20100202 Late CorrespondenceL IR
RANCHO PALOS VERDES
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: CITY CLERK
DATE: FEBRUARY 2, 2010
SUBJECT: ADDITIONS/REVISIONS AND AMENDMENTS TO
AGENDA
Attached are revisions/additions and/or amendments to the agenda material presented
for today's meeting:
Item No. Description of Material
4 Answers to questions posed by Mayor Wolowicz
Respectfully submitted,
RANCHO PALOS VERDES
MEMORANDUM
TO:
Carol Lynch & Carla Morreale
FROM:
Steve Wolowicz
CC:
Carolyn Lehr
DATE:
February 2, 2010
SUBJECT:
cc meeting 2-2-10 item #4 records retention
QUESTIONS AND COMMENTS:
Carol and Carla,
A few brief questions on this topic:
1. Are there written storage standards as to the environment or types of electronic
media to be used and backup? This is especially of concern for permanently
retained items. Specifically:
A. For paper (non -electronic) items are these required to be stored offsite in fire
and water proof rooms or containers?
Carla's reply:
The City stores its vital records to be retained permanently, such as the City Council
ordinances, resolutions, and minutes, on acid -free archival paper which holds ink well
and lasts far longer than conventional paper. These archived documents are kept in
hard cover archival books in fireproof safes in the City Hall archive room, which is a
cool, dry, and dark place, to further extend the life of these documents. Staff makes a
reference copy of this type of document to be used on an as -needed basis, so that the
archival paper copy is handled at a minimum.
Other paper documents are stored at City Hall in the common work spaces for easy
accessibility with no water pipes above them to staff's knowledge; in metal waterproof
storage PODS at City Hall; and some documents are stored off-site due to limited
storage space at City Hall.
B. For electronic items (DVD's, magnetic tape, etc.) Are there standards for
keeping these in electronic devices that meet state -of -the art storage
capabilities and are these all subject to being duplicated (back-up) in some
other manner?
4
McLean reply:
The City follows industry "best practices" for electronic record retention. Separate from
the City's record retention policy, all electronic work -product files are archived and
backed -up daily on the network. A standard electronic file storage rotation system is
utilized, including off-site storage at Iron Mountain, a commercial provider of electronic
storage.
2. Are paper documents stored on micro -fiche or some similar media?
Carla's reply:
Many documents on paper are also stored electronically on the City's network, which
Dennis speaks to above.
On January 7, 2010, at the suggestion of the City Attorney's Office, Teri and I
participated in a conference call with the Secretary of State's (SOS) staff regarding the
setting of standards for preservation of documents in electronic media. As the City
moves closer to beginning a Document Management System we will be utilizing many
resources to assist us in this effort including the Government Code, the standards
currently being formulated by the SOS, and the guidance of the City Attorney's Office.
RANCHO PALOS VERDES
MEMORANDUM
TO: Eduardo Schonborn and Joel Rojas
FROM: Steve Wolowicz
CC: Carolyn Lehr
DATE: February 2, 2010
SUBJECT: CC meeting 2-2-10 item #8 "Nantasket houses"
QUESTIONS AND COMMENTS:
Eduardo and Joel,
A few follow-up questions on this project:
1. The number of cubic yards of cut and fill appear to offset each other. Does
this mean that there will be no grading imported or exported? There will be
approximately 114 cubic yards of import.
2. That Lots 1 and 2 require no height variation requests. Given the lack of
significant viewing areas from the houses on Beachview Dr., are there any
other view assertions from the houses on that street (specifically nos.
6619, 6617, and 6615)? No. Only from 6619 and 6617 can the proposed
residences on Lots 3 & 4 (which are subject to Height Variations) be seen.
6615 is too far east; thus, proposed Lots 3 and 4 are not visible.
3. The current on -street parking on Nantasket appears to remain a problem
while the apartment buildings' underground garages still appear not to be
fully utilized. Has this been addressed by the apartment owners, the
existing neighbors, the developer, the Planning commission or Staff? The
apartments representative raised the issue about street parking in that it
would hinder the ability of their tenants to park on the street. Thus, the
Planning Commission posed a question about the Villa Apartments
purchasing the subject property for parking. The representative was not in
the position to answer that. It is important to note that the previous owner
of the Villa Apartments also owned the subject property, but ultimately
sold it.
4. The height variation requests for lots 3 and 4; during my site visit and
walking up the landings on the apartment buildings it was difficult to
discern that there would be little difference between 16' and the heights
requested. However, were there speakers or comments regarding these
two lots? The owner of 6619 and 6615 attended the meeting and
expressed concern regarding view impairment.
5. It appears that there is the opportunity for errant golf balls to hit the
proposed houses. Has the developer and Terranea agreed with the City
Attorney's comments cited on page 8-18? Terranea requested an
indemnity. After consultation with the City Attorney, she felt that a hold
harmless agreement is the appropriate document to record on each new
lot, holding the City and Terranea harmless. The developer does not have
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issue with a hold harmless for the City, but does not agree that the hold
harmless should include Terranea. It will be up to the City Council to
decide whether to include Terranea.
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