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4/10/1989MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL CITY OF ROLLING HILLS, CALIFORNIA April 10, 1989 A regular meeting of the City Council of the City of Rolling Hills was called to order in the Council Chamber at the Administration Building/City Hall, 2 Portuguese Bend Road, Rolling Hills, California, by Mayor Murdock at 7:35 p.m., Monday, April 10, 1989. ROLL CALL PRESENT: Councilman Heinsheimer, Councilwoman Leeuwenburgh, Councilman Pernell, Councilwoman Swanson, Mayor Murdock ABSENT: None 00 ALSO PRESENT: Terrence L. Belanger City Manager L. D. Courtright City Treasurer LO Michael Jenkins City Attorney Betty Volkert Deputy City Clerk m Ann Johnson Los Angeles Times Q Frank Hill Resident CONSENT CALENDAR Councilwoman Swanson requested that the minutes of March 27, 19,89, be removed from the Consent Calendar and considered under separate action. Councilwoman Swanson moved that the remaining item on the Consent Calendar be approved as presented. Councilwoman Leeuwenburgh seconded the motion, and it carried unanimously. APPROVAL OF MINUTES Councilwoman Swanson wished to discuss the minutes of March 27, relative to the synopsis of the comments made under Open Agenda. Following a brief discussion, Councilwoman Swanson moved that the minutes of a regular meeting of the City Council, held on March 27, 1989, be approved as presented. Councilman Pernell seconded the motion, and it carried unanimously. PAYMENT OF BILLS Demands Nos. 3591 through 3595, 3597 through 3618, and 3620 through 3637, in the amount of $46,925.13, were approved for payment from the General Fund. Demands Nos. 3596 and 3619 were voided. OLD BUSINESS There.were no matters for consideration under Old Business. NEW BUSINESS RFP FOR GENERAL PLAN REVISIONS, INCLUDING HOUSING ELEMENT The City Manager explained that the Council has, for their review, a Request for Proposal for all elements of the City's General Plan, with the Housing Element being the first element to be completed in an expeditious fashion. The format of the RFP is fairly standard. The City would make available to interested firms a copy of the City's existing codes so that they could make some kind of an assessment of what might be entailed in tackling this task so that they could develop their costs accordingly. The City Manager noted that there would need ME to be an additional paragraph added under Scope of Services that calls for a revision of the Zoning Ordinance. Any revision of the General Plan should have, as a part of it, a review of the Zoning Ordinance to bring the Zoning Ordinance into compatibility and compliance with the requirements of the General Plan and state law. Councilman Pernell asked if this is mandated, and the City Manager replied that the Housing Element is mandated. The City Manager also commented that one issue that was discussed during the Council's retreat was the general issue of the General Plan and the specific issue of the Housing Element. It was thought that the best way to approach the matter was to get a consultant to first revise the Housing Element and, subsequently, have that same consultant revise the General Plan. Mayor Murdock pointed out that the Housing Element must be revised by July 1. Councilwoman Swanson expressed concern that the response time being allotted, approximately 10 working days, to receive the proposals is not adequate. The City Manager explained that the critical timetable is the revision of the Housing Element. The schedule is structured with the underlying idea being that one consultant would be retained to do both the Housing Element and the General Plan. Other cities have used a similar timetable and have found that the turnaround time has been adequate. Councilwoman Swanson agreed that perhaps the response time to prepare a proposal for only the Housing Element might be sufficient. However, she still had concerns that to prepare an adequate proposal for the entire General Plan might require more time. Councilman Pernell asked if it is necessary to have the same firm prepare both the Housing Element and the General Plan. The City Manager commented that it is not required that the same firm prepare both the Housing Element and the General Plan. A discussion followed of the pros and cons of retaining the same firm to prepare both. The City Attorney, Mr. Mike Jenkins, pointed out that there is a natural efficiency in having one firm do the entire job. Ultimately, Councilwoman Swanson deferred to staff's judgement and recommendation. Councilman Pernell moved to accept the Request for Proposal for revisions to the General Plan and all its elements, as recommended by staff. Councilwoman Leeuwenburgh seconded the motion. There was also some discussion on the list of possible bidders and what method was used in developing the list. The City Manager explained that the list of bidders was derived from previous letters of interest from various firms and consultants. Also, other municipalities have lists of sources, which they are willing to share. The City Manager also pointed out that four days had been set aside for pre -conference meetings with interested consultants, to answer any questions and provide them copies of the General Plan and Zoning Ordinance, to assist them in the preparation of their responses. Once the proposals have been received, it will then be possible to make an assessment as to whether the task of revising the Housing Element can be accomplished within the timeframe specified. The State of.California has indicated that the City of Rolling Hills is out of line with the SCAG projections. The Southern California Association of Governments (SCAG) projections are still in the draft stage; they are sending out all their projections again for further comment. It is conceivable that the City of Rolling Hills could get an extension on the statutorial deadline because finalized data from SCAG has not been received. Therefore, the City might be able to get some relief from the mandated July 1 deadline. �m J 285 Councilwoman Swanson noted that the selection of a consultant would be done by a Selection Sub -committee, and requested that the Selection Sub -committee present two finalists to be interviewed by the full Council. There was further discussion regarding the selection process, and Mayor Murdock suggested that on page 6, paragraph 2, second line, the word "firm" be changed to "firms". Councilman Heinsheimer questioned the reason for choosing to have a pre -conference as opposed to a bidders' conference. An individual pre -conference meeting might discourage some potential bidders, and can be more intimidating. Councilman Heinsheimer felt that a bidders' conference where all potential bidders meet together would be more advantageous and invite more proposals. Thus, the City Manager suggested that the conference date be scheduled for April 20. Councilman Heinsheimer also questioned how the cost of the bids will be presented since the RFP asks for individual rates as opposed to a total cost. The City Manager explained that the purpose for requesting rates is to be able to calculate the cost if additional work Co is required. Following some discussion, the City Manager stated that, to the appropriate paragraph of the RFP, he would direct potential bidders to give a lump sum cost and attach a schedule of fees. LO Councilman Pernell suggested that the wording be: "not to exceed lump 7 sum". m There being no further discussion or objections, the motion on the Q floor carried unanimously. PUBLIC HEARING - CONTINUED ZONING CASE NO. 374, STEPHEN TAUS, 7 OPEN BRAND ROAD Zoning Case No. 374 is a request for a Conditional Use Permit for conversion of the existing stable to a guest house at 7 Open Brand Road. The City Manager explained that there continue to be some questions regarding this project. Staking of the project was done late Friday afternoon. Staff recommended that this matter be continued, in light of the fact that the applicant nor his architect were in attendance. This would also give the Councilmembers time to view the staked site. Mayor Murdock pointed out that the applicant had been asked to stake the property at the Council's first meeting in March, and at the Council's second meeting in March the applicant's architect requested a continuance so that the property could be staked, which was supposed to have been done as soon as possible. Councilman Pernell commented that the Council had conducted one field trip to the site and that the applicants were not well prepared. Councilman Pernell was reluctant to conduct another field trip. Councilwoman Swanson commented that at the first field trip that the Council took, it was her understanding that Mrs. Janice Taus intended to change the plan somewhat and, furthermore, it was not obvious where the proposed stable would be located. Councilwoman Leeuwenburgh felt that the staking that had been done for the first field trip was not accurate and that it should be done by a certified engineer, and that it would be impossible to make a favorable decision based on the staking that was originally observed. The City Manager reported that staking was done by a professional engineer late Friday afternoon, April 7, so that it is possible to see where the proposed access to the future stable would be and where the proposed stable would be located on the property, in conformance with the plan. - 3 - The matter was discussed at some length, afterwhich, the Council agreed to conduct another field trip and to continue the matter to the next City Council meeting. A field trip to the site was scheduled for Friday, April 14, at 7:30 a.m. OPEN AGENDA No one spoke on the Open Agenda. MATTERS FROM MEMBERS OF THE CITY COUNCIL MEDIANS ON PALOS VERDES DRIVE NORTH Councilwoman Leeuwenburgh reported that Rolling Hills Estates City Council meeting, on Palos Verdes Drive North, from Rolling Boulevard. MATTERS FROM STAFF PROPOSED BUDGET CALENDAR she had attended the and they approved medians Hills Road to Hawthorne The City Manager reported that a budget calendar for Fiscal Year 1989-90 had been submitted. Also, for informational purposes, a budget calendar for the second year (Fiscal Year 1990-91) has been submitted, assuming a two year budget calendar. Councilwoman Swanson suggested that the budget process be started earlier, so that more time could be allotted for public input. She feels that two or three public hearings are desirable to provide everyone that wishes to the opportunity to address this issue. Councilwoman Swanson remarked that the Council could deliberate on the budget and, concurrently, take public testimony. Following discussion, the budget calendar was revised such that the development of preliminary revenue and expenditure projections will begin April 17 and continue until June 25. Furthermore, there would be three public hearings scheduled for May 8, May 22, and June 12. It was also suggested that the public hearing on May 8 be noticed as a "Work Session", just to clarify the tentativeness of the budget and the fact that it would be a "proposed" budget as opposed to a "final" budget. CALIFORNIA CONTRACT CITIES CONFERENCE The City Manager reminded the Council that the California Contract Cities is scheduled for the third week in May, in Palm Springs. STATUS OF ARMY CORPS OF ENGINEERS' RECONNAISSANCE STUDY The City Manager reported that the Army Corps of Engineers have retained a consulting firm, Noble Consultants, to do the actual reconnaissance study for the South Peninsula landslide evaluation. Tomorrow, April 11, the consultant, as well as a representative from the Corps of Engineers, and the City Manager will tour the Flying Triangle area. EXCHANGE OF PROP A MONIES The Los Angeles County Transportation Commission has just approved the request to exchange last year's Prop A monies for FAU monies. SYNOPSIS OF COUNCIL RETREAT Staff presented a recap of issues, identified with priorities, that were discussed at the Council retreat on March 17 and 18 at Lake Arrowhead. In actuality, this will become a work plan for the next several months. - 4 - 00 LO D m a SII 297. MEETING RECESSED Mayor Murdock recessed the meeting at 8:30 p.m. to a closed session. CLOSED SESSION The City Attorney requested a closed session for the purpose of discussing pending litigation. MEETING RECONVENED The meeting was reconvened at 8:45 p.m. ADJOURNMENT Mayor Murdock adjourned the meeting at 8:46 p.m., to Monday, April 24, 1989, at 7:30 p.m. APPROVED: Mayor jtlt��� 1, &".&U City Clerk U - 5 -