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2/14/1983MINUTES OF A REGULAR ;MEETING OF THE CITY COUNCIL CITY OF ROLLING HILLS, CALIFORNIA February 14, 1983 345 A regular meeting of the City Council of the City of Rolling Hills was called to order at the Administration Building, 2 Portuguese Bend Road, Rolling Hills,. California by ':Mayor Pernell at 7:30 P.M. Monday, February 14, 1983. ROLL CALL PRESENT: Councilmembers ;Murdock, Swanson, Mayor Pernell ABSENT: Councilman Heinsheimer Councilwoman Leeuwenburgh (arrived at 7:40 PM) APPROVAL OF MINUTES The minutes of the meeting oh -January 24, 1983 were approved and accepted as presented on a.motion made by Councilwoman Swanson- second- ed by.Councilwoman Murdock and carried by the following -roll call vote: AYES: Councilwomen Murdock. Swanson, Mayor Pernell NOES: None ABSENT: Councilmembers Heinsheimer, Leeuwenburgh PAYMENT OF BILLS 25 . Councilwoman Swanson moved that Demands No: 10944.through .10949 and 10951 through 10975 in the amount of $17,775.25 be approved for payment from the Gener-al Fund, and -that Demand No. 10950 in°'the amount of $954.45 be approved for payment from the Fire and Flood Self Insur- ance Fund. The motion was seconded by Councilwoman Mutdock and carried by the.following roll call, vote: AYES- Councilwomen :Murdock., Swanson, Mayor Pernell NOES: None ABSENT: Councilman Heinsheimer ABSTAINED: Councilwoman Leeuwenburgh The Mayor asked that the record reflect that Councilwoman Leeuwenburgh arrived at the meeting during the presentation of bills. SEWER STUDY COMMITTEE - REQUEST FOR PROPOSALS ON FINANCING 58 The City Manager presented a draft Request for Proposal which. was approved by the Sewer Study Committee to be sent to eleven firms in California in connection with financing fA proposed sanitary sewer lines and household sewer hook up for a portion of the City, and a geologic land stabilization project; both projects to be located in the portion of the City known as the Flying Triangle Area. Mr. Smith ALSO PRESENT: Ronald L. Smith City Manager Michael Jenkins City Attorney June Cunningham Deputy City Clerk Mrs. Gladys Black R. H. Women's Club Mr. & Mrs. C. Bundy Residents Donald W. Crocker Mr. & Mrs. W. Field Q Mrs. Carol Hansct) :! V Dr. Richard Hoffman Mrs. C. MacNaughton Mrs. Beverly Pernell Forrest Riegel Allan Roberts Mason Rose Ronald Warmbier Kenneth Watts APPROVAL OF MINUTES The minutes of the meeting oh -January 24, 1983 were approved and accepted as presented on a.motion made by Councilwoman Swanson- second- ed by.Councilwoman Murdock and carried by the following -roll call vote: AYES: Councilwomen Murdock. Swanson, Mayor Pernell NOES: None ABSENT: Councilmembers Heinsheimer, Leeuwenburgh PAYMENT OF BILLS 25 . Councilwoman Swanson moved that Demands No: 10944.through .10949 and 10951 through 10975 in the amount of $17,775.25 be approved for payment from the Gener-al Fund, and -that Demand No. 10950 in°'the amount of $954.45 be approved for payment from the Fire and Flood Self Insur- ance Fund. The motion was seconded by Councilwoman Mutdock and carried by the.following roll call, vote: AYES- Councilwomen :Murdock., Swanson, Mayor Pernell NOES: None ABSENT: Councilman Heinsheimer ABSTAINED: Councilwoman Leeuwenburgh The Mayor asked that the record reflect that Councilwoman Leeuwenburgh arrived at the meeting during the presentation of bills. SEWER STUDY COMMITTEE - REQUEST FOR PROPOSALS ON FINANCING 58 The City Manager presented a draft Request for Proposal which. was approved by the Sewer Study Committee to be sent to eleven firms in California in connection with financing fA proposed sanitary sewer lines and household sewer hook up for a portion of the City, and a geologic land stabilization project; both projects to be located in the portion of the City known as the Flying Triangle Area. Mr. Smith February 14, 1983 said that although eleven letters will be sent, it is his opinion .that only about four of the firms will be able to submit a proposal for a sewer project in a geologically hazardous area. The list of firms to.. which the request for proposal will be sent was provided to the Council. Councilwoman Swanson, Chairman of the Sewer Study Committee, said the Committee considered the RFP in depth, made certain amendments, and recommended that it be sent to a number of firms as the next logical step in determining whether a sewer system is feasible in the area. She said the request for proposals is not a commitment to proceed with the project, but is intended to provide information and options to assist. the Committee in .determining what.the progress should be. Mayor. Pernel said there has not been any indication of a willingness or desire to proceed by the affected residents. Councilwoman Swanson said it is not possible to bring the matter before the residents for such a show of interest unless additional information requested in connection with financing. is available. Mayor Pernell asked Dr. Rj_c:;,-lard Hoffman, resi- dent liaison member of the Sewer Study Committee, to comment on the advisability of proceeding with requests for proposals for financing. Dr. Hoffman said he_considers..it an appropriate action, and the record shows that no commitment has been made. Dr. Hoffman said he partici- pated in the decision to mail. the requests for proposal. Councilwoman Swanson said the Committee was unanimous -in their recommendation to the Council, and on that basis she made a motion to approve the action.of. the Committee and authorize the City Manager to mail the Request.,for Proposal, as approved by the Sewer Study Committee, to the eleven firms listed. The motion was seconded by'Councilwoman 1L:turdock and carried by the.following roll call vote: AYES: Councilwomen Leeuwenburgh, Murdock, Swanson. Mayor Pernell NOES: None ABSENT: Councilman Heinsheimer TRAFFIC COMMISSION APPOINTMENT 200 Councilwoman Leeuwenburgh, Chairman of the Traffic Commission, advised the Council that she had reviewed applications submitted for consideration for appointment to the Traffic Commission, and she moved that Mrs. V'Etta Virtue be appointed to fill an existing vacancy on the Commission. Councilwoman Swanson seconded the motion. Mayor Pernell asked Councilwoman Leeuwenburgh whether she had met with the candidates and interviewed them. Councilwoman Leeuwen- burgh said individual interviews were not held, but she had contacted Mrs. Virtue and she is willing to serve on the'Traffic Commission. The Mayor said all candidates should be interviewed befo-.ki an appoint-. ment is made; and he'ordered .the matter held on the agenda for such action. Councilwoman Leeuwenburgh withdrew her motion and Councilwoman Swanson withdrew her second. OPEN AGENDA Mayor Pernell announced that a portion of each meeting is open for comments from persons present who wish to comment about any matter which is not on the agenda. Donald W. Crocker, 14 Cinchring Road, -addressed the Council and urged that'the City not.participate in any joint fire insurance plan offered by the Contract Cities Association. Mr. Crocker, a former Councilman, said he had received information pertaining to a proposal by Contract Cities for pooling.of insurance in an effort to lower rates and he said such participation could open the City to liability and - in his opinion could be more costly. Mayor Pernell thanked Mr. Crocker for his comments, and he said no commitment has been made by the.City with regard to participating in any joint insurance program. -2- I 347 February 14, 1983 PRESENTATION OF RESOLUTIONS OF APPRECIATION 390 Mayor Pernell announced that it is the wish of the current City Council members to acknowledge the dedication of members of'the com- munity who serve on City commissions and who have served on the City Council and the'Planning and Traffic Commissions and to recognize and thank those residents.' The Mayor read an excerpt from ROLLING HILLS, The Early Years, by A. E. Hanson, describing an anniversary party on Valentine's Day 1941, to celebrate Rolling Hills fifth anniversary, and he.said the City Council would honor residents who had been in- vited to attend the meeting on Valentine's Day 1983. RESOLUTION OF APPRECIATION - DONALD W. CROCKER Mayor Pernell presented a Resolution of Appreciation, adopted by the City Council on February 14, 1983, to former.Mayor and Councilman Donald W. Crocker, together with a copy of Mr. Hanson's book. RESOLUTION OF APPRECIATION -MASON H. ROSE, V Mayor Pernell presented a Resolution of Appreciation, adopted by 1"4 the City Council on February 14, 1983 to former Mayor and Councilman U_ Mason H. Rose, V, together with a copy of Mr. Hanson's book and a pen V and pencil set which was purchased at the end of his term of office and had not been presented. - PRESENTATION OF CITY OF ROLLING HILLS PLAQUES.- PLANNING COMMISSION Mayor Pernell presented appropriately engraved.plaques and a copy of Mr. Hanson's book to the following.,residents in appreciation of service on the Planning Commission: Forrest Riegel Planning Commission Member May 1974 - May 1978 Chairman October 1975 - May 1978 Carol Hanscom Planning Commission.Member'January 1974 - October 1982 -.Chairman May 1978 - April 1979 Jody Murdock Planning Commission Member May 1974 - April 1982. Chairman May 1979 - April 1982 The following members of the Planning Commission were honored for continuing service: William C. Field • Appointed to Planning Commission February 1973 Chairman April- 1975'- .September 1975 Allan Roberts Appointed to Planning Commission June 1978 Kenneth Watts Appointed to Planning Commission June 1978 Appointed Chairman - May 1982 PRESENTATION OF CITY OF ROLLING HILLS PLAQUES - TRAFFIC COMMISSION Mayor Pernell presented appropriately engraved plaques and a copy of Mr. Hanson's book in appreciation of.service to: Clifford Bundy Member of the Traffic;.CommissioA November 1979 - April 1982 .Mayor Pernell noted that Mr. Bundy is now a member of the Planning Commission. Gordana Swanson Chairman of Traffic Commission November 1979 - April 1982 PRESENTATION OF PLAQUE TO MAYOR PERNELL Mayor pro Tem Murdock presented an engraved -plaque and a copy of Mr. Hanson's book to Mayor Pernell in appreciation of his service as a member of the Planning Commission from July 1964 - January 1975, and his service as Chairman of the Commission September 1968 - January 1975. -3- 4S February 14, 1983 MATTERS FROM THE CITY COUNCIL 650 PALOS VERDES PENINSULA TRANSPORTATION COMIMITTEE Councilwoman Swanson said she wished to report on a meeting of the Palos Verdes Peninsula Transportation Committee and material sub- mitted to the City Council by Chairman Jackie Bacharach, Rancho Palos Verdes Councilwoman.. A Request for Proposal on behalf of the four Peninsula cities for d.ommunity-based paratransit operations.on and::for. the Palos-Verdes'l.Peninsula, also a request,.for temporary extension of the Dial -A -Ride Program were discussed. Councilwoman Swanson moved that the RFP be approved as submitted, explaining that there would be no cost to the cities for -the RFP,*and the,project,"if approved, would be paid for from Proposition -.A funds: The motion was seconded by Councilwoman Burdock and carried by the following roll call vote: AYES: Councilwomen Leeuwenburgh, Murdock, Swanson Mayor Pernell NOES: None'- ABSENT: one - ABSENT: Councilman Heinsheimer Councilwoman Swanson said the Dial -A -Ride Program will terminate on June 30,1983, since funds for the program will not be available. after July 1, 1983,.because'the sales.tax revenue. -.was allocated for transportation for a.specified time,..and will no longer be available since approval of Proposition A. Councilwoman Swanson moved that a temporary extension of time not.to exceed six months for the Dial -A - Ride program be approved to enable the Palos Verdes Peninsula Trans- portation -Committee to evaluate and develop a paratransitsystem in view of a demonstrated need. Councilwoman Swanson said it is.antici pated that.the cost of extending the service for six months would cost all of the Peninsula cities and two unincorporated County areas $10,000, which is a conservative figure, and could be*allocated among the participants in various ways. Further, she said that if extended, the paratransit program could be funded from Proposition A funds. The motion to extend the Dial -A -Ride Program for a period not to ex- ceed six months -while alternatives are being explored was seconded by Councilwoman Murdock for purposes of .discussion. In discussing.the matter Councilwoman Murdock said she had dis- cussed allocation of costs with Chairman .Bacharach since it was her understanding that the participation by Rolling Hills residents was rather limited; Chairman .Bachatach estimate"d,'that It' 'is about 9%. of the total usage. 'Councilwoman Swanson said there were 176 rides in Rolling Hills in a period of one year, and she said the amount of allocated costs could be.negotiated. ?Mayor Pernell said he would be opposed to extension of the Dial -A -Ride program on the basis -of need, since records indicate that 16 people in Rolling Hills bought tickets and 176 rides were used. The Mayor said he discussed usage with Chair- man Bacharach and -she said 424 persons registered for the program, but less than that number used it, since there were 1,964 rides for the year on the Peninsula, indicating that approximately 300 people'i.used- '. the service. Councilwoman Swanson said the time extension could be reduced, and she said she would be willing to propose a three month extension on behalf of Rolling Hills. Councilwoman Swanson .said it was anticipated that Rolling Hills would receive approximately $19,000, but because of the economy, that figure has been reduced to $14,000. The City Manager said $3,400 has been received so far, $99 has been spent, leaving a balance of approx- imately $3,300 in the City's Proposition A fund. Councilwoman Swanson said it is her opinion that, based on the City's usage, Rolling Hills would not be asked to pay more than $1,000 for its share of a six- month extension; if'the extension were for only three months, that amount would be adjusted. Mayor Pernell suggested that an effort be made to complete the study with no more than a three month extension beyond June 30. Councilwoman Swanson said the Committee is working very hard and it is hoped it will be completed by September, but since all Peninsula cities must approve the expenditure, she asked -4- A 349 February 14, .1983 that a six month extension be approved. Councilwoman Leeuwenburgh asked whether the same staff would be retained. Councilwoman Swanson said only one person is on the.staff, and she works part time; in addition one person does promotion on a part.time basis, so the over head is low. Further, she said there is no office, just an answering machine in the home of the part time staff person, and other services are provided by the City of Rolling Hills Estates, which is the lead agency. Mayor Pernell said that since. a request for an expenditure is being made, the matter should be.an agenda item, and he ordered the matter held for discussion at the next meeting. Councilwoman Swanson said she wished to appeal the decision of the Chair, and she so'moved. The motion died for lack of a second.-. Councilwoman Swanson asked the City Attorney to rule on the propriety of deferring the item after a motion has been made and seconded. Mr. Jenkins said that when the Chair orders an item continued, that is the action, and the item is continued. Councilwoman Swanson asked that the record reflect her objection to the procedure.. Mayor Pernell ordered.that the matter be placed on the agenda of the next City Council meeting for discussion. Councilwoman Murdock said that if the Council is going to consider the item further more information should be made available, including the percentage that would be applied to Rolling Hills in developing a formula for payment. BOARD OF DIRECTORS MEETING 1060 Councilwoman Murdock said she attended the last meeting of the Board of Directors of..the Rolling Hills Community Association, and the City Manager was asked to join the meeting to provide some information. Mr. Smith said he considered the exchange of inform- ation and recommendations made by a Board Member with regard to a property on which there,is a violation of mutual benefit to the Board and -the City.. Councilwoman Murdock said the Board expressed an interest in receiving copies of correspondence recently received from Southern California Edison. The Manager reported that the correspondence was given to the Association Manager when it was received fortransmittal to the Board of Directors. Mayor Pernell asked that a letter be written to the Board expressing the appreci- ation of the Council for assistance in eliminating a violation on a property in the community. I - MATTERS FROM THE CITY ATTORNEY SECOND UNIT HOUSING .1085 . . The City Attorney advised the Council that the next step in . dealing with second unit housing, commonly known as "granny housing" is preparation of ari'ordinance reflecting the Council's wishes on that legislation. Mr. Jenkins said he wrote a letter to the Manager outlining the alternatives available in order to comply with the new legislation, including adoption of an ordinance permitting it; adoption of an ordinance prohibiting it; or to do nothing. Mr. Jenkins said that after reviewing the letter it would be appropriate for the Council to discusswhat would be most appropriate for the City. If it is the Council's wish to adopt an ordinance, Mr. Jenkins said he would work with the City Manager on developing one. Mr. Smith said he is'concerned about the factual information available to the City to be used as a'basis for considering the matter; however, he said certain characteristics of the City, including lack of sewers and street lights, narrow roads and the geological characteristics of the land would be helpful in establishing a prohibition, if the Council wishes to do so. MATTERS FROM THE CITY MANAGER SPRING CLEAN UP 1110 The Manager reported that Removal Incorporated had advised him that the week of April 4 through April 9 would be a satisfactory -5- 350 February 14, 1983 time for the annual Spring clean-up, since students on Spring vaca- tion would be available to drive additional trucks required. The Mayor asked that the community be advised as soon as possible of the schedule for the clean-up. Mr. Smith said a special Newsletter will be sent. OLYMPIC ROSE BUSHES 1125 The Manager advised -the Council that Leah Jeffries, field deputy for Supervisor Dean Dana; had contacted him and advised that the City can obtain Olympic rose bushes. The bushes will be available'at a ceremony at the Torrance County building, and can be obtained by the City at no cost, and with no commitment regarding the Olympics. The Council agreed to participate in planting the special rose bush in the City. DOG LIC NSING 1136 The Manager reported that the Los Angeles County Department of— Animal Control has advised that in order to have the City's licensing done by the County a leash law would have to be ,enacted, even if it is not enforced. Members of the Council agreed with the Manager's recommendation that no change be made in the licensing procedure at this time. UNITED WAY 1150 The Manager reported that a presentation will be made by repre- sentatives of United Way in the Council chambers on Thursday, Feb- ruary 17, 1983 for employees of the City. Mr. Smith said attendance at the presentation is voluntary on the part of the employees. RTD SERVICES 1181 The City'Manager said a report on RTD services available on the Peninsula was prepared for the Peninsula cities by -RTD staff at no cost to the cities. FIGURE SKATING HONORS, CHRISTOPHER MITCHELL 1186 Mr. Smith circulated a photograph of Christoper Mitchell, 23 Georgeff Road, a twelve year old resident who recently won a gold medal in figure ice skating competition. The Manager said a congratulatory letter was sent to Christopher following his recent achievement. PROTOCOL RE: RECOGNITION OF ACHIEVEMENT 1195 The City Manager asked that the Council establish some guide lines for recognizing and acknowledging special achievements by residents. Following discussion the City Manager was authorized to use discretion when an achievement or accomplishment by a resident comes to his attention, and to have a letter of congratulations written for the Mayor's signature, if he considers it appropriate. REFERENCES RE: WORKERS 1250 The Manager said that as a general rule he hesitates to refer a resident to a contractor when requested to do so, but in cases which involve a violation of the Municipal Code he has supplied a number of names; he asked the Council whether they considered it proper for the City -to supply the names of contractors. Mayor. Pernell said such information should be obtained from the Community Association, since entry to the City is controlled by the road use system, and a list of contractors who have paid the required fees is available from Association files. The City Attorney said that if names for particular work are provided by City personnel, the resident should be advised that the City does not guarantee any work or assume any responsibility for the reference. mm 7- L r February 14, 1983 PROBLEMS BETWEEN PROPERTY OWNERS 1302 The City Manager said there have been 'recent ,problems between property owners regarding drainage, and as amatter of policy he i has not become involved; in the event there s a code violation an inspector is sent to the property and the matter is then pursued. Members of the Council agreed that staff should not become involved in disputes or problems between neighbors unless there is a violation of a code which results in a problem. The City Attorney said that if a hazardous condition exists, whether Or not there is a code violation, the City-111anager should act to eliminate the hazard, either through the Association or directly with the resident involved. LETTER TO COMMUNITY ASSOCIATION 1360 Mayor Pernell asked that a letter be written to the Board of Directors of the Rolling Hills Community 'Association expressing the appreciation of the City Council for the efforts of the Maintenance staff during the recent storms in clearing drains, removing fallen trees and limbs, and maintaining roads for vehicles and emergency equipment. POLICY - AGENDA ITEMS 1387 The Manager explained that when preparing the agenda he includes only City oriented items, and when asked by another agency to include an item, it is his practice to refer the matter to the Council member responsible for that item so that it can be reported on at the meeting. Copies of all correspondence are sent to the Council, and the agenda is prepared well in advance of. the meeting so the agenda can be printed in the Newsletter. Mayor Pernell said that hat as a matter of policy the Mayor is responsible for items included, and requests for special items should be referred to the Chair. CLOSEDSESSION 1415 The Mayor recessed the meeting to a closed session at 9:40 P. -M. ADJOURNMENT The meeting was reconvened at 10:20 P.M. and Mayor Pernell said matters pertaining to the antenna were discussed insofar as potential litigation is concerned. The meeting was immediately adjourned to Monday, February 28, 1983 at 7:30 P.M. -7- City Clerk