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2005 OCT 18 CC PACKETAGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the Meeting During the first Public Communications portion of the Agenda, comments are limited to those items appearing on the Agenda During the second Public Communications portion of the Agenda, comments may be made regarding any matter within the jurisdiction of the City Council Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time limit for comments is five (5) minutes per person Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you represent, if desired Please respect the time limits Members of the Public may place items on the second Public Communications portion of the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2 00 p m the prior Tuesday) Other members of the public may comment on these items only during this second Public Communications portion of the Agenda The request must include a brief general description of the business to be transacted or discussed at the meeting Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in lenath In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 18, 2005 - 5:00 P.M. Next Resolution # 4438 Next Ordinance # 1388 5:00 P.M. SESSION CALL TO ORDER ROLL CALL CLOSED SESSION: The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seg) for the purposes of conferring with the City's Real Property Negotiator, and /or conferring with the City Attorney on potential and /or existing litigation, and /or discussing matters covered under Government Code Section §54957 (Personnel), and /or conferring with the City's Labor Negotiators, as follows 001 CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956 9(a)) — 3 matters 1 City of El Segundo v City of Los Angeles, at al , LASC No BS094279 2 Yeaton v City of El Segundo, LASC Case No BS096351 3 Bressi v City of El Segundo, LASC Case Nos BC288293 and 288292 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956 9(b) -1- potential case (no further public statement is required at this time), Initiation of litigation pursuant to Government Code §54956 9(c) -2- matters DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — 0 matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957 6) -0- matter CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956 8) -1- matter 1 Purchase of Real Property (Parcel Nos 4138 - 004 -016 (primary parcel), 4138 - 004 -008 and 4138 - 004 -015) City Negotiator Jeff Stewart, City Manager Property Owner Federal Express Corporation/Thomas Properties SPECIAL MATTERS — 0 matter 2 AGENDA EL SEGUNDO CITY COUNCIL COUNCIL CHAMBERS - 350 Main Street The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items Unless otherwise noted in the Agenda, the Public can only comment on City- related business that is within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of the Meeting During the first Public Communications portion of the Agenda, comments are limited to those items appearing on the Agenda During the second Public Communications portion of the Agenda, comments may be made regarding any matter within the jurisdiction of the City Council Additionally, the Public can comment on any Public Hearing item on the Agenda during the Public Hearing portion of such item The time limit for comments is five (5) minutes per person Before speaking to the City Council, please come to the podium and state Your name and residence and the organization you represent, if desired Please respect the time limits Members of the Public may place items on the second Public Communications portion of the Agenda by submitting a Written Request to the City Clerk or City Manager's Office at least six days prior to the City Council Meeting (by 2 00 p m the prior Tuesday) Other members of the public may comment on these items only during this second Public Communications portion of the Agenda The request must include a brief general description of the business to be transacted or discussed at the meeting Playing of video tapes or use of visual aids may be permitted during meetings if they are submitted to the City Clerk two (2) working days prior to the meeting and they do not exceed five (5) minutes in length In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact City Clerk, 524 -2305 Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 18, 2005 - 7:00 P.M. 7:00 P.M. SESSION CALL TO ORDER INVOCATION — Pastor Dino Tumbuan of Saint John's Lutheran Church PLEDGE OF ALLEGIANCE — Council Member Carl Jacobson Next Resolution # 4438 Next Ordinance # 1388 003 PRESENTATIONS - (a) Presentation of donations for the victims of hurricane Katrina by Ron Swanson, organizer of the South Bay Guff Coast Relief Fund, to Major Charles Gillies, Salvation Army, Redondo Beach District (b) Proclamation presented to Director of Recreation & Parks, Stacia Mancini, proclaiming Monday, October 31, 2005 as Halloween Frolic in El Segundo, from 3 30 p m to 6 00 p m on the 300 and 400 block of Main Street, El Segundo ROLL CALL PUBLIC COMMUNICATIONS - (Related to City Business Only - 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed A. PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only. Recommendation - Approval B. SPECIAL ORDERS OF BUSINESS C. UNFINISHED BUSINESS 1. Consideration and possible action to amend the Downtown Specific Plan by expanding the current boundary and incorporating the commercially zoned parcels along the 200 block of West Grand Avenue located between the current westerly boundary of the Plan area and Concord Street. Recommendation - (1) Continue item to November 1, 2005 City Council meeting, (2) Alternatively, discuss and take other action related to this item 0 04 2. Consideration and possible action to amend El Segundo Municipal Code Section 2- 2-4(B) Disaster Council Composition, to include a City Council Member and a School District member. (Fiscal Impact: None) Recommendation — (1) Introduction of Ordinance and reading by title only, (2) Schedule second reading and adoption of Ordinance on November 1, 2005, (3) Alternatively, discuss or take other actions related to this item Consideration and possible action to create an ad hoc committee to consider and make recommendations to the City Council regarding the implementation and potential funding of the Aquatics Master Plan. (Fiscal Impact: None) Recommendation — (1) Authorize the creation of an ad hoc committee to consider the implementation and funding of the Aquatics Master Plan, (2) Approve the appointment of members to the committee, (3) Alternatively, discuss and take other action related to this item D. REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS 4. Consideration and possible action regarding the setting of a date and time for interviewing candidates to the Capital Improvement Program Advisory Committee (CIPAC) and Community Cable Advisory Committee (Cable). Recommendation — (1) Set date for interviews of candidates to the above - listed CCBs, from 6 00 p m to 7 00 p m Tuesday, November 1, 2005, to be continued to 6 00 p m Tuesday, November 15, 2005, if necessary, (2) Extend expired terms of office until positions are filled, (3) Alternatively, discuss and take other action related to this item 5. Consideration and possible action regarding the Annual Report of the Planning Commission. Presentation to be made by the Planning Commission Chair. (Fiscal Impact: None) Recommendation — (1) Receive and file Annual Report of the Planning Commission; (2) Alternatively, discuss and take other action related to this item (,, 0 5 E. CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business Warrant Numbers 2549652 to 2549939 on Register No. 01 in the total amount of $914,344.83 and Wire Transfers from 9/23/2005 through 10/6/2005 in the total amount of $547,071.90. Recommendation — Approve Warrant Demand Register and authorize staff to release Ratify Payroll and Employee Benefit checks, checks released early due to contracts or agreement, emergency disbursements and /or adjustments, and wire transfers 7. City Council Meeting Minutes of October 4, 2005. Recommendation — Approval 8. Consideration and possible action regarding adoption of resolutions calling for, requesting County services and adopting regulations for candidates' statements for the General Municipal Election, April 11, 2006. Recommendation — (1) Adopt Resolutions, (2) Alternatively, discuss and take other action related to this item 9. Consideration and possible action regarding approval of contract with Martin & Chapman Co. for election support and services for the General Municipal Election, April 11, 2006. (Contract amount not to exceed $31,000) Recommendation — (1) Authorize the City Manager to execute a standard professional services contract with Martin & Chapman Co to provide election support and services, (2) Alternatively, discuss and take other action related to this item 10. Consideration and possible action to receive and file a report on the consumption and purchase of gasoline and diesel fuel for City operations. (Fiscal Impact: none at this time) Recommendation — (1) Receive and file staffs report on the consumption and purchase of gasoline and diesel fuel for City operations, (2) Alternatively, discuss and take other action related to this item C C. fi 11. Consideration and possible action regarding acceptance of the project for the Underground Fuel Storage Repairs Phase II at the Maintenance Facility (150 Illinois Street) and approval of Change Order #1 in the amount of $34,283.12 — Project No. PW 05-09 — Approved Capital Improvement Program. (Final contract amount: $87,952.25) Recommendation — (1) Accept the work as complete, (2) Approve Change Order #1 in the amount of $34,283 12, (3) Authorize the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's Office, (4) Alternatively, discuss and take other action related to this item 12. Consideration and possible action regarding acceptance of the project for the Urho Saari Swim Stadium (aka El Segundo Plunge) Steel Roof Truss Repair (219 West Mariposa Avenue) and approval of Change Order #1 in the amount of $24,997.63 — Project No. PW 05 -01 — Approved Capital Improvement Program. (Final Contract Amount: $124,897.63) Recommendation — (1) Accept the work as complete, (2) Approve Change Order #1 in the amount of $24,997 63, (3) Authorize the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's office, (4) Alternatively, discuss and take other action related to this item CALL ITEMS FROM CONSENT AGENDA F. NEW BUSINESS 13. Consideration and possible action to contract with Beach Cities Transit to provide bus services to replace the discontinued Metropolitan Transit Agency (MTA) bus route 439 through El Segundo for a period of two years. (Fiscal Impact: $128,706 annually for two years — Prop A funds) Recommendation — (1) Authorize the Mayor to execute a contract, as approved to form by the City Attorney, with Beach Cities Transit to fund the proposed portion of the 439 replacement line, subject to the following a) the City's participation would be contingent on the cities of Redondo Beach, Manhattan Beach, Hermosa Beach, and Los Angeles also participating, b) El Segundo would participate with the other cities, c) the agreement would cover a period of two years, d) the amount will not exceed $128,706 annually, (2) Alternatively, discuss and take other action related to this item 7 X07 14. Consideration and possible action to obtain an appraisal to determine fair market value of City-owned property located directly east of 150 and 160 S. Sepulveda Boulevard. (Fiscal Impact: Approximately $5,000) Recommendation — (1) Authorize staff to obtain an appraisal of the property, (2) Alternatively, discuss and take other action related to this item G. REPORTS — CITY MANAGER — NONE H. REPORTS —CITY ATTORNEY— NONE REPORTS —CITY CLERK — NONE J. REPORTS — CITY TREASURER K. REPORTS — CITY COUNCIL MEMBERS Council Member Boulgarides — Council Member Busch — 15. Consideration and possible action to forward a letter to the California Energy Commission supporting a request by El Segundo Power, LLC to amend Condition of Certification BIO -1 set forth in the El Segundo Power Redevelopment Final Decision. (No fiscal impact) Recommendation — (1) Approve the letter to the California Energy Commission, (2) Alternatively, discuss and take other action related to this item Council Member Jacobson — Mayor Pro Tern Gaines — Mayor McDowell — PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have receive value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed f)t'8 MEMORIALS — CLOSED SESSION The City Council may move into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, gt sue) for the purposes of conferring with the City's Real Property Negotiator, and /or conferring with the City Attorney on potential and/or existing litigation, and/or discussing matters covered under Government Code Section §54957 (Personnel), and/or conferring with the City's Labor Negotiators REPORT OF ACTION TAKEN IN CLOSED SESSION (if required) ADJOURNMENT POSTED DATE / o 2-. Q-6 TIME NAME nn(I PRESENTATIONS - (a) Presentation of donations for the victims of hurricane Katrina by Ron Swanson, organizer of the South Bay Gulf Coast Relief Fund, to Mayor Charles Gillies, Salvation Army, Redondo Beach District 0 10 Citp of et Otpnbo, "if"nia WIIERFAS,On Monday, October 31st, on the 300 and 400 block of Main Street, El Segundo will gather its ghoulies, ghosties, scarecrows and Jack -O- Lanterns for some wholesome hometown family fun in celebration of a tradition that dates back more than 30 years — our annual Halloween Frolic WI IEREAS,The festivities will begin at 3 30 p.m and last until the dark of night at 6 00 p in Folks will be able to get on inflatable rides and play games that will send all ghosties flying and screaming with glee. People of all ages can enter the contest for the most fantastic, frightening, funny and overtly original costumes to be held on the Civic Hall Plaza @ 4.00 p in Judges will also critique the carved and decorated pumpkins, while participants enjoy the live music and munch on a variety of morsels to fill any spirit's desire And for the mystically inclined there is always a space available at the fortune telling booths. WI IF,RF.AS,The annual Halloween Frolic affords the people of El Segundo the opportunity to experience wholesome family fun in a safe environment, while enjoying all of downtown Main Street in a fun- filled way. NOW, THEREFORE, the Mayor and Members of the City Council of the City of El Segundo, California, hereby proclaim Monday, October 31, 2005 from 3.30 p in to 6:00 P in, as Halloween Frolic on Main Street El Sogunc% and invite parents and children, and the entire community, to participate in this traditional annual event 01i EL SEGUNDO CITY COUNCIL MEETING DATE- October 18, 2005 AGENDA ITEM STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION Consideration and possible action to amend the Downtown Specific Plan by expanding the current boundary and Incorporating the commercially zoned parcels along the 200 block of West Grand Avenue located between the current westerly boundary of the Plan area and Concord Street RECOMMENDED COUNCIL ACTION- 1) Continue Item to November 1, 2005 City Council meeting, and /or, 2) Alternatively, discuss and take other action related to this Item BACKGROUND & DISCUSSION. On September 20, 2005, the City Council held a public hearing on the amendment to the Downtown Specific Plan (DSP) After receiving public testimony and reviewing the documents, the City Council directed staff to modify the Resolution for Environmental Assessment No EA- 645 and General Plan Amendment No 04 -01 and to modify the Ordinance for Specific Plan Amendment No 04 -01, Zone Change No 04 -01 and Zone Text Amendment No 05 -01 and return to City Council at its next meeting At the October 4, 2005 City Council meeting the Council received two letters from the applicants expressing concerns over the changes proposed to the DSP amendment The City Council continued the item to its October 18, 2005 meeting and requested that staff meet with the applicants to discuss their concerns and requested the City Attorney's office review the item further Both staff and the City Attorney's office request additional time to review the issues and recommends that the City Council continue the Item to It's November 1, 2005 City Council meeting ATTACHED SUPPORTING DOCUMENTS- None FISCAL IMPACT. Operating Budget- NIA Amount Requested: N/A Account Number. NIA Project Phase N/A Appropriation Required Yes X No L)KIUINA ILL) UY DATE. S Seimone Jur is, 61r nrf Planning and Building Safety REVIEWE DATE• J t art, City Manager 1 P \Planning & Budding Safety\PRCJECTS \626 - 650 \Ea - 645 \Council Docs \CCMtg101805 \Ea -645CC SR 101805 Version 2 doe 012 EL SEGUNDO CITY COUNCIL MEETING DATE October 18, 2005 AGENDA ITEM STATEMENT AGENDA HEADING' Unfinished Business AGENDA DESCRIPTION Consideration and possible action to amend El Segundo Municipal Code Section 2 -2-4 (B), Disaster Council Composition, to Include a City Council Member and a school district member Fiscal Impact None RECOMMENDED COUNCIL ACTION: 1) Introduction of ordinance and reading by title only; 2) Schedule second reading and adoption of ordinance on November 1, 2005, 3) Alternatively, discuss and take other action related to this Item BACKGROUND & DISCUSSION: El Segundo Municipal Code ( "ESMC ") Section 2 -2-4 (B) describes the composition of the City Disaster Council The City Disaster Council was established by Ordinance 917 on January 4, 1977 Staff is requesting that the City Council consider adopting an ordinance amending ESMC Section 2 -2 -4 (B) Disaster Council Composition The first recommended amendment is to add a school district member to the list of representatives having an official emergency responsibility under Section 2 -2-4 (B) (5) The second recommended amendment is to add a City Council Member to the City Disaster Council The Council Member is to be appointed by the Mayor to serve on the City Disaster Council for a period of two years on a rotating basis under ESMC Section 2 -2 -4 (B) (6) ATTACHED SUPPORTING DOCUMENTS: Draft Ordinance FISCAL IMPACT: None Operating Budget. None Amount Requested: None Account Number- N/A Project Phase, N/A Appropriation Required: _Yes X No ORIGINATED BY. DATE: 10/06/05 Kevin Smith, Acting Fire Chief 07Ad= City Ma 013 2 ORDINANCE NO. AN ORDINANCE AMENDING EL SEGUNDO MUNICIPAL CODE § 2 -2 -4 (B) REGARDING DISASTER COUNCIL COMPOSITION. The Council of the City of El Segundo does ordain as follows: SECTION 1 • El Segundo Municipal Code (`SSMC ") § 2 -2 -4 (B) is amended to read as follows: 5 "Such representatives of the school district, civic, business, labor, veterans, professional or other organizations having an official emergency responsibility, as may be appointed by the Director with the advice and consent of the City Council. 6 A Council Member appointed by the Mayor to serve for a period of two years on a rotating basis " SECTION 2• If any part of this Ordinance or its application is deemed invalid by a court of competent jurisdiction, the city council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications and, to tlus end, the provisions of this Ordinance are severable SECTION 3• Repeal of any provision of the El Segundo Municipal Code does not affect any penalty, forfeiture, or liability incurred before, or preclude prosecution and imposition of penalties for any violation occurring before this Ordinance's effective date. Any such repealed part will remain in full force and effect for sustaining action or prosecuting violations occurring before the effective date of tlus Ordinance SECTION 4: The City Council determines that this ordinance is exempt from review under the California Environmental Quality Act California Public Resources Code 21000, et seq., CEQA ") and the regulations promulgated thereunder 14 California Code of Regulations 15000, et seq., the State CEQA Guidelines ") because it consists only of minor revisions and clarifications to an existing municipal code and specification of procedures related thereto and will not have the effect of deleting or substantially changing any regulatory standards or findings required therefor This ordinance is an action that does not have the potential to cause significant effects on the environment SECTION 5: The City Clerk is directed to certify the passage and adoption of this Ordinance; cause it to be entered into the City of El Segundo's book of original ordinances, make a note of the passage and adoption in the records of tlus meeting; and, within fifteen 15) days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with California law. Page 1 of 3 014 SECTION 6. This Ordinance will take effect on the 31st day following its final passage and adoption PASSED AND ADOPTED THIS I' DAY OF NOVEMBER, 2005 Kelly McDowell, Mayor Page 2 of 3 5 C 1,, STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO 1 I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the whole number of members of the City Council of the City is five; that the foregoing Ordinance No was duly introduced by said City Council at a regular meeting on the 17'h day of October, 2005, and was duly passed and adopted by said City Council, approved and signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said Council held on the day of , 200_, and the same was so passed and adopted by the following roll call vote. AYES: NOES: ABSENT: ABSTAIN: ATTEST- Cindy Mortesen, City Clerk APPROVED AS TO FORM: Mark D. Hensley, City Attorney 0 Karl H. Berger Assistant City Attorney Page 3 of 3 0-16 EL SEGUNDO CITY COUNCIL MEETING DATE. October 18, 2005 AGENDA ITEM STATEMENT AGENDA HEADING: Unfinished Business AGENDA DESCRIPTION: Consideration and possible action to create an ad hoc committee to consider and make recommendations to the City Council regarding the implementation and potential funding of the Aquatics Master Plan. (Fiscal impact None) COUNCIL ACTION 1) Authorize the creation of an ad hoc committee to consider the implementation and funding of the Aquatics Master Plan, 2) Approve the appointment of members to the committee, 3) Alternatively, discuss and take other action related to this Item BACKGROUND & DISCUSSION The City Council adopted an Aquatics Master Plan on September 20, 2005 The plan represented the efforts of a Task Force working in concert with a consultant over the last 18 months, to generate a realistic assessment of the competitive and recreational aquatics needs of the residents of El Segundo The seven member taskforce met about every three weeks, for an hour The Consultant's fee was approximately $53,000. The Master Plan, indicated a need for an additional 1 69 pools in the City and discussed potential methods of addressing that need However, the details of plan implementation and potential funding for the additional facilities are issues that have not been addressed Currently, approximately $550,000 remains in the Aquatic Facilities line item in the budget To date Council has not designated any funding for the implementation of the adopted Aquatics Master Plan (Continued on next page) ATTACHED SUPPORTING DOCUMENTS: List of Unfinished Major Project Account Balances (Estimated as of 9- 30 -05) FISCAL IMPACT: NIA Capital Budget $550,000 Amount Requested: $0 Account Number. 301 -400- 8202 -8476 Project Phase: Appropriation Required: _Yes X No /D /;� -0 Stacia Manotnir Recreation and Parks Director DATE: I bll% l() S- 11 U, 17 3 However, it should be noted that the development agreement between the City and Rosecrans Sepulveda Partners LLP specifies that the developer contribute $1 5 million dollars to the City upon the issuance of the first building permit for the Plaza El Segundo Project The development agreement specifies further that the funds will be used to "repair, improve, and /or construct aquatic facilities with in the City The estimated funding needed for a new aquatic facility is between $6,000,000 and $7,000,000, if it is built on property that the City already owns The current fund balance in Aquatic facilities is $550,000 An additional $1 5 million has been promised as part of the El Segundo Plaza Project This leaves a short fall of between $4,000,000 and $5,000,000 Pursuant to the Council's request at the last regular meeting, staff has also attached a list of major funded CIP projects that have not been started or completed to date That list is similar to the list of such projects distributed to the Council during the annual budget strategic planning process earlier this summer Based on discussions with members of the previous task force and Councilmember Boulgandes, the following individuals are recommended for the ad hoc committee Cmdee Topar, and Colleen -Glynn Rich from the Recreation and Parks Commission, Ron Swanson, Barbara Briney, Henry Stuart, Anne Marie D'Agostmo, Kelly Kemp and Sara Combs from the Community and two Council Members C, I R Unfinished Major Project Account Balances (Estimated) as of 9- 30 -05: 1 Community Center $5,933,700 2 City Hall Improvements $800,000 3 Downtown Specific Plan $150,000 4 Aquatics Facilities $550,000 5 Soccer fields $5,500,000 6 Fire Station # 2 $2,591,300 019 EL SEGUNDO CITY COUNCIL MEETING DATE- October 18, 2005 AGENDA ITEM STATEMENT AGENDA HEADING: COMMITTEES, COMMISSIONS & BOARDS AGENDA DESCRIPTION: Consideration and possible action regarding the setting of a date and time for Interviewing candidates to the Capital Improvement Program Advisory Committee (CIPAC) and Community Cable Advisory Committee (Cable) RECOMMENDED COUNCIL ACTION: (1) Set date for Interviews of candidates to the above listed CCBs, from 6 00 p m to 7 00 p m , Tuesday, November 1, 2005, to be continued to 6 00 p m , Tuesday, November 15, 2005, if necessary (2) Extend expired terms of office until positions are filled, (3) Alternatively, discuss and take other action related to this item BRIEF SUMMARY- Various Candidates, Including Incumbents, have responded to the attached list of vacancies that has been posted since January 2005 at City Hall, the El Segundo Pubic Library, on Cable, at the Chamber of Commerce, Joslyn and Clubhouse and advertised in the El Segundo Herald and the quarterly newsletter, "Inside El Segundo " Applications to the various openings may be filed with the Council Office by Interested candidates up until 5 00 p m of the Friday before the Tuesday Interview date ATTACHED SUPPORTING DOCUMENTS: Listing of Committees, Commissions and Boards ( "CCBS) - Vacancies for Year 2005, and, Background Information on CCBs and Application form FISCAL IMPACT: N/A ORIGINATED: �� Date. a (� g"- a O Abreu, Executive Assistant J al 02-0 CITY OF EL SEGUNDO LOCAL APPOINTMENTS LIST (COMMISSIONS, COMMITTEES, AND BOARDS) Positions to Open in Year 2005 Posted pursuant to Govt Code § 54972 TO APPLY, CONTACT CITY HALL ADMINISTRATION, #310/524.2302 MAY RECREATION & PARKS COMMISSION: (4 Yr Term — No Term Limit - All Residents) Debbie Bundy (reapptd 511101 to 3rd 4 -yr term) 05/30/05 Richard W. Fearn (apptd 614102 to unexpired term) 05/30/05 JUNE LIBRARY BOARD OF TRUSTEES: (3Yr Term — Max 2 Term Limit - All Residents) Georgina Alba (apptd 6119102 to fai 3 -yr term) 06/30/05 Dorothy Doukakis (apptd 6119102 to lsi 3 -yr term) 06/30/05 06/30/04 PLANNING COMMISSION: (4 Yr Term — No Term Limitation) (All Residents) Grant Carlson (apptd 611104 to unexpired term) 06/30/05 SENIOR CITIZEN HOUSING CORPORATION BOARD: (4 Yr Term — No Term Limit - All Residents) Edna Freeman (apptd 7117101 to 4th 4 -yr term) 06/30/05 Carol Lynn Wingate (apptd 7117101 to 1' 4 -yr term) 06/30/05 06/30/04 AUGUST INVESTMENT ADVISORY COMMITTEE (4 Yr Term — No Term Limitation) (Residents & Business) Bill Bus (apptd 7117101 to full 4 -yr term) 06/30/05 OCTOBER EL SEGUNDO COMMUNITY CABLE ADVISORY COMMITTEE: (4 Yr Term — No Term Limit - All Residents) Nick Gerenday (apptd 711101 to full term) 10/31/05 Joseph Pinchuk ( apptd 711101 to 2nd term) 10/31/05 NOVEMBER CAPITAL IMPROVEMENT PROGRAM ADVISORY COMMITTEE: (4 Yr Term — No Term Limit — 2 Busmess/3 Residents) A.J. Paz (apptd 7117101 to 3"' full term) 11/30/05 The ECONOMIC DEVELOPMENT ADVISORY COUNCIL does not have term expirations, but from time to time, due to resignations of members, candidates will be asked to apply Council Approval: December 22, 2004; Posted: December 30, 2004 G 9:30 AM. By: 0 ?t BACKGROUND INFORMATION ON CITY COMMITTEES /COMMISSIONS /BOARDS 1. Capital Improvement Program Advisory Committee: (Public Works) is a 5- member committee, composed of 3 residents and 2 local Business representatives (no residency requirements for business reps) Members serve without compensation, for 4- year terms, without term limits The Director of Administrative Services and the Director of Public Works provide staff support to the committee The committee assists in the development of the 5 -year Capital Improvement Program ( "CIP ") Each year staff proposes CIP projects for a 5 -year period The committee reviews these projects and makes recommendations to the City Council for funding consideration in conjunction with the City's annual budget process In addition to the projects proposed by staff, the committee holds a community workshop each year to receive project requests from the general public The committee generally meets at 7:00 p.m., on a weekly basis during the months of February, March, April and May, with the goal of finalizing its recommendations to the City Council in June 2. Community Cable Advisory Committee: (Library & Cable Services) was restructured in July 1994 It is a 5- member committee, composed of residents, who serve without compensation, for 4 -year terms, without term limits The committee acts in an advisory capacity to the Community Cable Manager and the City Council regarding the policies and procedures surrounding governmental, educational, local origination, and community programming for channels 3 and 22 in the City of El Segundo The Committee meets on the 2nd Wednesday of every month, at 7 00 p m , in the Cable Studio at El Segundo High School Effective June, 2004, this Committee will meet on the 3rd Wednesday of every month at 7:00 p.m., in the Library's Matsui International Meeting Room. 3. Economic Development Advisory Council: (Economic Development) is a spin- off of the City /Chamber of Commerce Business Retention & Attraction Task Force, originally established in 1990/91 The Committee was restructured in June 1994 by the City Council to implement the City's Economic Development Strategic Plan It is a 9- member committee, whose members represent a cross - section of the community, and includes both residents and non - residents The committee positions have no term expiration, and members serve without compensation The committee's primary responsibility is to provide support and direction to staff, and to advise the City Council on business retention and attraction and implementation of the City's Economic Development Program The committee meets on an "as needed" basis at City Hall. 4. Investment Advisory Committee: (Treasurer /Administrative Services) was established by Resolution #3764 dated June 2, 1992, for the purpose of advising the City Treasurer and City Council on matters pertaining to the investment of the City's idle funds This is a 4- member committee, two are automatic appointments — (City Treasurer and Director of Administrative Services), the other two members (one of whom must be a resident of El Segundo) serve without compensation, for 4 -year terms, without term limits The committee meets quarterly at City Hall on the 3rd Tuesday in March, June, September and December. 022 5. Library Board of Trustees: (Library & Cable Services) was established by City Council Resolution #3665 on December 4, 1990, pursuant to Education Code Section 18910 et seq The Board's 5- members must be 1 -year, or more, residents of El Segundo, who serve without compensation Trustees serve for 3 -year terms and may not serve for more than 2 consecutive terms The board acts in an advisory capacity to the City Council in all matters pertaining to the Library and cooperates with other governmental agencies and civic groups in the advancement of sound planning and programming The board considers, reviews, edits, and issues policy recommendations on library service, recommends the adoption of standards pertaining to library services and programs and makes recommendations for the provision of adequate library services consistent with community needs The board may administer any trust declared or created for the Library and approves the Library's Annual Report to the State Librarian The board meets at 7:00 p.m., on the 2nd Tuesday of every other month, beginning in January, in the Library's Matsui International Meeting Room. 6. Planning Commission: (Planning & Building Safety) was established pursuantto the Planning Laws of the State of California (Sec 65100 - 65106) on August 20, 1946 by City Ordinance #300 The commission is comprised of 5- members who serve with minimal compensation, for 4 -year terms, without term limits The commission makes recommendations to the City Council on the adoption or amendment of the City's General Plan, performs duties with respect to land subdivision, planning and zoning as prescribed by City and State law, and, advises the City Council on those matters falling within its charged responsibilities in a manner reflecting concern for the overall development and environment of the City as a setting for human activities The Commission meets on the 2nd and 4th Thursday of each month, at 7:00 p.m., in City Hall Council Chambers. 7. Recreation & Parks Commission: (Recreation & Parks) was established on March 23, 1938 by Resolution #448 It is comprised of 5- members, who must be residents of EI Segundo Commissioners serve with minimal compensation for 4 -year terms, without term limits The commission advises the City Council on all matters pertaining to recreation, parks, parkways and street trees It makes recommendations to the City Council regarding level of services, policies and assists in implementing Recreation and Parks Department improvements and programs, including youth counseling, senior outreach, golf operations, city transportation, and in the acquisition and disposal of park property The commission meets on the 3rd Wednesday of each month, at 7:00 p.m., in City Hall Council Chambers. 8. Senior Citizen Housing Corporation Board: (Recreation & Parks) is a non - profit corporation formed in 1984 for the construction of the low- income housing facility for seniors, referred to as "Park Vista " The Board was established in 1986 to actively oversee the management, operation, maintenance, and finances of Park Vista The Board enters into an operating agreement with the City Council, and enlists a management company to operate the facility The Board, comprised of 7 directors, all El Segundo residents (per bylaws), serve without compensation, for 4 -year terms, without term limits The Board meets on the 4th Wednesday of every month, at 7:00 p.m., at Park Vista, 615 E. Holly Avenue, El Segundo, Refer to Park Vista Executive Summary, rev April 2001 Rev 01.14 -06 NOTE LAX Master Plan Advisory Commission (Administration) was established on May 18, 1999 by Resolution 44114, for the express purpose of assisting the City Council m reviewing the LAX Master Plan and opposing the expansion of LAX The commission was disbanded during the 2004 -2005 Budget process 021-3 EL SEGUNDO CITY COUNCIL MEETING DATE: October 18, 2005 AGENDA ITEM STATEMENT AGENDA HEADING. Committees Commissions and Boards AGENDA DESCRIPTION, Consideration and possible action regarding the Annual Report of the Planning Commission Presentation to be made by the Planning Commission Chair Fiscal Impact (None) COUNCIL ACTION. 1) Receive and file Annual Report of the Planning Commission, and /or 2) Alternatively, discuss and take other action related to this item BACKGROUND 8t DISCUSSION: City Council has requested that Committees, Commissions and Boards give an Annual Report updating the Council on their accomplishments over the last year and their goals and objectives for the coming year Accomplishments of the Planning Commission are included in the attached report ATTACHED SUPPORTING DOCUMENTS. A Annual Planning Commission Report FISCAL IMPACT: None Operating Budget- Amount Requested. Account Number. Project Phase* Appropriation Required —Yes, _ No ORIGINATED BY DATE /P'lj %Z_ Seimone Jurps, Director of Planning and Building Safety REVIEWED 5y DATE City M W P \Planning & Budding SafetyVugo \Staff Rep inn ual Re n Planning Cort sawn CC 10 18 05 doe 024 PLANNING COMMISSION 2004 -2005 ANNUAL REPORT DEVELOPMENT PROJECTS General Plan Amendments /Specific Plan Amendments /Zone Changes /Zone Text Amendments 1 General Plan Amendment, Zone Change and Zone Text Amendment to Create the Commercial Center General Plan Category and the New C -4 Zoning Classification for the Plaza EI Segundo Development Project and the Sepulveda /Rosecrans Site Rezoning at 850 South Sepulveda Boulevard 2 Downtown Specific Plan Amendment to Expand the Current Boundary of the DSP Area to Include 218 -228, 219 and 227 West Grand Avenue Conditional Use Permits 1 Conditional Use Permit for Private School Use at 737 Hawaii Street (Vistamar School) — also included a Development Agreement 2 Conditional Use Permit for Live Entertainment and Amplified Sound at 139 -143 Main Street (Anthony's Pizza & Pasta) 3 Conditional Use Permit for Dog Day Care Facility with Overnight Boarding at 909 E El Segundo Blvd (new site for Howie's Doggie Day Care) 4 Conditional Use Permit for a Chauffeured Transportation Service at 600 South Allied Way (Empire International Ltd ) 5 Conditional Use Permit for an Outdoor Dining Area for Restaurant Uses at an Existing Office Building at 909 North Sepulveda Blvd (Kilroy Realty) 6 Conditional Use Permit for an Assembly Hall Use at 343 Coral Circle (Oceanside Christian Fellowship) Subdivisions 1 20 -Lot Subdivision and 425,000 Square -Foot Commercial Development Project (Plaza El Segundo) at 850 South Sepulveda Boulevard (Includes Development Agreement) 2 Subdivision and Mixed -Use Development Project (commercial retail uses and 9 residential units) at 310 East Grand Avenue 3 4 Subdivisions to allow a total of 17 New Condominium Units (5 Residential Units at 222 West Imperial Avenue, 4 mixed -use of Residential /Commercial Units at 121 -127 Richmond Street, 4 Residential Units at 505 West Grand Avenue, and 4 Residential Units at 712 Virginia Street) Administrative Use Permits 1 Administrative Use Permit for a Minor Wireless Communications Facility at 1320 East Imperial Avenue (Nextel Communications) 2 Administrative Use Permit for an Alcohol License (Beer and Wine Only) at a New Restaurant at 422 Main Street (The Farm Stand) I,ZJ Administrative Use Permit for an Alcohol License (Beer and Wine Only) to be Transferred to a New Owner for an existing Restaurant at 210 East Grand Avenue (El Segundo Fish Company) Variances 1 Variance for Height Exception for Refinery Column at 324 West El Segundo Boulevard (Chevron Refinery) LONG RANGE PLANNING TOPICS General Plan Conformance Report for Conveyance of Surplus City -owned Property (parcel east of 150 -160 S Sepulveda Blvd ) Smoky Hollow Specific Plan Presentation of Preliminary Recommendations P \Planning & Budding Safety\PLAN- COM\Plannmg Commission Annual Report 2005 doc 0 2 G (} ! m : \! < / ( /( \ =\!r! §§( E /(� § )!)iu z ;§ om E §) \, _ ! !!_ :§ 2lr §\ _ * ~_��_ ° § / /[4l:= 11, 00H zEi' M :` ;t )w} )Mw) ( / §§):r::i §§!»! §(!,;Elsa.! |( §§§ ( � � \ ; / � �\§ )f !Z! | \\ \ {; } j\so [! |! ; }( \ \)_ , \_ ( � � � �\§ )f !Z! | [! |! •!I \� , \ / \/ } w 6 _ !!! >!f \ § )\ _ 027 CITY OF EL SEGUNDO PAYMENTS BY WIRE TRANSFER 9123/2005 THROUGH 10/6/2005 Date Payee Amount Description 9/28/05 Health Comp 2,18480 Weekly claims 9/23 9/29/05 Lane Donovan Golf Ptr 18,308 71 Golf Course Payroll Trf 9/29/05 Cal PERS 243,715 06 PERS Retirement 10/6/05 Health Comp 4,541 13 Weekly claims 9/30 10/6/05 IRS 192,255 66 Federal Taxes 10/6/05 Employment Development 41,221 52 State Taxes 9/21 - 10/6/05 Workers Comp Activity 44,845 02 SCRMA checks issued (weekending 16th included) 547,071 90 DATE OF RATIFICATION, 10/18/05 TOTAL PAYMENTS BY WIRE 547,071.90 Certified as to the accuracy of the wire transfers by rer Date Date Den` � on actual expenditures is available in the City Treasurer's Office of the City of El Segundo P7F REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 4, 2005 — 5 00 P.M. 5 00 P M SESSION CALL TO ORDER — Mayor McDowell at 5 00 p m ROLL CALL Mayor McDowell - Present Mayor Pro Tenn Gaines - Present Council Member Boulgandes - Present Council Member Busch - Present Council Member Jacobson - Present PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed Eric Frandsen, resident, spoke against second unit dwellings in the R1 Zone He requested Attorney review documents from a recent Sacramento case before making the decision on whether or not to appeal the Court's decision John Dragone, resident, spoke against second unit dwellings in the R1 Zone, and requested Attorney review for potential appeal Tonya Duncan, resident, spoke against second unit dwellings in the R1 Zone, and requested Attorney review for potential appeal Wanda Fransden, resident, spoke regarding second unit dwellings, and requested Attorney review for potential appeal Juanita Spellman, resident, spoke against second unit dwellings in the R1 Zone and requested that the City appeal the recent Court decision 1 Appointment of Real Property Negotiator. Recommended action is to appoint the City Manager, Jeff Stewart, as the City's real property negotiator with respect to Fedex and Thomas Properties 7 MINUTES OF THE REGULAR CITY COUNCIL MEETING OCTOBER 4, 2005 PAGE NO 1 029 MOTION by Council Member Jacobson, SECONDED by Mayor Pro Tern Gaines to appoint Jeff Stewart Real Property Negotiator with respect to Fedex and Thomas Properties MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0 CLOSED SESSION The City Council moved into a closed session pursuant to applicable law, including the Brown Act (Government Code Section §54960, et seq ) for the purposes of conferring with the City's Real Property Negotiator, and /or conferring with the City Attorney on potential and /or existing litigation, and /or discussing matters covered under Government Code Section §54957 (Personnel), and /or conferring with the City's Labor Negotiators, as follows CONFERENCE WITH LEGAL COUNSEL — EXISTING LITIGATION (Gov't Code §54956 9(a)) — 2 matters City of El Segundo v City of Los Angeles, et al , LASC No BS094279 Yeaton v City of El Segundo, LASC Case No BS096351 Bressi v City of El Segundo, LASC Case Nos BC288293 and 288292 CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code §54956 9(b) -1- potential case (no further public statement is required at this time), Initiation of litigation pursuant to Government Code §54956 9(c) -2- matters DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957) — 0 matter CONFERENCE WITH CITY'S LABOR NEGOTIATOR (Gov't Code §54957 6) -0- matter CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Gov't Code §54956 8) -1- matter Purchase of Real Property (Parcel Nos. 4138 - 004 -016 (primary parcel), 4138 -004 -008 and 4138- 004 -015) City Negotiator Jeff Stewart, City Manager Property Owner Federal Express Corporation/Thomas Properties SPECIAL MATTERS — 0 matter Council recessed at 6 50 p m MINUTES OF THE REGULAR CITY COUNCIL MEETING OCTOBER 4, 2005 PAGE NO 2 030 REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, OCTOBER 4, 2005 - 7 00 P M 7 00 P M SESSION CALL TO ORDER — Mayor McDowell at 7 00 p m. INVOCATION — Fr Alexei Smith, St Andrew Russian Greek Catholic Church PLEDGE OF ALLEGIANCE — Council Member Jim Boulgarides PRESENTATIONS — (a) Council Member Boulgarides presented a Proclamation encouraging the El Segundo community to observe Fire Prevention Week, October 9 through October 15, 2005, by practicing fire prevention and fire safety year -round and heeding the message "Use Candles with Care When you go out, blow out "' (b) Mayor McDowell presented a Proclamation to School Board Members, Chris Powell, Chris Sherrill, and Kathy Wiley, celebrating the El Segundo Public Schools Bond completion and inviting the community to loin in the celebration by taking a tour of the high school (c) Presentation by Dan O'Toole, Community Cable Program Manager, announcing a Public Meeting, Saturday, October 15, 2005 regarding the Time Warner Franchise Renewal ROLL CALL Mayor McDowell - Present Mayor Pro Tem Gaines - Present Council Member Boulgardes - Present Council Member Busch - Present Council Member Jacobson - Present City Attorney Mark Hensley, announced Staff has received communications regarding item C -1 Downtown Specific Plan, and recommends Council postpone consideration until the October 18, 2005 Regular Meeting MOTION by Council Member Boulgarides, SECONDED by Mayor ProTem Gaines, to continue item C -1, amending the Downtown Specific Plan by expanding the current boundary and incorporating the commercially zoned parcels along the 200 block of West Grand Avenue located between the current westerly boundary of the Plan area and Concord Street MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0 MINUTES OF THE REGULAR CITY COUNCIL MEETING OCTOBER 4, 2005 PAGE NO 3 031 PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed John McCarty, resident, spoke regarding LAX expansion issues A PROCEDURAL MOTIONS Consideration of a motion to read all ordinances and resolutions on the Agenda by title only MOTION by Council Member Boulgarides, SECONDED by Council Member Busch to read all ordinances and resolutions on the Agenda by title only MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0 B SPECIAL ORDERS OF BUSINESS C UNFINISHED BUSINESS Consideration and possible action to amend the Downtown Specific Plan by expanding the current boundary and incorporating the commercially zoned parcels along the 200 block of West Grand Avenue located between the current westerly boundary of the Plan area and Concord Street ACTION TAKEN EARLIER IN THE MEETING TO CONTINUE THIS ITEM TO OCTOBER 18, 2005. 2 Consideration and possible action on an overview of the City of El Segundo's emergency readiness and capability (Fiscal Impact None) Area G Coordinator Mike Martinet made brief comments Kevin Smith, Acting Fire Chief, gave a report Council consensus to reactivate the Disaster Preparedness Council (DPC) including bringing back to Council an Ordinance amending Section 2 -2 -4 of the ESMC to expand the DPC to include an additional seat to be filled by members of the City Council on a rotating basis Council Member Boulgarides concurred Mayor ProTem Gaines also suggested adding a School District liaison Mike Martinet suggested the City use an Emergency Assessment Program to evaluate the City's preparedness Council directed staff to complete an inventory of the personnel resources most able to respond to an emergency, an inventory of water, food and similar items available to emergency responders and a method of distributing those supplies to the public MINUTES OF THE REGULAR CITY COUNCIL MEETING OCTOBER 4, 2005 PAGE NO 4 032 Council also directed staff to develop efforts to expand community based response programs, such as CERT, RACES and Super CPR Saturday and use the City's Neighborhood Watch Program model as a model of developing local and neighborhood emergency preparedness programs, thus creating an Emergency Preparedness Watch program Further, Council directed that an effective public outreach program be created, a partnership be formed with the El Segundo School District for educating children and an "Emergency Webpage" be developed Council Member Jacobson suggested scheduling a Special Council Workshop to address the stated emergency preparedness issues D REPORTS OF COMMITTEES, BOARDS AND COMMISSIONS 3 Consideration and possible action regarding a presentation by members of the Aviation Safety and Noise Abatement Committee ( ASNAC) regarding comments submitted by the Committee on the Draft Environmental Impact Report (DEIR) for the LAX South Airfield Improvement Project Richard Hurst and Chuck Deurwaerder gave an extensive report Council consensus to receive and file report and comments from members of ASNAC E CONSENT AGENDA All items listed are to be adopted by one motion without discussion and passed unanimously If a call for discussion of an item is made, the item(s) will be considered individually under the next heading of business 4 Approved Warrant Numbers 2549408 to 2549651 on Register No 24 in the total amount of $749,758 74 and Wire Transfers from 9/9/2005 through 9/22/2005 in the total amount of $1,422,409 43 Authorized staff to release Ratified Payroll and Employee Benefit checks, checks released early due to contracts or agreement, emergency disbursements and /or adjustments, and wire transfers 5 Approved City Council Meeting Minutes of September 20, 2005 6 Approved Agreement No 3535 with Cassidy & Associates and Agreement No 3536 with The MWW Group for work related to the City's efforts regarding Los Angeles International Airport, lobbying efforts in Washington, D C and obtaining federal funds (Fiscal Impact $184,000) Authorized the Mayor to execute the consultant agreements, effective October 1, 2005 MINUTES OF THE REGULAR CITY COUNCIL MEETING OCTOBER 4, 2005 PAGE NO 5 033 J 7 Authorized the final acceptance of the Clubhouse HVAC Refurbishment (located at 300 E Pine Avenue) — Project No PW 05 -04 (Final Contract Cost = $25,000), and for the Clubhouse Roof Refurbishment and Maintenance Project — Project No PW 05 -05 (Final Contract Cost = $16,921) Authorized the City Clerk to file Notices of Completion in the County Recorder's Office MOTION by Mayor ProTem Gaines, SECONDED by Council Member Busch to approve Consent Agenda Items 4, 5, 6 and 7 MOTION PASSED BY UNANIMOUS VOICE VOTE 5/0 Mayor ProTem Gaines abstaining on item number 5, due to his absence from the September 20, 2005 meeting CALL ITEMS FROM CONSENT AGENDA F NEW BUSINESS G REPORTS — CITY MANAGER — NONE H REPORTS — CITY ATTORNEY — NONE REPORTS — CITY CLERK —NONE REPORTS — CITY TREASURER K REPORTS — CITY COUNCIL MEMBERS Council Member Boulgandes — Announced the Hazardous Waste Clean up on Hughes Way (Lot G), sponsored by Los Angeles County, Saturday, November 12 and the October 12, 6 00 P M meeting on R -1 property regarding design standards 8 Consideration and possible action to create an ad hoc committee to consider and make recommendations to the City Council regarding the implementation of the Aquatics Master Plan Council consensus to direct staff to identify the City's funding ability, possible sources for funding, composition of the committee and a possible time line for implementation Consideration and possible action regarding a City Council Committee to discuss and make recommendations on the City's emergency services plans, including emergency preparation, notification and response ITEM DISCUSSED EARLIER IN THE MEETING UNDER ITEM C -2 Council Member Busch — Commented on the Mike Gordon Memorial Golf Tournament MINUTES OF THE REGULAR CITY COUNCIL MEETING OCTOBER 4, 2005 PAGE NO 6 04 Council Member Jacobson —Announced the upcoming Richmond Street Fair He also noted that every weekend the Hyperion Plant was open from 9 a m to 3 p m for disposing of hazardous materials Mayor Pro Tern Gaines — Spoke regarding the Port of Long Beach, and the possibility of it becoming a terrorist target He recommended the City include representatives of that body to work on Emergency Operations Also spoke on the MAX meeting and the rising costs for fuel Mayor McDowell — Announced that October 14, 2005 is the Court date set for the City's law suit against LAX He also spoke regarding possible settlement agreements, and restrictions regarding their discussion He announced the City's guide post for moving forward PUBLIC COMMUNICATIONS — (Related to City Business Only — 5 minute limit per person, 30 minute limit total) Individuals who have receive value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on behalf of their employer, must so identify themselves prior to addressing the City Council Failure to do so shall be a misdemeanor and punishable by a fine of $250 While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda The Council will respond to comments after Public Communications is closed Ann Coles, PTA Council Safety Coordinator, commented on the City's efforts to include the schools in the emergency preparedness discussions and planning MEMORIALS — Kanmeh Haddad, Mother of Honeywell employee, John Haddad, Clyde "Skip" Reed, father of local business owner Scott Reed CELEBRATIONS — Claire Elizabeth Babbit, born to Tom and Erika Babbitt, Diego Alexander, born to Lennis and Edwin Gomerz ADJOURNMENT at 8 57 p m Cindy Mortesen, City Clerk MINUTES OF THE REGULAR CITY COUNCIL MEETING OCTOBER 4, 2005 PAGE NO 7 035 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE October 18, 2005 AGENDA HEADING, Consent Consideration and possible action regarding adoption of resolutions calling for, requesting County services and adopting regulations for candidates statements for the General Municipal Election, April 11, 2006 RECOMMENDED COUNCIL ACTION. 1) Adopt Resolutions, 2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION The Municipal Election for two (2) Council Members is to be held April 11, 2006 To proceed with the regulations set forth by the Government Code, the proposed resolutions should be adopted before the opening of nominations beginning December 19, 2005 and ending January 16, 2006 (extended date is January 18, 2006 if an incumbent does not file) ATTACHED SUPPORTING DOCUMENTS: Draft Resolutions FISCAL IMPACT Operating Budget $72,000 Amount Requested* N/A Account Number 001 - 400 - 1302 - Various Project Phase Appropriation Required No ORIGINATEP BY DATE, Cindy Mbrtesen, City Clerk E 036 RESOLUTION NO. A RESOLUTION CALLING AND GIVING NOTICE OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON APRIL 11, 2006. The City Council of the city of El Segundo resolves as follows SECTION 1 Pursuant to Elections Code § 10403, the City Council calls for a general municipal election to be held in the City of El Segundo on Tuesday, April 13, 2004, for the purpose of electing two members of the City Council to four year terms The exact form of the question to be voted on at the election as it should appear on the ballot is as follows "FOR MEMBER OF THE CITY COUNCIL — Vote for no more than two" SECTION 2 The polls will open at 7 a in on election day and remain open until 8 p in SECTION 4 El Segundo City Hall, located at 350 Main Street in El Segundo, is designated the Central Counting Place where all ballots of the election will be tallied SECTION 5 The City Clerk is authorized, instructed and directed to procure and furnish any and all official ballots, notices, printed matter and all supplies, equipment and paraphernalia that may be necessary in order to properly and lawfully conduct the election SECTION 6 This Resolution will become effective immediately upon adoption PASSED AND ADOPTED this 18th day of October, 2005 Kelly McDowell, Mayor 037 ATTEST Cindy Mortesen, City APPROVED AS Mark D Hensley LM STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO 1 I, Cindy Mortesen, City Clerk of the City of El Segundo, California, DO HEREBY CERTIFY that the whole number of members of the City Council of the said City is five, that the foregoing resolution, being RESOLUTION NO was duly passed and adopted by the said City Council, approved and signed by the Mayor of said City, and attested by the City Clerk of said City, all at a regular meeting of the said Council held on the 18th day of October, 2005, and the same was so passed and adopted by the following vote AYES NOES ABSENT ABSTENTION NOT PARTICIPATING WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 18th day of October 2005 Cindy Mortesen, City Clerk Of the City of El Segundo, California 2 {,3F RESOLUTION NO. A RESOLUTION REQUESTING THAT THE LOS ANGELES COUNTY BOARD OF SUPERVISORS PROVIDE ELECTION SERVICES TO THE CITY FOR THE APRIL 11, 2006 ELECTION. The City Council of the city of El Segundo resolves as follows SECTION I Pursuant to Elections Code § 10002, the City Council requests that the Los Angeles County Board of Supervisors assist the City with its local election scheduled for April 11, 2006 SECTION 2 The services requested by the City include the following A Computer records of the names and addresses of all eligible registered voters in the City, B Furnish printed indices of all eligible voters within the City for use by the precinct board at polling places, C Provide additional election equipment and assistance to the City in accordance with California law SECTION 3 The City will reimburse Los Angeles County for services performed pursuant to this request and upon the City's receipt of a County invoice SECTION 4 The City Clerk is directed to forward a certified copy of this Resolution to the Los Angeles Board of Supervisors and the Los Angeles County Clerk's office SECTION 5 This Resolution will become effective immediately upon adoption PASSED AND ADOPTED this I Sth day of October, 2005 Kelly McDowell, Mayor (?39 ATTEST Cindy Mortesen, City Clerk APPROVED A O Mark D Hens tt By Karl H Berge: Assistant City CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Cindy Mortesen, City Clerk of the City of El Segundo, California, DO HEREBY CERTIFY that the whole number of members of the City Council of the said City is five, that the foregoing resolution, being RESOLUTION NO was duly passed and adopted by the said City Council, approved and signed by the Mayor of said City, and attested by the City Clerk of said City, all at a regular meeting of the said Council held on the 18`h day of October, 2005, and the same was so passed and adopted by the following vote AYES NOES ABSENT ABSTENTION NOT PARTICIPATING WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 18`h day of October, 2005 Cindy Mortesen, City Clerk Of the City of El Segundo, California (SEAL) 040 RESOLUTION NO. A RESOLUTION ESTABLISHING REQUIREMENTS FOR CANDIDATE STATEMENTS FILED WITH THE CITY CLERK TO BE INCLUDED WITH VOTER INFORMATION FOR AN ELECTION ON APRIL 11, 2006. The City Council of the city of El Segundo resolves as follows SECTION 1 Pursuant to Elections Code § 13307, candidates seeking electron to office on April 11, 2006 may prepare a candidate's statement on forms provided by the City Clerk SECTION 2 Statements filed in accordance with this Resolution may include the following A The candidate's name, age, and occupation, and B A statement consisting not more than two hundred (200) words outlining the candidate's education and qualifications for office SECTION 3 The candidate's statement must conform with the following A It may not identify the candidate's membership in any political party or activity in partisan political organization, B It must be uniform in type and size and must be presented with block paragraphs, C It may not include bolding, underlining, italics, asterisks, or other, similar, type of formatting, D It must be typewritten using at least a 12 point font, E It must be filed in the City Clerk's office with a candidate's nomination papers, F Although it may be withdrawn during the time for filing nomination papers and until 5 00 p in the next working day after the close of the nomination period, the statement may not be changed SECTION 4 Pursuant to 42 U S C § 1973aa -1 a, the City Clerk will A Translate all candidate statements into Spanish, B Make translated copies of candidate statements publicly available, SECTION 5. Candidates filing a statement must pay to the City the following 041 A A fee equal to a candidate's pro rata share of the total actual cost for printing, handling, translating, and mailing candidate statements B At the time of filing a statement, the candidate will deposit $800 with the City Clerk which represents the following estimated costs I The cost of printing the statement in the voter's pamphlet in English. $325, The cost of translating the statement into Spanish $150, and The cost of printing the statement in the voter's pamphlet in Spanish $325 C Should a candidate's actual pro rated cost exceed the amount on deposit with the City Clerk, the candidate will, within thirty (30) days of receiving an invoice, pay the City Clerk any difference between the deposit amount and the actual cost D Should a candidate's actual pro rated cost be less than the amount deposited with the City Clerk, then the City Clerk will refund any overpayment to a candidate within thirty (30) days after the election SECTION 6 Candidates may not include any additional materials in the sample ballot package SECTION 7 The City Clerk is directed to provide a copy of this Resolution to each candidate, or a candidate's representative, at the time nominating petitions are issued SECTION 8 This Resolution will remain effective until superseded by a subsequent resolution SECTION 9 This Resolution will become effective immediately upon adoption PASSED AND ADOPTED this 18`h day of October, 2005 Kelly McDowell, Mayor c ATTEST Cindy Mortesen, APPROVED A 70 j Mark D Hen tt y� By erger, ssistant City Atto ey CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO I, Cindy Mortesen, City Clerk of the City of El Segundo, California, DO HEREBY CERTIFY that the whole number of members of the City Council of the said City is five, that the foregoing resolution, being RESOLUTION NO was duly passed and adopted by the said City Council, approved and signed by the Mayor of said City, and attested by the City Clerk of said City, all at a regular meeting of the said Council held on the 18`h day of October, 2005, and the same was so passed and adopted by the following vote AYES NOES ABSENT ABSTENTION NOT PARTICIPATING WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 18 "h day of October, 2005 Cindy Mortesen, City Clerk Of the City of El Segundo, California (SEAL) 0,43 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT AGENDA DESCRI MEETING DATE* October 18, 2005 AGENDA HEADING Consent Agenda Consideration and possible action regarding approval of contract with Martin & Chapman Co for Election Support and Services for the General Municipal Election, April 11, 2006 (Fiscal Impact not to exceed $31,000) RECOMMENDED COUNCIL ACTION 1) Authorize the City Manager to execute a standard professional services contract with Martin & Chapman Co to provide Election Support and Services, 2) Alternatively, discuss and take other action related to this Item BACKGROUND & DISCUSSION Martin & Chapman has provided excellent election support and services to El Segundo, along with ninety other Los Angeles County cities, for many years They are well known and trusted for their invaluable election services and supplies This includes, but is not limited to, pre - election supplies, official ballots and ballot counting equipment, mailing services, foreign language assistance and translations, legislation updates, professional opinions and election night support It is requested that the City again enter into a professional services contract with Martin & Chapman Co as their many years of experience with El Segundo will help ensure a smooth election process ATTACHED SUPPORTING DOCUMENTS, Scope of Services FISCAL IMPACT Operating Budget $40,000 Amount Requested $31,000 Account Number 001 - 400 - 1302 -6206 Project Phase Appropriation Required No ORIGINATED BY- DATE ' �y� py�,� �/,,� Cindy Mo n, City Clerk l C V REVIVartCity DATE /7 9 J na ger 044 EXHIBIT "A" MARTIN & CHAPMAN CO. SCOPE OF SERVICE GENERAL MUNICIPAL ELECTION TUESDAY, APRIL 11, 2006 PRE - ELECTION SUPPLIES Filler w /Resolutions, Calendar of Events, Manual Election Night Procedures Manual MAIL BALLOT SUPPLIES Application for Absent Voter Ballot Late Application for Absent Voter Ballot Instructions for Absent Voters Outgoing Absent Voter Envelopes Identification /Return Absent Voter Envelopes Correction Identification /Return Absent Voter Envelopes Provisional Ballot Envelopes PRECINCT SUPPLIES Election Officer Appointment Forms Election Officer Digests Election Officer Outgoing Window Envelopes Election Officer /Inspector's Instructions Election Officer /Inspector's Delivery Date Letters Precinct Supply Sets Absent Voter Canvass Set Sample Set Repair /maintenance of Voting Booths REPORTS AND LABELS Polling Place and Address Labels /54 day Polling Place and Address Labels /29 day Polling Place and Address Labels /15 day Permanent Absent Voter Labels Out of State /APO & FPO Labels /w envelope Foreign Language Request Labels Confidential Labels Absent Voter PC Disk System 0 4: SAMPLE BALLOT/VOTER INFORMATION PAMPHLETS Sample Ballot Pamphlets FOREIGN LANGUAGE ASSISTANCE Voter Pamphlet/Spanish Facsimile Spanish Facsimile Ballots OFFICIAL BALLOTS AND SUPPLIES Official Ballots Demonstration Ballots Test/Duplicate Ballots Gray Secrecy Envelopes — Rental BALLOT COUNTING /ELECTION NIGHT SUPPLIES Election Night Supply Box Ballot Counter Programming Extra White Boxes Extra White Box Seals MAILING SERVICES Affixing Polling Place /Address Labels — 54 day Affixing Polling Place /Address Labels — 29 day Affixing Polling Place /Address Labels — 15 day SPECIAL SERVICES AND DELIVERIES — Special Services /Deliver Precinct Kits & Booths Deliver Mail to Post Office Pick up supplies after election Pick up from & Return to County — Tapes, Rosters, etc TRANSLATIONS Spanish Translations — Ballot POSTAGE VERIFICATION 2 046 ADDITIONAL ELECTION SERVICES & SUPPORT Unforeseen services not normally provided within the standard scope of services (not to exceed the total contract amount) TOTAL CONTRACT AMOUNT NOT TO EXCEED: $31,000 TERMS NET 30 DAYS /1 5% PER MONTH THEREAFTER �4 i EL SEGUNDO CITY COUNCIL MEETING DATE: October 18, 2005 AGENDA ITEM STATEMENT AGENDA HEADING. Consent Agenda AGENDA DESCRIPTION- Consideration and possible action to receive and file a report on the consumption and purchase of gasoline and diesel fuel for City operations, (Fiscal Impact, none at this time). RECOMMENDED COUNCIL ACTION. Recommendation – (1) Receive and file staffs report on the consumption and purchase of gasoline and diesel fuel for City operations, (2) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION At the Council meeting of October 4, 2005, Councilmember Gaines requested that staff provide a report on the City's gasoline and diesel purchasing procedures and to look into potential long -term fuel contracts similar to the contract secured by MAX Transit Staff has been following the market and considering purchasing alternatives for some time and is pleased to present the following information The City owns and operates its own fueling facility at the Maintenance Facility at 150 Illinois Street consisting of two 12,000 gallon tanks (gasoline), and one 10,000 gallon tank (diesel) The Public Works Department purchases fuel, tracks consumption, and charges departments for the fuel they use On average, 72,000 gallons of gasoline and 14,000 gallons of diesel fuel are consumed by City vehicles and equipment annually (Background and Discussion continued on next page) ATTACHED SUPPORTING DOCUMENTS: None FISCAL IMPACT. Operating Budget. N/A Amount Requested. N/A Account Number: N/A Project Phase- N/A Appropriation Required: No ORIGINATED BY. Rtpvp Fintnn nirprtnr of Pi ihhr \A /nrltc DATE. !6' n d — `—J 0 43 BACKGROUND & DISCUSSION: (continued) Minimum fuel levels On average, 8700 gallons of gasoline are purchased and delivered every six weeks This equates to nine deliveries per year Staff monitors the tanks and orders fuel when the level in either tank drops to about 3000 gallons With both tanks operating, gasoline levels rarely drop below 8000 gallons total or roughly 40 days supply Diesel, which is burned in our large trucks and fire engines, is consumed at a slower rate On average, four deliveries of 3000 to 5000 gallons are made per year The diesel tank level rarely drops below 4000 gallons or about three months supply Fuel Contracts Many agencies enter into long -term contracts with fuel suppliers The price of fuel purchased under these contracts typically varies with the fuel market The fuel price under these variable contracts is a weekly industry standard market baseline plus a mark -up This is true for contracts issued by the County of Los Angeles, the City of Torrance and a recent City of El Segundo contract In 2002, the City of El Segundo and several other southern California agencies combined their purchasing power to secure a long term contract with a supplier at favorable terms During the recent volatility in the fuel market, however, the supplier opted out of the contract citing that weekly price variations were so great that the mark -up needed to be increased to cover the day -to -day cost increases Other current long -term contracts in the industry have been amended upward due to the volatility For example, the high - quantity contract secured by the County of Los Angeles was recently amended such that the price was only 6 cents /gallon under retail Longterm contracts are typically best for agencies when the fuel market is steadier It is recommended that the City continue to monitor the fuel market and enter into a long -term contract when the market stabilizes and more favorable contract terms can be secured The City of Torrance is the lead agency administering contracts for MAX Transit (MAX) MAX's operations are conducted through a private contract with MV Transportation (MV) and are completely separate from Torrance operations This contract includes all aspects of transit service including vehicles, drivers, maintenance and fuel The fixed fuel price component of MV's contract is an aberration in the industry MV's bid proposal included a fixed price for fuel, whereas, all other bidders submitted fuel prices that varied with the fuel market MAX does not purchase fuel from MV at the contract price. MAX is simply reimbursing MV for the fuel they use at a fixed contract cost According to Jim Mills of Torrance Transit, MV has approached MAX requesting relief from the fixed price, however, to date, MAX has not agreed Spot Purchasing Many agencies, including the Cities of Manhattan Beach, Culver City and Hawthorne, have opted to purchase fuel through spot purchases in lieu of entering into long -term contracts Spot purchasing consists of shopping around each time fuel is needed and purchasing fuel from the lowest priced vendor At this time, it is recommended that the City of El Segundo purchase fuel through spot purchasing until more attractive long -term contracts are available Staff will submit a recommendation to Council in the near future requesting approval to spot purchase U49 EL SEGUNDO CITY COUNCIL MEETING DATE- October 18, 2005 AGENDA ITEM STATEMENT AGENDA HEADING' Consent Agenda AGENDA DESCRIPTION, Consideration and possible action regarding acceptance of the project for the Underground Fuel Storage System Repairs Phase If at the Maintenance Facility (150 Illinois Street) and approval of change order #1 in the amount of $34,283 12 — Project No PW 05 -09 - Approved Capital Improvement Program — (Final contract amount = $87,952 25) RECOMMENDED COUNCIL ACTION- Recommendation — (1) Accept the work as complete, (2) Approve change order #1 in the amount of $34,283 12, (3) Authorize the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's Office, (4) Alternatively discuss and take other action related to this item BACKGROUND 8 DISCUSSION: The Public Works Facility at 150 Illinois Street operates a vehicle fueling and storage system consisting of a fueling island and three underground fuel storage tanks (Background and discussion continues on the next page) ATTACHED SUPPORTING DOCUMENTS' 1 Change Order #1 2. Notice of Completion FISCAL IMPACT: Operating Budget: $178,00000 Amount Requested: $ 87,952 25 Account Number: 405 - 400- 0000 -6215 Project Phase: Accept the work as complete Appropriation Required. No RIG' TED BY DATE: October 11, 2005 St ve Finton, Public Works Director 1 1 050 Background and Discussion: (continued): During routine testing, it was determined that improvements were required to bring the system into compliance with State and AQMD (Air Quality Management District) regulations Consequently, the City Council, on June 7, 2005, awarded a contract in the amount of $53,669 13 to Advanced Environmental Services, Inc to install Enhanced Vapor Recovery (EVR) valves required by SB -989, modify the secondary containment on the product lines to facilitate inspections by the Fire Department, and make the secondary containment watertight at six service access points Once the original contract work was completed, regulations required that the complete system be tested prior to being placed back into service These tests were not included in the original contract and had to be performed at additional cost During these tests, additional failures occurred requiring repair Once these repairs were completed, regulations required a complete system re -test, during which additional failures were revealed This sequence of repair and re- testing occurred three times, until the entire system passed without failure This procedure is a requirement of SB -989 and AQMD 461 -R regulations These necessary additional repairs and retests are covered under the recommended change order #1 ($34,283 12) and are as follows SB -989 compliance testing of all components was performed, and resulted in discovering additional failures, i e three Under Dispenser Containment units (below gas pumps) failed due to vapor leaks in the sump pipe connections, and three fill sumps failed due to leaks in fill lines and secondary containment lines, requiring repair and replacement of secondary piping (Repairs $18,706 28) (Full compliance testing $9,090 84) • Eight bollards were required to protect equipment from vehicle damage ($2,80000) AQMD 461 -R failure during a pressure test for vapor leaks required repair of the vapor recovery fitting on a fuel dispenser ($3,686 00) The work has now been completed to the satisfaction of staff Staff recommends acceptance of this project and approval of change order #1 in the amount of $34,283 12 u51 CITY OF EL SEGUNDO CHANGE ORDER Public Works Department, Engineering Division, 350 Main Street, El Segundo, CA 90245 TELEPHONE: 310- 524 -2300 FACSIMILE: 310 -640 -0489 DATE, September 7, 2005 NAME OF COMPANY: Advanced Environmental Services, Inc PROJECT: Underground Fuel Storage System Repairs Phase II CHANGE ORDER NO.: 1 SPECIFICATION NO.: PW 05 -09 You are hereby instructed, subject to the provisions of the above named contract, to make the following amendments thereto SB -989 repairs: UDC and fill sumps, replace secondary piping and re -test + $18,706.28 SB -989 Compliance testing of all components +$ 9,090.84 AQMD 461 -R Compliance repair: Bravo fitting on vapor recovery +$ 786.00 AQMD 461 -R Inspection and re- testing +$ 2,900.00 Eight (8) 4 -inch bollards +$ 2,800.00 Time Extension. 15 (working days) Net + $34,283.12 APPROVED BY: ADVANCED ENVIRONMENTAL SERVICES, INC Contractor Name ACCEPTED: me and Title DATE- DATE: APPROVED BY CITY COUNCIL ON: DATE: October 18, 2005 ACCEPTED: Director of Public Works 0 5 Z Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street El Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name Underground Fuel Storage System Repairs Phase II Project No PW 05 -09 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that 1 The undersigned is an officer of the owner of the interest stated below in the property hereinafter described 2 The full name of the owner is City of El Segundo 3 The full address of the owner is City Hall, 350 Main Street, El Segundo, CA, 90245 4 The nature of the interest of the owner is City Facilities 5 A work of improvement on the property hereinafter described was field reviewed by the City Engineer on August 9, 2005 The work done was Repair of fuel storage system 6 On September 20, 2005, the City Council of the City of El Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder 7 The name of the Contractor for such work of improvement was Advanced Environmental Services, Inc 8 The property on which said work of improvement was completed is in the City of El Segundo, County of Los Angeles, State of California, and is described as follows Maintenance Facility 9 The street address of said property is 150 Illinois Street Dated Steve Fmton Public Works Director / City Engineer VERIFICATION I, the undersigned, say I am the City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion, I have read said Notice of Completion and know the contents thereof, the same is true of my own knowledge I declare under penalty of perjury the foregoing is true and correct Executed on 2005 at El Segundo, California Steve Finton Public Works Director / City Engineer 053 EL SEGUNDO CITY COUNCIL AGENDA ITEM STATEMENT MEETING DATE- October 18, 2005 AGENDA HEADING. Consent Agendc Consideration and possible action regarding acceptance of the project for the Urho Saari Swim Stadium (AKA El Segundo Plunge) Steel Roof Truss Repair (219 West Manposa Avenue) and approval of change order #1 in the amount of $24,997 63 — Project No PW 05 -01 — Approved Capital Improvement Program - (Final contract amount = $124,897 63) RECOMMENDED COUNCIL ACTION: Recommendation — (1) Accept the work as complete, (2) Approve change order #1 in the amount of $24,997 63, (3) Authorize the City Clerk to file the City Engineer's Notice of Completion in the County Recorder's Office, (4) Alternatively discuss and take other action related to this item BACKGROUND & DISCUSSION: The steel roof truss at the City pool showed signs of corrosion at the connections to the concrete walls Repairs were required to stem the corrosion and to assure the ongoing integrity of the structure On June 7, 2005 the City Council awarded a contract in the amount of $99,900 00 to Ford, Inc to repair the plunge steel roof truss. (Background and discussion continued on the next page......) ATTACHED SUPPORTING DOCUMENTS: 1 Change order #1 2 Notice of Completion FISCAL IMPACT- Operating Budget Capital Improvement Program. Amount Requested. Account Number Project Phase: Appropriation Required: $738,45000 Yes $124,89763 301 - 400 - 8202 -8476 Accept the work as complete No ORIGINATED BY: — DATE: October 10, 2005 Stev iblic Works Director V V It BACKGROUND AND DISCUSSION CONTINUED: During the progress of the project, additional structural deficiencies and other existing conditions were discovered that required additional work by the contractor beyond what was called for in the original contract Also, painting work originally intended for city crews was completed by the contractor It is proposed that the contractor be compensated for this additional work through contract change order # 1, which will cover the following items of additional work • While preparing the existing trusses for welding, it was determined that the corrosion was more extensive than expected New steel plates had to be designed, fabricated and welded to the existing truss members at ten locations to add structural strength This work delayed the completion date, requiring that the contractor work only at night to coordinate with pool operations ($11,938 00) • During the drilling of bolt holes through the exterior walls for the installation of twenty - eight steel brackets, the contractor encountered structural steel plates embedded inside the walls that were not indicated on the plans The contractor had to employ a specialized coring subcontractor at additional expense to drill through the plates ($4,53480) • An existing electrical panel and conduits required relocation to allow the new steel wall brackets to be installed on the wall ($4,04870) • It had originally been planned that the painting of the completed structural improvements was to be done by city crews and therefore was not included in the original contract Because of concern for the safety of city personnel, and for the fact that the contractor had scaffolding in place, it was decided to have the work done by the contractor This portion of the change order includes painting (4 coats) to match existing at forty locations on the interior and exterior of the building ($4,15933) • Ten steel plates that were to be welded to the existing truss to add extra strength were found to be too thick and had to be re -cut and adjusted to fit, due to variances in the existing truss ($31680) The work has now been completed to the satisfaction of staff Staff recommends acceptance of this project and approval of change order #1 in the amount of $24,997 63 P5 CITY OF EL SEGUNDO CHANGE ORDER Public Works Department, Engineering Division, 350 Main Street, El Segundo, CA 90245 TELEPHONE, 310 - 524 -2300 DATE: October 6, 2005 NAME OF COMPANY: Ford, Inc PROJECT: El Segundo Plunge Steel Roof Truss Repair CHANGE ORDER NO.: 1 SPECIFICATION NO.: PW 05 -01 FACSIMILE: 310- 640 -0489 You are hereby instructed, subject to the provisions of the above named contract, to make the following amendments thereto ITEM DELETE ADD DESCRIPTION PRICE 1 X Re -cut and adjust 10 steel plates $ 31680 2 X Relocate electrical panel and conduits $ 4,04870 3 X Seal, prime and paint steel plates $ 4,15933 4 X Add additional steel plates $11,93800 5 X Drilling through structural steel in wall $ 4,53480 APPROVED BY: Ford, Inc. Contractor Name ACCEPTED: James W. Amos General Manager DATE: DATE: NET + $24,997.63 APPROVED BY CITY COUNCIL OW October 18, 2005 Date ACCEPTED: City Engineer/ Public Works Director n5c, Recording Requested by and When Recorded Mail To: City Clerk, City Hall 350 Main Street El Segundo, CA 90245 NOTICE OF COMPLETION OF CONSTRUCTION PROJECT Project Name El Segundo Plunge Steel Roof Truss Repair Project No PW 05 -01 Notice is hereby given pursuant to State of California Civil Code Section 3093 et seq that 1 The undersigned is an officer of the owner of the interest stated below in the property hereinafter described 2 The full name of the owner is City of El Segundo 3 The full address of the owner is City Hall, 350 Main Street, El Segundo, CA, 90245 4 The nature of the interest of the owner is City building 5 A work of improvement on the property hereinafter described was field reviewed by the City Engineer on September 30, 2005 The work done was Steel roof truss repair 6 On October 18, 2005, the City Council of the City of El Segundo accepted the work of this contract as being complete and directed the recording of this Notice of Completion in the Office of the County Recorder 7 The name of the Contractor for such work of improvement was Ford, Inc 8 The property on which said work of improvement was completed is in the City of El Segundo, County of Los Angeles, State of California, and is described as follows El Segundo City Plunge 9 The street address of said property is 219 West Mariposa Avenue Dated Steve Finton City Engineer/ Public Works Director VERIFICATION I, the undersigned, say I am the City Engineer of the City El Segundo, the declarant of the foregoing Notice of Completion, I have read said Notice of Completion and know the contents thereof, the same is true of my own knowledge I declare under penalty of perjury the foregoing is true and correct Executed on 2005 at El Segundo, California N WOTICES \PW NOC (01/08/02) Steve Finton City Engineer /Public Works Director EL SEGUNDO CITY COUNCIL MEETING DATE. October 18, 2005 AGENDA ITEM STATEMENT AGENDA HEADING: New Business AGENDA DESCRIPTION: Consideration and possible action to contract with Beach Cities Transit to provide bus services to replace the discontinued Metropolitan Transit Agency (MTA) bus route 439 through El Segundo for a period of two years (Fiscal Impact $128,706 annually for two years - Prop A funds) RECOMMENDED COUNCIL ACTION- (1) Authorize the Mayor to execute a contract, as approved to form by the City Attorney, with Beach Cities Transit to fund the proposed portion of the 439 replacement line, subject to the following A) The City's participation would be contingent on the cities of Redondo Beach, Manhattan Beach, Hermosa Beach and Los Angeles also participating, B) El Segundo would participate with the other cities, C) The agreement would cover a period of two years, D) The amount will not exceed $128,706 annually, (2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION: As the Metropolitan Transit Agency (MTA) moves forward with the realignment of the regional bus system in LA County, the cities of El Segundo, Hermosa Beach, Manhattan Beach, Redondo Beach and Los Angeles will be affected by the elimination of MTA line 439 which has been slated for elimination in May 2006 The line runs from Redondo Beach, through El Segundo to downtown Los Angeles The portion of the line from the LAX City Bus center south to the terminus in the Rivera Village has been identified as underperforming and has been under review for a year MTA policy (Continued on next page) ATTACHED SUPPORTING DOCUMENTS. 1 MTA Bus Route Map for line number 439 2 Balance Sheet for Prop A and Prop C funds FISCAL IMPACT: $128,706 (Prop A Funds) Operating Budget* $487,687 Amount Requested: Account Number. Project Phase: Appropriation Required: x_ Yes _ No ORIGINATED BYLrL���VvVy"' DATE: Stacia Mancini REVIEWED B DATE: '() IL v5i Jeff Ste ity Manager 13 C'S8 requires a minimum of 30 boarding's per hour to be considered viable The identified section of the route 439 that runs through El Segundo operates at about 17 boarding's per hour The South Bay Sector Governance Council has considered cancellation of the line at several public hearings which have been well attended by senior citizens and other bus advocates from El Segundo The Governance Council delayed cancellation of the line in 2004 and again in 2005 However, because ridership on the line has not met performance criteria established by the MTA, it will cease to function as active MTA next May Beach Cities Transit, a community -based transit system that operates out of the City of Redondo Beach, has identified the 439 line as critical in providing mobility and mitigating vehicular congestion in the South Bay Accordingly, Beach Cities Transit is proposing to maintain and operate a replacement line for Route 439 as a part of its transit system Proposed funding for continuation of the line would be shared by the cities of El Segundo, Hermosa Beach, Manhattan Beach, Los Angeles and Redondo Beach based on the number of the route occupies in each of the affected cities As proposed, the replacement line would mirror the 439 line in route and schedule The estimated net cost of operating the line is $565,996 per year The portion of the cost proposed to fund by El Segundo is $128,706 The projected costs and contributions from each of the South Bay cities are as follows El Segundo $128,706 City of Los Angeles $129,481 Manhattan Beach $86,639 Hermosa Beach $74,984 Redondo Beach $129,416 Total $565,996 Staff from the City of El Segundo has audited ridership and mileage figures submitted by Beach Cities Transit, and verified that the proposed annual cost is equitable Should the Council approve the request to provide funding for continued operation of Line 439, it would be limited to a two -year obligation by the City. After two years of operation by Beach Cities Transit, the line would qualify for funding from the MTA through the "Included Transit Operator" Formula Allocation Program (FAP) and would no longer require subsidy funding from the cities who seek to subsidize the continued operation of Line 439 Beach Cities Transit is one of 16 Included Transit Operators within the Los Angeles County area As an "included" municipal transit operator, Beach Cities Transit is eligible and receives Formula Allocation Program (FAP) Funding through the LA County Municipal Transit Authority FAP funding allocations are determined by using a formula which incorporates the Transit operator's vehicle service miles, passenger revenues, base fare, and number of fare units FAP allocations fluctuate depending on the amount of service provided and the efficiency of the system Growing, well -run systems with reasonable fares can expect their formula allocation funding to increase with the expansion of the service Beach Cities Transit Formula Allocation Protections are based on very conservative fixed -route ridership estimates of 15 trips per hour and are calculated in conjunction with currently n5r� operated Beach City Transit Lines 102 &104 Based on conservative projections Beach City Transit anticipates FAP Allocations which exceed the operating cost by a minimum of $200,000 annually and as such would no longer require subsidy funding from the other four cities. The anticipated revenues in excess of operating costs would be used as matching funds for the purchase of capital equipment or as operating funds for the addition of new service Beach Cities Transit has also acquired $1 8 million in federal transportation funds to purchase the necessary vehicles Staff feels participation in the replacement line program would be beneficial to El Segundo residents Failure to provide a replacement for the 439 bus line would likely result in increased northbound /southbound traffic volumes and eliminated a bus route that is used extensively by the City's senior citizen community Funding for this agreement would come from the City's Prop A resources The current fund balance in Prop A reserves is $487,687 (Please see Attachment 3). nC() DOWNTOWN LOS ANGELES A Downtown Street Slops C3 Metro Nall Stable. 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Pw ai i l l„ v p `aP reARANCF \v 0,111700439 E 1-161 City of El Segundo Prop A and Prop C Analysis Through 9/30/06 Ending Fund Balance 9/30/04 FY 04 -05 Estimated Revenues FY 04 -05 Estimated Expenditures FY 05 -06 Budgeted Revenues FY 05 -06 Budgeted Expenditures Estimated End Fund Balance 9/30/06 Attachment #2 Prop A Prop C 492,637 595,487 265,200 187,100 - 285,150 - 151,200 258,500 218,500 - 243,500 - 116,200 487,687 733,687 P6? EL SEGUNDO CITY COUNCIL MEETING DATE- October 18, 2005 AGENDA ITEM STATEMENT AGENDA HEADING- New Business AGENDA DESCRIPTION. Consideration and possible action to obtain an appraisal to determine fair- market value of City- owned property located directly east of 150 and 160 S Sepulveda Blvd (Fiscal Impact Approximately $5,000) RECOMMENDED COUNCIL ACTION, 1) Authorize staff to obtain an appraisal of the property, and /or 2) Alternatively, discuss and take other action related to this Item BACKGROUND & DISCUSSION. In 1988 the City purchased several parcels from Chevron USA Inc , along the east side of Sepulveda Blvd south of El Segundo Blvd , for the development of a municipal golf course One of the lots (9,228 square feet) the city owns is located adjacent and directly east of the commercial retail buildings located at 150 and 160 S Sepulveda and directly north of the golf course The property owners of the two commercial retail buildings have expressed interest in purchasing or leasing the property from the city for commercial retail and /or parking purposes ed on next SUPPORTING DOCUMENTS Site plan FISCAL IMPACT: Operating Budget: $245,500 Amount Requested. $5,000 (Approximate appraisal fee) Account Number. 2403 -6214 Project Phase• N/A Appropriation Required. —Yes X No ORIGINATED BY DATE, / Seimone Jurps, (Director of Planninq and Buddha Safetv DATE tp City Manager 063 -144 STAFF REPORT October 18, 2005 BACKGROUND & DISCUSSION (cont.) Page 2 In addition, the Planning and Budding Safety Department has received an application for a self storage project underneath Edison power lines directly east of the city owned parcel An access easement has been requested so that vehicles can access the self- storage site through the city owned property At this time the self- storage protect in being processed by staff Since, there are several competing Interests In using or purchasing the city owned parcel, staff recommends that City Council authorize staff to obtain an appraisal to determine the fair market value of the parcel Staff will return to City Council with the fair- market value and to receive further direction P \Planning & Building Safety \Sluryis \Staff Reports Part 2 \Surplus Property= Staff report Sale of surplus property 160 Sepulveda 10 -18 -2005 v2 doc o C"I i III I I. III I I I I I I I III I I I I t r I I III I I I � I I I I I III � III 1 \ I I I pppIpJJJI I D I I W I �i1 r I ; I I I I I I III I I ICI I I lil y i11 ll3 I I I3 1 I I; Cn �n EXIST \ GRAPHIC SCALE 0' 100' 200 SCALE- 1 " = 100' F t jay v�\ 1 \\ \\ 00 O�Z T I \ cc� m `\ y;ao Ze WO r 17625 Crenshaw Blvd , Ste 300 CIVIL Torrance, California 90504 Tel (310) 327 -0018 ENGINEERING Fax (310)327 -0175 DCAGROUP www dcacivileng com S81 065 LEGAL DESCRTIPTION EXHIBIT MAP CSC 11055-2225000-50501 EL SEGUNDO CITY COUNCIL MEETING DATE: October 18, 2005 AGENDA ITEM STATEMENT AGENDAHEADING• Councilmember Busch AGENDA DESCRIPTION: Consideration and possible action to forward a letter to the California Energy Commission supporting a request by El Segundo Power, LLC to amend Condition of Certification BIO -1 set forth in the El Segundo Power Redevelopment Final Decision.(No fiscal impact) RECOMMENDED COUNCIL ACTION: 1) Approve the letter to the California Energy Commission, 2) Alternatively, discuss and take other action related to this item BACKGROUND & DISCUSSION: Last week, I received a request from Tim Hemig, Director of Regional Environmental Business for NRG Energy, Inc , asking for the City's support of the application by El Segundo Power to amend a Condition of Certification of the Final Decision of the California Energy Commission (CEC) regarding the repowering project in El Segundo The permit for the repowering project was issued initially by the CEC on December 23, 2004 However, the permit was appealed and no action was taken until the appeal was resolved The Final Decision of the CEC became effective on August 31, 2005, the date the California Supreme Court denied review of the decision EI Segundo Power states that it is unable to secure the financing for the repowering project until it secures a long -term power generation contract with a "load serving entity "The barriers to obtaining that type of agreement are significant, and the short-term prospects are not clear for see attached page marked "Background and Letter to the California Energy Commission FISCAL IMPACT: N/A Operating Budget. Amount Requested- Account Number- Project Phase. Appropriation Required: _Yes _ No f)66 1 5 Background and Discussion (con't): El Segundo Power, or any other power provider in the State Nonetheless, the CEC permit requires El Segundo power to provide $250,000 to the Santa Monica Bay Restoration Commission now and every 90 -days hereafter until an amount not to exceed $5 million has been deposited . El Segundo Power, therefore, is requesting the CEC for an amendment to the Condition of Certification BIO -1 that would allow the obligation to provide such payment to become effective 90 -days before actual construction begins on the project If approved, the amendment would remove El Segundo Power from the economically untenable position of not being able to obtain funding for its planned repowering project while still being responsible for a multi - million dollar obligation. That obligation, coupled with the uncertainty of available financing, threatens the viability of the project I believe that it is crucial to maintain a reliable source of power in El Segundo to ensure that the South Bay is not placed in a situation of becoming isolated during a period of emergency or power uncertainty Accordingly, I am requesting that the City Council sign the attached letter supporting El Segundo Power's request for an amendment '67 / Office of the City Council Elected Officials October 12, 2005 Kelly McDovrell, Maya( John a Gaines, Mayo( Pm Tam Jim Soulgaddea, Caancrl Menber Mr Marc S Pryor Edc K Busch, Counel Mamber Compliance Project Manager Cad Jacobson, Couned Member California Energy Commission `,adyMadeaea' CKy Clerk 1516 gin Street, MS 15 Ralph CdyT a,a' Cdy Treasurer Sacramento, CA 95814 Re: Urging the California Energy Commission to approve the request by El Appointed Officials Segundo Power II LLC to amend the Condition of Certification BIO -1 — Jenmy Sowed, City Manager Final Decision (00- AFC -14) Mar*D Henley, City Affornay Dear Mr Pryor Department Directors We are writing to state our support for the application submitted by El Segundo Bret MUM", Admnishadve Servicea Power 11 (ESPR) to amend Condition of Certification BIO -1 and the corresponding Mom Angelo, Fie chw payment schedule stated within that Condition It is our understanding that, pursuant Debreerlghm L,bmry & Cable Sery sea to the current Condition of Certification, effective September 30, 2005, ESPR is Se, PannngendBuddmg required to remit a sum of $250,000 to the Santa Monica Bay Restoration Jack Wen Commission In addition, ESPR would be required to remit an additional sum of °oOC.,ar Wn $250,000 every 90 days thereafter for additional studies, up to an amount that will not Pu6 11""a"a sin's exceed $5 million n a Parks Reccreatiomhay We support the intent of the CEC in requiring the payments to the Santa Monica Bay Restoration Commisslon as a part of the repowering of the ESPR facility located in www eisegundo org our City The studies to be undertaken by the Restoration Commission, will obtain significant progress in restoring the vitality of the Santa Monica Bay However, we do believe that the payments required from ESPR as a part of the Condition of Certification BIO -1, as currently structured, represent an onerous burden that may terminate the ultimate development of an important power generation facility in the Southern California Region The fact is that ESPR will not be able to assemble the financing necessary to undertake the repowering project until ,lt is able to obtain a long -term power generation contract with a "load serving entity " The reasons for that failure to reach 350 Main Street, El Segundo, California 90245 -3813 '68 Phone (310) 524 -2302 FAX (310) 322 -7137 Mr Marc Pryor October 12, 2005 Page 2 of 2 agreement are numerous and structural There are efforts among the members of the Legislature and the CPUC to work through those issues, and we are confident that such efforts will ultimately be successful However, in the short-term, ESPR does not have its financing in place, the project is not underway and it is not clear when those issues will be resolved. Accordingly, the City of El Segundo supports the request by ESPR to amend the Condition of Certification to link the payments to the Santa Monica Bay Restoration Commission with the initiation of construction of the repowering project Specifically, the City of El Segundo supports the following amendment, BIO -1: The protect owner shall place $5,000,000 in trust for the Santa Monica Bay Restoration Commission (SMBRC) to assess the ecological condition of the Santa Monica Bay and to develop and implement actions to improve the ecological health of the Bay At least $250,000 shall be provided at least 90 days prior to the start of construction of the new generation units within 30 days and an additional sum of at least $250,000 shall be provided every 90 days thereafter Upon completion, the ESPR repowenng project will generate an additional 630 megawatts of electricity Every study that we have seen regarding the future electrical power requirements of California identifies a critical need for new power generation facilities Accordingly, we believe that the ESPR project represents an important part of California's ability to meet the current and future power needs of its business and residential communities In addition, we believe that the protect will yield tangible benefits to current efforts to restore the Santa Monica Bay Unless action is taken now by the CEC to grant this reasonable request for amendment to the Conditions of Certification, we fear this important protect may founder We appreciate your consideration of this request If you have any questions, please feel free to call at (310) 524 -2302 Sincerely, Kelley McDowell Mayor Jim Boulgandes Council Member Eric Busch Council Member John Gaines Mayor Pro Tern Carl Jacobson Council Member )69