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9/08/2014MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA MONDAY, SEPTEMBER 8, 2014 CALL TO ORDER A regular meeting of the City Council of the City of Rolling Hills was called to order by Mayor Lay 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, Hill, Pieper and Mayor Lay. Councilmembers Absent: None. Others Present: Raymond R. Cruz, City Manager. Michael Jenkins, City Attorney. Yolanta Schwartz, Planning Director. Heidi Luce, City Clerk. Kevin Johnson, LA County Fire, Assistant Chief, Forestry Division. Thomas Ewald, LA County Fire, Acting Assistant Chief, Division 1. Luke Claus, LA County Fire, Acting Deputy Chief, Central Operations. Ron and Geraldine Becker, 5 Middleridge Lane South. John and Maureen Nunn, 1 Crest Road West. Spencer Karpf, 14 Caballeros Road. 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 August 25, 2014. RECOMMENDATION: Approve as presented. B. Payment of Bills. RECOMMENDATION: Approve as presented. C. City of Rolling Hills Conflict of Interest Code Biennial Review. RECOMMENDATION: No changes. Receive and file. D. Consideration of an Agreement with Martin & Chapman Co. for 2015 Election Services. RECOMMENDATION: Approve as presented. E. City Council Personnel Committee meeting notes of August 25, 2014. RECOMMENDATION: Receive and file. F. Consideration of a Renewal Services Agreement with CivicPlus for Web site Maintenance and Licensing for a one-year term. RECOMMENDATION: Approve as presented. Councilmember Hill moved that the City Council approve the items on the consent calendar as presented. Councilmember Dieringer seconded the motion. Following brief discussion concerning the City Council Personnel Committee meeting notes, the motion carried without objection. Councilmember Black asked that the City Council be scheduled to meet in Closed Session at the next meeting of the City Council to discuss the employee health insurance premium cap. COMMISSION ITEMS None. PUBLIC HEARINGS None. Minutes City Council Meeting 09/08/14 1- OLD BUSINESS None. NEW BUSINESS None. OPEN AGENDA - APPROXIMATELY 8:00 P.M. - PUBLIC COMMENT WELCOME None. MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE REPORTS Councilmember Dieringer reported that that she attended the League of California Cities Annual Conference last week which was very informative. Mayor Lay suggested that Councilmember Dieringer give a report at the next meeting. MATTERS FROM STAFF DISCUSSION AND CONSIDERATION OF WILDFIRE PREVENTION MEASURES. Mayor Lay introduced the item and stated that staff will present the report followed by comments and questions from the City Council and then the City Council will take comments from the public. City Manager Cruz reviewed the staff report and the background on why this matter is before the City Council. He introduced the representatives that were present from the Los Angeles County Fire Department including: Luke Claus, Acting Deputy Chief; Thomas Ewald, Acting Assistant Chief and Kevin Johnson, Assistant Chief, Forestry Division. He stated that they will later provide information from the Fire Department's perspective relative to operations and fire prevention. City Manager Cruz then reviewed some of the City's past and current efforts related to fire prevention and improving preparedness, including updates to the Fire Code; inspection and repair of the fire hydrants in the City; working with the other Peninsula Cities on disaster training; the upcoming community event promoting wildfire preparedness and prevention among other things; and the twice a year unlimited green waste pick up offered to residents by the City's refuse hauler to encourage brush clearance. He also noted that California Water Service Company is in the planning stages for a proposed water tank in Rolling Hills to serve as a redundant water source for fighting wildfires. City Manager Cruz further stated that fire suppression and fire prevention efforts can be increased with mitigation actions such as creating defensible space, vegetation management, fuel modification programs, use of fire retardant materials, enforcement efforts and public outreach. He provided an overview of the City's relationship with the Los Angeles County Fire Department as well at the City's brush clearance requirements. He further reviewed the possible options available through the mitigation actions as included in the staff report. Luke Claus, LA County Fire, Acting Deputy Chief, Central Operations addressed the City Council regarding the upcoming fire season and reviewed the resources that the Los Angeles County Fire Dept. has available in the event that there is a fire, including air resources and camp crews. He commented that their objective is to keep the fire small and put it out as quickly as possible. Chief Claus also reviewed the brush clearance inspection process for enforcement of the brush clearance requirements noting that these inspections also provide an opportunity for fire department personnel to become familiar with each property. He also commented that the Forestry Division is available to consult with residents regarding the vegetation on their property. He further stated that there are several publications available as resources for residents regarding wildfire preparation and hardening their homes, and the Fire Dept. is available to provide education as well. In response to Councilmember Black regarding properties in violation of the brush clearance requirements, Assistant Chief Johnson stated that out of over 700 inspections, there were 30 violations written and 19 are already in compliance. Minutes City Council Meeting 09/08/14 -2- In response to Councilmember Dieringer regarding the brush inspection list, Deputy Chief Claus commented that the list is comprised of single-family homes and the inspectors enforce the 200 ft. clearance requirement as well as provide information on how much and what to cut. Kevin Johnson, LA County Fire, Assistant Chief, Forestry Division stated that he oversees the Brush Clearance and Fuel Modification Section of the Forestry Division. He provided a brief overview of the brush clearance enforcement program stating that in Rolling Hills, the process usually begins on June 1' and the homeowners that don't pass the initial inspection are provided an inspection report listing what needs to be done to become compliant. After 30 days, a second inspection is done and if the property is still out of compliance, the matter is referred to the enforcement/brush clearance unit and then upon verification that the property is out of compliance and further follow up, County Ag is scheduled to complete the brush clearance work if the property remains non-compliant. He commented that they have not had any issues regarding access to the properties in Rolling Hills. Assistant Chief Johnson further reviewed the educational efforts that have taken place and the resources available on the City's website to educate property owners with regard to reducing fire fuel loads including: Making and Creating a Fire Safe Home Site, Creating Fire Safe Canyons and Best Practices for Fuel Management. He also commented that the Fire Dept. web site has videos available to assist property owners. Thomas Ewald, LA County Fire, Acting Assistant Chief, Division 1 addressed the City Council stating that in LA County over the last 15-20 years, the brush clearance and public education programs have been very successful in helping provide fire apparatus the ability to get close to structures and fight fires in a safer environment because there is defensible space. He commented that fires in the Peninsula area happen very quickly and require quick response with appropriate resources to keep the fire small. He further commented that preparedness should be the first phase; including having codes in place and holding property owners accountable during the inspection process. In response to Councilmember Dieringer regarding the Forestry Division taking a holistic approach to brush clearance and whether or not water quality issues are considered, Assistant Chief Ewald commented that the Forestry Division could provide input as to what the impacts could be. Discussion ensued concerning developing a Hazard Mitigation Plan and the Fire Dept. offered its assistance in developing the plan at a strategic level. In response to Councilmember Pieper regarding increasing the distance for brush clearance requirement, Assistant Chief Johnson commented that identified problems can be addressed but a blanket increase may not be the answer. Mayor Lay asked if the Fire Dept. could inform City staff of issues they see during the inspection process that may be beyond the 200 ft. clearance requirement so that the City can determine how to address the issue to which Assistant Chief Johnson responded yes, but noted that there are other environmental factors that should be considered before requiring removal of vegetation beyond the 200 ft. requirement. In response to Councilmember Black's inquiry, Assistant Chief Ewald stated that utility lines don't pose a safety risk to air resources if they should be called in, but efforts to reduce the risk of downed lines that could potentially spark a fire makes sense if the other factors to consider in making such a decision are not prohibitive. Also in response to Dr. Black regarding the advantage of going beyond the 200 ft. brush clearance requirement, Assistant Chief Ewald stated that such a scenario would likely be best addressed on a case-by-case basis. It was further noted that the Fire Department utilizes a two-pronged approach first, ensuring adequate defensible space and secondly, hardening the structure. It was also noted that the 200 ft. requirement refers to horizontal distance. In response to Mayor Lay, regarding the timeline for developing the Hazard Mitigation Plan, City Manager Cruz stated that the project will be going out to bid in the next two months and the plan should be in place prior to the next fire season. In response to Councilmember Hill regarding the Fire Department's policy on "Stand and Defend Strategies," Assistant Chief Ewald stated that the time for homeowners to start the process of protecting a structure is not when a fire is burning through the community. Property owners are encouraged to follow the Ready! Set! Go! format in preparing their home and their family; and if a wildfire happens, they should go early and not wait for the last minute. In response to Councilmember Dieringer, Assistant Chief Johnson reviewed some of the resources available to assist in preparing a hazard mitigation plan, including the California State Fire Safe Council and representative from the Department and Wildlife as well as the Coastal Commission. Minutes City Council Meeting 09/08/14 -3- In response to a resident inquiry regarding dead palm fronds, Assistant Chief Ewald commented that dead palm fronds are more of an aesthetic issue rather than a fire safety issue. Ron Becker, 5 Middleridge Lane South thanked the City Council for their service and commented that fire safety is the most important cause in this community and urged the City Council to address fire safety issues community wide, including on the trails and in the canyons. John Nunn, 1 Crest Road West asked the fire staff if brush is the primary fuel for wildfires. The Fire Department explained that brush is a fuel and the objective is to prevent the fire from getting into the overhead. Spencer Karpf, 14 Caballeros Road addressed the City Council and asked for clarification regarding defensible space. In response, Assistant Chief Ewald commented that defensible space can mean two things, providing enough space for fire fighters to fight a fire from that area and providing enough space and hardening so that if a fire is nearby, the structure will be safe. Mr. Karpf further expressed concern that in the event of a catastrophic event, the Fire Dept. won't be able to get to all of the structures involved. Assistant Chief Ewald stated that the Fire Department's priority when fighting a wildfire is protecting human life and preservation of property. Mr. Karpf further suggested that the City Council work toward making the City fire safe outside the 200 ft. brush clearance requirement. In response to Mrs. Becker, Assistant Chief Ewald stated that on a normal day, without loss of power to the pumping station, there would be enough water pressure to support her sprinklers as well as the fire department apparatus. In response to a resident inquiry, it was noted that there are other areas on the Peninsula with very similar fire safety concerns. Mr. Karpf thanked the Fire Department representatives for what they do for the community and for the risk they take for the benefit of the residents. Mayor Lay asked if the Fire Dept. identifies issues related to the Fire Department's ability to gain access to a property and inform the property owners when such issues exist, to which Assistant Chief Ewald responded that access issues don't typically arise in Rolling Hills, but it would be addressed during the inspection process if an issue did arise. Following discussion, the City Council directed staff to determine ways to address dead brush/trees; determine ways to address existing shake roofs, confirm Fire Dept. has adequate access to protect city and report back to the City Council with recommendations. Staff was further directed to proceed with updating the City's Natural Hazard Mitigation Plan. OTHER MATTERS. City Manager Cruz reported that he will be out of town September 13-17, 2014 attending the ICMA Conference. He also reminded the City Council that the Block Captain Community Parry is scheduled for Sunday, September 21st from 2-5pm at the Fire Station. City Manager Cruz further reported that the aggressive dog ordinance has been drafted and will be forwarded to the Ad Hoc Committee members for their review this week. He also reported that the City Attorney's office is finalizing the view preservation guidelines. PUBLIC COMMENT ON CLOSED SESSION AGENDA None. CLOSED SESSION None. RETURN TO OPEN SESSION None. Minutes City Council Meeting 09/08/14 -4- ADJOURNMENT Hearing no further business before the City Council, Mayor Lay adjourned the meeting at 9:20 p.m. in memory of long time residents Flora Hummel and Ruth Cumming. The next regular meeting of the City Council is scheduled to be held on Monday, September 22, 2014 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 City Clerk Approved, 'e?6 � /-6-9 B. Allen Lay Mayor Minutes City Council Meeting 09/08/14 -5-