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7/23/2007MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA JULY 23, 2007 CALL TO ORDER A regular meeting of the City Council of the City of Rolling Hills was called to order by Mayor Black at 7:30 p.m. in the City Council Chambers at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. ROLL CALL Councilmembers Present: Pernell, Lay, Mayor Pro Tem Hill and Mayor Black. Councilmembers Absent: Heinsheimer (excused). Others Present: Anton Dahlerbruch, City Manager. Mike Jenkins, City Attorney. Yolanta Schwartz, Planning Director. Nan Huang, Finance Director. Marilyn Kern, Deputy City Clerk. Captain Ronene Anda, LASD, Lomita Station. Battalion Chief Frank August, LAFD. City Manager Dahlerbruch provided an update on a house fire that had occurred earlier in the day on Rockinghorse Road in Rancho Palos Verdes. He said that the fire .was in close proximity to the Eastfield Gate and that the Sheriff and Fire Department were fully deployed and that they did a great job managing this incident. 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 July 9, 2007. RECOMMENDATION: Approve as presented. b. Payment of Bills. RECOMMENDATION: Approve as presented. C. Financial Statement for the month of June, 2007. RECOMMENDATION: Approve as presented. d. Disaster Purchase Agreements: Home Depot and Smart & Final. RECOMMENDATION: Approve as presented. e. Regional Law Enforcement Agreement. RECOMMENDATION: Approve as presented. f. Commission Reappointment Ad Hoc Subcommittee Meeting Notes of July 9, 2007. RECOMMENDATION: Receive and file. Councilmember Pernell moved that the City Council approve the items on the Consent Calendar. Mayor Pro Tem Hill seconded the motion. Following an explanation of the annual billing from the Los Angeles County Department of Animal Care and Control, the motion carried unanimously by those Councilmembers in attendance. SPECIAL PRESENTATION Recognition of Former Palos Verdes Estates City Manager fico Hendrickson Mayor Black and Councilmember Pernell presented a City Council Commendation to Mr. Hendrickson, commending him for his 17 years of invaluable services to the citizens of Palos Verdes Estates and the residents of the Palos Verdes Peninsula as the City Manager of Palos Verdes Estates. Those in attendance wished Mr. Hendrickson a wonderful retirement. Minutes City Council Meeting 07/23/07 -1- PLANNING COMMISSION ITEMS RESOLUTION NO. 2007-12. RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ROLLING HILLS GRANTING A CONDITIONAL USE PERMIT TO ALLOW CONVERSION OF A STABLE TO A POOL HOUSE/PLAY ROOM AT AN EXISTING SINGLE FAMILY RESIDENCE AT 10 WILLIAMSBURG LANE, (LOT 36- RH) IN ZONING CASE NO. 742, (LIVIAN). Planning Director Schwartz presented the staff report outlining the applicants' request and providing background regarding the property and Planning Commission action relative to Zoning Case No. 742. Following brief discussion regarding the access to the future stable and corral area, Mayor Black called for a motion. Councilmember Lay moved that the City Council receive and file Resolution No. 2007-12. Councilmember Pernell seconded the motion which carried unanimously. TRAFFIC COMMISSION ITEMS None. PUBLIC HEARINGS None. OLD BUSINESS POPPY TRAIL DRAIN City Manager Dahlerbruch presented a summary of the staff report providing background regarding the proposed repair of the Poppy Trail Drain. He highlighted that only one bid had been received for this project and commented on the negotiations with the bidder to reduce the cost of the job. He indicated that the extension of the bid will expire soon and that the contractor may extend the bid for another 30-60 days to allow the City more time to determine if there would be a change in the area that would affect this job. Following brief discussion, Mayor Black called for a motion. Councilmember Lay moved that the City Council direct staff to ask the contractor whether they would be willing to extend the contract price for 60 days. Councilmember Pennell seconded the motion which carried unanimously by those Councilmembers in attendance. 101M /:19M I0l_=1 REPORT REGARDING BRUSH CLEARANCE STRATEGIES DISCUSSION OF EMERGENCY PREPAREDNESS City Manager Dahlerbruch introduced the Fire and Sheriff's Department Personnel that were in attendance and the Area G Disaster Preparedness Coordinator. He provided the information and recommendations outlined in the staff report regarding brush clearance strategies and emergency preparedness in general. He provided brief comments regarding the proposed emergency notification protocol that will be discussed later in the meeting. Battalion Chief Frank August, explained the County Fire Department's efforts in emergency preparedness. He commented on evacuation routes during an emergency and noted that it would be difficult to specify evacuation routes due to the different circumstances in any given emergency situation. He said that evacuations and other emergency plans are usually built as the incident unfolds. Battalion Chief August stated that the Department welcomes a representative of City personnel to the Incident Command Center so that they may disseminate accurate information back to their Emergency Operations Center and to assist the department in making certain decisions regarding the city in an emergency. He indicated that educating residents regarding brush clearance to help prevent or to minimize brush fires is essential. He commented on the brush clearance inspections that are conducted by the Department. It was reported that ham radio operators would be essential to communications on the peninsula during an emergency. Minutes City Council Meeting 07/23/07 -2- City Manager Dahlerbruch explained the City Councils role as the policy makers at the Emergency Operations Center during an emergency. He reported that future training of the Council would be scheduled in this regard. Councilmembers discussed the Fire Department's familiarity with the unique topography of Rolling Hills and the Peninsula as well as traffic gridlock concerns related to emergency vehicles being able to access the peninsula during an emergency as well as be able to access some of the narrow roadways in Rolling Hills. Discussion also took place regarding the evacuation of large animals. The County's Equine Response Team's plan for the evacuation of large animals during an emergency was explained. Discussion ensued regarding the Fire Department's mutual aid arrangements during an emergency and the use of helicopters. Battalion Chief August also explained the number of Fire Stations on the peninsula as well as those located in nearby cities. He encouraged the City to purchase a satellite phone for use during an emergency. In regard to the homes in Rolling Hills that are along Palos Verdes Drive North, it was suggested that the Department review whether they could reach those homes faster from Station 56 in Rolling Hills or from the Station 6 that is assigned to that area located in Lomita. Battalion Chief August explained the research the Department has conducted related to this matter. Further discussion ensued regarding educating residents regarding potential emergencies and the resource survey and list of emergency equipment owned by residents that could be called upon during a disaster. The Council concurred that this information should be updated. Captain Ronene Anda, LA Co. Sheriff's Department -Lomita Station, explained the Sheriff's Departments role as a first responder during an emergency. She also explained the Community Emergency Response Team's role in an emergency and the evacuation of large animals by the Equine Response Team as well as the Sheriff's Department Posse. Captain Anda reported that the Department has prepared a presentation regarding the Department's emergency response for Councilmembers. She explained the department's role in directing traffic and managing evacuations during an emergency. Captain Anda also explained the Department's coordination with the Fire Department and other Sheriff's Stations for coverage in the area of an emergency. She mentioned that the Sheriff's Department uses satellite phones. Forrester J. Lopez, commented on the importance of brush clearance. He commented on the Proposed Potential Brush Clearance / Fire Education Strategies and Options outlined in the staff report and expressed his support for the document. He offered the LA Co. Forestry Department's assistance to the City in forming a Fire Safe Council and with educational materials as well as with the County'building standards related to the fire hazard severity zones. Mr. Mike Martinet, Area G Disaster Preparedness Coordinator, expressed support for the recommendations outlined in the staff reports. Mr. Robert Jonas, 3 Poppy Trail, commented on information he had received regarding the Sheriff's Departments proposal to purchase 4 -wheel drive off road vehicles to use during emergencies and to patrol local trails. He reported on young persons who have been hanging around a canyon near his home and on the possibility that they may be smoking. He said that this has been reported to the Sheriff's Department. Mr. Jonas indicated that the proposed off road vehicle could be very helpful to the department for these type of incidents as well as in emergencies. Councilmembers thanked the emergency personnel and staff for the excellent briefing and expressed support for the staff recommendations regarding brush clearance strategies and emergency preparedness including the purchase of satellite phones. The Council concurred that a Disaster Preparedness Committee under the Chairmanship of Mayor Pro Tem Hill should study these issues and provide a report to the City Council. City Manager Dahlerbruch explained the emergency preparedness coordination efforts between the City and the RHCA. He commented on meetings that have been conducted between City and RHCA staff and he thanked Mrs. Kristen Raig and her staff for their efforts in this regard. Minutes City Council Meeting 07/23/07 -3- OPEN AGENDA - APPROXIMATELY 8:00 P.M. - PUBLIC COMMENT WELCOME Mr. Richard Colyear, 35 Crest Road West, suggested that the City contact the Palos Verdes Land Conservancy regarding brush clearance on their property that is adjacent to Rolling Hills. He also commented on the enforcement of the outdoor lighting ordinance. MATTERS FROM MEMBERS OF THE CITY COUNCIL CONSIDERATION OF A REPORT FROM THE PERSONNEL SUBCOMMITTEE REGARDING AN APPOINTMENT TO THE PLANNING COMMISSION (ORAL) Councilmemer Lay reported on the interviews of six applicants for the vacancy on the Planning Commission. He said that they were all very qualified and that it was a very difficult decision. He reported that the Committee is recommending that the City Council appoint Mrs. Jill Smith to fill the unexpired term on the Planning Commission. Councilmember Lay moved that the City Council appoint Mrs. Jill Smith to fill the unexpired vacancy on the Planning Commission. Councilmember Pernell seconded the motion which carried unanimously by those Councilmembers in attendance. It was suggested that the other five candidates be engaged in other community activities and perhaps serve as a focus group for topics identified by the City Manager. Councilmember Pernell commented on responses from the City regarding underground utilities. City Manager Dahlerbruch reported that an article had been placed in the citywide newsletter regarding the value of underground utilities. He reported that ten residents had responded and that a meeting with interested parties and a utility consultant is being planned to address underground utility questions. He said that this meeting would be advertised in the citywide newsletter. MATTERS FROM STAFF PROPOSED CITY COUNCIL EMERGENCY NOTIFICATION PROTOCOL City Manager Dahlerbruch provided the staff report outlining the draft policy to the City Council. He noted that it is helpful for staff to know when and for what instances to contact the Council. Councilmembers concurred with staff's recommendations relative to emergency notification. PROPOSED LEGISLATIVE POLICY City Manager Dahlerbruch presented the staff report outlining the proposed legislative policy. Councilmembers approved the legislative policy with an amendment that staff receives the concurrence of the City Council prior to lending support to other agencies. EXTERIOR LIGHTING — ENFORCEMENT ACTION PLAN City Manager Dahlerbruch presented the staff report outlining the proposed exterior lighting enforcement action plan. He suggested that this item be continued to a future City Council meeting when Councilmember Heinsheimer could be in attendance. Discussion ensued regarding the ordinance relative to the Councils intent to reduce the amount of light that spilled out onto the roadway and to enforce the absence of up -lighting of trees and shrubs. Comments were offered that the intent of the ordinance's emphasis was to be on new or remodel construction and it was not the intent to go back and have all homes retrofitted but rather that existing lights be toned down. It was suggested that the Council re -review the intent of the ordinance. Councilmembers briefly discussed the policy of enforcement of the City's ordinances on a complaint basis. Councilmembers directed that this item be further studied at an upcoming City Council meeting. Minutes City Council Meeting 07/23/07 -4- 1 1 MATTERS FROM THE CITY ATTORNEY 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. Hui -Tse Sheen, Individual, Plaintiff, vs City of Rolling Hills, Rolling Hills Community Association, et. al., Los Angeles County Superior Court, Case No. YC051963. G.C. 54956.9(a) Jonas, et al. v. City of Rolling Hills, et al., Los Angeles County Superior Court Case No. YC033955. G.C. 54956.9(a) Freeman v. City of Rolling Hills, et al., Los Angeles County Superior Court Case No. YC054015. Conference with Real Property Negotiator Government Code Section 54956.8 Property Address: Los Angeles Assessors Parcel # 7574-020-900 City Negotiator: City Manager Negotiating Parties: County of Los Angeles Under Negotiation: Price and Terms of Payment No closed session was held. ADJOURNMENT Hearing no further business before the City Council, Mayor Black adjourned the meeting at 9:50 p.m. to the next regular meeting of the City Council scheduled to be held on Monday, August 13, 2007 beginning at 7:30 p.m. in the City Council Chambers at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. Appr , James Bl/ck Mayor Minutes City Council Meeting 07/23/07 Respectfully submitted, Marilyn Ker Deputy City Clerk -5-