CITY OF LA HABRA HEIGHTS
MINUTES OF A REGULAR MEETING OF
LA HABRA HEIGHTS CITY COUNCIL
JANUARY 12, 2006
Mayor Douglas called the January 12, 2006 Regular City Council Meeting to order and adjourned to Closed Session at 7:02 p.m.
CONFERENCE WITH LEGAL COUNSEL
The City Council finds, based on advice from legal counsel, that discussion in open session will prejudice the position of the local agency in the litigation.
A. INITIATION OF LITIGATION (G.C. 54956.9 ©):
One case
OPENING CEREMONIES
1. CALL MEETING TO ORDER
Mayor Douglas noted that they have returned from Closed Session and asked City Attorney Levin if there was any reportable action in the Closed Session.
City Attorney Levin answered that there was no reportable action taken.
Mayor Douglas called the January 12, 2006 Regular City Council Meeting to order at 7:33 p.m. at the Community Center, 1245 Hacienda Road, La Habra Heights, California.
2. ROLL CALL
Those present: Mayor Douglas, Mayor Pro Tem Millsap, Councilmembers Carroll and Klein. Councilmember Bergman: excused absence. Also present: City Attorney Levin, City Manager Bates, Fire Chief Nielsen, Sheriff Lieutenant Claus, Community Development Director Powers and City Engineer Cayir.
3. FLAG SALUTE
John Beau led the flag salute.
3.a ADD URGENCY ITEM TO THE JANUARY 12, 2005 AGENDA
Mayor Douglas noted that they should add an item to the Agenda, a Resolution in opposition to a change in the Solid Waste Diversion Laws under AB 939. He noted that the Resolution was sent by the LA County Sanitation District. He stated that they can discuss Council and City support of that Resolution and the City Attorney will comment.
City Attorney Levin explained that there will have to be a vote to add this item to the Agenda. The letter from the District was received today and it is scheduled to be considered for Hearing in the Senate Appropriations Committee on January 17, 2006. It would need to be voted by four members as an urgency measure to be placed on the Agenda. Ms. Levin stated that there are copies of the proposed Resolution for the Public at the back of the room.
Councilmember Carroll offered a motion to add this Resolution to the Agenda as an Urgency Measure. The motion was seconded by Councilmember Klein and approved as follows:
AYES: Carroll, Douglas, Klein, and Millsap
NOES: None
ABSENT: Bergman
4. PRESENTATIONS
á Public Works Committee, Jerry Shipman, Chairman
Mayor Douglas noted that Jerry Shipman is not able to be here tonight.
á Emergency Preparedness Committee, Kathy Sauble, Chairperson.
Ms. Sauble reported that the theme this month which comes from the County is ÒThen and NowÓ. There are many things we are unfamiliar with. She noted that we have learned a lot since the 1906, 7.8 San Francisco Earthquake, just as we have learned a lot since the 2001 terrorist attack. Ms. Sauble noted that they are continuing with earthquake preparedness which is much like preparation for any disaster such as, an evacuation plan, a place to meet after the event and an out of state contact. Make sure your school has a plan. Follow official instructions. Be familiar with terminology that might be used for instructions. Ms. Sauble commented that there are websites noted on the cable bulletin board on channel three (3) and the City website will also have links to other websites where you will be able to get information on Emergency Preparedness, FEMA, and Earthquake Preparedness. There will be information at City Hall. She noted the Emergency Preparedness Committee is working on the Health and Safety Fair to be presented at the Avocado Festival on May 20, 2006. There are no CERT classes scheduled at this time, but if you are interested in CPR and first aid, you can contact the Rio Hondo chapter of the Red Cross in Whittier and tell them you are from La Habra Heights and express an interest in a class held here.
Mayor Douglas introduced the new Community Development Director, Justin Powers, who comes to us from the City of Anaheim.
ADMINISTRATIVE REPORTS
5. CITY MANAGERÕS REPORT
City Manager Bates reported that on Monday he attended a City ManagerÕs Committee meeting of the Joint Powers Insurance Authority. The most significant item was that the JPIA is running quite well. The City ManagerÕs Committee may not be needed in the current format. There will be a study on what role the City Managers will play.
City Manager Bates noted that there is a completion date for the horse announcerÕs booth of January 20, 2006. We will discuss with Council about when we will have a dedication of the facility.
City Manager Bates noted the over $52 million worth of permits for new construction were issued in 2005.
Mr. Bates noted that he met with the Historical Committee. He commented that their Home Tour will be April 23rd.
Mr. Bates noted that former City Manager Hendrickson is now City Manager of Draper, Utah. Mr. Hendrickson would like to be invited back for the dedication of the new Fire Department and City Hall facilities.
Mr. Bates commented that they have found that some of the City speed limits need to be looked at again. He has been working with City Engineer Cayir and for about $3600 we can re-survey all of our locations so that the Sheriff has legal standing when he goes to court on traffic citations.
City Engineer Cayir noted that this would take 2-4 weeks.
Mr. Bates noted that Community Development Director Powers reported that the system we were connected to for DSL was running much slower than it should. We found that by changing to Adelphia it will be much better and save $10 monthly.
Mr. Bates noted that Andrea Gullo, associated with the Habitat Authority, has applied for and received an Encroachment Permit for the underpass under Harbor Blvd. We will do a final inspection when that is complete.
6. CITY ATTORNEYÕS REPORT
City Attorney Levin noted that she has no report.
7. COMMUNITY DEVELOPMENT DIRECTORÕS REPORT - Department Reports for December 2005.
Community Development Director Powers thanked the City for the opportunity of employment here. He stated that he has nothing to report at this time.
8. CITY ENGINEERÕS REPORT – Status report on road repairs.
City Engineer Cayir reported that last week they had repaired several places that needed paving and trenching. He stated that they have completed one of the FEMA funding repairs. We have laid down 143 cubic yards of rock (14-20 trucks of rock). This completes all of the pave and trench repairs. We still have some other road repairs under FEMA. We will take the same approach on those locations because we will be able to keep the cost down considerably.
City Manager Bates explained that Transtech was able to get this work done for about l/3 of the cost of the LA County process.
Mr. Cayir stated that as far as the FHWA funding request is concerned, the District 7 local Engineer sent the package to Sacramento for written approval on December 20, 2005. We hope to have their approval in 4-6 weeks.
Mr. Cayir noted that the preventive measures we have done on the side of Hacienda Road seem to work pretty well. We blocked the inlets of the failed storm drainpipes and it is working beautifully. We have found that the pipe has collapsed at about 140 feet from the inlet and it is useless to try to get that deep to repair the pipe.
Councilmember Carroll asked if FEMA has paid for the work of putting the rocks in the ditches.
Mr. Cayir stated that it has been approved and we will be reimbursed for that work. He stated that there is no way to tell how long that will take.
Mr. Cayir stated that we are working on Zones 3 and 4 of the CityÕs annual roadway maintenance program. The initial specs are being prepared. This is work for this summer. He noted that on Ahucate Road we had a design-build contractor meet with us to work out a design-build approach to fix the slope. We actually have the FEMA funds for that repair and have it planned for this summer. All of the storm drains have been cleaned out by the County. The drain at Hiatt and Walnut has been partially fixed.
City Manager Bates noted that it has been partially fixed, but is still in danger of collapse.
Mayor Douglas asked when the City would have the Zones 3 and 4 work completed.
City Engineer Cayir noted that they will have specifications ready to take to Public Works next week.
9. FIRE CHIEFÕS REPORT – Department Report for December 2005.
Fire Chief Nielsen commented that we have now had our own Paramedic Program for a year and it has been outstanding. The working relationship with AMR has been very good. He stated that there had been a few delays from AMR and he complained to them. We now have an AMR unit of our own and it is not to leave La Habra Heights without permission. There is a crew of six and they stay and live with the fire fighters. There will be a second unit parked nearby.
Mayor Douglas also noted that we have outstanding coverage now. He also thanked Fire Marshal Hill for his report and for instituting the identifying of wood shake roofs.
Fire Chief Nielsen noted that they were going to try to get more safety information on the website.
10. SHERIFFÕS DEPARTMENT REPORT
Lieutenant Claus reported that this month he included a crime information report that reports every single crime in La Habra Heights for the month of December, the address and the reporting District. It also breaks down the type of crime it was. He stated that he also has provided a pamphlet on Mail Theft, what to do about it and how to avoid it and will be happy to e-mail it to anyone. His address is mrclaus@lasd.org. He explained that next month on the crime reports he would list a total per district.
FINANCIAL MATTERS
11. APPROVAL OF WARRANTS – December 2005
Mayor Douglas asked for confirmation that the item in the warrants in the amount of $4700 for Rubberized Crackfiller Sealant was for the crack seal costs.
City Engineer Cayir answered in the affirmative.
Mayor Douglas asked about Coffelt Street Sweeping.
City Manager Bates noted that was after the last storm when we had several trees down. This was consistent with our plan for minimizing contamination from runoff.
Councilmember Carroll offered a motion to approve the December 2005 Warrants in the amount of $1,066,108.54. The motion was seconded by Councilmember Klein and approved as follows:
AYES: Carroll, Douglas, Klein and Millsap
NOES: None
ABSENT: Bergman
12. TREASURERÕS REPORT – November 2005
The TreasurerÕs Report consisted of:
LAIF CityÕs Investment Account
Bank of New York Cash with Fiscal Agent
Bank of America Business Checking Account
Petty Cash Disaster/Emergency Fund
Petty Cash Operations
Cash in Box Change Fund
Councilmember Klein offered a motion to receive and file. The motion was seconded by Councilmember Carroll and approved as follows:
AYES: Carroll, Douglas, Klein and Millsap
NOES: None
ABSENT: Bergman
CONSENT CALENDAR
13. IT IS RECOMMENDED THAT ITEM 13.a. AND 13.b. BE ACTED UPON SIMULTANEOUSLY BY ONE MOTION OF THE CITY COUNCIL UNLESS SEPARATE DISCUSSION AND/OR ACTION IS REQUESTED BY A COUNCILMEMBER OR A MEMBER OF THE AUDIENCE.
13.a. HEIGHTS CHRISTIAN SCHOOL MONTHLY REPORT – December, 2005
Recommendation: Receive and file
13.b. CITY COUNCIL MINUTES – Regular Meeting of November 10, 2005;
Special Meeting of December 1, 2005;
Regular Meeting of December 8, 2005 and
Special Meeting of December 20, 2005.
Recommendation: Approve
Councilmember Klein offered a motion to receive and file 13.a. and to approve item 13.b. as presented. The motion was seconded by Councilmember Carroll and approved as follows:
AYES: Carroll, Douglas, Klein and Millsap
NOES: None
ABSENT: None
NEW BUSINESS
14. CITYÕS WEBSITE
Recommendation: Authorize the activation of the new City website and discontinue the old City website.
City Manager Bates commented that the City has been working on the new website with the Consultant of On Call Business Consulting, Sandra Demond, and she is here tonight to answer any questions or for any input you might like to give her. Mr. Bates noted that with the help of the new Community Development Director we have found more information that we can add to the new website that will improve its quality. Mr. Bates noted that next week we will have a meeting with Ms. Demond and Mr. Powers along with frontline counter staff to discuss what the residents and consumers want to know from the website. City Manager Bates commented that either we wait until next month before we ask you to activate this or you give us authority to activate it as we are able to make the updates that Justin Powers has thought through, which may need further changes.
Mayor Pro Tem Millsap stated that she had looked at the website about a week ago and it was not what she expected. She noted that she was glad they were having a meeting and would like to see if it has the items they wanted then.
Mayor Douglas commented that they can bring it back to the City Council when they think it is ready to go to the public or we can authorize the City Manager and the Community Development Director to make the decision. He noted that the Council is able to view the website whenever they want and if there are any suggestions they can give them to the Community Development Director.
Councilmember Carroll noted that he preferred that they authorize the City Manager and Community Development Director to make the decision.
City Manager Bates noted that he hoped it would be getting very close to ready by the next Council meeting. Even after we activate the website, we are able to update it with any new information.
Mayor Pro Tem Millsap noted that part of the problem before was getting updates done.
Community Development Director Powers noted that updates are very important and he will work with Ms. Demond to have an easy way to update the website and have the front page there so people will know whatÕs new. He noted that we should get input from the residents as to what they want to see on that front page.
Ms. Demond explained that their original design was to ensure that it could be quickly updated in-house or notify us and we would update it within 24 hours.
City Manager Bates clarified that he and Mr. Powers would now be the contact rather than the Senior Management Analyst, Lara Klahejian. Mr. Bates explained that the website was planned as a three-step improvement. 1. Attractive, with basic information. 2. To become more interactive and people could actually apply for permits on line and retrieve and respond to the site. 3. At some point Council Meetings and Planning Meetings would be available on line as they are doing now in Calabasas. They can access a particular Item number without going through the whole meeting.
Community Development Director Powers explained that going from Analog to Digital will take several steps also.
The consensus of the Council was to give the City Manager and the Community Development Director the authority to decide when the website was ready for use.
Ms. Demond noted that Justin Powers has wonderful ideas and direction for the website.
21. ADDED ITEM FOR RESOLUTION 06-01 IN OPPOSITION TO SENATE BILL 411 (ALARCON)
This item is taken out of order.
City Attorney Levin reported that they received a request from the County Sanitation District to express opposition to Senate bill 411. Senate bill 411 would eliminate local governmentsÕ ability to satisfy their AB 939 Waste Diversion Requirement by using green waste. She stated that one of the primary tools that local governments use to reach the AB 939 goals has been the use of green waste. The elimination of the green waste option is an issue of local control and an impact on our ability to satisfy the AB 939 requirements. This is a serious threat to us. The Senate Committee will hold an appropriation hearing on January 17, 2006. You need to decide if you want to approve the Resolution and direct the City Manager to send the Resolution along with the cover letter registering the City of La Habra Heights opposition to Senate bill 411.
Councilmember Carroll noted that in the last paragraph of the Resolution where it notes that the ÒBoard of Directors of the County Sanitation Districts of Los Angeles County strongly opposeÓ, should read the City of La Habra Heights. There may be other places also that need to be changed.
City Attorney Levin agreed that anywhere the Resolution states Board of Directors or Sanitation District we need to say City of La Habra Heights and the City Council of La Habra Heights.
Councilmember Carroll noted that he thought it was important that the Council express their opposition to Senate bill 411.
RESOLUTION NO. 06-01 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA HABRA HEIGHTS OPPOSING SENATE BILL 411 (ALARCON) REGARDING GREEN WASTE.
Councilmember Carroll offered a motion to adopt Resolution No. 06-01 opposing Senate Bill 411 (Alarcon) regarding green waste as amended for the City of La Habra Heights and ask the City Manager to send a letter using what we have as a model. The motion was seconded by Councilmember Klein and approved as follows:
AYES: Carroll, Douglas, Klein and Millsap
NOES: None
ABSENT: Bergman
PUBLIC COMMENTS
Public Comments were taken out of order.
Steven Blagden, Citron Road, stated that the Sheriff needs to also enforce overweight trucks and vehicle noise. He noted that for mail theft, it would help to have some way to communicate to that neighborhood of a problem right away. Mr. Blagden stated that in his opinion there should be a traffic count at the Avocado Crest intersection at Hacienda Road, not just one hour in the morning and evening, but also for a week. Traffic counts should also be taken at the intersection of Citrus and Avocado Crest. This should also be taken on many other roads. This would tell how much commuter traffic is coming through before we actually do anything. He preferred that we discourage traffic on Hacienda Road, not try to improve it, because that will increase traffic. Mr. Blagden noted that interruption of traffic flow on Hacienda Road should be a priority.
Mayor Douglas called for an intermission at 8:28 to give the Architects time to set up.
Mayor Douglas turned the meeting back to the Architects at 8:31.
15. ARCHITECT & ENGINEERÕS CONCEPT REPORT – FIRE STATION/CITY HALL PROJECT
City Manager Bates reported that the City Council had approved WLC Architects to begin the work for the initial conceptual design for the Fire Station/City Hall complex. Last week Kelly Needham and another member from the architectural firm met with the senior City Staff to decide the appropriate utilities that would be involved with the construction of a new facility. They spent nearly the whole day reviewing the needs of the City and giving Kelly some baseline information to start the conceptual designing process. He had the documents from the initial work done by Mr. Nicholoff. He also had the preliminary work done for environmental clearance and the initial geotechnical work done plus information on the Title report. The meeting mainly focused on making sure the firm understood the working relationship with the utilities, what the utilities needed and making sure that they provided all the necessary information to Kelly to help locate the facility on the site. Kelly was also given the last Council tape, which he viewed, to provide more information to him to help focus the design. Kelly has come tonight to discuss and get any further information. Our agreement with WLC calls for three concepts in 30 days and then two months of review by the Council and one or more town hall meetings. Mr. Bates introduced Kelly Needham.
Mr. Needham noted that the meeting they had enabled them to create the base math that they will be using. Mr. Needham stated that they havenÕt had time since the meeting to accomplish much. He showed two concepts of the Fire Station that they started to lay out.
Mayor Douglas asked how Mr. Kelly thinks he can incorporate the blue line stream area into the designs.
Councilmember Carroll asked if Mr. Needham could identify the small squares on the Fire Station design.
Mr. Needham noted that the blue line stream is an interesting aspect of the site but also a challenge. You want to do something with it, but from a development standpoint you must stay as far away from it with buildings as possible. Mr. Needham commented that you would probably need to have compact buildings nearer to the street than some of the drawings you already have. Parking will be a concern.
Mayor Douglas suggested City Manager Bates can get some of the aerials that are parcel specific with topos that might be helpful.
Councilmember Klein explained that he would like to see a layout with all of the buildings. He stated that he had envisioned a campus style of layout, while being cost conscious. He noted that the Fire Station was going to fall under one set of rules and the City Hall would probably fall under another set of rules, so we are looking to spread those things out. It is possible there will be Òexhaust Ò requirements if the bays are attached to the dormitories. We also discussed multiple use for some of the facility. Mr. Klein asked if the bays would cover all of our vehicles. Mr. Klein stated that in his opinion he was thinking of a Craftsman style with porches and overhangs for passive use of shading that would keep our energy costs down. We want something that would fit in with the rural character of our City. Mr. Klein noted that they donÕt want anything that looks institutional.
Mr. Needham noted that with a Fire Station you always have a big box to deal with. Making the rest of the building a two-story part with the dormitory upstairs balances the box-like part. A Fire Station has to function as a Fire Station and if you separated the bay it would affect the response time. This would be workable for any style. In the drawing we have there are five bays and one may go away. We will discuss this with the Fire Chief. We will also look at a one-story scheme. We may want to compact the lower story some more. Mr. Needham noted the features his drawing contained for the Fire Station.
Councilmember Carroll noted that the Council has not agreed that they all want the Craftsman style for the facilities.
Mr. Needham commented that they would come back with three different styles. He noted that the trouble with Craftsman style is that it requires a lot of wood and that requires a lot of maintenance.
Councilmember Klein stated that he did not want Spanish style facilities.
Mayor Douglas asked what the dimensions are for the Fire Station.
Mr. Needham answered that the first floor is 13,000 square feet, but we will probably take out one bay and make the apparatus room a little smaller. We might even make the bays a little smaller. He stated that the Chief is shaking his head no. He has given us the dimensions of all of the equipment. The Chief also indicated that the dorm room could be a little smaller.
Councilmember Carroll asked how much land is going to be taken up by this.
Mr. Needham demonstrated on the site drawing how much space the Fire Station would take up. He stated that they would also look at a one-story drawing in a campus scheme.
Councilmember Carroll commented that they would like to see some options.
Mayor Douglas asked Chief Nielsen if he has told them all of their equipment needs.
Chief Nielsen stated that he gave him all of the information and he has no opinion on the style. He stated that he had been looking at some of their work and he was very impressed. Mr. Nielsen stated that he had looked into the exhaust consideration and it still is not mandated that it has to be done. They do recommend it. In a bay such as in the drawing where the doors can be opened on both ends it should not be a problem.
Mr. Needham stated that they have a way of handling this problem by keeping the air moving.
Mayor Douglas asked about the issue of noise intruding into the neighborhood to the west. He noted that you donÕt want a sound wall blocking off the blue stream.
Mr. Needham explained that in most Fire Stations the outside speakers are on some kind of timers, with the ability to turn the speakers on and off as needed. They wouldnÕt be on in the middle of the night. If you follow that it will usually meet the neighbors requirements. Sometimes the sirens will not be started until they are away from the Station if possible.
Mayor Douglas asked if there is any protection against the routine noise such as idling motors and the coming and going of the trucks.
Fire Chief Nielsen commented that this will have more space between the Station and the residents than the usual Station in a residential area. Mr. Nielsen noted that he talked to a few nearby residents and they did not seem to think it would be a problem. They were glad to put up with noise and be sure we would respond when they have a problem. We have talked about training within the department and if there is enough room in front of the Station we will be able to do some part of the training between the Station and Hacienda Road if it occasionally has to be done, early in the morning.
Mayor Pro Tem Millsap noted that as far as styles go, if we see a drawing of Craftsman and Spanish, what would the third style be.
Mr. Needham noted that it might be Mediterranean. He stated that the project is important to him as he grew up in Rowland Heights and he is familiar with La Habra Heights.
City Manager Bates noted that we have told him what we would like to see and it would be nice to see what they creatively could come up with.
Councilmember Klein noted that natural light coming into buildings makes a lot of difference also.
Mayor Douglas commented that when they get to the City Hall portion you might consider soundproofing.
Councilmember Klein stated that they do want energy efficiency in the way things are built, but not on the cutting edge of things that will cost much more.
Mr. Needham noted that they look at everything from a state of the arts standpoint without a high tech point of view that will take more maintenance than you will want. A lot of the time the new high tech items do not last very long.
Mayor Douglas noted that Craftsman style was high maintenance.
Mayor Douglas asked for any Public Comments on this.
John Beau commented that in his opinion the Mediterranean style was a little too posh and formal for the Heights. He stated that he liked Spanish Colonial and possibly Craftsman styles. He favored a one-story style.
Mr. Needham noted that the City Manager and he would put together a timeline for what will happen for the next thirty-days.
16. WIDENING OF RIGHT TURN LANE ON AVOCADO CREST ROAD AT HACIENDA ROAD
City Manager Bates reported that he had asked Engineer Cayir to look at the challenges presented by trying to get from Avocado Crest onto Hacienda road and develop some options for the Council to consider.
Engineer Cayir explained that when looking for options they looked for the things that would make the most difference for the least cost. He stated that they have four groups of recommendations and the first one has four sub groups:
Priority l covers things that are under our CityÕs control and can be implemented immediately.
1A. Restripe Avocado Crest Road to facilitate right-turns without a separate lane. We would move the existing centerline south to create sufficient paved area to facilitate right turns onto Hacienda Road. The biggest problem is left turns onto Hacienda Road. Making enough space for the right-turns to get by those waiting to turn left will help the backup on Avocado Crest Road.
1B. We will install ÒDo Not Block IntersectionÓ signs and ÒKeep ClearÓ pavement markings on Hacienda Road to get drivers attention.
1C. We want to increase the red phase at the adjacent signalized intersection at Hacienda Road and West Road. This will leave some gaps for the south-bound cars on Hacienda Road.
1D. We will also trim trees and bushes on the east side of Hacienda Road north of Avocado Crest Road that will improve the sight distance on Hacienda Road. Mr. Cayir noted that we can implement these four things right away in a cost effective way. It should cost approximately $5000.
Priority 2 is to increase the red phase at the adjacent signalized intersection at Hacienda Road/Sansinena Lane.
Mr. Cayir noted that this will provide some gaps in the traffic on Hacienda Road northbound. This will allow left turners to move out from Avocado Crest Road. This signal is controlled by the City of La Habra. This is a very old control and cannot be adjusted like our control at West Road. La HabraÕs Traffic Engineer explained that it would cost $4000 to replace the control. Mr. Cayir noted that he was unable to get a commitment from La Habra. They say we have to submit a request and commit to pay the cost. Mr. Cayir noted that if the Council approves he will write the letter that will start Priority 2.
Priority 3 will take Priority 1 a step further by widening Avocado Crest Road on the north side of the road to widen the right turn lane and to stripe between the right and left turn lanes.
Mr. Cayir explained that this will make Priority 1 a little better. This will cost between $25,000 and $35,000. It will also involve the reconstruction of a storm drain on the northeast corner.
Priority 4 is to signalize the intersection of Hacienda Road and Avocado Crest Road. This priority would cost approximately $200,000.
Mr. Cayir commented that this would need an analysis per Caltrans Traffic Manual guidelines. We would have to know the volume of traffic at peak hours. While this would improve traffic on Avocado Crest Road, it would increase delays on Hacienda Road.
Mr. Cayir recommended that they go ahead and implement Priority 1 and then proceed with a traffic study and see what is happening and then move on to Priority 2 if needed.
City Manager Bates explained that this isnÕt for commuters, this is for our residents concerns who live east of Hacienda Road.
Mayor Pro Tem Millsap asked regarding the dates and times the traffic study was done. She offered her opinion that the results could have varied with whether school was in session or on vacation.
Mr. Cayir stated that it was in the last two weeks. Mr. Cayir explained that they had been concerned with the ratio of right to left turns. He noted that the count showed there were more right turns than left turns and that shows that it will help to implement Priority 1.
Mayor Pro Tem Millsap asked on Priority 1C to increase the red phase of the signal at Hacienda Road and West Road, wouldnÕt you want to increase the red phase at East Road and Skyline also? WouldnÕt that also have an impact on the traffic flow?
Mr. Cayir explained that Hacienda and West is the signal that would affect Avocado Crest Road the most.
Mayor Pro Tem Millsap noted that at times traffic is backed up all the way from Whitttier Blvd. almost to Skyline, mostly northbound.
Mr. Cayir noted that after we take care of Avocado Crest Road we can look at other locations. He also noted that Priority 2 is for northbound traffic.
Mayor Douglas noted that the increasing of the red phase includes forcing the red phase even when there is no demand traffic waiting.
Mayor Pro Tem Millsap asked if the forced red phase would be all-day or just at high traffic times.
Mr. Cayir answered that will be looked at and decided on if we do Priority 1 improvements and the traffic study at that time.
Councilmember Carroll asked for confirmation that the signal at West Road can be set just at rush hours.
Mr. Cayir answered in the affirmative.
Mayor Pro Tem Millsap commented that she would not be in favor of Priority 3 as the corner house is already close to the road and she would not like to see them encroached on further.
Mr. Cayir explained that the road widening would be done within public right-of-way.
Mayor Douglas also agreed that he would not like to see this done if they donÕt have to.
Mayor Pro Tem Millsap noted that there could be a safety problem when someone has to get their nose out there from Avocado Crest Road.
Mr. Cayir explained that the ÒKeep ClearÓ sign will accomplish two things; it will increase the driversÕ awareness on Hacienda that there is a problem there and it will give our police department the chance to cite drivers not following the ÒKeep ClearÓ sign.
Councilmember Carroll offered a motion that Engineer Cayir move ahead on Priority 1 A, B, C, and D. The motion was seconded by Mayor Douglas.
Mayor Pro Tem Millsap asked if the red painted area designates a rehabilitation facility? Did anyone speak to them?
City Manager Bates commented that they had not spoken to them, but there is also a fire hydrant there and no parking can be done where there is a fire hydrant so we are not eliminating any parking on the south side.
The motion was approved as follows:
AYES: Carroll, Douglas, Klein and Millsap
NOES: None
ABSENT: Bergman
Mayor Douglas stated that when they find out how this goes, we will expect a report on it. He also noted that it would be nice to know how much traffic is coming off of Citrus onto Hacienda Road.
Councilmember Carroll commented that traffic coming off of Citrus does not mean they are commuters. Many of them are residents.
17. STORM DRAIN REPAIR – HIATT AND WALNUT STREETS
RECOMMENDATION: Approve expenditure of $8,000 for the emergency storm drain repairs at Hiatt and Walnut Streets; and authorize staff to have the emergency repairs completed.
City Manager Bates reported that this is a drain that was causing problems during the last storm. During that storm the water ran across the road wiping out the slope and going into peopleÕs yards. We were able, on an emergency basis, to clean it out enough to get it working, however we found that the pipe is damaged and probably will not last long. Mr. Bates noted that at the next rain the pipe may go and it will leave us with the same emergency situation. Mr. Bates suggested that if the Council concurs we move forward with the recommendation and also make the finding that it is urgent and we cannot take the time to go through the process of Public bidding since it could not then be repaired until after the rainy season and this would cause more personal damage.
Councilmember Carroll asked how much it costs to replace the eroded dirt?
Mr. Cayir noted that he did not know.
Mr. Bates commented that it needs to be fixed correctly so we donÕt have to keep repeating the maintenance it causes.
Mr. Cayir explained that when it is replaced it has to be redesigned before it can work properly. Mr. Cayir explained that this was designed and installed 20-30 years ago.
Councilmember Klein moved to approve the recommendation. The motion was seconded by Councilmember Carroll.
City Attorney Levin clarified that the motion is declaring that this is an urgency situation and that there is not sufficient time to allow for Public Bidding of this item and approving $8,000 for emergency repairs and authorizing staff to procure necessary materials, equipment and labor to have the emergency repairs done expediently on the drain at Walnut and Hiatt.
Councilmembers Klein and Carroll agreed to this motion. The motion was approved as follows:
AYES: Carroll, Douglas, Klein and Millsap
NOES: None
ABSENT: Bergman
18. OUT-SOURCING OF PAYROLL PROCESSING
RECOMMENDATION: Authorize the out-sourcing of payroll processing services to Paychex; and allocate $5,507 plus the one-time set-up fee of $300 to pay for the service.
City Manager Bates commented that under Council direction they have been looking at different out-sourcing options for payroll. A committee consisting of the HR Director (Human Resourses), the Finance Officer and myself have been looking into various vendors for payroll systems. He stated that they have been considering Wells Fargo, ADP and Paychex.
Freddie Vega, Accounting Officer, commented that payroll processing is very labor-intensive. The cost for this is approximately $8,000. For out-sourcing it is approximately the same cost.
á We would derive more benefits, such as direct deposits, which is very desirable.
á The service would file all required governmental reports, be responsible for any liabilities associated with filing of tax reports and make special reports.
á It would decrease repetitive entries of daily data to our system.
Mr. Vega noted that we feel this would be beneficial to our City.
Mayor Pro Tem Millsap noted that you would still have to train staff members to do it electronically, but it would only be minimal.
Mr. Vega noted that they would still have to submit hours for the payroll. Then the processing service would run the checks, verify that everything was done correctly, do direct deposits and any reports that need to be made. Submitting the hours are very minimal to what else has to be done that will now be done by the vendor. He stated that we have time sheets for full time employees and different time sheets for part time employees that have to be calculated. The addition of the paramedics almost doubles the amount of people. Mr. Vega noted that we pay an average of 60 employees per pay period.
Mayor Pro Tem Millsap asked as far as direct deposit is concerned, if someone did not want to have a direct deposit, would those checks have to come back here to be signed?
Mr. Vega explained that the checks would be issued by Paychex and signed by their representatives and they will bring the checks over by their couriers. The information does not leave their hands. Those who do not want a direct deposit will get a regular check with a stub. Those who choose direct deposit will also get a stub.
Mayor Pro Tem Millsap asked what bank account the check would be drawn from.
Mr. Vega noted that we will transfer the amount needed to the Paychex account, and then they will write the direct deposits and checks from their account.
Mayor Pro Tem Millsap asked if he could review the payroll immediately after it has been processed. She asked if an employee could check it on the internet?
Mr. Vega explained that each employee would be given a code and can check their own history although they can not change anything. He noted that this would save time answering a lot of questions that usually come in.
Mayor Pro Tem Millsap asked if this would facilitate the Fire Chief being able to watch that the part timers do not go over their allowed time?
Mr. Vega explained that we are now able to supply this in a timelier manner and the vendor will be able to supply these reports in a more timely manner but they can not do this until July in the format that we need. This is because the reports are on a fiscal year basis.
Mayor Pro Tem Millsap commented that on Attachment A it shows a Òper itemÓ processing fee and Item 5 shows Òquarterly and annualÓ processing fees. Was the HR Module included in that?
Mr. Vega explained that Attachment A covers payroll only.
Mayor Pro Tem Millsap noted that Paychex cost for payroll per year would be $5,507. She asked for clarification that Mr. Vega thought the HR Module that Paychex can supply is needed.
Mr. Vega stated that this item is one of the factors that caused us to recommend Paychex.
City Manager Bates explained that what we talked about in looking at this is that we wanted the capacity to grow. If we have the ability to enter the information into the HR system it would immediately drop into the Payroll System and would be the best thing for us. We would access their HR System. Mr. Bates stated that he suggested that we get the Payroll System working effectively, then we will come back to the Council and ask for authorization to spend the $1200 to add the HR System.
Mayor Pro Tem Millsap noted that she understands that they are not choosing Paychex due to the cost and asked what the Per Item Fee was based on?
Mr. Vega explained that this $5,181 is based on 60 checks every two weeks. This amount could go up, but we donÕt think that would amount to much.
Mayor Pro Tem Millsap asked for confirmation that he was comfortable with transferring the money to Paychex and who would do that?
Mr. Vega explained that he thought they could do that by a wire transfer. He noted that they would have to have enough money in Paychex to cover the payroll every two weeks and possibly a few thousand extra, but not a large amount above the payroll. He commented that they felt much more comfortable with this than the system they investigated earlier.
Mayor Pro Tem Millsap offered a motion to authorize the out-sourcing of payroll processing services to Paychex and to allocate $5,507 plus the one-time set-up fee of $300 for the service. The motion was seconded by Councilmember Carroll.
Mayor Pro Tem Millsap asked when the service would start?
Mr. Vega commented that he hoped to see it start by mid-February. He stated that he is also working on a major Budget Review.
The motion was approved as follows:
AYES: Carroll, Douglas, Klein and Millsap
NOES: None
ABSENT: Bergman
19. APPOINTMENT OF CHAIR AND VICE-CHAIR OF THE PLANNING COMMISSION
Mayor Douglas noted that this is needed due to the resignation of former Chair Wolfe. He commented that he would like to have the presentation of a Certificate of Appreciation for Mr. Wolfe at the following meeting. He noted that Vice-Chair Larry Black had filled in many times as Mr. WolfeÕs schedule became too full and Mr. Black has done a fine job.
Mayor Douglas offered a motion that Vice-Chair Larry Black be moved to Planning Commission Chair. The motion was seconded by Councilmember Carroll and approved as follows:
AYES: Carroll, Douglas, Klein and Millsap
NOES: None
ABSENT: Bergman
Councilmember Carroll nominated Commissioner Layne Baroldi for Planning Commission Vice-Chair.
Mayor Douglas commented that he had spoken to them and found they are free to take these positions.
The motion was seconded by Mayor Pro Tem Millsap and approved as follows:
AYES: Carroll, Douglas, Klein and Millsap
NOES: None
ABSENT: Bergman
City Attorney Levin reminded everyone that we need applicants for Alternate in the Planning Commission.
Mayor Pro Tem Millsap noted that it should be placed on the cable bulletin board and the marquee at The Park.
20. CITYÕS GOALS AND OBJECTIVES
City Manager Bates explained that staff has listened to the direction we have received from the Council as far as the issues that you feel have developed for us as goals and objectives for 2006. He noted that he has worked to organize them and it will be a very heavy work-load. Some are longer term but they will try to do the best they can. There will also be day to day things that will come up.
Mayor Pro Tem Millsap commented that number 29 – Develop and automate City Master Calendar is very important to her and it seems like it would be simple to do, including storm drains, about District 4 (whether we are going with that or not), a council election, hiring a City Clerk. All of these things need to be on a Calendar so we know when to deal with them. Ms. Millsap also noted that on the subject of implementing the Top of the Heights newsletter, she spoke with Carol Engelhardt and told her the problem was mostly having someone to write the articles and Carol noted that it was possible that the Parks and Recreation Commission might be able to help write some of the articles to help get it going again.
City Manager Bates added that he had talked to the Improvement Association and they stated that they might be interested in placing an insert in their Heights Life from us. Mr. Bates also commented that on Maintenance District 4, we do have to close out District 2, which we hope to do this year. Due to the former staff finding alternate sources of funding for some of our expenditures, there should be sufficient money available for District 3 next year, so we should not need District 4 until next year, sometime in July of 2007.
Councilmember Carroll mentioned Item 15 – Complete study and implement new Planning & Building fees. He stated that he knows we are looking for a firm to come in and evaluate our fees. He asked for a report on where we are on that.
City Manager Bates noted that the last Community Development Director was not able to get very far on that and now we have given it to the new Community Development Director, Justin Powers. We will try to work on this and we will also try to collect things that are due to the City, such as the reimbursement for sewer bills.
Mayor Douglas noted that they are the sewer bills from The Reserve.
Mayor Pro Tem Millsap asked how the search for a City Clerk is going.
City Manager Bates noted that they have not found anyone yet, but they have several people helping us by looking at their contacts. The City of Anaheim is also helping us.
Mayor Douglas noted that he also thinks a Master Calendar would be of vital importance in managing projects. Knowing deadlines are important.
Mayor Pro Tem Millsap asked if there was anything the City Manager will want to change on this list?
Mr. Bates commented that they added about three items to the list. He stated we need a calendar to assign projects and we also need a basic calendar that will go on the website that will let residents know about all of the events that are taking place.
CITY COUNCIL COMMENTS
Mayor Douglas noted that the Budget amendment is coming up soon.
Mayor Pro Tem Millsap noted that this covers the Budget amendment and the Mid-Term.
CONTINUED PUBLIC COMMENTS ON ITEMS ON THE AGENDA AND NOT ON THE AGENDA
There were no Public Comments.
ADJOURNMENT
Mayor Douglas adjourned the City Council Meeting at 10:16 p.m. to the next Regular City Council Meeting on February 9, 2006.
ATTEST:
__________________________________
CITY CLERK, RONALD BATES