city of arcadia median turf reduction program huntington dr & santa anita ave

133 Pages·2017·2.97 MB·English

CITY OF ARCADIA

City Council
Regular Meeting Agenda

Tuesday, February 6, 2018, 7:00 p.m.

Location: City Council Chamber, 240 W. Huntington Drive, Arcadia

Pursuant to the Americans with Disabilities Act, persons with a disability who require a disability related modification or
accommodation in order to participate in a meeting, including auxiliary aids or services, may request such modification or
accommodation from the City Clerk at [phone]. Notification 48 hours prior to the meeting will enable the City to make
reasonable arrangements to assure accessibility to the meeting.

CALL TO ORDER

INVOCATION

First Reader - Kristin Bennett, First Church of Christ, Scientist

PLEDGE OF ALLEGIANCE

ROLL CALL OF CITY COUNCIL MEMBERS

Peter Amundson, Mayor
Sho Tay, Mayor Pro Tem
Tom Beck, Council Member
Roger Chandler, Council Member
April A. Verlato, Council Member

REPORT FROM CITY ATTORNEY REGARDING CLOSED/STUDY SESSION ITEMS

SUPPLEMENTAL INFORMATION FROM CITY MANAGER REGARDING AGENDA ITEMS

MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE
THE READING IN FULL

PRESENTATIONS

a. Mayor's Certificates of Commendation to Arcadia residents Burton and Kimberly
Brink for their retirement from L.A. County Sheriff's Dept. and many years of service
to the community.

b. Mayor’s Certificate of Recognition to the Arcadia Chinese Association in honor of the
Chinese New Year.
1. PUBLIC HEARING

Any person wishing to speak before the City Council on a public hearing item is asked to
complete a Speaker Card noting the agenda item number and provide it to the City Clerk prior to
the start of the public hearing. Separate and apart from the applicant (who may speak longer in
the discretion of the City Council) each speaker is limited to five (5) minutes per person unless
waived by the City Council. Under the Brown Act, the City Council is prohibited from discussing
or taking action on any item not listed on the posted agenda. The applicant may additionally
submit rebuttal comments, in the discretion of the City Council.

You are hereby advised that should you desire to legally challenge in court or in an
administrative proceeding any action taken by the City Council regarding any public hearing
item, you may be limited to raising only those issues and objections you or someone else raised
at the public hearing or in written correspondence delivered to the City Council at, or prior to, the
public hearing.

a. Resolution No. 7199 establishing Library and Museum Services Department fee for
Passport Services; and finding that this Resolution is exempt from the requirements
of the California Environmental Quality Act (“CEQA”).
Recommended Action: Approve

PUBLIC COMMENTS (5 minute time limit each speaker)

Any person wishing to speak before the City Council is asked to complete a Speaker Card and
provide it to the City Clerk prior to the start of the meeting. Each speaker is limited to five (5)
minutes per person, unless waived by the City Council. Under the Brown Act, the City Council
is prohibited from discussing or taking action on any item not listed on the posted agenda.

REPORTS FROM MAYOR, CITY COUNCIL AND CITY CLERK (including reports from the
City Council related to meetings attended at City expense [AB 1234]).

2. CONSENT CALENDAR

All matters listed under the Consent Calendar are considered to be routine and can be acted on
by one roll call vote. There will be no separate discussion of these items unless a member of
the City Council, staff, or the public requests that a specific item be removed from the Consent
Calendar for separate discussion and action.

a. Special and Regular Meeting Minutes of January 16, 2018, and Special Meeting
Minutes of January 25, 2018.
Recommended Action: Approve

b. Resolution No. 7198 declaring that weeds, brush, rubbish, and refuse upon or in
front of specified property in the City are a seasonal and recurrent public nuisance,
and declaring an intention to provide for the abatement thereof.
Recommended Action: Adopt

c. Arcadia Transit Service Policy and Procedures Manual.
Recommended Action: Receive and File

d. Contract with Vincor Construction, Inc. for the Library and Police Department Carpet
Tile Installation Project in the amount of $73,921.83.
Recommended Action: Approve
e. Contract with Hardy & Harper, Inc. for the Fiscal Year 2017-18 Pavement
Rehabilitation Project in the amount of $1,234,000.
Recommended Action: Approve

f. Contract with Clean Cut Landscape, Inc. for the Phase 2 Median Turf Reduction
Program on Huntington Drive and Santa Anita Avenue in the amount of $1,546,984.
Recommended Action: Approve

g. New Classification Specification for Information Technology Manager.
Recommended Action: Approve

3. CITY MANAGER

a. Discussion and direction regarding the creation of an Ad Hoc Citizens’ Committee to
review the City’s long-term financial outlook.
Recommended Action: Provide direction on a Resolution

ADJOURNMENT

The City Council will adjourn this meeting in memory of Arcadia resident Allen Langdale, and
George Elwood Thomas (father of Joyce Platt), a longtime Arcadia resident to February 20,
2018, 6:00 p.m. in the Council Conference Room.
Welcome to the Arcadia City Council Meeting!

The City Council encourages public participation, and invites you to share your views on City business.

MEETINGS: Regular Meetings of the City Council are held on the first and third Tuesday of each month at 7:00 p.m. in
City Council Chambers. A full City Council agenda packet with all backup information is available at City Hall, the Arcadia
Library, and on the City’s website at www.ArcadiaCa.gov. Copies of individual Agenda Reports are available via email
upon request ([email protected]). Documents distributed to a majority of the City Council after the
posting of this agenda will be available for review at the Office of the City Clerk, 240 W. Huntington Drive, Arcadia,
California. Live broadcasts and replays of the City Council Meetings are on cable television. Your attendance at this
public meeting may result in the recording and broadcast of your image and/or voice as previously described.

CITIZEN PARTICIPATION: Your participation is welcomed and invited at all City Council meetings. Time is reserved at
each regular meeting for those in the audience who wish to address the City Council. The City requests that persons
addressing the City Council refrain from making personal, slanderous, profane, or disruptive remarks. Where possible,
please submit a Speaker Card to the City Clerk prior to your comments, or simply come to the podium when the Mayor
asks for those who wish to speak, and state your name and address (optional) for the record. Please provide the City
Clerk with a copy of any written materials used in your address to the City Council as well as 10 copies of any printed
materials you would like distributed to the City Council. The use of City equipment for presentations is not permitted.

MATTERS NOT ON THE AGENDA should be presented during the time designated as “PUBLIC COMMENTS.”
In general, each speaker will be given five (5) minutes to address the City Council; however, the Mayor, at his/her
discretion, may shorten the speaking time limit to allow all speakers time to address the City Council. By State
law, the City Council may not discuss or vote on items not on the agenda. The matter will automatically
be referred to staff for appropriate action or response or will be placed on the agenda of a future meeting.

MATTERS ON THE AGENDA should be addressed when the City Council considers that item. Please indicate
the Agenda Item Numbers(s) on the Speaker Card. Your name will be called at the appropriate time and you
may proceed with your presentation within the five (5) minute time frame. The Mayor, at his/her discretion, may
shorten the speaking time limit to allow all speakers to address the City Council.

PUBLIC HEARINGS AND APPEALS are items scheduled for which public input is either required or desired.
Separate and apart from the applicant (who may speak longer in the discretion of the City Council), speakers shall
be limited to five (5) minutes per person. The Mayor, at his/her discretion, may shorten the speaking time limit to
allow all speakers to address the City Council. The applicant may additionally submit rebuttal comments.

AGENDA ITEMS: The Agenda contains the regular order of business of the City Council. Items on the Agenda have
generally been reviewed and investigated by the City Staff in advance of the meeting so that the City Council can be fully
informed about a matter before making its decision.

CONSENT CALENDAR: Items listed on the Consent Calendar are considered to be routine by the City Council and will
be acted upon by one motion. There will be no separate discussion on these items unless a member of the City Council,
Staff, or the public so requests. In this event, the item will be removed from the Consent Calendar and considered and
acted on separately.

DECORUM: While members of the public are free to level criticism of City policies and the action(s) or proposed action(s)
of the City Council or its members, members of the public may not engage in behavior that is disruptive to the orderly
conduct of the proceedings, including but not limited to, conduct that prevents other members of the audience from being
heard when it is their opportunity to speak or which prevents members of the audience from hearing or seeing the
proceedings. Members of the public may not threaten any person with physical harm or act in a manner that may
reasonably be interpreted as an imminent threat of physical harm. All persons attending the meeting are expected to
adhere to the City’s policy barring harassment based upon a person’s race, religious creed, color, national origin,
ancestry, physical handicap, medical condition, marital status, gender, sexual orientation, or age. The Chief of Police, or
such member or members of the Police Department, shall serve as the Sergeant-at-Arms of the City Council meeting.
The Sergeant-at-Arms shall carry out all orders and instructions given by the presiding official for the purpose of
maintaining order and decorum at the meeting. Any person who violates the order and decorum of the meeting may be
placed under arrest and such person may be prosecuted under the provisions of Penal Code Section 403 or applicable
Arcadia Municipal Code section.
DATE: February 6, 2018

TO: Honorable Mayor and City Council

FROM: Darlene Bradley, Director of Library and Museum Services

SUBJECT: RESOLUTION NO. 7199 ESTABLISHING LIBRARY AND MUSEUM
SERVICES DEPARTMENT FEE FOR PASSPORT SERVICES; AND
FINDING THAT THIS RESOLUTION IS EXEMPT FROM THE
REQUIREMENTS OF THE CALIFORNIA ENVIRONMENTAL QUALITY
ACT (“CEQA”)
Recommendation: Adopt

SUMMARY
As approved by the City Council in the Fiscal Year 2017-18 Budget, the Arcadia Public
Library will soon become a Passport Acceptance Facility, offering a new enhanced
service to the community and surrounding areas as a pilot project. The passport
program is envisioned as a separate program, self-funded through a $25 Execution Fee
charged for each passport processed at the Library, as well as optional fees for
additional services.
Although the $25 Execution Fee is set by the U.S. Department of State, and cannot be
altered by the City Council, this fee is considered a new City fee for passport services
and requires a public hearing and consideration for adoption by City Council.
In addition, the Library is proposing to offer passport photos for the cost of $15 per
photo (which is optional for the customer), as well as a $35 expedited postage fee (also
optional to the customer). These fees are set independently of the U.S. Department of
State.
Resolution No. 7199 establishing Fee
for Passport Services at the Library
February 6, 2018
Page 2 of 4

Proposed Passport Services Fees
Passport Execution Fee $25.00
Passport Photo Fee (Optional) $15.00
Expedited Postage Fee (Optional) $35.00
As a pilot project, this service would be offered 40 hours per week by appointment only.
Staff is confident that the costs can be offset by the revenues and even generate some
revenue for the City. The net revenue from the fee is estimated to be approximately
$$37,000 for the General Fund.

Should Resolution No. 7199 be adopted by the City Council, the new fees would
become effective February 7, 2018.

BACKGROUND

While traditionally located in U.S. Post Offices, Passport Acceptance Facilities can be
offered at any public-sector office that is designated to accept passport applications on
behalf of the U.S. Department of State. Passport Acceptance Facilities complete the
verification required of the U.S. Department of State for applicants applying for a
passport on a DS-11, which includes all minor and first-time applicants. These verified
applications are then sent directly to the U.S. Department of State, where they are then
processed and a passport is issued if appropriate.

The U.S. Department of State sets the various fees, depending upon which product a
customer is purchasing. (Currently a passport book is $110, passport card is $30,
passport book and card is $140). The Arcadia Public Library will collect these fees on
behalf of the U.S. Department of State and send those fees directly to the U.S.
Department of State. The Arcadia Public Library also will collect a $25 Execution Fee
for each passport processed. This fee is set by the U.S. Department of State, and
although it cannot be raised or lowered by the City, it becomes City revenue minus the
cost of offering this service (postage, supplies, and staff hourly salary). Because the
Execution Fee is considered a City fee, it is subject to a public hearing and
consideration for adoption by City Council. Additional proposed fees for a passport
photograph and express postage for delivery of the application to the U.S. Department
of State will also provide additional revenue to the City.
Resolution No. 7199 establishing Fee
for Passport Services at the Library
February 6, 2018
Page 3 of 4

DISCUSSION

City fees are reviewed on a regular basis for the purpose of making sure they are
consistent with the cost of providing the service. Fee amounts are set at a rate that
enables the City to recover all or a portion of the cost of the service. Before changing or
setting a fee, staff conducts a cost analysis study to determine the actual cost of
providing service. In addition to reviewing such things as staff and supplies, the cost
analysis takes into account the impact to the end user and the amount charged by other
municipalities for similar services. This ensures that the established fees do not
overburden the rate payer.

The $25 Execution Fee is the currently adopted federal rate set by the U.S. Department
of State, thus the City cannot raise or lower this fee. The cost of providing this service
per passport is $20 ($16 for staff time and $4 for postage and supplies). Some agencies
also offer optional services often requested by customers, including passport photos
and express mail. Although the cost for passport photos is approximately $5.00 for
photo paper and equipment, most surrounding public libraries charge $15 to cover the
time to take and process the photos. This is in line with the costs for Arcadia staff to do
the same. The express mail charge of $35 is in line with the cost of staff time ($10) and
postage ($24.95). These optional enhanced service (passport photo and express mail)
fees are within the parameters of what other local municipalities are charging for these
services, including Monrovia, San Marino, Altadena Library District, and Los Angeles
County Library.

The two additional services, passport photos and express mail, make the proposed
service even more convenient for customers. The Passport Service is being offered as
a stand-alone program so that all revenues generated offset the costs. The proposed
currently adopted federal rate for the Execution Fee ($25) and the costs of offering this
service (additional staff, supplies, and equipment) will offset each other. Offering two
additional optional services, including passport photos and express mail, will provide
services that would provide another level of convenience for the customer.

ENVIRONMENTAL ANALYSIS

This Resolution is exempt from the requirements of the California Environmental Quality
Act (“CEQA”).

PUBLIC COMMENTS/NOTICE

Consideration of Resolution No. 7199 requires a public hearing, which was noticed to
the public in the Arcadia Weekly newspaper on January 25, 2018, and February 1,
2018. As of the time this report was written, no comments had been received.
Resolution No. 7199 establishing Fee
for Passport Services at the Library
February 6, 2018
Page 4 of 4

FISCAL IMPACT

The federal government’s currently adopted Passport Services Execution fee is set at
$25 for each new passport processed at the Library. The cost to provide this service is
$16 for 30 minutes of staff salary and $4 in postage, supplies, and equipment. Based on
the U.S. State Department’s projected increase in demand for passports in the next two
years, the Library anticipates that providing this service 40 hours per week, 52 weeks
per year, at least 4,160 new passports could be issued per year. This would create an
estimated $20,810 in revenue per year. In addition, by offering passport photos,
(estimating approximately 1,619 photos per year at $15 minus the $5 cost), an
additional $16,190 revenue could be generated. The net annual revenues from the $25
Execution Fee, $15 Photo Fee, and $35 express postage fee are estimated to be
$37,000 for the General Fund, although it should be noted that this estimate is
dependent on the number of passports processed per year. If approved, this service
could begin as early as February 8, 2018, and it is estimated that 25% ($9,250) of this
revenue could be anticipated this Fiscal Year. These proposed new fees are not
reflected in the Fiscal Year 2016-2017 budget.

RECOMMENDATION

It is recommended the City Council adopt Resolution No. 7199 establishing Library and
Museum Services Department fee for Passport Services; and find that this Resolution is
exempt from the requirements of the California Environmental Quality Act (“CEQA”).

Attachment: Resolution No. 7199
Exhibit “A” - United States Passport Fees