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5/8/1989297 MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL CITY OF ROLLING HILLS, CALIFORNIA May 8, 1989 A regular meeting of the City Council of the City of Rolling Hills was called to order at 7:34 p.m., in the Council Chamber at the Administration Building/City Hall, 2 Portuguese Bend Road, Rolling Hills, California, by Mayor Leeuwenburgh on Monday, May 8, 1989. ROLL CALL CONSENT CALENDAR Mayor Leeuwenburgh requested that the minutes of April 24, 1989, be removed from the Consent Calendar. Councilman Pernell moved that the remaining items on the Consent Calendar be approved as presented. Councilman Heinsheimer seconded the motion, and it carried unanimously. APPROVAL'OF MINUTES Mayor Leeuwenburgh noted that Mr. Harold Murdock, Jr., and Mr. Kenneth Leeuwenburgh should be added to the list of those that were present at the meeting on April 24, 1989. In addition, on page 2, the first paragraph under "New Driveway at 60 Crest Road East", the second sentence should read "... be kept trimmed to ensure adequate sight distance." Councilman Heinsheimer moved that the minutes of a regular meeting of the City Council, held on April 24, 1989, be approved and accepted as corrected. Councilman Pernell seconded the motion, and it carried unanimously. PAYMENT OF BILLS Demands Nos. 3669 through 3701, in the amount of $91,786.87, were approved for payment from the General Fund. RENEWAL OF CITY -COUNTY LAW ENFORCEMENT SERVICES AGREEMENT The City Council unanimously approved the renewal of the City -County Law Enforcement _ Services Agreement for a term of five years, beginning July 1, 1989 and expiring June 30, 1994. RESOLUTION NO. 589: REQUESTING ADDITIONAL LAW ENFORCEMENT SERVICES Resolution No. 589, entitled "A RESOLUTION REQUESTING ADDITIONAL LAW ENFORCEMENT SERVICES FROM THE LOS ANGELES COUNTY SHERIFF'S DEPARTMENT UNDER THE CITY -COUNTY LAW ENFORCEMENT SERVICES AGREEMENT", was unanimously approved and adopted. PRESENT: Councilman Heinsheimer, Councilman Pernell, Councilwoman Swanson, Mayor Leeuwenburgh ABSENT: Councilwoman Murdock (excused) 00 ALSO PRESENT: Terrence L. Belanger City Manager t'i Michael Jenkins City Attorney LO L. D. Courtright City Treasurer Betty Volkert Deputy City Clerk cc Chief James Corbett L. A. Co. Fire Dept. Capt. Dennis Gillard Lomita Sheriff's Stn. Q Ann Johnson Los Angeles Times Frank Hill Resident CONSENT CALENDAR Mayor Leeuwenburgh requested that the minutes of April 24, 1989, be removed from the Consent Calendar. Councilman Pernell moved that the remaining items on the Consent Calendar be approved as presented. Councilman Heinsheimer seconded the motion, and it carried unanimously. APPROVAL'OF MINUTES Mayor Leeuwenburgh noted that Mr. Harold Murdock, Jr., and Mr. Kenneth Leeuwenburgh should be added to the list of those that were present at the meeting on April 24, 1989. In addition, on page 2, the first paragraph under "New Driveway at 60 Crest Road East", the second sentence should read "... be kept trimmed to ensure adequate sight distance." Councilman Heinsheimer moved that the minutes of a regular meeting of the City Council, held on April 24, 1989, be approved and accepted as corrected. Councilman Pernell seconded the motion, and it carried unanimously. PAYMENT OF BILLS Demands Nos. 3669 through 3701, in the amount of $91,786.87, were approved for payment from the General Fund. RENEWAL OF CITY -COUNTY LAW ENFORCEMENT SERVICES AGREEMENT The City Council unanimously approved the renewal of the City -County Law Enforcement _ Services Agreement for a term of five years, beginning July 1, 1989 and expiring June 30, 1994. RESOLUTION NO. 589: REQUESTING ADDITIONAL LAW ENFORCEMENT SERVICES Resolution No. 589, entitled "A RESOLUTION REQUESTING ADDITIONAL LAW ENFORCEMENT SERVICES FROM THE LOS ANGELES COUNTY SHERIFF'S DEPARTMENT UNDER THE CITY -COUNTY LAW ENFORCEMENT SERVICES AGREEMENT", was unanimously approved and adopted. 1 40 RESOLUTION NO. 590: DESIGNATING AN ALTERNATE AS A MEMBER OF THE BOARD, OF DIRECTORS OF COUNTY SANITATION DISTRICT NO. 5. Resolution No. 590, entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF, ROLLING HILLS, CALIFORNIA, APPOINTING AN ALTERNATE DIRECTOR TO THE BOARD OF DIRECTORS OF COUNTY SANITATION DISTRICT NO. 5 OF LOS ANGELES COUNTY", was unanimously approved and adopted by the Members of the City Council. RESOLUTION NO. 591: DESIGNATING MAYOR AS DELEGATE AND CITY MANAGER AS, ALTERNATE TO THE COACHELLA VALLEY JOINT POWERS INSURANCE AUTHORITY, Resolution No. 591, entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA, APPOINTING THE MAYOR OF THE CITY OF ROLLING HILLS AS THE DELEGATE AND THE CITY MANAGER OF THE CITY OF ROLLING HILLS AS THE ALTERNATE TO THE BOARD OF DIRECTORS OF THE COACHELLA VALLEY JOINT POWERS INSURANCE AUTHORITY", was unanimously approved and adopted by the Councilmembers. RESOLUTION NO. 592: DENIAL OF ZONING CASE NO. 374 The City Council unanimously approved and adopted Resolution No. 592, entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS DENYING A CONDITIONAL USE PERMIT IN ZONING CASE NO. 374". RESOLUTION NO. 593: DENIAL OF APPEAL OF ZONING CASE NO. 377 Resolution No. 593, entitled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS DENYING A CONDITIONAL USE PERMIT IN ZONING CASE NO. 377", was unanimously approved and adopted by the City Council. OLD BUSINESS REOUEST FOR PROPOSAL FOR GENERAL PLAN REVISIONS The City Manager reported that four consulting firms had submitted proposals in response to the City's request for proposals regarding proposed revisions to the City's General Plan and Zoning Ordinance. The four firms and their estimated fees are as follows: Castenada & Takata Associates, $95,750; Cotton/Beland Associates, $96,820; The Keith Companies, $150,000; and, POD Incorporated, $205,250. Also, the City Manager indicated that the originally proposed schedule for interviewing would need to be moved back about a week. Staff proposed that the interviews be conducted on Monday, May 15. Discussion of the various proposals followed. The City Manager explained that he had evaluated the proposals with respect to the kinds of services being provided and the incremental fees or charges. Councilman Pernell remarked that the proposal from Castenada & Takata seemed to indicate a lack of understanding of the elements of the General Plan, particularly the Housing Element. Their proposal seemed to be a standard boilerplate style and they did not seem to be familiar with the character or objectives of the City of Rolling Hills. The City Manager indicated that all of the proposals that had been submitted were negotiable, and that the bids are flexible. The City Manager also noted that three of the firms had visited the City personally, however, Castenada & Takata had not had an opportunity to visit the City before submitting their proposal. _ Councilman Pernell commented that it appeared that approximately 30 percent to 40 percent of the total cost is for the overview and management of the project. He questioned if it would be possible for the project to be managed differently, i.e., if the City could act as a general contractor and subcontract out the various elements. - 2 - 299 The City Manager commented that, basically, the General Plan consultants act as general contractors, i.e., they usually retain the land use element and subcontract for the other elements, such as noise, circulation, seismic safety, etc. Then, these other elements are incorporated into one complete report by the consulting firms. The City Manager indicated that the proposals are flexible, and that the Council could, if they so desired, identify elements which they may wish to retain management control over. Councilman Heinsheimer commented that, in his opinion, the only proposals worth considering are the ones from the consultants that took the time and initiative to get specific information about Rolling Hills. Furthermore, he suggested that the list of references that were included with each proposal, be checked by Members of the Council, who may know some of the references personally. Councilman Heinsheimer also felt that the cost differentials may be due to different interpretations of the project, and suggested that each firm define their work plan specifically so that the proposals could be compared accurately. 00 Councilman Pernell requested that staff prepare a spreadsheet t -'i that would allow for the various elements to be compared against each Lo other. Councilwoman Swanson expressed an interest in seeking additional m proposals. In her opinion, The Keith Companies past performance was Q inadequate and she would not consider them as a viable candidate. However, Councilman Pernell commented that since The Keith Companies has experience in the City, it gives them an advantage since there would be a learning curve involved with a new consultant. Councilman Heinsheimer suggested interviewing each consulting firm at their individual facilities. The Council agreed that all four firms should be interviewed, and Mayor Leeuwenburgh directed staff to schedule the interviews and inform the appropriate Councilmembers of the dates and times. NEW BUSINESS REPORT OF TRAFFIC COMMISSION RECOMMENDATION - APRIL 21, 1989 TURNOUTS ON PORTUGUESE BEND ROAD. SOUTHBOUND The City Manager reviewed the report from the Traffic Engineer regarding the striping on Portuguese Bend Road that eliminated the broken yellow line for southbound traffic, between Poppy Trail and Pine Tree Lane, which permitted passing. The City Manager explained that the Traffic Engineer, after viewing the site, recommended to the Traffic Commission that the no -passing zone which was created as a result of the re -paving and re -striping of Portuguese Bend Road, remain in place. In addition, the Traffic Engineer suggested to the Traffic Commission that turnouts be considered as an alternative. The Traffic Commission accepted the Traffic Engineer's recommendation regarding elimination of the striping which allowed passing, and the Commission so recommended to the City Council. Furthermore, the Traffic Commission, without making a recommendation, transmitted the Traffic Engineer's report regarding turnouts on Portuguese Bend Road to the City Council for their consideration and direction. Councilwoman Swanson commented that the previous striping which allowed for passing in this location served a very useful purpose. She noted that there are other areas in the City which have a broken yellow line to allow for passing, and was surprised that the Traffic Engineer did not use consistency throughout the City. Mayor Leeuwenburgh explained that the Traffic Engineer only studied this location and had not looked at other streets in the City with regard to this issue. - 3 - 300 There was some discussion regarding the location of the proposed turnouts. Councilman Pernell felt that the proposed turnout as described in Figure 2 of the Traffic Engineer's report, at about 13 Portuguese Bend Road, was not necessary. Councilman Pernell asked why the Traffic Commission had not made a recommendation to the City Council regarding the proposed turnouts. Mayor Leeuwenburgh explained that the Commission hadn't made a recommendation because of the fiscal issues. Councilman Pernell commented that the Council can decide the fiscal issues, but that he would like input from the Traffic Commission regarding the desirability of the project. Mayor Leeuwenburgh indicated that the Traffic Commission was mildly in favor of the proposed turnouts located on Portuguese Bend Road, southbound, between Upper Blackwater Canyon and Pine Tree Lane, and at 21/23 Portuguese Bend Road, as they would require little in the way of preparation with the exception of signing. Councilman Heinsheimer indicated that he would like this matter referred back to the Traffic Commission for a recommendation. There being no objections, the Mayor so ordered. PUBLIC HEARING PROPOSED BUDGET - FISCAL YEAR 1989/90 The City Manager explained that this is the first public hearing in a series of three, to discuss the proposed budget for Fiscal Year 1989/90. The budget document is substantially in the same form and format as the budgets that have been presented in the recent past. For the most part, the revenue items and expenditure items have remained the same in terms of identification and, in many cases, the proposed amounts in each of the cost centers have changed very little. Typically, the amounts have not changed at all or have changed only to reflect a certain adjustment for other adjustments in the economy. The City Manager explained that the variation between the projected and actual revenues for FY 89 is as a result of planning activities in the areas of building permits, variance and conditional use permit fees. The total projected expenditures from the General Fund for Fiscal Year 1990 is $566,435, which is an increase of approximately 21 percent over the budgeted amount for last year. This differential is as a result of the following three significant proposals: 1. The adjustment of attorneys' fees as a result of litigation filed against the City, where the City has the responsibility of undertaking the cost of defense. 2. The proposed remodelling and architectural enhancements to the City Hall. 3. A request for an increase in traffic enforcement. Mayor Leeuwenburgh opened the public hearing, and invited comments from the audience. No one spoke on this matter, and the public hearing was continued to the next meeting. The City Manager pointed out that line item number 219, $8,500 for equipment, is being budgeted for a facsimile machine, desks and chairs for the proposed lobby remodelling, and for a large display board for the Council Chambers. - 4 - 30.1 Councilwoman Swanson asked if the proposed figure for equipment would include the cost of a new wall map. The City Manager explained that, as a part of the bidding for revisions to the General Plan and Zoning Ordinance, the zoning map will be amended as a by-product of the revisions to the General Plan and Zoning Ordinance. The City Treasurer suggested that the Council consider, before the budget is adopted, the first page, which would change the City's policy from a 1 -year budget to a 2 -year budget; a 2 -year budget would indicate that the rates are frozen for 2 years. Mr. Courtright remarked that the term "budget" needs to be carefully defined. The City Treasurer believes that the intent is to have a 1 -year budget and a 1 -year plan. A lengthy discussion ensued regarding this issue. It was the consensus of the Council that the City adopt a 1 -year budget and a 1 -year advance plan. Thus, each year the proposed plan would be adopted as the budget, with modifications, afterwhich, another plan Co for the subsequent year would be projected. Councilman Heinsheimer pointed out some inaccuracies in the U) "variation" column figures. 7 m Mayor Leeuwenburgh directed staff to make the appropriate Q corrections, and to present a corrected budget with the new figures to the Council for their next meeting. Also, the Mayor requested that the budget subcommittee, consisting of staff, Councilwoman Murdock, and Councilwoman Swanson, meet and report back to the Council at their next meeting on May 22. Although Councilwoman Murdock is out of town, the budget subcommittee will meet and brief Councilwoman Murdock upon her return. OPEN AGENDA No one addressed the Council on any matter not on the agenda. MATTERS FROM MEMBERS OF THE CITY COUNCIL AERIAL PHOTOS Councilman Heinsheimer requested that staff research the possibility of displaying, on sliding panels, aerial photos of sections of the City, including contours. He feels that this.would be very beneficial for the Planning Commission, as well as for the City Council. WILDLIFE COMMITTEE VACANCY Councilman Pernell noted that the recent appointment of Steven Shultz to the Wildlife Preservation Committee had not been presented to the Council, and reminded staff that any committee appointments need to be made by the Council. The City Manager commented that he had explained this to the Wildlife Committee, and that this matter will be coming before the Council. Councilman Pernell also .asked that staff work with the Wildlife Committee on the agenda for the June 5 community meeting, to be held at the South Coast Botanic Gardens. COUNCIL COMMITTEE ASSIGNMENTS Mayor Leeuwenburgh distributed copies of proposed Council committee assignments for 1989. The Mayor noted that one committee has been added, a committee on "Policy - Goals - Objectives", which will be concerned with items from the Council's retreat. The CEQA Committee and the Bicentennial Committee for the Peninsula have been deleted from the list of committees. There were no objections or changes to the proposed committee assignments. - 5 - 302 MATTERS FROM STAFF ALLOCATION OF PROP "A" MONIES The City Manager reported that the City had received official notice that the Los Angeles County Transportation Commission (LACTC) has converted the Prop A monies to FAU monies for the purpose of allocating them to the City of Rolling Hills Estates for improvements to Palos Verdes Drive North. This kind of change in designation of allocation, from Prop A to FAU, is one that the County tends to do infrequently. The City currently has in excess of $20,000 in Prop A monies which needs to be .allocated. Therefore, staff requested that the Council consider ways in which they would like to see those funds allocated. Councilwoman Swanson suggested that some of the monies could be used to cleanup graffiti and repair vandalism of the RTD buses. Councilman Pernell asked if this would be an appropriate expenditure of Prop A monies. The City Manager explained that this may not be one of the permitted expenditures, but it would be a conditional expenditure. Councilman Pernell indicated that he would support this type of expenditure for a portion of the funds. PLANNING COMMISSION ACTIVITIES The City Manager noted that there has been a significant increase in the number of zoning cases. This month the Planning Commission will be considering 18 zoning cases, last month they considered 11 cases, and the month prior to that they had 15 zoning cases on their agenda. The Council discussed possible solutions to the increased workload to staff as well as to the Commission. After much discussion, a subcommittee was formed and asked to meet with the City Manager and the Planning Commission Chairman, Mr. Allan Roberts, to discuss possible solutions and make recommendations to the Council. Councilman Pernell and Councilwoman Murdock were appointed to this subcommittee. RECESS TO CLOSED SESSION Mayor Leeuwenburgh recessed the meeting at 9:39 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 10:10 p.m. ADJOURNMENT The meeting was adjourned at at 7:30 p.m. APPROVED: Mayor 10:11 p.m., to Monday, May 22, 1989, /1 City Clerk