Administrative Services Department. Americans with Disabilities Act: If you require special assistance to participate in any City meeting (including assisted listening devices), please contact the City Clerk's Office (626) Notification of at least 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. LAUREN MYLES, CMC CITY CLERK 9

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