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9/23/2013MINUTES OF A REGULAR MEETING OF THE CITY .COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA MONDAY, SEPTEMBER 23, 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 with a teleconference location at 1204 N. Belgrade Road, Silver Springs, Maryland. ROLL CALL Councilmembers Present: Black, Dieringer*, Lay, Pieper and Mayor Hill. *by teleconference Councilmembers Absent: None. Others Present: Steve Burrell, Interim City Manager. Michael Jenkins, City Attorney. Yolanta Schwartz, Planning Director. Heidi Luce, Deputy City Clerk. Kathleen McGowan, Geosyntec Consultants. 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 September 9, 2013. RECOMMENDATION: Approve as presented. B. Payment of Bills. RECOMMENDATION: Approve as presented. C. Financial Statement for the Months of July and August, 2013. RECOMMENDATION: Approve as presented. D. Allied Recycling Tonnage Report for July and August, 2013. RECOMMENDATION: Receive and file. Councilmember Dieringer asked that item 3E be removed from the Consent Calendar for individual consideration. Hearing no objection, the Mayor so ordered. Councilmember Black moved that the City Council approve Items 3A-313 on the consent calendar as presented. Councilmember Pieper seconded the motion, which carried without objection. E. Consideration of a First Amendment to an Agreement with Mulligan Landscape Services, Inc. for landscaping maintenance of the City Hall campus area inclusive of the tennis court and main gate areas in order to extend the term for an additional two years. RECOMMENDATION: Approve as presented. Councilmember Dieringer suggested that the contract for landscaping maintenance of the City Hall campus area be sent out for bid rather than extending the term of the agreement with Mulligan Landscape Services, Inc. to for an additional two years. She stated that she feels the City may be able to reduce the cost for the landscaping maintenance service by going out to bid. Mayor Pro Tem Lay stated that project has been put out to bid twice and Mulligan was- the low bidder in both cases; and they wouldn't be obligated to hold they price if the project is put out to bid. Councilmember Dieringer suggested that a smaller landscaper with lower overhead may be able to provide the service for less. Councilmember Pieper commented that smaller landscapers probably can't meet the City insurance and bonding requirements. Discussion ensued about sending the project out to bid. Interim City Manager Burrell commented that the bids are open to any company to bid on — the City does not select firms to bid. Following discussion, Mayor Pro Tem Lay stated that he feels the price is reasonable for the service the City receives and moved that the City Council approve the amendment to an agreement with Minutes City Council Meeting 09/23/13 _ 1 _ Mulligan Landscape Services, Inc. as presented. Councilmember Pieper seconded the motion, which carried with Councilmember Dieringer opposed. COMMISSION ITEMS None PUBLIC HEARINGS None. OLD BUSINESS Mayor Hill introduced the next three items which are all related to stormwater management and implementation of the MS4 permit; and asked for staff's comments. City Manager Burrell presented the responses to the questions that were raised by the City Council at the September 9, 2013 meeting. With regard to other Cities implementing the Minimum Control Measures (MCM) strategy, he stated that the City of La Habra Heights is still considering implementing the MCM strategy. He also stated, with regard to cost increases, that this was the first time, all of the efforts pertaining to implementation of the MS4 permit have been presented together and previous discussions regarding cost have been for specific portions of the implementation plan. He reviewed the items that have been implemented thus far with relation to meeting the MCM requirements of the MS4 permit. He further stated that based on his research regarding cost, he believed this will still be the least costly option and will result in faster compliance. He then reviewed the costs associated with the Geosyntec contract noting that many of the costs are in the first year and then in the second and third year, the cost decreases. He stated the he recommends approving the items below to continue the implementation process and if at a later date, the City Council believes another option may be better, then other options can be explored. Councilmember Black expressed his concern relative to the cost. Discussion ensued concerning the cost and the scope of work involved with Councilmember Dieringer expressing concern that dependent on the task actually completed by Geosyntec Consultants and the cost sharing factor, the cost of the contract may be more than presented. In response to Councilmember Dieringer, Kathleen McGowan with Geosyntec Consultants stated that the request for proposal asked the proposers to specify cost sharing with other cities and that proposal submitted is a "not to exceed" proposal for the scope described with assumptions made for the cost sharing based on the contracts they project. She also stated that the contract is for time and materials and may actually be less if less time is spent on the project. She also commented that based on the last amendment to their agreement, the costs were actually lower than projected. Interim City Manager Burrell clarified that if the Regional Water Quality Control Board decided to place additional requirements on the City, this agreement would not cover those requirements and a new agreement would be necessary. Mayor Pro Tem Lay commented that Geosyntec has been good at estimating and typically come in under the estimates. CONSIDERATION OF AN AMENDMENT TO FY 2013-14 BUDGET PERTAINING TO THE STORMWATER MANAGEMENT PROGRAM FOR THE IMPLEMENTATION OF THE LA MUNICIPAL SEPARATE STORM SEWER SYSTEM (MS4) PERMIT AND TOTAL MAXIMUM DAILY LOAD (TMDL) FOR VARIOUS POLLUTANTS. Mayor Pro Tem Lay moved that the City Council amend the FY 2013-14 budget by appropriating an additional $68,870 toward the stormwater management program. Councilmember Dieringer seconded the motion, which carried without objection. CONSIDERATION OF A MEMORANDUM OF UNDERSTANDING BETWEEN THE PENINSULA CITIES, LA COUNTY DPW AND LA COUNTY FCD IN ORDER TO BEGIN COLLABORATIVE WORK ON THE COORDINATED INTEGRATED MONITORING PROGRAM (CIMP) FOR THE NEW LA MUNICIPAL SEPARATE STORM SEWER SYSTEM (MS4) PERMIT REQUIREMENTS. Mayor Pro Tem Lay moved that the City Council approve the Memorandum of Understanding between the Peninsula Agencies in the amount of approximately $10,300 in order to begin collaborative work on the Coordinated Integrated Monitoring Program (CIMP) for the new MS4 permit requirements and Minutes City Council Meeting 09/23/13 -2- 1 1 1 authorize the Mayor and Interim City Manager to execute the MOU on behalf of the City. Councilmember Pieper seconded the motion, which carried without objection. CONSIDERATION OF AN AWARD OF 'A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF ROLLING HILLS AND GEOSYNTEC CONSULTANTS FOR STORMWATER CONSULTING SERVICES PERTAINING TO IMPLEMENTATION OF THE LA MS4 PERMIT AND TMDL REQUIREMENTS. Mayor Pro Tem Lay moved that the City Council approve the three-year Professional Services Agreement with Geosyntec Consultants for stormwater consulting services pertaining to implementation of the LA MS4 permit in the amount of $74,370 in FY 2013-14, $46,120 in FY 2014-15; and $42,890 in FY 2015-16. Councilmember Pieper seconded the motion, which carried with Councilmember Black opposed. The City Council asked for regular updates as to the status of contract. DISCUSSION OF A PROPOSAL FROM RHCA MANAGER TO CREATE AN AD-HOC COMMITTEE TO ADDRESS THE CITY'S AND RHCA'S DEVELOPMENT PROCESS AND SELECTION OF REPRESENTATIVES TO THE AD-HOC COMMITTEE. Mayor Hill introduced the item and asked for staff's comments. Interim City Manger Burrell stated that this item was previously discussed and continued until all of the Councilmembers could be present. He stated that the Rolling Hills Community Association has appointed one member of their Board and one member of their Architectural Committee to the ad hoc committee. Mayor Pro Tem Lay stated that he feels it would useful to participate in the ad hoc committee and suggested that the Mayor should make the appointment. Councilmember Black stated that he feels this ad-hoc committee is unnecessary and moved that the City Council not appoint members to the ad-hoc committee. The motion died for lack of a second. Following brief discussion, Mayor Pro Tem Lay moved that the City Council authorize the Mayor to appoint two City Council Members to serve on an ad-hoc committee with RHCA representatives to address the development process and clarify the relationship between the two parties. Councilmember Dieringer seconded the motion, which .carried with Councilmember Black opposed. Mayor Hill appointed Mayor Pro Tem Lay and Councilmember Pieper to serve on the ad-hoc committee. NEW BUSINESS CONSIDERATION OF A CONSULTING AGREEMENT WITH JAMES GARDINER ASSOCIATES FOR BACKGROUND INVESTIGATION SERVICES RELATED TO THE CITY MANAGER RECRUITMENT. Mayor Hill introduced the item and asked for staff's comments. Interim City Manager Burrell stated that staff recommends approving an agreement with James Gardiner Associates for background investigation services related to the City Manager recruitment. Mayor Pro Tem Lay moved that the City Council approve the consulting agreement with James Gardiner Associates for background investigation services related to the City Manager recruitment. Councilmember Black seconded the motion, which carried without objection. OPEN AGENDA, - APPROXIMATELY 8:00 P.M. - PUBLIC COMMENT WELCOME None. MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE REPORTS None. MATTERS FROM STAFF Interim City Manager Burrell reminded the City Council that the Planning Commission will hold a public input meeting regarding the Housing Element on Thursday, September 26, 2013 at 5:30 p.m. at City Hall and provided a brief update on the Johns Canyon Road sewer project. He stated that there is a Minutes City Council Meeting 09/23/13 -3- group of residents interested in moving forward with a private project. He stated that in order for the project to move forward, the City may need to do an inventory of the properties connected the sewer line to ensure there is enough capacity. 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 8:17 p.m. to discuss the matter listed above on the closed session agenda. The meeting returned to open session at 8:27 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 City Manager recruitment and no reportable action was taken. Hearing no further business before the City Council, Mayor Hill adjourned the meeting at 8:29 p.m. in memory of long time resident, Harold G. "Bud" Murdock Sr. An adjourned regular meeting of the City Council will be held on Saturday, October 5, 2013 at 8:40 a.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. The next regular meeting of the City Council is scheduled to be held on Monday, October 14, 2013, beginning at 7:30 p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. Approved, 4ftaffi"ll Mayor Minutes City Council Meeting 09/23/13 ;Z�, '�> k-) Respectfully submitted, Heidi Luce Deputy City Clerk -4- r