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10/12/1981 8 3 .. MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL CITY OF ROLLING HILLS, CALIFORNIA October 12 , 1981 A regular meeting of the City Council of the .City o� Rolling Hills _ was called to .order at the Administration Building, 2 Portuguese Bend Road, Rolling Hills , California by Mayor Rose at 7 : 30 P.M. Monday , October 12 , 1981 . � . - ROLL CALL PRESENT: Councilmembers Crocker, Heinsheimer , Mayor Rose ABSENT: Councilwoman Swanson (arrived at 7 :40 P.M. ) Councilman Pernell ALSO PRESENT: Teena Clifton City Manager Patrick Coughlan City Attorney - June Cunningham Deputy City Clerk � Douglas McHattie South Bay �ngi.neering � Judie Donner League o� Women. Vol;ers � Emm�,nue1 David Residents � Glenn Gotwals m Virginia Leeuwenburgh � a APPROVAL OF MINUTES 748 � " 'The minu�es of the meeting on September 28, 1981 were approved. and accepted as presented on a motion made by Councilman Crocker , seconded by Councilman Heinsheimer and carried by the following roll call vote : AYES : Councilmen Crocker, Heinsheimer, P.4ayor �.ose NOES : None ABSENT: Councilmembers Pernell , Swanson OPENING OF SEALED BIDS 772 The Manager reported that four sealed bids had been received in response to a request for bids for new carpet for the City Hall i�l areas presently carpeted, with the addition of the office of the Deputy City Clerk, and for no-wax hard surface vinyl flooring for the rear entry, machine room; restrooms , kitchen, etc. and top set base for the entire buiTding. After all the bids were in Mrs. Clifton discussed the viny�l .flooring which had been selected with a represent- ative of the manufacturer; and he advised that the flooring chosen was not suitable for a commercial building and would not be guaranteed to wear well in the use for which it was selected. P�Irs. Clifton said she had discussed the matter with the City Attor,ney, and Mr. Coughlan re- commended that the bid form be revised to show a new selection of hard surface vinyl , and the contractors who had submitted bids should be given an opportunity to submit a new bid, based on the revised re- quirements. The matter was held on the agenda for the next meeting. FINAL MAP APPROVAL, TRACT 37810 , EMI�4ANUEL DAVID, 38 CREST ROAD EAST 800 The Manager presented the final map for the Emmanual David sub= division , Tract 37810, and a letter dated October 8 , 1981 from the . Department of County Engineer-Facilities, advising that the map has been checked by the County Engineer , the lots shown on the map meet the requirements of the City of Rolling Hills Ordinances , and recom- mending that the Council� approve the final map . D4rs. Clifton said Mr. Coughlan has reviewed the bonds submitted by the owner, and has . found them in order. In addition, D�irs . Clifton said a cash deposit has been made for a drainage plan , which will be reviewed and engin- eered if necessary after the winter rains . � Mayor Ftose asked that the record show that Councilwoman S�vanson had arrived during the presentation of the map, - �� October 12 , 1981 Councilman Crocker moved that the final map be approved, and that the City Manager be authorized to sign the linen original for Traet No. 37810, Emmanuel David. The motion was seconded by Councilwoman Swanson and carried by the following roll call vote ; AYES : Councilmembers Crocker , Heinsheimer , Swanson Mayor Rose NOES : None ABSENT: Councilman Pernell , � FINANCIAL STATE�ENT CORRECTION 842 In a correction of the August Financial Statement requested at the last meeting, Mrs. Clifton presented a memo prepared by Norma • Young, the bookkeeper, advising that the line item called City Attor- ney will reflect the legal retainer paid to Richards, Watson, Dreyfuss and Gershon, and any other charges billed by �that firm except for land- slide litigation; the line called Outside Legal Counsel will not be used. The �4,000 budgeted will be considered part of the appropriation for the City Attorney. The line called Legal Expense will reflect any charges by William Kinley, including charges for attending meetings of the Planning Commission. The line called Litigation ��ill reflect any charges specific to the landslide injunction. FLYING TftIANGLE, KLONDIKE CANYON DRAINAGE � 888 � In a memorandL�m dated Ociober y, 1981 the Manager advised the Council that the Community Association has received a very preliminar,y pla� frorn South Bay Engineering -Corporation for development of a drain- age system for the cul de sac of Pinto Road: �4.rs. Clifton said the cost of the proposed drain would be approximately �16,000, and in dis- cussing the proposal , a plan :for payment on. a shared basis by the City, the Commun 'ity Association and two residents who would benefit. from �he installatio� has been discussed, An alternative to the development of the drain by S�uth Bay Engineerin� would be installation- of a drain by . the Flood Control District , using Flood Control specifications, and � the cost would be considerably higher, the r.�anager said. A copy of a letter frorri A�r. and. .h-irs. James__ Evans, 62 Portuguese _ _ Bend Road, expressing concern about .potential damage to their property as a result of soil remaining from the geological testing_, was presented to the Councila In the letter da�ted :0ctober 1, .�1981 P.4r, and Mrs. Evans stated that they accept no responsibility for the amounts of: dirt which will flow down the canyon during winter rains. Mr. Douglas rllcHatt 'ie, - South Bay Engineering, st.ated that the pipe. planned for the proposed drainage system would be large enough to handle the run-off, and the . soil would be carried to an area that could handle it as it spread out. b�r. Coughlan said that because of potential litigat�ion, t�he matter should be discussed in a litigation session. The 114ayor so ordered. Following discussion Councilman Crocker moved that South Bay . � Engineering Corporation be authorized to proceed with irista.11ation of the drain, with costs to the City not to exceed $6,000; that Mayor Rose be authorized to negotiate with the Community Association on behalf of the Council for a plan for participation in the cost by the City, the Community Association and residents on Pinto Road �vho will be affected. The motion was seconded by Councilman Heinsheimer and carried by the followirig roll call vote: . � � AYES : Councilmembers Crocker; Heinsheimer, Swanson, l�ayor Rose NOES : None ABSENT: Councilman Pernell ' SOUTHERN CALIFORNIA EDISON COMPANY, CLAIP,4 FOR DAMAGES 1034 A claim in the amount of $374. 59 for repair and/or replacement of facilities damaged on April 23, 1981 at the rear of 62 Portuguese -2- \ October 12 , 1981 �5 appreciation for his services volunteered to the City in connection ` with the landslide in the Flying Triangle, and Dr. Eh]:ig asked that the gift be made to the .Robert Stone Fellowship in care of California State University, Los Angeles, 5151 State University Drive, Los Angeles, California 90032. Mrs. Clifton said she asked Dr. Ehlig to confirm the information in a letter to the Council. Councilwoman Swanson asked that the Council reconsider the amount to be given , stating that she considered $5,000 discussed too much in view of budgetary restraints , even though the services would cost far in excess of that amount if paid for. Councilwoman Swanson said she thought $2 ,000 or $2 ,500 would be a generous. gift . . The matter was held on the agenda for receipt of a letter from , Dr. Ehlig. ADOPTION OF POLICY RE : APPOINTMENTS 1430 Proposals for Appointment to Boards and Committees and Appointment to Commissions were presented for consideration by the Council . Council- � woman Swanson explained that th,e ma�or difference in the two proposals , O as developed by her, was that appointment to Commissions would require four affirmative votes by the Council for appointment ; appointment to � Boards and Committees would require an affirinative vote by a majority m of the Council for appointment . Further, Councilwoman Swanson said � that Paragraph 2 of. the proposed .procedures contains a requirement Q that a time be set for personal interview, and she said the intent was. that not everyone who applies be interviewed, . - .r ar. _ _ _ _ . . . - . • . - - .-- - . . - � , Councilman Heinsheimer suggested that Paragraph 2 be ainended to read: "Establish time for review of application by City Council liaison representative and City Personnel Officer, If personnel of�icer and liaison representative are the same person the City Council should appoint a second Council representative. " With that change decisions regarding� interviews would be. made .by the Council members invblved. Mayor Rose said he thought Paragraph 4 should require a vote of the majority of the Council , or three votes. Councilman Crocker said he thought the procedure should encompass appointment to fill a vacancy on the Council as well as to Commissions , Boards and Committees . The . City Attorney said .Paragraph 2 under Notification of Vacancy should include a requirement that. notice of the vacancy be posted. Councilman Crocker moved that the procedure be adopted with the following changes : That Paragraph 3 under Procedures be changed to read "---at a meeting duly held", eliminating�-the word "r.egular" ; that Paragraph 4 be changed to .require three affirmai;ive votes by the City Council , and that appointment to Cauncil Vacancies be included in the title. Councilman Heinsheimer said that since the procedure is basically the same in both proposals ; he thought the two could be com- bined, with the title amended, and the changes previously discussed should be made in Paragraph 2 , Notification of Vacancy and Paragraph 2 , Procedures . Councilman Crocker said applicants for, an .appointment should be told in advance about any requirements for disclosure of assets or conflict of interest statements . . Mayor Rose directed that the revisions be made, and that the revised form be placed on the agenda of the next meeting for further � consideration by the CounciT. . ADJOURNI�7ENT TO LITIGATION SESSION 1545 Mayor Rose adjourned the meeting to a Litigation Session at 8 :50. P.A4. MEETING RECONVENED The meeting was reconvened at 9 :30 P.b4. Mayor Rose said that Councilman Crocker was authorized to consult with b4r. William Kinley regarding the items discussed at a closed Litigation/Personnel Session. ADJOURNIv1ENT 1550 The meeting was adjourned at 9 :32' P.M . . APPROVED : � Mayor -5- City Clerk