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8/11/2003MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA AUGUST 11, 2003 CALL TO ORDER A regular meeting of the City Council of the City of Rolling Hills was called to order by Mayor Hill at 7:30 p.m. in the City Council Chambers at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. ROLL CALL Councilmembers Present: Lay, Pernell, Mayor Pro Tem Heinsheimer and Mayor Hill. Councilmembers Absent: Black (excused). Others Present: Craig Nealis, City Manager. Mike Jenkins, City Attorney. 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 - (1) Adjourned Regular Meeting July 28, 2003 and (2) Regular Meeting July 28, 2003. RECOMMENDATION: Approve as presented. b. Payment of Bills. RECOMMENDATION: Approve as presented. Mayor Pro Tem Heinsheimer moved that the City Council approve the recommendations in the Consent Calendar. Councilmember Lay seconded the motion, which carried unanimously by those Councilmembers in attendance. PLANNING COMMISSION ITEMS None. TRAFFIC COMMISSION ITEMS CONSIDERATION OF RECOMMENDATION BY THE TRAFFIC COMMISSION FOR A 30 -DAY TRIAL PERIOD DEMONSTRATION PROJECT FOR A CHADWICK SCHOOL BUS PICKUP IN THE CITY HALL PARKING LOT. City Manager Nealis presented the staff report outlining the request from Chadwick School for a private bus pickup location in the City Hall parking lot and provided information relative to the Traffic Commission's recommendation that the City Council approve the request for a 30 -day trial period demonstration project and the conditions that were established by the Commission. He explained that the proposed 7:28 a.m. pickup time should not conflict with the Community Association's road use permit process and workers entering the City. He further indicated that the Traffic Commission had requested to review the status of this demonstration project at their September meeting. City Manager Nealis explained that the City Attorney had suggested a letter agreement be drafted if the City Council approves the proposed demonstration project and that a more formal agreement be considered if the Traffic Commission recommends, and the City Council approves this request on a permanent basis after review in September. Mr. Jim Hartman, Business Manager, Chadwick School, explained that it is requested that the project begin with the first day of school in September, 2003. Discussion ensued regarding the proposed bus pickup. City Manager Nealis reported that the Traffic Commission agreed to conduct a special meeting if a pressing issue related to this service comes up before their September meeting during the 30 -day trail period. In response to Councilmember Pernell, City Manager Nealis explained that Mr. Hartman had explained that approximately 45 Rolling Hills families have students attending Chadwick School but that Minutes City Council Meeting 08/11/03 -1- 10 are expected to participate in this service. Mr. Hartman explained that the School had been mandated to provide a car pool system to reduce traffic on Palos Verdes Drive North. In response to Councilmember Pernell, Mr. Hartman stated that a parent would be onsite to supervise the children while they wait for the bus and that the supervising parent would arrive at 7:15 a.m. City Manager Nealis explained that staff would monitor the service. Mr. Hartman stated that he would be onsite during the first few days to monitor the program. Councilmember Lay suggested that the program only be discontinued if a problem arises. City Manager Nealis indicated that a right to terminate clause would be included in the letter agreement. Mr. Hartman offered that the School would also discontinue the service if a problem arises. Councilmember Lay moved that the City Council approve the recommendation of the Traffic Commission for a 30 -Day Trial Period Demonstration Project for a Chadwick School private bus pickup service in the City Hall Parking Lot with the conditions established by the Traffic Commission. Mayor Pro Tem Heinsheimer seconded the motion, which carried unanimously by those Councilmembers in attendance. PUBLIC HEARINGS CONSIDERATION OF RESOLUTION NO. 939: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA, FINDING THE CITY TO BE IN CONFORMANCE WITH THE CONGESTION MANAGEMENT PROGRAM (CMP) AND ADOPTING THE CMP LOCAL IMPLEMENTATION REPORT, IN ACCORDANCE WITH CALIFORNIA GOVERNMENT CODE SECTION 65089. City Manager Nealis presented the staff report providing background regarding the City's conformance with the Congestion Management Program and he introduced Resolution No. 939. Mayor Hill opened the public hearing. Hearing no public comment or discussion, the closed the public hearing and called for a motion. Mayor Pro Tem Heinsheimer moved that the City Council adopt Resolution No. 939. Councilmember Pernell seconded the motion, which carried unanimously by those Councilmembers in attendance. Is] I: if -140 L:&X1 RESOLUTION NO. 940: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS GRANTING SITE PLAN REVIEW APPROVAL TO PERMIT THE CONSTRUCTION OF A SWIMMING POOL/SPA ON A PROPERTY THAT REQUIRES DISCRETIONARY REVIEW, DUE TO EXISTING STRUCTURAL DEVELOPMENT APPROVED IN MARCH 2001, AT A SINGLE FAMILY RESIDENCE, AT 10 PORTUGUESE BEND ROAD, LOT 52-RH, IN ZONING CASE NO. 660, (HWUNG). City Manager Nealis presented the staff report indicating that the City Council previously closed the public hearing relative to Zoning Case No. 660 and directed staff to prepare a resolution approving the proposed pool and spa. City Manager Nealis reported that the applicant had contacted staff earlier in the day and indicated that the design of the pool had been changed to a narrower design and rotated on the property. He stated that it still remains an equal distance from the setback area at the rear of the property. In response to Councilmember Lay, City Manager Nealis explained that the adjustment to the pool would change the decking layout in that less of it would be in the rear of the property. Mr. Criss Gunderson, applicants' representative, explained that the basic hardscape layout was not formally designed. He stated that the plan is for basic hardscape around the pool area to assist with general maintenance. In response to Councilmember Lay City Manager Nealis stated that the hardscape quantity is included in the calculation for total lot coverage. He explained that a maximum square footage of hardscape is included in the approval which is 1,000 sq. ft. and that this amount may not be exceeded. He said that the driveway is accounted for in the previous resolution of approval for the Site Plan Review. In response to Councilmember Lay, City Manager Nealis explained that the hardscape is not considered a structure. Councilmembers discussed the total hardscape areas included in the plan. City Manager Nealis explained how the calculations are determined in structural and total lot coverages. Mr. Gunderson explained that the total flatwork coverage is just under 14% and the total lot coverage is nearly 27% against the 35% maximum. City Manager Nealis reported that when staff learned of the change in the pool layout this afternoon, that they contacted the neighboring property owner who expressed that he did not object to the new configuration of the pool. Minutes City Council Meeting 08/11/03 -2- 1 1 Councilmember Lay moved that the City Council adopt Resolution No. 940. Councilmember Pernell seconded the motion, which carried unanimously by those Councilmembers in attendance. Staff was directed to ensure that the proposed hardscape did not increase beyond the approved quantity in the plan. NEW BUSINESS CONSIDERATION OF A REQUEST FOR PROPOSAL FOR A MEDIA PRESENTATION CENTER FOR THE CITY COUNCIL CHAMBERS. City Manager Nealis presented the staff report outlining the request for proposal for the purchase of a media presentation center for the City Council Chambers. He reported that the RFP called for a single screen as requested by the City Council and a projector capable of projecting photographs and opaque material as requested by Councilmember Black previously. Councilmember Heinsheimer requested that staff ensure that the system be able to accommodate all types of media. Hearing no further discussion, Mayor Hill called for a motion. Councilmember Lay moved that the City Council approve the Request for Proposal and that staff be direct staff to proceed with the process. Councilmember Pernell seconded the motion, which carried unanimously by those Councilmembers in attendance. Staff was directed to make sure that the system could accommodate all types of media. OPEN AGENDA - APPROXIMATELY 8:00 P.M. - PUBLIC COMMENT WELCOME None. MATTERS FROM MEMBERS OF THE CITY COUNCIL Councilmember Pernell commented on the STP -L funds that had been offered to the Peninsula Cities. Staff was directed to determine if the Peninsula Seniors could be considered eligible recipients of these funds. Mayor Hill reported that long time Rolling Hills resident Dr. Victor Makita passed away recently. He also queried whether any Councilmembers desired to respond to the request by the South Bay Cities Council Governments for letters regarding the potential 310 area code split. No direction was offered by the City Council. MATTERS FROM STAFF City Manager Nealis reported that the first phase of this year's additional traffic enforcement services began on Monday, August 4, 2003 and that 16 citations were issued during the first week. MATTERS FROM THE CITY ATTORNEY At 8:00 p.m. the meeting was recessed to a closed session. CLOSED SESSION 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. Existing Litigation: G.C. 54956.9(a) Judith Hassoldt and William Hassoldt, Individuals, Plaintiffs, vs City of Rolling Hills, et. al., Los Angeles County Superior Court, Case No. BC275012. Initiation of Litigation: G.C. 54956.9(c) One case. At 8:27, City Attorney Jenkins stated that no reportable action was taken by the City Council in closed session. Minutes City Council Meeting 08/11/03 -3- ADTOURNMENT Hearing no further business before the City Council, Mayor Hill adjourned the meeting at 8:28 p.m. to the next regular meeting of the City Council to be held on Monday, August 25, 2003, beginning at 7:30 p.m., in the City Council Chambers, at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. Respectfully submitted, Approved, Frank E. Hill Mayor Minutes City Council Meeting 08/11/03 SPD 'ILIA Marilyn Kern Deputy City Clerk -4- 1 1