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3/10/2014MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA MONDAY, MARCH 10, 2014 CALL TO ORDER A regular meeting of the City Council of the City of Rolling Hills was called to order by Mayor Hill at 7:32 p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. ROLL CALL Councilmembers Present: Black, Dieringer, Lay, Pieper and Mayor Hill. Councilmembers Absent: None. Others Present: Raymond R. Cruz, City Manager. Michael Jenkins, City Attorney. Yolanta Schwartz, Planning Director. Terry Shea, Finance Director Heidi Luce, City Clerk. Marvin Jackmon, Southern California Edison, Region Manager. Kristen Raig, RHCA Manager. Richard Colyear, 35 Crest Road West. Theodore Bennett, 3 Eastfield Drive. 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 February 10, 2014. RECOMMENDATION: Approve as presented. B. Payment of Bills. RECOMMENDATION: Approve as presented. Councilmember Pieper 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 Eastfield 4kV Cutover Project Update Marvin Jackmon, Region Manager, Public Affairs Southern California Edison Mr. Jackmon provided a summary of the Southern California Edison's Eastfield Drive 4kV cutover project. He stated that the circuit that was replaced and cutover to 16kV was at 126% load prior to the work and is projected at 94% load on a typical hot summer day. He further stated that 25 transformers, serving 511 customers on the Eastfield circuit were replaced and the project is 98% complete pending some final locations for anchors and guard wires. He stated that in the next week, he will meet with City and RHCA staff to review the 2014 projects but there are no major infrastructure projects like this one for 2014 but in 2016 SCE plans to eliminate the substation that the circuits come out of. He stated that going forward, it is their objective to get communication out in front of the projects. Councilmember Pieper inquired as to the status of removal of the old poles and suggested that when the SCE does a project they complete all the work related to cleaning up and removing the poles in a timely manner. In response, Mr. Jackmon stated that calls regarding such matters can be forwarded to him and he will follow-up. Mayor Pro Tem Lay inquired as to the coordination between the SCE, Cox and Verizon to connect to the new poles so that the buddy poles can be removed. In response, Mr. Jackmon stated that according Minutes City Council Meeting 03/10/14 -1- to the Joint Pole Agreements (JPA), the last utility off the pole is responsible for removing the old pole and the City should follow up with the other utilities to ask that they move to the new pole. Mayor Pro Tem Lay also asked Mr. Jackmon to provide a complete timeline for the upcoming infrastructure projects scheduled in 2014, 2015 and 2016 well in advance. Councilmember Black inquired as to the 45 -day limit for removal of the old poles that was mentioned in the City Council's weekly report. Mr. Jackmon stated that he is not aware of time limit but in response to Kristen Raig's comment that staff was told it was a PUC rule, Mr. Jackmon responded that it may be a requirement in the JPA. Mayor Pro Tem Lay reiterated the importance of advance communication concerning SCE projects and suggested that a letter be sent to SCE requesting advance notice. Councilmember Dieringer concurred with Mayor Pro Tem Lay's suggestion. She also asked Mr. Jackmon to provide information as to the location of all the poles and equipment that was installed and/or replaced as a part of the Eastfield Cutover project; the contact information for the person within SCE who can provide information regarding the legal authority for each piece of equipment; and a copy of the JPA and all such agreements as well as the detailed plans for the Eastfield project. In response, Mr. Jackmon stated that the JPA information is available online or through SCE's legal council and he will e-mail the information to the City Manager and will provide the plans although he feels they were already provided previously. COMMISSION ITEMS RESOLUTION NO. 2014-04 — A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ROLLING HILLS GRANTING APPROVAL OF A SITE PLAN REVIEW FOR GRADING AND CONSTRUCTION OF NOT TO EXCEED 5 FOOT WALL AND SOLID ROOF COVERED PATIO AND A VARIANCE FOR A RETAINING WALL, WHICH ON THE AVERAGE EXCEEDS 2 '/2 FEET IN HEIGHT IN ZONING CASE NO. 843, 38 PORTUGUESE BEND ROAD, (LOT 118-RH), ROLLING HILLS, CA. THE PROJECT HAS BEEN DETERMINED TO BE CATEGORICALLY EXEMPT PURSUANT TO 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 for a site plan review to construct a wall to enlarge an existing pad and to construct a solid roof covered patio. In response to Mayor Pro Tem Lay inquiry as to a landscaping plan, Planning Director Schwartz stated that there is a condition in the Resolution requiring that a landscaping plan be submitted and it was submitted before the Planning Commission approved the Resolution. Following brief discussion, Mayor Pro Tem Lay moved that the City Council receive and file Planning Commission Resolution No. 2014-04 granting approval of the applicant's request in Zoning Case No. 843 at 38 Portuguese Bend Road. Councilmember Black seconded the motion, which carried without objection. RESOLUTION NO. 2014-05 — A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ROLLING HILLS AUTHORIZING THE ISSUANCE OF A CERTIFICATE OF COMPLIANCE FOR A LOT LINE ADJUSTMENT FOR PROPERTIES AT 0 BUGGY WHIP DRIVE (LOT 175 -A -2 -MS) AND 25 CREST ROAD WEST (LOT 175—A -1 -MS) AND GRANTING VARIANCES TO ALLOW EXISTING NONCONFORMING CONDITIONS TO REMAIN FOR WIDTH OF THE LOT, FOR LOTS THAT ARE LESS THAN 2 ACRES NET IN SIZE AND TO EXCEED STRUCTURAL COVERAGE, IN ZONING CASE NO. 849, (CZYZYK AND CHANDRAN). PROJECT HAS BEEN DETERMINED TO BE EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT, (CEQA). Councilmember Dieringer recused herself from consideration of this item due to the proximity of her property to the subject property and left the dais. Mayor Hill introduced the item and asked for staff's comments. Planning Director Schwartz reviewed the applicant's request for a lot line adjustment between the properties at 0 Buggy Whip Drive and 25 Crest Road West to swap a small amount of land between the two properties. Following brief discussion concerning the process and cost for such an application, Councilmember Black moved that the City Council receive and file Planning Commission Resolution No. 2014-05 granting approval of the applicant's request for a lot line adjustment in Zoning Case No. 849 at 0 Buggy Minutes City Council Meeting 03/10/14 -2- 1 1 Whip Drive and 25 Crest Road West. Mayor Pro Tem Lay seconded the motion, which carried without objection. Councilmember Dieringer returned to the dais. RESOLUTION NO. 2014-06 — A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ROLLING HILLS GRANTING APPROVAL FOR VARIANCES TO BE RELIEVED FROM THE REQUIREMENT TO SET ASIDE AN AREA FOR A FUTURE STABLE AND CORRAL AND TO ALLOW A PORTION OF AN ADDITION TO THE RESIDENCE TO ENCROACH INTO THE REAR AND SIDE SETBACKS IN ZONING CASE NO. 850, AT 85 EASTFIELD DRIVE, (LOT 10 -A -EF), (SMITH). THE 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 unique configuration of the lot and explained the applicant's request. She stated that the applicant is proposing to add on to the front of the existing house as well as the rear and side of the house both of which encroach into the setback. She further stated that the applicant is also asking to waive the requirement for a set aside area for a stable and corral given the unique characteristics of the lot. She stated that the Planning Commission felt that due to the size and location of the existing house and the topography, it is appropriate to waive the requirement and it is not the addition causing there to be no room for a stable. Councilmember Dieringer stated that she does not feel it is a necessity to use the setback for the addition on the north side of the property and that another existing area could be used instead. In response to Councilmember Black, Planning Director Schwartz stated that there are no plans that show a previous set aside area for a stable and corral. Following brief discussion, Councilmember Black moved that the City Council receive and file Planning Commission Resolution No. 2014-06 granting approval of the applicant's request in Zoning Case No. 850 at 85 Eastfield Drive. Councilmember Pieper seconded the motion, which carried with Councilmember Dieringer opposed. PUBLIC HEARINGS None. OLD BUSINESS None. NEW BUSINESS CONSIDERATION OF THE FISCAL YEAR 2013-2014 MID -YEAR REVIEW AND APPROVAL OF FISCAL YEAR 2013-2014 BUDGET ADJUSTMENTS. Finance Director Shea presented the 2013-2014 mid -year review and proposed budget adjustments. He stated that at mid -year, revenues are approximately $76,000 above projections and expenditures are approximately $45,000 less than budgeted. In response to Councilmembers Dieringer and Black, Finance Director Shea stated that fees will be discussed as a part of the budget planning process. Following brief discussion, Mayor Pro Tem Lay moved that the City Council receive and file the FY 2013-2014 mid -year budget review and approve the budget adjustments as presented. Councilmember Dieringer seconded the motion, which carried without objection. CONSIDERATION OF AUTHORIZATION FOR CITY OF ROLLING HILLS TO PARTICIPATE IN THE SOUTHERN CALIFORNIA EDISON (SCE) DIRECT INSTALL PROGRAM. City Manager Cruz presented the staff report stating that at the recommendation of the South Bay Cities Council of Governments the City underwent an assessment through Southern California Edison's Direct Install Program to determine what energy efficiency upgrades could be implemented to reduce the City's electrical costs. The result of the audit identified several upgrades that qualify for installation through the program at no cost to the City that could result in an electrical cost saving of $1,187. Following brief discussion, Councilmember Dieringer moved that the City Council approve the City's participation Minutes City Council Meeting 03/10/14 -3- in the Southern California Edison direct install program and authorize the City Manager to execute the agreement. Councilmember Pieper seconded the motion, which carried without objection. OPEN AGENDA - APPROXIMATELY 8:00 P.M. - PUBLIC COMMENT WELCOME Theodore Bennett, 3 Eastfield Drive addressed the City Council to express his appreciation for the condolence the City offered upon his Mother's passing and offered to donate several Torrey Pine trees that he seeded over 20 years ago to the City. Staff was directed to follow-up with Mr. Bennett with regard to the donation. MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE REPORTS UPDATE ON THE PALOS VERDES PENINSULA REGIONAL LAW ENFORCEMENT COMMITTEE MEETING (ORAL). Councilmember Dieringer provided an update on the discussions from the February 13, 2014 Palos Verdes Peninsula Regional Law Committee Meeting stating that crime in the City is relatively low and that the Sheriff's Dept. is still monitoring the situation regarding the most recent residential burglaries. Councilmember Dieringer mentioned that Southern California Gas Company is planning to install new Advanced Meters and explained some of the concerns individuals have regarding the new meters. She suggested that the City provide the information to residents and that the City purse its legal rights with regard to installation of new equipment. Following brief discussion, the City Council directed the City Manager to work with City Attorney's office to research a utilities authority to install equipment and to investigate franchise related issues. Councilmember Black suggested that e-mails sent to the City Council be forwarded via e-mail to the City Council rather than being provided as hard copies as has been past practice. Hearing no objection, staff was directed to proceed with forwarding the e-mails. MATTERS FROM STAFF STATUS REPORT ON A PREVIOUSLY APPROVED PROJECT FOR THE CONSTRUCTION OF A SEWER MAINLINE EXTENSION ALONG JOHNS CANYON ROAD. City Manager Cruz provided a status report update on the Johns Canyon Road sewer mainline extension project. He stated that staff is continuing to work with the County and the City of Rancho Palos Verdes to resolve the issues but in the meantime, Mr. Colyear has suggested that the City issue the permits for the construction of the extension without being connected to the County system until the issues have been resolved. City Manager Cruz stated that staff is investigating that option. Mr. Colyear addressed the City Council to further explain his suggestion that the City issue the permits for the mainline extension and the laterals and suggested that that staff question the County as to what liability the City of Rancho Palos Verdes has in approving the project. Mr. Colyear further commented that his current extension will be expiring in June. Following brief discussion, the City Council directed staff to report back on the status of the project and to place on the consent calendar for the City Council's approval, a one-year time extension from the time the previous extension expires, for construction of the sewer mainline extension. PUBLIC COMMENT ON CLOSED SESSION AGENDA None. CLOSED SESSION None. RETURN TO OPEN SESSION None. Minutes City Council Meeting 03/10/14 In 1 1 1 1 1 U Hearing no further business before the City Council, Mayor Hill adjourned the meeting at 8:50 p.m. in memory of long time resident Curtis Reis. The next:regular meeting of the City Council is scheduled to be held on Monday, March 24, 2014 beginning at 7:30 p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. Approved, YrE.l Mayor Minutes City Council Meeting 03/10/14 Respectfully submitted, Heidi Luce City Clerk -5-