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CC MINS 19940516 ADJM I N U T E S RANCHO PALOS VERDES CITY COUNCIL ADJOURNED REGULAR MEETING MAY 16, 1994 The meeting was called to order at 7:00 o'clock P.M. in the Community Room, 30940 Hawthorne Boulevard, by Mayor Kuykendall, notice having been given with affidavit thereto on file. Following the Pledge of Allegiance to the flag, roll call was answered as follows: PRESENT: BROOKS, BYRD, LYON, MAYOR KUYKENDALL LATER ARRIVAL: McTAGGART AT 7:31 P.M. Also present were City Manager Paul Bussey, Assistant City Manager Pamela Antil, City Clerk Jo Purcell, Planning Director Bret Bernard, Public Works Director Trent Pulliam, and Senior Administrative Analyst Veronica Dolleschel. APPROVAL OF AGENDA Mayor Pro Tem Byrd moved, seconded by Councilwoman Brooks to approve the agenda. Motion carried. REGULAR BUSINESS: 1994 -95 FISCAL YEAR BUDGET STUDY SESSION Mayor Kuykendall opened the Study Session Meeting by welcoming all who were present and reminding the Council Members that they are continuing with a revised version of the March 29th Budget Policy Issues Memorandum for 1994 -95 Fiscal Year. Mayor Kuykendall asked City Clerk Purcell if there were any speakers. City Clerk Purcell stated that she had no requests to speak. Council then proceeded to comment on items listed in the following sections of the budget: Policy Issues: Planning Public Access Computers (Not Budgeted) Item Number Sixteen on original Memo -- Planning Director Bernard explained that the idea is an opportunity for the City to become a data site. It is where a company would like to develop software or hardware -- they identify a site and use that site to assist with their development during its development stages. In this case, EDAW, the environmental testing company, who has been doing some of the environmental work for RDA, has approached the City with a proposal to modify this software for adaptation to a city planning environment. If Council decides to take advantage of this opportunity, the plan is to place at least one computer in the public counter area in the main City Hall building. This would allow the public to have access to the Codes, their property, and requirements and /or standards for developing or renovating when the counter hours are closed in mid - afternoon. To initiate this program, the Planning Department has proposed the purchase of three computers. These would be placed at strategic locations such as on the Planning and Building public counter, main City Hall foyer, the Library, Hesse Park, or some other public location. The future possibilities for this might be networking -- wherein people who do have modems in their community can have access and learn about the Codes in their own homes. Costs involved begin with the purchase of the three computers. The development of the computer software assistance program and input of the data and information would be borne by EDAW. Planning Director Bernard stated that these computers would be dedicated specifically for "Public Access Computers." City Manager Bussey pointed out that there are some potential costs involved -- staff time for data input and for any upgrades in the future. Some concerns, which were brought up, included -- unanticipated amount of staff time and hours for development and maintaining the data base, costs of the computer equipment on which software operates, and other planning project priorities. Planning Director Bernard commented that EDAW is aware of competition and has indicated they might proceed without the purchase of the computer equipment in order to get it to some stage of development using some of the City Codes, Mayor Pro Tem Byrd moved, seconded by Councilwoman Brooks to budget $2,500 for one computer and for minimal assistance for review and supervisory staff time. The Motion to Approve to budget for a computer purchase with minimal staff assistance carried on the following roll call vote: AYES: BYRD, LYON, & BROOKS NOES: MAYOR KUYKENDALL ABSENT: McTAGGART Policy Issues: Noise Ordinance Consultant(Not Budgeted) Item Number Seventeen on original Memo -- Planning Director Bernard explained that during the Planning Commission and City Council deliberations, on a number of projects over the past year, they indicated that Rancho Palos Verdes might be in need of a City Noise Ordinance. The "Automotive Service Station Overlay Zone" district is an example of this issue. Currently, the standards for noise control relate to City -wide limits on starting and stopping times for construction work,leaf blowers, and a Refuse Collection Contract limiting the hours for collection. Some options discussed included -- the developing of specific noise standards for the CITY COUNCIL MINUTES MAY 16, 1994 PAGE 2 City's various zoning districts by existing staff and /or a hired "Noise Consultant, or incorporating an already established Ordinance into the City'sMunicipal Code. The adoption of such an Ordinance could "result in additional code enforcement activity and the need to purchase equipment." The cost for a professional Noise Analyst would vary according to the extent of consulting services required. However, Planning Director Bernard estimated the fee to be around $10,000. Councilwoman Lyon moved, seconded by Mayor Pro Tem Byrd to go with the recommendation -- not use a noise analyst consultant -- study and adopt an already established City Noise Ordinance. The Motion to Approve to adopt an established Noise Ordinance at a minimal cost carried on the following roll call vote: AYES: BYRD, LYON, & BROOKS NOES: MAYOR KUYKENDALL ABSENT: McTAGGART Crest Road Median(Budget Pgs. 181, 183 & 185) Item Number Twenty -one on original Memo -- City Manager Bussey explained that the real issue is not necessarily the "Crest Road Median," but whether or not Council wants to install permanent landscaping or whether existing plantings should be replaced with a combination of landscape and hardscape. He stated there may be other medians in the City which may have been around longer and that are in need of more care. City Manager Bussey asked Council if they would prefer that a report be brought back to the Council, as a policy matter, on the medians which are in need of development and maintenance. Council was reminded that they have referred their Capital Improvement Program to the Finance Committee for their help in prioritizing and making recommendations relative to priority. City Manager Bussey commented that by referring this program to the Finance Committee they were probably considering the "Road Paving Projects" as a high priority. He explained that when Crest Road was built, hydroseeding was put in the median area as a temporary landscape. City Manager Bussey further explained the issue is not whether the medians will be maintained -- ongoing maintenance is conducted -- but whether Council wants to start an "Improvement Program" on medians. (During this discussion, Councilman McTaggart arrived at 7:31 P . M . ) Councilwoman Lyon moved, seconded by Mayor Pro Tem Byrd to forward the matter of an Improvement Program for the City's medians, which are in need of the improvements, to the Finance Committee for further prioritization. CITY COUNCIL MINUTES MAY 16, 1994 PAGE 3 The motion to approve to forward the matter of an Improvement Program to the Finance Committee carried on the following roll call vote: AYES: BYRD, MCTAGGART, LYON, BROOKS, & MAYOR KUYKENDALL NOES: NONE Municipal Area Express (MAX) and PV Transit Funding -- Item Number Twenty -three on original Memo -- Senior Administrative Analyst Veronica Dolleschel provided a brief explanation to Council stating that the City has been involved with the Municipal Area Express (MAX) and with PV Transit with the participation of Proposition A funds. Both of these means of transportation have also been receiving funds from the Metropolitan Transportation Authority. However, the Metropolitan Transportation Authority has informed both MAX and PV Transit that their contribution will be drastically reduced this coming year if not eliminated entirely. A table showing approximate levels of funding for the past four years was provided for Council. Ms. Dolleschel recommended that the issue be referred to the Peninsula Transit Authority for a recommendation. Councilwoman Brooks moved, seconded by Councilman McTaggart to refer the issue to Peninsula . Transit Authority for further recommendation. Council continued to discuss the issue and City Manager Bussey explained that in these two systems -- PV Transit System and MAX -- MTA Grants are grants which are separate from any contributions coming from the City and represent approximately 10 percent of the Budget. These are incentive grants. MTA Grants are based on performance. With a little additional funding, the System is within 10 percent of continuing its current level. City Manager Bussey indicated that any additional funding would probably have to be provided by Rancho Palos Verdes. In the case of the MAX System, MTA's Grant Income proposed to MAX represents approximately 50 percent of its Budget. If the MTA should discontinue their funding, MAX would possibly cease to exist. It was pointed out to Council that they might want to address the matter of contributing a greater piece of the Proposition A money. Another area, policy wise, the Council was asked to consider is whether or not to use some of the Proposition A money to hire a consultant to draw up a plan for the system. With the permission of the maker of the motion, Mayor Kuydendall CITY COUNCIL MINUTES MAY 16, 1994 PAGE 4 moved a substitute motion, seconded by Councilman McTaggart to ask the Public Works Department,, to bring a report to Council outlining the costs related to pro- active planning on Public Transportation in the Peninsula Area. The substitute motion carried. City Clerk Purcell informed Mayor Kuykendall that she had just received a request from Ms. Lois Larue to speak to Item Number Five on the Memorandum. City Manager Bussey stated he had a Staff Report and requested he be allowed to give the short report before moving on to comments on the Memorandum. Staff Report: Annual Maintenance Contracts -- Item Number Twenty -four on original Memo -- City Manager Bussey reported that if Council were to meet its schedule to agree on the contracts before the existing contracts come due, Staff would have to move ahead. He stated Public Works has opted for a basic two -year contract with the option of bidding for a third year. He assured Council when the contracts come in, if the Council feels differently about the particular contract, they may reject the contract and ask for a single -year bid. PUBLIC COMMENT: Lois Larue, 3136 Barkentine Road, spoke to Council regarding Item Number Five on the Memorandum -- Annual Maintenance Contracts. She urge Council to go for annual maintenance contracts. Mayor Kuykendall pointed out that Council is referring to contractors with whom they have had long- standing histories, and they are aware of their current work performances. City Manager Bussey explained that the "contracts" are policy issues and Council comments and suggestions are used in order to determine the most appropriate length for a particular contract -- whether it be annual or multi -year. Under the City's specifications, a two -year contract would be issued with the option of continuing with the contract for a third year. Public Works Director Pulliam stated that the staff recommendation is to award maintenance contracts for buildings, parks, streets, and rights -of -way as multi -year contracts for a period of at least two years with an option of three years. Mayor Kuykendall asked Counc i 1 if there were any objections to the staff recommendation. There were no objections stated, and Mayor Kuykendall stated Council would agree to the recommendation suggested by staff. POLICY ISSUES: DISCUSSION Mayor Pro Tem Byrd stated he would like to have available some form of a line -item schedule which would show work measured -- CITY COUNCIL MINUTES MAY 16, 1994 PAGE 5 vis -a -vis the amount of work you say you are going to do. City Manager Bussey commented that, for example, on the City Newsletter they budget and then are able to determine whether they are on schedule -- along with all the other programs in the City Budget, Mayor Kuykendall stated there are very few items in which he would have an interest in knowing that sort of detailed information -- other than the automatic on the Mid -Year. Mayor Pro Tem Byrd agree that he was mainly interested in the Programs and their schedules and "measured work in terms of money expended." City Clerk Purcell informed Mayor Kuykendall that she received a request from Ms, Lois Larue to speak on Item Number One on the Agenda -- Budget. PUBLIC COMMENT: Ms. Lois Larue pointed out to Council areas where she felt there were "typos" in the City Budget, Ms. Larue also stated that she felt two Administrative Analysts, who were listed under the "Public Works Department," should be listed under the "City Manager's Department." Mayor Kuykendall thanked Ms. Larue and stated, if she would bring them to the staff's attention, they would be happy to correct any typos and mistakes PUBLIC COMMENT: Mayor Kuykendall asked City Clerk Purcell if there were requests to speak on Item Number Two, City Clerk Purcell stated she had no requests. Mayor Kuykendall asked if Ms. Larue had a request to speak. Ms. Larue stated she did want to ask questions. She referred to Account 437, page 104, "reserved for general administrative assistants." She asked what Council's plan was for 94 -95. City Manager Bussey explained Council's decision is to contract for services where it is cost effective. REDEVELOPMENT AGENCY: Proposed Budget Discussion -- City Manager Bussey reviewed and explained the "Proposed Budget for the Redevelopment Agency." He referred to the various schedules prepared, and informed Council a further break -down of the schedule for the Public Works Department is available. City Manager Bussey discussed the decision to keep the "Community Block Grant Money" in the City Budget. Work is currently being done with some of the FEMA money, which came in. Councilwoman Lyon requested information regarding the removal of bentonite. City Manager Bussey explained that bentonite is a porous material( "clay produced by decomposition of volcanic ash, that is able to absorb water and swell greatly as a result ") used to create an impervious layer so that materials can't go through. One CITY COUNCIL MINUTES MAY 16, 1994 PAGE 6 of the most common uses is for landfills. Rancho Palos Verdes has a large deposit of bentonite. Because it has a value, there is a possibility it can be removed either free of charge or sold, depending upon where it is located. The removal of any bentonite would be closely monitored. PUBLIC COMMENT: Mr. Charles Schlatter asked City Manager Bussey a question regarding page 21 of the RDA Budget -- the "Abalone Cove" -- "What is being done for that money ?" City Manager Bussey explained that although the Public Works Department does interface on - the RDA Budget, there is some monitoring. However Charlie Abbott is still relied upon for RDA Engineering and Administration. Some "backup's is provided. City Manager Bussey offered to pull some billings and provide examples of what has been billed. City Clerk Purcell informed Mayor Kuykendall that Ms. Larue requested to speak on the matter of the RDA Budget, Ms. Larue referred to the RDA Budget and stated that she did not recall anything being said about using "CDBG Money" for drainage. Ms. Larue also commented that she would speak against any "debris basin," referred to in the RDA Budget, and the removal of all the bentonite. She also asked Council what was meant by "Grading -- Southwest." Councilman McTaggart explained that any bentonite that would be removed are sections of bentonite on the surface that have been "churned up" over the years due to land movement. This bentonite retains the water and when saturated can cause landslides. Public Works Director Pulliam explained that the term "Grading -- Southwest" refers to an area adjacent to Portuguese Bend Canyon, Public Works Director Pulliam discussed the status of grading and drainage in the Portuguese Bend Canyon area. He explained that the project was previously approved by CDBG. City Manager Bussey stated that it was part of an earlier project, which changed, and for that reason had not been discussed recently. He explained that the funds were taken away and were now back. The other project mentioned in the "Block Grant Program" is another -project and, if approved for funding, will occur later in the year. PUBLIC COMMENT: Ms, Lois Larue commended City Council for their support of "open space" in the City of Rancho Palos Verdes, Ms. Larue voiced her concern over the pesticide spraying along the sides of the road. She stated that the pesticide is going into the ocean and asked that the spraying be stopped. Councilman McTaggart pointed out that all pesticides used are approved by the State of California. Councilwoman Brooks stated that the "Santa Monica Bay Project" CITY COUNCIL MINUTES MAY 16, 1994 PAGE 7 should be listed on the Agenda. City Manager Bussey commented that a summary of policy choices could be assembled for Council's review. However, the "Scheduling Report," which Mayor Pro Tem Byrd requested, will take approximately 60 days. ADJOURNMENT: At 9:27 P.M. the meeting adjourned on motion of Mayor Kuykendall., ail all MAYOR ATTEST: CITY CLERK CITY COUNCIL MINUTES MAY 16, 1994 PAGE 8