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4/13/1987MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL CITY OF ROLLING HILLS April 13, 1987 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, April 13, 1987. ROLL CALL PRESENT: ABSENT: ALSO PRESENT: CONSENT CALENDAR Councilmembers Heinsheimer, Leeuwenburgh, Murdock, Swanson, Mayor Pernell None Terrence L. Belanger City Manager Secretary General Telephone Los Angeles Times Residents Carley Kathy Uros Kevin Peterson Ann Johnson Thomas R. Boyd Mr. and Mrs. James Robert Solima Mrs. Betsy'Raine Councilwoman Swanson moved that items on the Consent Calendar be approved and submitted. The motion was seconded by Councilwoman Murdock and carried unanimously. APPROVAL OF MINUTES The minutes of a regular meeting on March 23, 1987 were approved and accepted as presented. PAYMENT OF BILLS Demands No. 1994 through 2029 in the amount of $28,494.16 were approved for payment from the General Fund. PRESENTATION BY KEVIN PETERSON, DISTRICT MANAGER, GENERAL TELEPHONE Mr. Kevin Peterson, District Manager for General Telephone Company, advised the Council that April has been designated by the State of California as Earthquake Preparation Month. Mr. Peterson said it has been predicted that a major earthquake will occur within the next 20 - 30 years, and General Telephone Company has taken steps to prepare the company and employees for the predicted disaster. A video tape has been prepared entitled "Earthquake: Being Prepared for the Emergency at Home". While the tape was initially intended for viewing by employees of General Telephone Company, a decision has been made to make it more widely available. Mr. Peterson said that on behalf of General Telephone Company he was present at the meeting to donate' two copies of the video tape to the City for use by the residents, and he suggested that the tape, which is 26 minutes in length, could be used in conjunction with the community's Neighborhood Watch Program. Mayor Pernell accepted the tapes on behalf of the City Council, and he thanked Mr. Peterson for his presentation. Further, the Mayor expressed his appreciation to Mr. Peterson for his high visiblity and ready response to the Community in his position as District Manager for General Telephone Company. Mayor Pernell *presented the tapes to Mrs. Ann Carley, president of the Rolling Hills Women's Community Club. Mrs. Carley said the tapes would be used at the Club's meeting in May, when a Neighborhood Watch Program will be presented. She thanked Mr. Peterson and Mayor Pernell for the tapes. April 13, 1987 INTRODUCTION OF CITY SECRETARY The City Manager introduced Kathy Uros, who was recently hired for the position of City Secretary. NEW RECORDING EQUIPMENT Mr. Belanger said the current meeting is being recorded on a cassette recorder which is being considered as a replacement for the reel to reel recording equipment that has been used. The Manager explained that among the advantages of cassette recording is the convenience of having a cassette available for anyone who wishes to listen to the proceedings on their personal equipment: AGREEMENT BETWEEN CITY OF ROLLING -HILLS AND ASL -CONSULTING -ENGINEERS The City Manager distributed copies of an Agreement for Consulting Services between the City of Rolling Hills and ASL Consulting Engineers, which was prepared by the City Attorney. In a staff report the Manager recommended that the City Council approve the agreement and authorize the Mayor to execute it: Councilwoman Swanson moved that the agreement be approved and that Mayor Pernell be authorized to execute the agreement: The motion was seconded by Councilwoman Murdock and carried unanimously. AWARD OF CONTRACT FOR AERIAL/TOPOGRAPHIC MAPPING In a memorandum to the City Council dated April 13, 1987, the City Manager recommended that the Council direct staff to negotiate an agreement with Pictorial Sciences, Inc., in conjunction with ASL Consulting Engineers. Mr. Belanger advised that the City received five responses to a Request for Proposal for aerial photography mapping services. He explained that unknown to him when the RFP was sent out, ASL already had an agreement with Pictorial Sciences for the type of information required, at a price lower than the bid submitted to the City of Rolling Hills. The Manager advised the Council that it is his belief that a lower price can be negotiated with Pictorial Sciences through ASL than that received through the RFP, and it was his recommendation that the decision regarding an aerial survey firm be deferred until the April 27, 1987 Council meeting. In discussing the matter, it was determined that Pictorial Sciences would be working for the City of Rolling Hills as a sub- contractor for ASL, the prime contractor. Mr. Belanger said the appropriate agreement would be provided by the City of Rolling Hills to Pictorials Sciences, Inc., either as a direct sub or an assigned sub contractor. With the concurrence of the City Council Mayor Pernell directed the City Manager to proceed in accordance with his recommendation to the Council. BUDGET AMENDMENT - ATTORNEY SERVICES The City Manager said the City had an agreement with George Wise to provide legal services to the City in connection with the City's insurance coverage relating to the Flying Triangle lawsuit. Mr. Belanger said the contract, when approved, was not to exceed $5,000. The total amount ultimately expended was $5,400, and the Manager requested that an additional $400 be allocated so the account can be closed. Mr. Belanger explained that the additional funds resulted from additional time spent to obtain the necessary information and services in accordance with the City's wishes. A motion to pay the additional funds was made by Councilwoman Swanson and seconded by Councilwoman Murdock. In discussing the matter Mayor Pernell said that although the over -run is less than 10%, it is his opinion that an effort should be made by a contractor to operate within the amount approved in advance of the project. Councilwoman Swanson asked whether a record of the hours expended was kept. Councilman Heinsheimer -2- e. 5a _ n._' -jr� n V �r� - 419 April 13, 1987 asked whether it was a fixed' Pt'.ib-6 or level of effort contract. The manager said that Mr. Harry Gershon, on behalf of the City, arranged a level of effort contract with Mr. wise, and the contract exceeded the previously approved allocation by $400. Councilman Heinsheimer said that if the approved allocation of funds was to be exceeded, a letter advising the Council of - the additional costs should have been ' sent. Mr. Belanger said it is his impression that Mr. wise did not realize that a precise amount had been approved, since he worked through Richards, Watson and Gershon, the City's attorneys. The motion to approve payment of an additional $400 passed on the following roll call vote: AYES: Councilmembers Heinsheimer, Leeuwenburgh, Murdock, Swanson, Mayor Pernell NOES: None (D Lo ABSENT: None M STATUS OF FLYING TRIANGLE L1_ co The Manager said the status of the Flying Triangle is tied < in with HR -6, which, Mayor pro tem Swanson - will address later in the meeting. OPEN AGENDA The Mayor advised that the Open Agenda portion. of the meeting is reserved for comment by persons present who wish to address the Council on any matter which is not on the agenda for the meeting. Mayor Pernell invited comment. There was none, and the meeting proceeded. MATTERS FROM MEMBERS OF THE COUNCIL Councilwoman Swanson Report - HB -6 Councilwoman Swanson reported that the City of Rolling Hills has been included in legislation known as HR -6, the Omnibus Water Bill, which authorizes the -Corps of Engineers to perform a reconnaissance study of the landslide in Rancho Palos Verdes and Rolling Hills. Upon completion of the first stage of the study recommendations will be made to the cities regarding the next step to pursue. Councilwoman Swanson said initially the City of Rolling Hills was not included, and Congressman Dan Lundgren, the author of a portion of the bill, has been instrumental in getting the City of Rolling Hills included, and in contacting the House Sub -Committee on Appropriations stating that it was the intent of the bill that both Rancho Palos Verdes and Rolling Hills be included in the project. Councilwoman Swanson suggested that a letter be sent to the City of Rancho Palos Verdes requesting a mutual agreement to assure a cooperative partnership assuring that the provisions of HR -6 pertaining to the south Peninsula landslide be funded and implemented. Councilwoman Swanson said she considers this action a necessary first step to a clear understanding that there is to be a partnership in the effort. Councilman Heinsheimer said that in his testimony - before the Energy and Water Appropriations Sub -committee, Congressman Lundgren stated specifically that language in the bill specifies that the Corps must look at both areas as part of the reconnaissance study. Councilwoman Swanson -explained that representatives of Rancho Palos Verdes went to Washington at an earlier date and requested funding for a study of the shoreline. Representatives of Rolling Hills subsequently were in Washington and advised Congressman Lundgren that it would be beneficial that the study include both cities. As a result, funding of approximately $250,000 for a reconnaissance study will address the situation in Rancho Palos Verdes and Rolling Hills, due to the efforts of Congressman Lundgren, the author of that portion of the bill, testifying before the Appropriations Sub -committee that he intended that both cities be included. W11 April 13, 1987 With reference to Councilwoman Swanson's suggestion that a letter be written to Rancho Palos Verdes regarding a mutual agreement for a cooperative effort in the project, Mayor Pernell said he would not oppose the action; however, it was his impression that the City of Rancho Palos Verdes is not especially open to the joint approach, and he asked whether there was any indication that this has changed. The City Manager explained that through the processing of the legislation for funding of a water bill for this year for projects, Congressman Lundgren has continued to assert that it is the intent of the bill that both cities be included. Rancho Palos Verdes officials, when discussing the matter with Congressman Lundgren and lobbyists, have also indicated a sincere desire to act cooperatively to coordinate with the City of Rolling Hills. Mr. Belanger said he would agree with the recommendation that the City of Rolling Hills acknowledge the spirit of cooperation. Councilman Heinsheimer suggested that rather than initiating a letter to Rancho Palos Verdes, he would recommend that the Rolling Hills Mayor be authorized by the Council to contact the Mayor of Rancho Palos Verdes in an effort to create a mutual agreement or letter of understanding as part of the process. Mayor Pernell agreed that rather than recommend that a letter be written, the recommendation should be changed to request that -the Mayor communicate with the City of Rancho Palos Verdes, and Councilwoman Swanson agreed. Councilwoman Swanson suggested that a Washington -based lobbyist should be interviewed by either staff or a member of the -Council assigned by the Mayor, regarding the possibility of assisting the City in acquiring funding for the implementation of HR -6. She said the City of Rancho Palos Verdes has already. enlisted the help of a Washington -based lobbyist to assist in obtaining funds for their city, and it is reasonable for the City of Rolling Hills to consider taking similar action. Councilman Heinsheimer suggested that the City of Rolling Hills could consider discussing with the City of Rancho Palos Verdes sharing the cost of a single lobbyist to secure funds for both cities. Councilwoman Swanson said Rancho Palos Verdes has already hired a lobbyist, and she recommended that the City of Rolling Hills take separate action. Mayor Pernell said he agrees with Councilman Heinsheimer's suggestion that unified approach would be preferable, rather than hiring a separate lobbyist. Councilwoman Leeuwenburgh said she considers it necessary to determine the position of Rancho Palos Verdes before proceeding in the matter, and she recommended that that be pursued as the first step. Councilwoman Swanson reiterated that the primary objective of the City of Rolling Hills is to obtain funding to enable the Corps of Engineers to perform a reconnaissance study of the slide area that would include the City of Rolling Hills. As part of that objective, the City of Rolling Hills will seek the cooperation of the City of Rancho Palos Verdes, through contact by the Mayor with that city. Councilwoman Leeuwenburgh said Congressman Lundgren has assured the City of Rolling Hills of his support. Councilwoman Murdock said she agrees with the recommendation that the City of Rolling Hills attempt to develop an agreement with Rancho Palos Verdes for a cooperative effort; beyond that, she said a decision should be made about whether to hire a lobbyist before proceeding with the interview process. Councilwoman Swanson said that the matter is proceeding rapi=dly, and she said it is necessary to make a simultaneous effort. Councilwoman Swanson said, further, a sub -committee should be assigned to meet with representatives of the Corps of. Engineers to determine the scope of the work that will be done in the project. Councilwoman Murdock said the Corps will be given their instructions as far as the bill is concerned, and she did not consider it necessary to meet with anyone from the Corps, since the City Council could not bring any expertise to them. Councilman Heinsheimer said he considers it important to meet with the Corps, especiallysince the funding has been approved for the two cities, and it is essential that there be an equitable distribution of the funding. The City Manager. said it is vital for the City to become involved with the Corps, to emphasize the involvement of the City of Rolling Hills in the project. ..K -4- N 421 April 13, 1987 Finally, Councilwoman Swa 4 ns6n,,:, i46dommended that the City Manager be directed to assist the personnel sub -committee in their assignments, tasks and responsibilities. The Mayor so ordered. Mayor Pernell said that except for a divergence of opinion regarding retaining a legislative advocate or lobbyist, the Council concurs with Councilwoman Swanson's recommendations. Councilwoman Swanson said she feels that the only thing the Council could lose in the interviews would be the time expended. Mayor Pernell said he would be meeting informally with the Mayors of the Peninsula cities within a few days, and he asked that further discussion be deferred until after he has an opportunity to evaluate the situation at that time. The City Manager advised the Council that the two lobbyists who should be considered will be in California during the next two weeks, and there will be an opportunity for members of the Council to meet with them. Councilwoman Swanson said Del Smith, the lobbyist who has been retained by Rancho Palos Verdes, will be in the area next week. Mayor Pernell said (0 Councilmembers Heinsheimer and Swanson are on the personnel Lo sub -committee, and with the concurrence of the Council, the Mayor 0) asked them to meet informally with the lobbyists and the City LL Manager. Mayor Pernell asked the City Manager to attempt to determine whether there will be any duplication of effort in the proposed sewer feasibility study and the renaissance study by 'the Corps of Engineers, and whether any portions, specifically the aerial survey, will be required by both, in an effort to curtail expenditures. Councilwoman Leeuwenburgh asked whether the City's special counsel is being kept informed of the City's actions in conjunction with the City of Rancho Palos Verdes. The City Manager, said he has discussed HR -6 and the attempt at a cooperative effort with Mr. Graham, and he was supportive. Mayor Pernell thanked Councilwoman Swanson for her report-. Councilwoman Leeuwenburgh Coastal Commission Election, City Selection�Committee Councilwoman Leeuwenburgh reported that Ron Cawdrey from Redondo Beach and Jacque ' line Ryerson from Lakewood were nominated for office, and Nell Mirels from Rolling Hills Estates was re-elected the alternate by acclamation. MATTERS FROM STAFF Status: Fiscal Year.1987-88 Budget. The City Manager advised the -Council that the procedure for preparation of the Budget for Fiscal Year 1987-88 has been initiated, and the proposed budget calendar has been sent. to the Council'. He said the Budget Committee will meet to discuss and ' formalize the budget, which will be presented to the Council.in May or June-. CLOSED SESSION Mayor Pernell recessed the meeting at 8:15 p*m' to a closed session to discuss litigation. MEETING RECONVENED The meeting was reconvened at 8:30 p.m. PRESENTATION BY DAVID TOMA, Councilwoman Swanson noted that members of the Council had received a notice that David Toma has been hired by a group of Palos . Verdes parents who have raised money for his appearance at April 13, 1987 the local high schools. Councilwoman Swanson said that Mr: Toma, an ex -narcotics officer, will present a program on alcohol and drugs, and because his appearance has caused some controversy, it is being arranged by a private group, rather than by the Juvenile Diversion Program. Councilwoman Swanson said funding has been allocated to the Juvenile Diversion ' Program for counselling of young people who are expected to seek help after hearing Mr. Toma's presentation. MEETING ADJOURNED The meeting was adjourned at 8:40 p.m. to Monday, April 27, 1987 at 7:30 p.m. APPROVED: Mayor -6- �"4" i - . . . �L City Clerk