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7/8/2013MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA MONDAY, JULY S, 2013 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 Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. ROLL CALL Councilmembers Present: Black, Dieringer, Pieper, Mayor Pro Tem Lay and Mayor Hill. Councilmembers Absent: None. Others Present: Steve Burrell, Interim City Manager. Michael Jenkins, City Attorney. Yolanta Schwartz, Planning Director. Heidi Luce, Deputy City Clerk. Marvin Jackmon, Southern California Edison. Terry Reiter, 6 Saddleback Road. Manny Montes, Architect. Mr. and Mrs. Tsern-Shi Chang, 6 Portuguese Bend Road. Spencer Karpf, 14 Caballeros Road. Minitra Wilson, Anja Sharma -Wilson, Attorney at Law. 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 June 24, 2013. RECOMMENDATION: Approve as presented. B. Payment of Bills. RECOMMENDATION: Approve as presented. C. Consideration of the dates of October 5 (greenwaste) and October 12 (bulky items) for the 2013 Annual Fall Clean-up; and the date of October 19, 2013 for the Fall Shred Day as proposed in the attached correspondence from Allied Waste. RECOMMENDATION: Approve as presented. Councihnember Dieringer moved that the City Council approve the items on the consent calendar as presented. Mayor Pro Tem Lay seconded the motion, which carried without objection. PRESENTATION Southern California Edison Reliability Project Update & Eastfield 4kV Cutover Project Update Marvin Jackmon, Region Manager, Public Affairs Southern California Edison Marvin Jackmon provided the City Council with an update on SCE's Rolling Hills Reliability Project and Eastfield 4kV cutover project. He stated that that Edison has allocated over $1 billion across the service territory for infrastructure upgrades. He reviewed the Eastfield circuit 4kV cutover project scheduled to be done in August which will replace the 4kV wire with 16kV wire that can withstand a higher load and further reviewed the additional components that are being upgraded including vaults and utility pole and stated that he will make the same presentation to the Rolling Hills Community Association on Thursday. He noted that during the upgrade, Edison will communicate with residents directly with regard to outages and other matters related to the upgrade. Mayor Hill asked if Edison Minutes City Council Meeting 07/08/13 -1- would consider using the funds allocated to the Eastfield project, for undergrounding instead. Mr. Jackmon responded that if residents want to underground there is a separate process and separate funding required. Discussion ensued concerning Edison's authority to replace poles with taller poles that may cause view impairments. In response, Mr. Jackmon commented that Edison will work with residents on a case-by-case basis to resolve the view issues. Councilmember Dieringer asked if the funds allocated to replacing poles could be re -directed to be used for undergrounding to which Mr. Jackmon responded that the funds cannot be re -directed. COMMISSION ITEMS RESOLUTION NO. 2013-11 — A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ROLLING HILLS GRANTING APPROVAL OF A VARIANCE TO EXCEED THE MAXIMUM PERMITTED STRUCTURAL AND TOTAL LOT COVERAGE OF THE LOT IN ZONING CASE NO. 840, AT 2864 PALOS VERDES DRIVE NORTH, (LOT 992- A-RH), (CALHOUN). PROJECT HAS BEEN DETERMINED TO BE EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT, (CEQA). Mayor Hill introduced the item and asked for staff's comments. Planning Director Schwartz reviewed the applicant's request in Zoning Case No. 840 at 2864 Palos Verdes Drive North to construct addition to a 56 sq. ft. addition between the existing house and garage for an elevator to provide handicap access in a house that has multiple levels. Councilmember Black moved that the City Council receive and file Planning Commission Resolution No. 2013-11 granting approval of the applicant's request in Zoning Case No. 840 at 2864 Palos Verdes Drive North. Mayor Pro Tem Lay seconded the motion, which carried without objection. PUBLIC HEARINGS AN APPEAL OF A DECISION OF THE PLANNING COMMISSION IN ZONING CASE NO. 747 MODIFICATION FILED BY MR. TERRY REITER, TO CONSTRUCT 300 SQUARE FOOT ADDITION TO THE PREVIOUSLY APPROVED 2,000 SQUARE FOOT GARAGE AT 6 SADDLEBACK ROAD, ROLLING HILLS. THE PROJECT HAS BEEN DETERMINED TO BE CATEGORICALLY EXEMPT FROM THE CALIFRONIA ENVIRONMENTAL QUALITY ACT (CEQA). Councilmember Pieper recused himself from consideration of this case due to the proximity of his property to the subject property and left the dais. Mayor Hill introduced the item an asked for staff's comments. Planning Director Schwartz reviewed the applicant's request stating that the City Council visited the site earlier in the evening. She stated that presented for the Council's consideration are three resolutions, one to approve the request in its entirety, the second to uphold the Planning Commission's action to partially approve and partially deny the request, and the third to deny the request in its entirety. Mayor Hill called for public comment. Terry Reiter, 6 Saddleback Road addressed the City Council stating that the City Council should determine if the project is acceptable as it is presented as opposed to deciding if he did something wrong. Following brief discussion, Mayor Pro Tem Lay moved that the City Council adopt a Resolution granting partial approval and partial denial of the applicant's request in Zoning Case No. 747 - Modification at 6 Saddleback Road. Councilmember Dieringer seconded the motion, which failed by the following roll call vote: AYES: Councilmember Dieringer and Mayor Pro Tem Lay. NOES: Councilmember Black and Mayor Hill. ABSENT: None. ABSTAIN: Councilmember Pieper (recused). Minutes City Council Meeting 07/08/13 -2- Councilmember Black moved that the City Council adopt a Resolution granting approval of the applicant's request in Zoning Case No. 747 -Modification at 6 Saddleback Road. Mayor Hill seconded the motion, which also failed which failed by the following roll call vote: AYES: Councilmember Black and Mayor Hill. NOES: Councilmember Dieringer and Mayor Pro Tem Lay. ABSENT: None. ABSTAIN: Councilmember Pieper (recused). As a result, the City Council took no action on the matter and the Planning Commission's action to partially approve and partially deny the request will stand. OLD BUSINESS RESOLUTION NO. 1148 — A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS GRANTING APPROVAL FOR A SITE PLAN REVIEW FOR GRADING AND CONSTRUCTION OF A NEW RESIDENCE AND A VARIANCE TO ENCROACH WITH A PORTION OF THE RESIDENCE INTO THE FRONT YARD SETBACK IN ZONING CASE NO. 830, AT 6 PORTUGUESE BEND ROAD, (LOT 22-RH), (CHANG). THE PROJECT HAS BEEN DETERMINED TO BE CATEGORICALLY EXEMPT PURSUANT TO THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA). Councilmember Pieper was also recused from consideration of this case due to the proximity of his property to the subject property. Mayor Hill introduced the item and asked for staff's comments. Planning Director Schwartz briefly reviewed the applicant's request and stated that at the last meeting, the City Council directed staff to prepare a Resolution of Approval in this case with the same conditions as were included in the Planning Commission approval including that any further development be brought before the Planning Commission for review and that landscaping plan and bond be submitted to the City. Councilmember Black asked if the applicant had considered utilizing a basement. Planning Director Schwartz stated that the issue was brought up previously by both the Planning Commission and the City Council and the applicant doesn't wish to have a basement. Mayor Pro Tem Lay moved that the City Council adopt Resolution No. 1148 granting partial approval of the applicant's request in Zoning Case No. 830 at 6 Portuguese Bend Road. Councilmember Black seconded the motion. Councilmember Dieringer stated that she is still concerned about the amount of frontage in the front yard setback. Following discussion, the motion carried by the following roll call vote: AYES: Councilmember Black, Mayor Pro Tem Lay and Mayor Hill. NOES: Councilmember Dieringer. ABSENT: None. ABSTAIN: Councilmember Pieper (recused). Councilmember Pieper returned to the dais. OPEN AGENDA - APPROXIMATELY 8:00 P.M. - PUBLIC COMMENT WELCOME Mr. Spencer Karpf, 14 Caballeros Road addressed the City Council regarding the City's stable ordinance and the limit on the size of accessory structures; and asked that the City Council agendize a formal discussion of those items to get input from residents on the matter. Minitra Wilson from the law office of Anja Sharma -Wilson, Attorney at Law addressed the City Council to request that the City Council consider the view impairment complaint filed by Mr. Arun Bhumitra. Minutes City Council Meeting 07/08/13 -3- NEW BUSINESS CONISDERATION OF A RECOMMENDATION FOR AWARD OF A BID TO PCI FOR FY 2013-14 CITY OF ROLLING HILLS REPLACEMENT OF TRAFFIC STRIPING AND PAVEMENT MARKINGS. Mayor Hill introduced the item and asked for staff's comments. Interim City Manager Burrell presented the staff report stating that staff recommends awarding the bid for the striping project to the low bidder, PCI in the amount of $19,620 plus a 10% contingency which is under budget. Following brief discussion, Mayor Pro Tem Lay moved that the City Council award the bid for the 2013-14 Rolling Hills replacement of traffic striping and pavement markings project to PCI and authorize the Interim City Manager to execute the agreement. Councilmember Black seconded the motion, which carried without objection. CONSIDERATION OF PROVIDING FOR THE ELECTRONIC DISTRIBUTION OF AGENDA MATERIALS TO THE CITY COUNCIL AND FOR THE DISTRIBUTION OF AGENDA MATERIALS ON THURSDAYS INSTEAD OF FRIDAYS. Mayor Hill introduced the item and asked for staff's comments. Interim City Manager Burrell stated that in response to the City Council's request for consideration of electronic and earlier distribution of the agenda materials the staff report outlines the options. He stated that if Thursday distribution of the agenda packet is desired, it would shorten the cycle to prepare the material and may affect when items are on the agenda. Mayor Pro Tem Lay commented that he feels that Friday distribution is better and gives residents more time to submit material in support of an agenda item. Councilmember Dieringer stated that she feels that providing agenda material on Thursday instead of Friday will allow residents more time to review the agenda materials and that she used DropBox for the most recent agenda because she was out of town and she feels it is a convenient, cost effective way to get the information electronically. Discussion ensued concerning the process for preparing the electronic agenda packet and the time involved. Mayor Pro Tem Lay suggested a compromise in that if a Councilmember is out of town on a specific meeting date, the agenda packet could be provided electronically and that when community issues are being discussed that they be noticed in the newsletter. Further discussion ensued concerning electronic distribution of the agenda materials. Following discussion, Councilmember Dieringer moved that the City Council direct staff to make available electronic copies of the agenda materials to Councilmembers on an as needed basis and to proceed with Thursday distribution of the agenda packets on a six-month trial basis. The motion died for lack of a second. Mayor Pro Tem Lay moved that the City Council receive and file the report. Councilmember Pieper made a substitute motion that the City Council receive and file the report and direct staff to make available electronic copies of the agenda materials to those Councilmembers who wish to receive electronic copies due to extenuating circumstances such as being out of town, but to maintain Friday distribution of the agenda packets on a six-month trial basis during which time staff should evaluate the cost associated with providing the electronic copies. Councilmember Dieringer seconded the motion, which carried without objection. MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE REPORTS Councilmember Dieringer reminded the City Council of two upcoming SBCCOG events - the breakfast briefing with local legislators on Thursday, July 11 to at 8:00 am and the MS -4 Permit presentation during the SBCCOG Board Meeting at on Thursday, July 25h at 6:00 pm. MATTERS FROM STAFF REPORT ON USE OF TREES FOR LANDSCAPING AND SCREENING. Planning Director Schwartz presented the report on the use of trees for landscaping and screening. Following brief discussion, the City Council directed staff to present the report to the Planning Commission for discussion and consideration of an Ordinance to regulate tree height on new plantings. Minutes City Council Meeting 07/08/13 -4- 1 L' PUBLIC COMMENT ON CLOSED SESSION AGENDA None. CLOSED SESSION Government Code §54957 Public Employment Title: City Manager Government Code §54957:6 Conference with Labor Negotiator City representative: Interim City Manager Unrepresented employee: City Manager The City Council recessed into closed session at 9:20 p.m. to discuss the matter listed above on the closed session agenda. The meeting returned to open session at 9:34 p.m. RETURN TO OPEN SESSION ANNOUNCEMENT OF ACTIONS FROM CLOSED SESSION (ORAL REPORT). Following the closed session City Attorney Jenkins reported in open session that the City Council discussed the item listed above in closed session and no reportable action was taken. ADJOURNMENT Hearing no further business before the City Council, Mayor Hill adjourned the meeting at 9:35 p.m. to a regular meeting of the City Council scheduled to be held on Monday, July 22, 2013 beginning at 7:30 p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. Respectfully submitted, Heidi Luce v Deputy City Clerk Approved, cf-��J- )4�.. ') L n F a ik E. Hill Mayor Minutes City Council Meeting 07/08/13 -5-