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5/15/2002MINUTES OF A SPECIAL MEETING OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA MAY 15, 2002 CALL TO ORDER A special meeting of the City Council of the City of Rolling Hills was called to order by Mayor Murdock at 6:30 p.m. in the City Council Chambers at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. ROLL CALL Councilmembers Present: Heinsheimer, Hill, Pernell, Mayor Pro Tem Lay, and Mayor Murdock. Councilmembers Absent: None. Others Present: Craig Nealis, City Manager. Mike Jenkins, City Attorney. Nan Huang, Finance Director. Yolanta Schwartz, Planning Director. Marilyn Kern, Deputy City Clerk. 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 -Regular Meeting of April 8, 2002. RECOMMENDATION: Approve as presented. b. Payment of Bills April 22, 2002 and May 13, 2002. RECOMMENDATION: Approve as presented. C. Financial Statement for the month of March, 2002. RECOMMENDATION: Approve as presented. d. Consideration of correspondence from Cox Communications regarding a rate adjustment. RECOMMENDATION: Approve as presented/provide direction. e. BFI Recycling Tonnage Report for March, 2002. RECOMMENDATION: Receive and file. f. Southern California Gas Company Notice of Application to Decrease Rates, Application No. 02-04-036 filed with the Public Utilities Commission. RECOMMENDATION: Receive and file. Councilmember Hill requested that the Minutes be considered off the Consent Calendar and moved that the City Council approve. the remainder of the recommendations in the Consent Calendar. Councilmember Pernell seconded the motion, which carried unanimously. Minutes -Regular Meeting of April 8, 2002. RECOMMENDATION: Approve as presented. Councilmember Hill requested that page three, second paragraph, third sentence of the draft minutes be amended to read, "Councilmember Hill stated that he does not object to a backup system, however, in his opinion, four hours is not a reasonable amount of time for the backup system to operate during an emergency." Councilmembers unanimously approved the minutes of April 8, 2002 as amended. SPECIAL PRESENTATION RECOGNITION OF RETIRING LOS ANGELES COUNTY DISTRICT ENGINEER LATA THAKAR IN APPRECIATION FOR HER 35 YEARS OF SERVICE TO THE COUNTY AND THE CITY OF ROLLING HILLS. Mayor Murdock presented a watercolor painting of a local scene to Ms. Thakar in appreciation for her many years of service to the County and the City. Ms. Thakar introduced her family members in attendance and provided brief comments regarding her tenure with the County. She thanked the City Council and staff for the cooperation and support over the years. Minutes City Council Meeting 05/13/02 -1- CITY COUNCIL REORGANIZATION Mayor Murdock opened nominations for Mayor and nominated Mayor Pro Tem Allen Lay to serve as Mayor for 2002-2003. Councilmember Hill seconded the motion, which carried unanimously. Councilmembers and those in attendance congratulated Mayor Lay on his selection to serve as Mayor for 2002-2003. PRESENTATION TO MAYOR TODY MURDOCK RECOGNIZING OUTSTANDING SERVICE DURING 2001-2002 TERM AS MAYOR Mayor Lay presented a plaque and a watercolor painting of the Caballeros Riding Ring at Hesse's Gap to Jody Murdock in recognition of her outstanding service as Mayor for 2001- 2002. Councilmembers and those in attendance congratulated Councilmember Murdock for her service as Mayor of Rolling Hills for 2001-2002. Mr. Broc Coward, representing California State Assembly Member Alan Lowenthal and State Senator Betty Karnette, presented a certificate to Councilmember Murdock in appreciation of her year of service as Mayor of the City of Rolling Hills. COMMENTS FROM 2001-2002 MAYOR TODY MURDOCK Councilmember Murdock presented a recap of the City Council accomplishments during her term as Mayor and thanked the City Council, staff and residents for their cooperation and support during her term. COMMENTS FROM 2002-2003 MAYOR Mayor Lay indicated that he is looking forward to serving as Mayor and thanked the City Councilmembers for their confidence in him. Mayor Lay recessed the meeting at 7:48 p.m. for a reception honoring Jody Murdock for her Service as 2001-2002 Mayor. Mayor Lay reconvened the meeting at 7:55 p.m. and nominated Councilmember Frank Hill to serve as Mayor Pro Tem. Councilmember Pernell seconded the motion, which carried unanimously. Councilmembers and those in attendance congratulated Frank Hill on his selection to serve as Mayor Pro Tem for 2002-2003. PLANNING COMMISSION ITEMS CONSIDERATION OF A RECOMMENDATION FROM THE PLANNING COMMISSION REGARDING A VIEW PRESERVATION GUIDELINE PAMPHLET. City Manager Nealis presented the staff report providing background regarding the recommendation from the Planning Commission. Mayor Lay reported that the Community Association had just recently closed their public hearings to review and revise their view procedures and suggested the Planning Commission re -review this document for possible modifications after the Rolling Hills Community Association has completed deliberations on their view guidelines. Councilmembers unanimously concurred with Mayor Lay's suggestion. CONSIDERATION OF A RECOMMENDATION FROM THE PLANNING COMMISSION RELATING TO FIRE SAFETY OF BUILDING MATERIALS IN CONSTRUCTION. City Manager Nealis presented the staff report providing background regarding the Planning Commission recommendation. He stated that the Commission felt that using exterior building construction materials other than wood, and requiring the enclosing of eaves on residential structures, may serve to reduce the likelihood of residential structures becoming involved in fires and that it should be forwarded to the Rolling Hills Community Association for discussion because it involves an architectural aspect of development. Councilmember Pennell commented on the safety issue of this subject and the Community Association's concern for safety and aesthetic issues as well. Mayor Lay suggested that the City/RHCA Liaison should present this subject to the RHCA. Hearing no further discussion or objection, this was so ordered by Mayor Lay. Minutes City Council Meeting 05/13/02 -2- TRAFFIC COMMISSION ITEMS CONSIDERATION OF A RECOMMENDATION FROM THE TRAFFIC COMMISSION REGARDING THE INSTALLATION OF DELINEATORS ON EASTFIELD DRIVE ADJACENT TO 1 HACKAMORE ROAD. City Manager Nealis reported that Mr. and Mrs. Grubbs have requested that this item be continued so that they may be in attendance when it is considered. Hearing no objection, Mayor Lay continued this item to the City Council meeting scheduled to be held on Tuesday, May 28, 2002. PUBLIC HEARINGS None. OLD BUSINESS CONSIDERATION OF CORRESPONDENCE PROPOSED BY MR. CHARLES AYLESBURY AS AMENDED BY THE CITY ATTORNEY REGARDING DISASTER PREPAREDNESS. City Manager Nealis presented the staff report providing background regarding this subject. Councilmember Pernell stated that he would like to discuss this item in conjunction with Agenda Item No. 15-A regarding a meeting with County Health Department representatives regarding disaster preparedness. Councilmember Pernell commented on Mr. Aylesbury's desire to have this letter sent to all residents in the City. He reported that he attended a meeting which included the City Manager, Mr. Aylesbury, the Area G Disaster Preparedness Coordinator and representatives of the Emergency Medical Services Agency of the Department of Health Services of the County of Los Angeles and indicated that County responses to various emergency situations were discussed at the meeting. Councilmember Pernell commented on the materials that had previously been distributed to Rolling Hills residents regarding disaster preparedness and the need for residents to be prepared to sustain themselves for a period of time in the event of a local disaster. Councilmember Pernell reported that he shared this information with Mr. Aylesbury and proposed that Mr. Alyesbury and Mr. Boyd review the City's Disaster Preparedness Needs, Equipment and Expertise Survey for future review by the City Council for consideration of dissemination to residents. He also suggested that Mr. Alyesbury's letter be revised as a cover letter to the revised survey when it is mailed out. After a brief discussion regarding the types of supplies that residents should maintain and to raise the awareness of residents on disaster preparedness, Councilmembers concurred with Councilmember Pernell's suggestion that Mr. Alyesbury and Mr. Boyd review the City's Disaster Preparedness Survey for review by the City Council for consideration of dissemination to residents and that Mr. Alyesbury's letter be revised as a cover letter to the survey when it is mailed out. NEW BUSINESS CONSIDERATION OF A REPORT REGARDING A MEDIA PRESENTATION CENTER FOR THE CITY COUNCIL CHAMBERS. City Manager Nealis presented the staff report providing background and cost estimates related to this subject. Councilmember Heinsheimer commented on the ever-changing technology related to this type of equipment and explained the large flat screens that are being used in presentation centers that he has seen. In response to Councilmember Pernell, Councilmember Heinsheimer explained that previously it was considered that this type of equipment would be used for the City's emergency operations as well as it would be used by the Planning Commission, staff and other organizations that conduct meetings in the City Council Chambers. Mayor Lay commented on power -point presentations that he had observed. In response to Mayor Lay, City Manager Nealis indicated that representatives he has spoken with have indicated that they are fearful of a 3-D development plan presentation requirement. He indicated that he feels that the representatives would use the equipment when presenting views, photographs or graphic information to the Planning Commission. Minutes City Council Meeting 05/13/02 -3- After a brief discussion regarding the suggestion of a flat wall mounted screen, the City Council concurred that staff proceed with the project with revisions suggested by the City Council during discussion that may include a flat wall mounted screen. City Manager Nealis stated that he will report the outcome of the research on suggested revisions as a Consent Calendar item at an upcoming City Council meeting. . CONSIDERATION OF THE COUNTY OF LOS ANGELES REVISED COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM. RESOLUTION NO. 914: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA, APPROVING A REVISED REIMBURSABLE CONTRACT BETWEEN THE CITY AND THE COUNTY OF LOS ANGELES FOR THE IMPLEMENTATION OF THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM. City Manager Nealis presented the staff report and Resolution No. 914. Hearing no discussion, Mayor Lay called for a motion. Councilmember Heinsheimer moved that the City Council adopt Resolution No. 914. Councilmember Pernell seconded the motion, which carried unanimously. OPEN AGENDA - APPROXIMATELY 8:00 P.M. - PUBLIC COMMENT WELCOME Mr. Bertram Balch, 6 Hackamore Road, commented on the request for funding from the Palos Verdes Peninsula Symphony and thanked the City Council for their past support for the Symphony. Mr. Fred Ripley, 91 Crest Road East, expressed concern about the plan check process, building permit process and special assessment fees he encountered with the City and the County of Los Angeles Building and Safety Department. Mr. Ripley requested that the City Council assist him through the red tape with the County with his permits and building fees and in return he would add to his project a horse and hiking trail, and additional animal habitat. City Manager Nealis commented on Mr. Ripley's request for a waiver of the development fees and indicated that staff would research this request. Mayor Lay commented on Mr. Ripley's comments and requested that Mr. Ripley submit his concerns to staff in writing. At 7:30 p.m., Councilmember Pernell requested to be excused from the meeting. CONSIDERATION OF CITY COUNCIL COMMITTEE ASSIGNMENTS. Mayor Lay indicated that a worksheet was provided with their agenda materials and requested that the City Councilmembers indicate their committee assignment preferences and return them to staff. CONSIDERATION OF LETTER OF RESIGNATION FROM PLANNING COMMISSION CHAIRMAN ALLAN ROBERTS. City Manager Nealis presented the staff report and the letter of resignation from Allan Roberts. The City Council regretfully accepted Allan Roberts resignation and directed staff to proceed with legal notification required for this vacancy, publish this vacancy in the Citywide Newsletter, and, then provide the list of interested residents to the Personnel Subcommittee for interviews. Mayor Lay suggested that at an appropriate time, that Allan Roberts be recognized by the City Council. MATTERS FROM MEMBERS OF THE CITY COUNCIL REPORT FROM COUNCILMEMBER GODFREY PERNELL REGARDING MEETING WITH COUNTY HEALTH DEPARTMENT REPRESENTATIVES REGARDING DISASTER PREPAREDNESS. Councilmember Pernell reported on this subject with consideration of Agenda Item No. 12-A Councilmember Hill, commented on the Regional Law Committee's comments on Councilmember Pernell's suggestion regarding a Disaster Preparedness Program for Peninsula residents. Councilmember Hill commended reporting errors and commended insurance costs for the City. Minutes City Council Meeting 05/13/02 the City Manager for his efforts in correcting solid waste Finance Director Nan Huang for her efforts in reducing -4- 1 1 1 1 MATTERS FROM STAFF City Manager Nealis reported on survey markers being placed in the City by Sprint PCS subcontractors. He indicated that Trillium has reported that these are not necessarily locations where underground vaults will be placed, but represent engineering points. City Manager Nealis also reported that Trillium has agreed to place all of their facilities underground and that the battery backup is proposed to operate for 24 hours rather than the 4 hours that was reported during their presentation. He further reported that Trillium has requested that the City assist them in their efforts with the Edison Company to gain permission to place meters on existing Edison poles. MATTERS FROM THE CITY ATTORNEY None. ADIOURNMENT Hearing no further business before the City Council, Mayor Lay adjourned the meeting at 7:35 p.m. to the next regular meeting of the City Council to be held on Monday, May 27, 2002, beginning at 7:30 p.m., in the City Council Chambers, at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. It was announced that May 27, 2002 falls on the Memorial Day Holiday, therefore an adjourned regular meeting will be held on Tuesday, May 28, 2002. Respectfully submitted, Marilyn L. K9 Deputy City Clerk Approved, Allen Lay Mayor Minutes City Council Meeting 05/13/02 . -5-