2018-02-12_CCAgendaPacket
City of Rolling Hills INCORPORATED JANUARY 24, 1957
NO. 2 PORTUGUESE BEND ROAD
ROLLING HILLS, CA 90274
(310) 377-1521
FAX (310) 377-7288
Page 1 of 4
AGENDA CITY COUNCIL CITY OF ROLLING HILLS
REGULAR MEETING MONDAY, FEBRUARY 12, 2018 7:00 P.M.
Next Resolution No. 1220 Next Ordinance No. 358
1. CALL TO ORDER
2. ROLL CALL
3. OPEN AGENDA - PUBLIC COMMENT WELCOME
This is the appropriate time for members of the public to make comments regarding the items on the
consent calendar or items not listed on this agenda. Pursuant to the Brown Act, no action will take
place on any items not on the agenda.
PRESENTATIONS
Recognition of Paul Grubs for City’s Representative to the
Santa Monica Bay Restoration Commission Watershed Advisory Council
Recognition of Outgoing City Manager Ray Cruz
4. CONSENT CALENDAR
Matters which may be acted upon by the City Council in a single motion. Any Councilmember may
request removal of any item from the Consent Calendar causing it to be considered under Council
Actions.
A. Minutes – Adjourned Regular Meeting of January 30, 2018.
RECOMMENDATION: Approve as presented.
B. Payment of Bills.
RECOMMENDATION: Approve as presented.
C. Republic Services Recycling Tonnage Report for December 2017.
RECOMMENDATION: Receive and file.
D. Consideration of Disposition of City Manager’s Computer.
RECOMMENDATION: Approve as presented.
5. COMMISSION ITEMS
A. RESOLUTION NO. 2018-01 - A RESOLUTION OF THE PLANNING
COMMISSION OF THE CITY OF ROLLING HILLS GRANTING APPROVAL FOR
City Council Agenda
02/12/18 Page 2 of 4
SITE PLAN REVIEW, A CONDITIONAL USE PERMIT, AND VARIANCES FOR
GRADING AND CONSTRUCTION OF A NEW RESIDENCE, NEW FOUR-CAR
GARAGE, STABLE, CORRAL, RIDING RING, ALTERED FLATWORK AND
ACCESS PATHWAY TO THE CORRAL, AND VARIOUS OUTDOOR AMENITIES
INCLUDING A NEW POOL IN ZONING CASE NO. 918 AT 20 UPPER
BLACKWATER CANYON ROAD, (IANNITTI)
AND
CONSIDERATION OF A RECOMMENDATION FROM THE TRAFFIC
COMMISSION TO APPROVE A WIDENED DRIVEWAY APRON AND NEW
PATHWAY APRON.
The project has been determined to be categorically exempt pursuant to Section 15303,
Class 3 of the California Environmental Quality Act (CEQA).
6. PUBLIC HEARINGS
A. ZONING CASE NO. 932. REQUEST FOR A SITE PLAN REVIEW TO MODIFY
THE HEIGHT OF A PARTIALLY BUILT RESIDENCE, WHICH WAS NOT BUILT
PER THE APPROVED PLANS. THE PROJECT CONSISTS OF ADDITIONS AND
MAJOR RENOVATION TO A RESIDENCE. THE APPLICANTS PROPOSE TO
LOWER THE HEIGHT OF THE “AS BUILT” RESIDENCE, WHICH IS HIGHER
THAN THE PREVIOUSLY APPROVED PROJECT, AT 24 CINCHRING ROAD
(LOT 18-3-CH), ROLLING HILLS, CA, (NAKAMURA). THE PROJECT IS EXEMPT
FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT, (CEQA)
PURSUANT TO SECTION 15301.
B. SECOND READING, WAIVE FULL READING AND ADOPT ORDINANCE NO. 358
- AN ORDINANCE OF THE CITY OF ROLLING HILLS AMENDING TITLES 15
AND 17 OF THE ROLLING HILLS MUNICIPAL CODE TO REGULATE AND
ALLOW ACCESSORY DWELLING UNITS (ADU) IN SINGLE FAMILY
RESIDENTIAL ZONES IN CONFORMANCE WITH STATE LAW, IN ZONING
CODE AMENDMENT NO. 2017-03.
C. RESOLUTION NO. 1220 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ROLLING HILLS AMENDING RESOLUTION NO. 1218 TO ESTABLISH A FEE
FOR PROCESSING ACCESSORY DWELLING UNIT APPLICATIONS.
7. OLD BUSINESS
A. APPROVE AND APPROPRIATE UP TO $104,229 TO WILLDAN ENGINEERING
FOR PROFESSIONAL SERVICES TO PREPARE A SEWER AREA STUDY FOR
SEWER LINE FEASIBILITY TO SERVE THE CITY OF ROLLING HILLS CIVIC
CENTER/MUNICIPAL TENNIS COURTS AND/OR UP TO APPROXIMATELY 240
HOMES.
City Council Agenda
02/12/18 Page 3 of 4
8. NEW BUSINESS
A. ADOPTION OF A NON-BINDING CLIMATE ACTION PLAN WHICH INCLUDES
ESTABLISHING A GREENHOUSE GAS EMISSIONS BASELINE, FORECASTING
EMISSION REDUCTIONS, AND ESTABLISHING FUTURE REDUCTION
TARGETS.
B. CONSIDERATION OF AN APPOINTMENT TO THE SANTA MONICA BAY
RESTORATION COMMISSION WATERSHED ADVISORY COUNCIL.
9. MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE REPORTS
A. FIRE FUEL REDUCTION AD-HOC COMMITTEE REPORT (ORAL).
B. UPDATE ON THE PALOS VERDES PENINSULA REGIONAL LAW
ENFORCEMENT COMMITTEE MEETING HELD ON FEBRUARY 8, 2018 (ORAL).
10. MATTERS FROM STAFF
11. PUBLIC COMMENT ON CLOSED SESSION ITEMS
12. CLOSED SESSION
A. CAL WATER CONFERENCE WITH LEGAL COUNSEL
EXISTING LITIGATION – GOVERNMENT CODE SECTIONS 54956.9,
SUBDIVISIONS (A) AND (D)(1)
CITY OF ROLLING HILLS V. CALIFORNIA WATER SERVICE COMPANY, PUBLIC
UTILITIES COMMISSION CASE (C.) 17- 08-006 CLOSED SESSION TO CONFER
WITH, OR RECEIVE ADVICE FROM, THE CITY ATTORNEY OR ASSISTANT
CITY ATTORNEY REGARDING PENDING LITIGATION DUE TO THE FACT
THAT DISCUSSION IN OPEN SESSION CONCERNING THIS MATTER WOULD
PREJUDICE THE CITY’S POSITION IN THE LITIGATION.
B. GOVERNMENT CODE SECTION 54957
PUBLIC EMPLOYEE APPOINTMENT
TITLE: INTERIM CITY MANAGER
C. CONFERENCE WITH LABOR NEGOTIATORS
CITY DESIGNATED REPRESENTATIVES: COUNCILMEMBER LEAH MIRSCH;
CITY ATTORNEY
UNREPRESENTED EMPLOYEE: INTERIM CITY MANAGER
13. RETURN TO OPEN SESSION
A. ANNOUNCEMENT OF ACTIONS FROM CLOSED SESSION (ORAL REPORT).
14. ADJOURNMENT
City Council Agenda
02/12/18 Page 4 of 4
Next meeting: Monday, February 26, 2018 at 7:00 p.m. in the Council Chamber, Rolling Hills
City Hall, 2 Portuguese Bend Road, Rolling Hills, California.
Public Comment is welcome on any item prior to City Council action on the item.
Documents pertaining to an agenda item received after the posting of the agenda are available for
review in the City Clerk's office or at the meeting at which the item will be considered.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to
participate in this meeting due to your disability, please contact the City Clerk at (310) 377-1521 at
least 48 hours prior to the meeting to enable the City to make reasonable arrangements to ensure
accessibility and accommodation for your review of this agenda and attendance at this meeting.
City of Rolling Hills INCORPORATED JANUARY 24, 1957
NO. 2 PORTUGUESE BEND ROAD
ROLLING HILLS, CA 90274
(310) 377-1521
FAX (310) 377-7288
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Agenda Item No.: 7A
Mtg. Date: 02/12/18
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM RAYMOND R. CRUZ, CITY MANAGER
SUBJECT: APPROVE AND APPROPRIATE UP TO $104,229 TO WILLDAN
ENGINEERING FOR PROFESSIONAL SERVICES TO PREPARE A
SEWER AREA STUDY FOR SEWER LINE FEASIBILITY TO SERVE
THE CITY OF ROLLING HILLS CIVIC CENTER/MUNICIPAL
TENNIS COURTS AND/OR UP TO APPROXIMATELY 240 HOMES.
ATTACHMENTS:
-Willdan Engineering Proposal
RECOMMENDATION
APPROVE AND APPROPRIATE UP TO $104,229 TO WILLDAN ENGINEERING FOR
PROFESSIONAL SERVICES TO PREPARE A SEWER AREA STUDY OF SEWER LINE
REQUIREMENTS TO SERVE THE CITY OF ROLLING HILLS CIVIC
CENTER/MUNICIPAL TENNIS COURTS AND/OR UP TO 240 HOMES. AND
AUTHORIZE THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH
WILLDAN ENGINEERING FOR THE SEWER FEASIBILITY STUDY.
PRIOR CITY COUNCIL ACTIONS
The City Council considered this matter at a meeting on January 8, 2018 and January 22,
2018. At the January 8th City Council meeting, the Council postponed the decision on
retaining Willdan Engineering to prepare a sewer feasibility study for the Civic Center
and Tennis Court ADA/Recreation Amenities Project until it could analyze the sewer
study proposal that includes up to 240 Rolling Hills homes in the immediately
surrounding area. The amended proposal from Willdan Engineering to include these
homes was presented to the City Council at the January 22, 2018 meeting and is
included. At the January 22, 2018 meeting City Council had several questions regarding
the proposals and directed staff to provide additional information. A representative
from Willdan Engineering will be present at the meeting to answer any additional
questions members of the City Council may have.
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Specifically, the City Council requested answers to the questions listed below; answers
to which were provided by Willdan Engineering staff.
Q: How long will the feasibility study for the smaller project take
A: 1-2 months
Q: How long will the feasibility study for the larger study take
A: 3-5 months
Q: Can the small project be designed to take on the sewer effluent from the larger
area if, and when in the future the City/residents decide to go forward with
construction of a sewer line.
A: Yes, an 8" sewer line would be recommended to be constructed for the Civic
Center complex, which would be sufficient if the other parts of the City were ready to
connect.
Q: How long is a feasibility study good for
A: Normally, sewer feasibility studies could be used for project design within
several years. However, if within that time a large construction project were to be
proposed or completed in another city along the route that the City’s effluent was to be
discharged into, the sewer line capacity could be affected. The consultant stated that
once every 2-3 years the city could ask the consultant to check the status of the project
area to see if anything is proposed that could potentially change the capacity and report
then. Also the Cost matrix could be amended at that time. The cost for the follow up
investigation would most likely be no more than $1,000-$1,200.
BACKGROUND
As an alternative to replacing the septic tank at the main gate for the Tennis Court ADA
and Recreation Improvement Project, staff has been investigating the feasibility of
constructing a sewer main to serve the civic center (including main gate and tennis
court improvements) to the closest main line in the City of Rolling Hills Estates (RHE).
This investigation was in concert with Councilmember Pieper’s similar request of the
Sanitation Districts to determine if their nearby trunk lines could accommodate sewage
from Middleridge Lane N. residents who have expressed interest in converting their
septic systems to sewer. The analysis performed by the Sanitation District concluded
that their trunk lines could handle sewage from a sewer shed consisting of
approximately 240 homes from the northern part of the City to Crest Road, which
includes the civic center and Middleridge Lane residents. The question then was to
determine if the main lines in RHE (and possibly Torrance) could handle the additional
flow to the Sanitation Districts’ trunk line on Crenshaw Boulevard. Although the
ultimate objective is to determine if the RHE main lines can take the flow from the
sewer shed with approximately 240 Rolling Hills homes, the immediate issue is to
determine if the closest RHE main line can handle the flow just coming from the civic
center to help move the Tennis Court project forward quickly. Staff has since met with
RHE officials, RHE’s sewer consultant (Willdan Engineering), RHCA staff and LA
County Public Works sewer maintenance staff to determine what it would take to
connect the civic center to the closest RHE sewer main. The meetings resulted in the
following information:
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1. The sewer flow from the civic center is negligible and the closest RHE main line
connection is near Rolling Hills Road, behind the Church that can utilize the
Pony Lane pump station to move the sewage to the Sanitation District trunk line
on Crenshaw Boulevard.
2. 1300 feet of main sewer line from the civic center will need to be constructed and
associated manholes to reach the RHE main line.
3. No Sewer Area Study will be needed.
4. Construction costs is $100 to $300 a lineal foot.
DISCUSSION
Since the City of Rolling Hills has contracted with Willdan Engineering for general civil
engineering services (including sewer systems), staff had them develop a proposal to
determine the feasibility of constructing a sewer line, perform all the due diligence,
attain approval of all jurisdictions involved, and provide an engineers estimate to
construct the project. Retaining Willdan to provide this proposal was important
because they also serve as the City of Rolling Hills Estates civil engineer for sewer
systems.
Willdan’s initial scope of work will include investigating three alternatives of how to
hook up the Rolling Hills civic center and tennis courts to the sewer system that starts in
Rolling Hills Estates. Furthermore, they will perform several tasks as part of the
proposal that include: base mapping, underground utility research, sewer flow
calculations, meetings with County and City of Torrance sewer officials, determine if a
environmental negative declaration will be needed, investigate the need for tunneling,
perform cost engineering, and submit a draft preliminary engineering study.
Willdan Engineering's amended proposal that includes the 200 plus homes has a main
goal of completing a Sewer Area Study that will be utilized to educate the residents and
City Council on what options are available to them to have sewer lines installed in the
study area. Willdan will first provide a newsletter to all residents with general
information to educate everyone about what the project is and the necessary steps to
complete it. In this first newsletter Willdan will provide each resident a map of their
property and ask them to locate their septic tank on it. This will help the engineers to
determine the best location for the sewer laterals and if any deep sewer lines need to be
provided. Since the area is hilly, pump stations may be needed or alternate methods
employed such as boring the sewer line between properties to lower areas to help
reduce construction and maintenance cost. Alternatives will be provided at these sites.
The best connection sites to connect to the County sewer system will be determined.
Current construction cost, connection fees and long-term maintenance cost will be
provided. Willdan will prepare for and attend two community workshops. Willdan
will run these community workshops, prepare the presentation of the preliminary
design, and answer questions from the public. The steps necessary to form an
assessment engineering district to pay for the sewer lines will be discussed. Large scale
easy to read exhibits showing sewer locations and photographs showing construction of
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sewer lines in a neighborhood will be part of the workshop with the residents and City
Council. There will be a PowerPoint presentation and then the meeting will be opened
for questions and answers. After that Willdan staff will be available to answer
individual questions one on one with residents.
After the workshops, a second newsletter that includes all information discussed
regarding preliminary engineering results will be sent out. A survey form will be
included. The resident will be asked to vote on if they would like the city to move
forward with the project. The survey will be returned to the City Clerk to count and the
results will be provided to the City Council. Willdan will do a final presentation at City
Council meeting to go over the results. A map will be provided to show how different
subareas voted. This information will be used to determine the next steps in the project.
As you know, the City and RHCA has been trying to resolve the septic tank issue for
the Tennis Court Improvement project, as the State Water Resources Control Board
(Water Board), originally deemed the project (kitchen sink and drinking fountain) a
commercial use and therefore under their purview, and not the purview of the LA
County Public Health Department. It would have been extremely expensive and time
consuming to follow the State requirements, including filing an application to verify if
the existing system is adequate.
Exhausting all other options, staff contacted Mark Waronek, South Bay Deputy for
Supervisor Janice Hahn and asked if he could intervene, so that the project could fall
under the review of the County Health Department and not the State. He contacted
officials from both agencies and was able to have the Water Board grant the County
authority to review the City's project. This news was conveyed to the RHCA and they
immediately started to work with the Chief Environmental Specialist there who is in
charge of reviewing projects for Rolling Hills. A contractor retained by the RHCA has
recently done some initial fieldwork to determine if a new septic system is needed for
the project. However, if the City pursues constructing a sewer system-, the review of
the septic system would no longer be needed.
FISCAL IMPACT
To perform the scope of work that is included in the Willdan Engineering proposal for
the larger area, it is necessary to appropriate up to $104,229 in the budget. For the
proposed sewer feasibility study for the Civic Complex, including the Tennis Courts
area, only the appropriation would be $28,926. The City Council for Fiscal Year
2017/18 budgeted $150,000 in Account 886 of the Utilities Fund for undergrounding
overhead utilities and sewer projects. Therefore, if this recommended appropriation is
approved, it would then be debited accordingly from this account number.
NOTIFICATION
Rolling Hills Community Association and Rolling Hills Tennis Club officers.
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Willdan Matrix.xlsx Page 1 of 2
Sub DR PM GISA II SD II AE D II
Task Task Task Description 209 148 152 154 106 139 Labor Reimb.Totals
1 Project Management and Meetings
1 Project QA/QC 8 1,672$ 1,672$
2 Kick-Off Meeting 4 4 1,428$ 1,428$
3 Review Draft Comments With City 4 4 1,428$ 1,428$
16 8 0 0 0 0 4,528$ -$ 4,528$
2 Research and Coordination
1 Complete Preliminary Base Mappng 2 8 1,512$ 1,512$
2 Perform Utility Research 2 8 1,144$ 1,144$
3 Sewer Flow Calculations to Determine Capactiy Requirements 4 8 1,824$ 1,824$
4 Coordination Meetings (and Prep)-$
4a Meet with LACSCD to Discuss Truk Sewer Capactiy 8 8 2,032$ 2,032$
4b Meet with LACSCD to Discuss Pony Lane Pump Station Capacity Reqs.8 8 2,032$ 2,032$
4c Meet with the City of Torrance 4 592$ 592$
4d Meet with the City of Rolling Hills Estates 4 592$ 592$
0 32 8 8 24 0 9,728$ -$ 9,728$
3 Preliminary Report
1 Negative Declaration Assessment 8 1,672$ 1,672$
2 Tunneling Assessment 4 12 1,864$ 1,864$
3 Preliminary Report 3 24 4,179$ 4,179$
3a Construction Cost Estimate 2 8 1,144$ 1,144$
3b Connection Fee Estimate 2 212$ 212$
3c Engineering Design Estimate 2 4 720$ 720$
3d Construction Management Estimate 2 212$ 212$
Subtotal 11 32 0 0 28 0 $10,003 $0 10,003$
4 Final Study
1 Final Report 1 8 16 3,089$ 150$ 3,239$
2 Attend One City Council Meeting 4 4 1,428$ 1,428$
Subtotal 5 12 0 0 16 0 $4,517 $150 4,667$
32 84 8 8 68 0 $28,776 $150 $28,926
Labor Hours by Staff Classification
City of Rolling Hills - Sewer Line Requirements to Serve City Hall and Tennis Court Site
Proposal for Engineering Services
Person Hour/Fee Estimate
DR: Director (Hunt); PM: Project Manager (Moore); GISA II: GIS Analyst II (Miller); SDE II: Senior Designer II (Krieger); AE: Assistant Engineer (Escobar); D II: Designer (Reyes)
Total
Subtotal
Subtotal
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2/9/18
Willdan Matrix.xlsx Page 2 of 2
Labor Hours by Staff Classification
Sub DR PM GISA II SD II AE D II
Task Task Task Description 209 148 152 154 106 139 Labor Reimb.Totals
1 Project Management and Meetings
1 Project QA/QC 8 1,672$ 1,672$
2 Kick-Off Meeting 4 4 1,428$ 1,428$
Subtotal 12 4 0 0 0 0 3,100$ -$ 3,100$
2 Research and Coordination
1 Address list, newsletters, 4 40 6,756$ 6,756$
2 Prepare 1"=100' base sheets 2 16 2,532$ 2,532$
3 Perform Utility Research 8 1,184$ 1,184$
4 Field vists -$
Subtotal 4 48 0 2 0 16 10,472$ -$ 10,472$
3 Preliminary Design
1 Development Preliminary Sewer Aligments 24 20 60 30 21,386$ 21,386$
2 Evaluate alternatives (Pump Stations vs Boring)2 4 24 8 5,818$ 5,818$
3 Coordination with Agencies 3 24 4,179$ 4,179$
4 Construction Cost Estimate 2 8 24 5,298$ 5,298$
Subtotal 31 56 0 108 0 38 $36,681 $0 36,681$
4 Final Study
1 Final Report 8 40 8 8,704$ 150$ 8,854$
2 Prepare Exhibits 2 2 24 4,050$ 650$ 4,700$
3 Attend Two Work Shops 24 12 12 8,640$ 8,640$
4 Attend Two City Council Meeting 8 8 2,856$ 2,856$
Subtotal 42 62 0 12 0 32 $24,250 $800 25,050$
Total 89 170 0 122 0 86 $74,503 $800 $75,303
Total $104,229
City of Rolling Hills - Sewer Line Requirements to Serve City Hall and Tennis Court Site
Proposal for Engineering Services
Person Hour/Fee Estimate
DR: Director (Hunt); PM: Project Manager (Moore); GISA II: GIS Analyst II (Miller); SDE II: Senior Designer II (Krieger); AE: Assistant Engineer (Escobar); D II: Designer (Reyes)
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Map created / modified for Sewerdesign Section by Mramamurthi on 9/17/2015
05 2114
05 212605 2115
05 2116
ROLLING HILLS
0 1,000500 Feet
Legend
Ordinary Manhole
In Service Gravity
In Service Siphon Or Suction
Out of Service Gravity Or Siphon
Outfall
LocalPipe
Elevation 300 - 500
500 - 700
700 - 900
900 - 1100
1100 - 1300
Drainage Area
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