City of Los Alamitos

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1 City of Los Alamitos Administrative Regulation Regulation: 2. 2 Title: Authority: Date Revised: City Council Agenda Preparation City Charter December 6, 2004City Manager 1. Purpose: The purpose of this regulation is to provide a uniform procedure for the preparation of the City Council agenda. 2. Application: This regulation applies to all departments of the City and the City Clerk. 3. Regulation: The City Council meets regularly on the 1st and 3rd Monday of each month. An agenda is prepared for each meeting, which includes all matters of City business that requires City Council approval or informational items of interest to the Council. State law requires that City Council meetings be posted as a notice to the public. Normally scheduled meetings require a A meeting scheduled on an posting of 72 hours prior to the meeting. emergency basis, or agendas modified or added to on an emergency basis, must be posted at least 24 hours prior to the meeting. In order for City Councilmembers and the public to receive agendas and/ or agenda materials on a timely basis, agendas must be finalized for distribution to the Council or review by the public, no later than the Thursday afternoon prior to the next Monday meeting. This should occur at least two hours before the close of business on that Thursday, or sooner, if practicable. Departments should prepare matters to be submitted during the week prior to finalization of the agenda. Completed agenda reports should be submitted to the City Clerk in accordance with the meeting schedule attached. Items not conforming to the format established herein will be sent back to the originating department for correction. Items in the correct form will be submitted to the City Manager for final approval as to form and content. Items not meeting the standards of quality and completeness suitable for placement on the agenda will be sent back to the department for revision. Departments should take into account the time that may be required for processing of items and make allowances for the time required for correction or revision of proposed agenda reports. Items that are not completed by the established deadlines will be held over for the next City Council meeting. Department Head shall bear the responsibility for any liability created by their

2 failure to bring agenda items forward in the proper format, content and time frame. There are several categories of agenda reports. These include: Consent Calendar items, matters requiring a Public Hearing, Ordinances, and Staff Reports. A. Consent Calendar Consent Calendar items are routine matters which do not require further explanation or a staff presentation. Items of significant importance to the community and/ or Council, items of significant dollar value which require contract approval, or resolutions which are outside of current policy parameters should not be placed on the consent calendar. B. Public Hearing Public Hearing items are controlled by state or municipal law. These items must be properly noticed before being place on the agenda. C. Ordinances Ordinance are always prepared by the City Attorney and are usually, but not always, revisions or additions to the City' s Municipal Code. Department Heads are responsible for ensuring that ordinances prepared on their behalf are submitted in a time frame consistent with this policy. D. StaffReports Staff Reports are appropriate for complex items which require a staff presentation or a report from a consultant and which establish policy or a change in policy, or which bind the City for a major expenditure of more then 10, 000. All agenda reports shall be submitted in the appropriate form and format consistent with examples attached to this Administrative Regulation. Subsequent to each Council meeting, the City Manager shall conduct one or more staff meetings to follow up on items of inquiry or direction from the City Council. The City Manager shall cause responses to be prepared for such items to be forwarded to the appropriate City Councilmember(s) in a timely manner. 1

3 City of Los Alamitos Agenda Report Consent Calendar Item No: 8B October 18, 2004 To: Mayor Alice B. Jempsa & Members of the City Council Via: From: Henry Taboada, Interim City Manager Michael R. McCrary, Chief of Police Todd Mattern, Police Captain Subject: Second Crossing Guard at Katella/Bloomfield Summary: In order to most effectively ensure the safety of children crossing Katella Avenue before and after school, it is recommended that a intersection of Katella Avenue and Bloomfield Street. second crossing guard be added to the Recommendation: City Council authorize the Police Department to provide a second crossing guard at the intersection of Katella Avenue and Bloomfield Street, and transfer $ 7,200 from account to account Background and Analysis: The Los Alamitos Police Department staffs crossing guards at six intersections before and after school. The intersection of Katella Avenue and Bloomfield Street is considered the busiest in terms of vehicular and pedestrian traffic. Because of traffic conditions that exist, the safe and effective crossing of children has been challenging at this intersection. While crossing children across Katella, a major thoroughfare, the crossing guard is only able to walk with the children halfway across the street before he/ she has to turn around and return to the corner in order to assist the next group of children. Vehicles completing turns from multiple directions often interfere with crossing children who are not in the immediate presence of a crossing guard. Additionally, children cross Bloomfield at both the North and South sides of Katella, but the crossing guard is only able to assist those who are crossing at the side that he/ she is stationed. Since the current school year began, the Police Department has experimented with staffing two crossing guards at Katella and Bloomfield. With two crossing guards at this location, a guard can be stationed at both sides of Katella. This has proven to be most effective because the guards are able to accompany children all the way across Katella, and they can also assist children with crossing Bloomfield at either side of Katella. Currently, relief crossing guards are providing the secondary coverage at Katella and Bloomfield. If this recommendation is approved, the Police Department will begin the process of hiring an

4 additional part- time guard. Staffing needs at Katella and Bloomfield will continue to be evaluatated throughout the school year, and a recommendation for next year' s budget will be prepared. Fiscal Impact: The cost of adding another crossing guard at Katella and Bloomfield would be approximately $7,200 annually. The Police Department is able to absorb that amount through salary savings from a personnel vacancy in account This Agenda Report has been reviewed and recommended for approval by the Director of Administrative Services. Second Crossing Guard at Katella/Bloomfield October 4, 2004 Page No. 2

5 City of Los Alamitos Agenda Report Public Hearing Item No: 10A January 3, 2005 To: Mayor Kenneth C. Parker& Members of the City Council Via: From: Henry Taboada, Interim City Manager Kevin Prelgovisk, Director of Administrative Services Subject: Resolution No Approval of an Increase to Residential Refuse Collection Service Rates; and, Resolution No Approval of an Increase to Commercial Refuse Collection Service Rates Summary: Consolidated Disposal Services (" Consolidated") has been providing refuse collection service since April 1, 2000 pursuant to an Exclusive Franchise Agreement for' residential refuse collection services, and an Exclusive Franchise Agreement for commercial refuse collection services. As allowed under each agreement, Consolidated has submitted requests to increase the refuse collection service rates by 1. 6 percent. Recommendation: It is recommended that the City Council: 1. Adopt Resolution No. 1980, entitled " A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, APPROVING AN ADJUSTMENT TO RESIDENTIAL REFUSE COLLECTION SERVICES RATES"; and, 2. Adopt Resolution No. 1981, entitled " A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, APPROVING AN ADJUSTMENT TO COMMERCIAL REFUSE COLLECTION SERVICES RATES". Background and Analysis: Pursuant to its Exclusive Franchise Agreement with the City for residential refuse collection (" Residential Agreement"), Consolidated has been providing residential refuse collection services since April 1, The Residential Agreement allows Consolidated to request an adjustment of rates no more than once every other year based on a percentage of the increase in the Consumer Price Index for all Urban Consumers in the Los- Angeles-Riverside- Orange County Area(" CPI"). Consolidated has submitted a request for a 1. 6% rate increase for residential refuse collection services. This amount is 70% of the 2. 29% increase in the CPI as allowed under Exhibit " C" of the Residential Agreement.

6 Also, pursuant to its Exclusive Franchise Agreement with the City for commercial refuse collection (" Commercial Agreement"), Consolidated has been providing commercial refuse collection services since April 1, This Commercial Agreement also allows Consolidated to request an adjustment of rates no more than once a year based on a percentage of the increase in the CPI. Consolidated has submitted a request for a 1. 6% rate increase for commercial refuse collection services. This amount is also 70% of the 2. 29% increase in the CPI as allowed under Exhibit" B" of the Commercial Agreement. Pursuant to Government Code Section 53753, the City provided written notice by mail of the proposed fee to the record owner of each identified parcel upon which the fee is to be imposed. In addition, pursuant to Government Code Sections 6062( a) and 66016( a), the City published notice of tonight' s public hearing in the local newspaper. As required, the City also made the cost report supporting the proposed rate increase available for public review at the City Clerk' s office. Fiscal Impact: The City receives an 8% franchise fee from Consolidated Disposal Service on the Residential Agreement. A 1. 6% rate increase on this Residential Agreement would generate approximately $460 in additional revenue to the City' s General Fund. The City also received an 8% franchise fee from Consolidated Disposal Service on the Commercial Agreement. A 1. 6% rate increase on this Commercial Agreement would generate approximately$ 2, 500 in additional revenue to the City' s General Fund. Attachments: 1) Resolution No ) Resolution No Collection Service Rates January 3, 2004 Page No. 2

7 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS APPROVING AN ADJUSTMENT TO RESIDENTIAL REFUSE COLLECTION SERVICE RATES WHEREAS, Los Alamitos Municipal Code (" Municipal Code") Section , authorizes the City Council to levy fees for those services and facilities furnished by the City' s franchisee in connection with refuse collection services furnished to residential properties within the City; and, WHEREAS, pursuant to Municipal Code Section and that certain Residential Franchise Agreement between the City of Los Alamitos and Consolidated Disposal Service dated April 1, 2000 (" Agreement"), the City granted an exclusive franchise to Consolidated Disposal Service for the collection of residential refuse within the boundaries of the City; and, WHEREAS, the Agreement allows for an adjustment to residential service rates that is based upon, but is less than, the 2. 29% increase in the Consumer Price Index ( CPI) for the April 1, 2004 through March 31, 2005 period for all Urban Consumers in the Los Angeles- Riverside- Orange County area; and, WHEREAS, pursuant the terms of the Agreement, Consolidated Disposal Service has requested an adjustment to the residential refuse collection service rates effective January 1, 2005; and, WHEREAS, pursuant to Government Code Section 53753, the City must provide written notice by mail of the proposed fee to the record owner of each identified parcel upon which the fee is to be imposed and such notice was mailed; and, WHEREAS, pursuant to Government Code Section 66016( a), notice of a public hearing to be held on January 3, 2005 regarding the change in refuse collection fees was given by the City Clerk, stating the time and place of the hearing on the notice, and also stating that any person interested, including all persons owning property in the City, may appear and have the opportunity heard at the hearing and a copy of the cost report documentation supporting the proposed rate increase was available for public review at the City Clerk' s office and notice of such hearing was published pursuant to Government Code Section 6062( a); and, WHEREAS, such hearing took place and such persons were allowed the opportunity to be heard. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS DOES RESOLVE AS FOLLOWS: SECTION 1. above recitals are true and correct. The City Council of the City of Los Alamitos, California, finds that the I

8 SECTION 2. Pursuant to Municipal Code Section , and the terms of the Agreement, the City Council hereby approves the rates provided for in Exhibit " A" attached hereto and incorporated herein by this reference. SECTION 3. The rates shall become effective immediately upon the passage of this Resolution and shall be assessed retroactively to January 1, SECTION 4. The City Clerk shall certify as to the adoption of this Resolution. PASSED, APPROVED, AND ADOPTED this 3rd day of January, ATTEST: Kenneth C. Parker, Mayor Susan C. Vanderpool, City Clerk APPROVED AS TO FORM: Dean Derleth, City Attorney STATE OF CALIFORNIA ) COUNTY OF ORANGE CITY OF LOS ALAMITOS ) ) ss I, Susan C. Vanderpool, City Clerk of the City of Los Alamitos, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council held on the 3rd day of January, 2005, by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: ABSENT: ABSTAIN: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: I Susan C. Vanderpool, City Clerk

9 Agenda Report City of Los Alamitos Ordinances Item No: 11A May 24, 2004 To: Mayor Alice B. Jempsa & Members of the City Council From: Robert C. Dominguez, City Manager Subject: Ordinance No. 679 Amending Section of the Los Alamitos Municipal Code to Change the Dates of the Regular City Council Meetings Summary: Ordinance No. 679 will amend Section of the Los Alamitos Municipal Code to change the dates of the regular City Council meetings. Recommendation: It is recommended the City Council: 1. Waive reading in full and authorize reading by title only of Ordinance No. 679 and set for second reading; and, 2. Mayor Jempsa read title of Ordinance No. 679, " AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, AMENDING SECTION OF THE LOS ALAMITOS MUNICIPAL CODE TO CHANGE THE DATES OF THE REGULAR CITY COUNCIL MEETINGS". Background and Analysis: The City Council has routinely set 7: 00 p.m., on the second and fourth Mondays of the month, for its regularly scheduled meetings, with 6: 00 p.m. being a set time to conduct Closed Sessions and Study Sessions when required. After public input and City Council discussion, the City Attorney was directed to prepare an Ordinance changing the meeting dates of the City Council from the second and fourth Mondays of the month to the first and third Mondays of the month. For the convenience of the residents, the new schedule shall commence in August The City Attorney has prepared Ordinance No. 679, which would amend Section of the Municipal Code. The Ordinance is available for first introduction and first reading. Fiscal Impact: None Attachment: 1) Ordinance No. 679

10 ORDINANCE NO. 679 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, AMENDING SECTION OF THE LOS ALAMITOS MUNICIPAL CODE TO CHANGE THE DATES OF THE REGULAR CITY COUNCIL MEETINGS THE CITY COUNCIL OF THE CITY OF LOS ALAMITOS, CALIFORNIA, DOES ORDAIN AS FOLLOWS: SECTION 1. Section of the Los Alamitos Municipal Code is hereby amended to read in its entirety as follows: SECTION Regular meetings. Effective August 1, 2004, the regular meetings of the City Council shall be held on the first and third Mondays in each month. Closed Session matters and Study Sessions, if any, shall commence at the hour of six p.m. or as soon thereafter as is deemed necessary by the presiding officer. Study Sessions shall be limited to public sessions of the City Council, along with any other Boards, Commissions or public bodies if deemed necessary by the presiding officer, involving detailed discussions without final action of any kind by the City Council. Consideration of matters on the public open session agenda, other than Study Sessions, shall commence at seven m. p. Regular meetings shall be held in the council chamber of the City Hall, 3191 Katella Avenue, or in such other place within the City limits to which the meeting may be adjourned. When the day for any regular meeting falls on a legal holiday, no meeting shall be held on the holiday, but a regular meeting shall be held at the same hour on the following business day." Upon the effective date of this Ordinance, the provisions hereof shall supersede any inconsistent or conflicting provisions of the Los Alamitos Municipal Code. SECTION 3. If any section, subsection, subdivision, sentence, clause, phrase, or portion of this Ordinance for any reason is held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have adopted this Ordinance, and each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared invalid or unconstitutional.

11 SECTION 4. The City Clerk shall certify as to the adoption of this Ordinance and shall cause a summary thereof to be published within fifteen ( 15) days of the adoption and shall post a certified copy of this Ordinance, including the vote for and against the same, in the Office of the City Clerk, in accordance with Government Code Section PASSED, APPROVED, AND ADOPTED this 14th day of June, Alice B. Jempsa, Mayor ATTEST: Susan C. Vanderpool, City Clerk APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney STATE OF CALIFORNIA COUNTY OF ORANGE CITY OF LOS ALAMITOS ss. I, Susan C. Vanderpool, City Clerk of the City of Los Alamitos, do hereby certify that the foregoing Ordinance No. 679 was duly introduced and placed upon its first reading at a regular meeting of the City Council on the 24th day of May, 2004, and that thereafter, said Ordinance was duly adopted and passed at a regular meeting of the City Council on the 14th day of June, 2004, by the following roll- call vote, to wit: AYES: COUNCIL MEMBERS: NOES: ABSENT: ABSTAIN: COUNCIL MEMBERS: COUNCIL MEMBERS: COUNCIL MEMBERS: Susan C. Vanderpool, City Clerk 679-2

12 City of Los Alamitos Agenda Report Staff Reports Item No: 12A December 6, 2004 To: Via: From: Mayor Alice B. Jempsa and Members of the City Council Henry Taboada, Interim City Manager Kevin Prelgovisk, Director of Administrative Services Tim D' Zmura, City Engineer Subject: Budget Adjustment to Revise Capital Improvement Program ( CIP) Appropriations for Fiscal Year Summary: This item revises the City' s current Capital Improvement Program budget to accurately depict and fund the current capital program. The revisions adjust the budget to provide appropriations for projects approved for Fiscal Year , that continued into Fiscal Year , without carryover appropriation. The revisions clarify project expenditures and revenues, and allocate projects to the proper funds. The revised budget provides detailed funding source information for each project, and provides beginning and projected ending fund balances for CEP related funds. Recommendation: Approve the revised Fiscal Year Capital Improvement Budget as depicted on Attachment 1 and authorize staff to make the necessary budget adjustments. Background and Analysis: During the Fiscal Year budget development process a CIP budget was adopted that showed estimated project costs for Fiscal Year , as well as proposed project costs for Fiscal Year ( Attachment 2). However, the Street Rehabilitation Project ( Account Number ) was not completed in Fiscal Year and no appropriation was encumbered, or carried over, to Fiscal Year In order to pay current invoices, it is necessary to adjust the budget to add sufficient appropriation for project completion. Please note that the revised CIP budget shown on Attachment 1 now provides project funding detail for this project, " 4300 Street Rehab," including a breakdown of funds drawn from Gas Tax, Traffic Improvement, AHRP Grant and Measure M Turnback funds, for a total project budget of$ 2, 391, 857. Upon our review of the current CIP budget, we determined that a new format, incorporating more detailed information, would be useful to the City Council as it plans for future capital improvement projects. In addition, this new format would facilitate improved management of current projects, and provide a template for future project planning. Accordingly, Attachment 1,

13 Revised CIP Budget," was designed to accurately depict the current budget, and to provide the following additional benefits: 1) All Fiscal Year CIP projects are clearly shown, along with their funding sources; 2) Each CIP related fund is shown, and the project draws on the funds are clearly depicted; 3) The " SUMMARY SECTION" shows the beginning fund balances, estimated revenues, estimated expenditures, and Estimated June 30, 2005 fund balances for each CIP related fund; 4) The adjusted Estimated June 30, 2005 fund balances will be used as the beginning Fund balances for the Fiscal Year CIP budget; and, 5) The format may be used as a template to facilitate a multi-year planning approach to CIP projects. It should be noted that the revised CEP budget differs in some respects from the Fiscal Year CIP budget originally adopted by the City Council. The Ball and Bloomfield project was incorrectly budgeted in Fiscal Year This project has been removed from the Fiscal year budget, and will be included in the Fiscal Year CIP budget, when the funds will be available from the OCTA. The $ 20, 000 Street Tree Program was budgeted to draw on the Tree fund ( 15), which has a zero fund balance. As shown on Attachment 1, this program will require the use of General Fund funds for implementation. The 200, 000 Residential Street Improvement program, which was originally budgeted to draw on the General Fund, is now recommended for funding using Traffic Improvement Fund fund balance, which is sufficient for this purpose. This change properly assigns residential street improvements to the Traffic Improvement Fund and relieves the General Fund of this $ 200, 000 obligation. Finally, the McAuliffe Restroom, which draws on Community Development Block Grant ( CDBG) funds, is not scheduled to proceed. Staff is currently exploring options to reallocate these CDBG funds to other eligible projects. We believe that the inclusion of the CIP budget detail will better inform the City Council and the public about the City' s CIP plan. With the approval of the City Council, staff will continue to further develop this approach through its newly formed capital budget planning group. This group will focus on improving the CIP format, as well as developing a multi-year CIP planning process. Fiscal Impact: Approval of the recommended budget adjustments will provide the appropriation needed to implement previously approved CIP projects. The adjustments add no more expenses than were originally contemplated, and make technical corrections to the budget to allow program implementation to proceed with more accurate project accounting. Attachments: 1) Revised CIP Budget, ( 12/ 06/ 04) 2) Capital Improvement Projects ( Fiscal Year Budget, pgs ) 1 CIP Appropriations for FY December 6, 2004 Page 2