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1999 07 20 CC Minutesing -> 10\m LA QUINTA CITY COUNCIL MINUTES JULY20, 1999 Regular meeting of the La Quinta City Council was called to order at the hour of 2:00 p.m. by Mayor Pena, followed by the Pledge of Allegiance. PRESENT: Council Members Adolph, Henderson, Perkins, Sniff, Mayor Pena ABSENT: None PUBLIC COMMENT None CLOSED SESSION 1. Evaluation of Council-appointed positions, City Manager and City Clerk, pursuant to Government Code Section 54956.6. 2. Conference with City's real property negotiator, Mark Weiss, concerning property located Citywide, and terms of transfer of cable television franchise relating thereto pursuant to Government Code Section 54956.8. Property OwneriNegotiator: Media One/Time Warner. Council recessed to Closed Session to and until the hour of 3:00 p.m. 3:00 P.M. PUBLIC COMMENT None CONFIRMATION OF AGENDA Confirmed APPROV?? OF MINUTES MOTION It was moved by Council Members Sniff/Henderson to approve the City Council Minutes of June 22, 1999, as submitted. Motion carried with Council Member Adolph ABSTAINING. MOTION It was moved by Council Members Sniff/Adolph to approve the City Council Minutes of June24, 1999, as submitted. Motion carried unanimously. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 2 July 20, 1999 MOTION It was moved by Council Members Sniff/Henderson to approve the City Council Minutes of June 29, 1 999, as submitted. Motion carried unanimously. MOTION It was moved by Council Members Henderson/Sniff to approve the City Council Minutes of July 6, 1999, as submitted. Motion carried unanimously. ANNOUNCEMENTS Council Member Henderson expressed appreciation for the removal of graffiti from the art piece at Washington Street and Highway 111. PRESENTATIONS Theresa Maggio, Festival Director for the La Quinta Arts Foundation, presented the 1 999 La auinta Arts Festival Poster to the City Council, noting that the arts festival ranks #3 in the nation. She also advised that 44% of the visitors at the arts festival were from outside the valley, as were 37% of the Plein Air event visitors. WRITTEN CORRESPONDENCE 1. LETTERS FROM PGA WEST MEMBERS ASSOCIATION AND PGA WEST MASTER ASSOCIATION, INC. REGARDING A GOLF CART TUNNEL UNDER MADISON STREET. Council concurred on having staff bring back a report on the safety factor of a golf cart crossing on Madison Street, including the legalities involved, and on directing staff to send follow-up letters to both homeowners associations. CONSENT CALENDAR 1. APPROVAL OF DEMAND REGISTER DATED JULY 20, 1999. 2. TRANSMITTAL OF TREASURER?S REPORT DATED MAY 31, 1999. 3. APPROVAL OF OVERNIGHT TRAVEL FOR THE PUBLIC WORKS DIRECTOR/CITY ENGINEER TO ATTEND THE 1999 INTERNATIONAL PUBLIC WORKS CONGRESS AND EXPOSITION SPONSORED BY THE AMERICAN PUBLIC WORKS ASSOCIATION APWA) IN DENVER, COLORADO, SEPTEMBER 19-22, 1999. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\m City Council Minutes 3 July 20, 1 999 4. APPROVAL OF OVERNIGHT TRAVEL FOR THREE CODE COMPLIANCE OFFICERS TO ATTEND A TRAINING CLASS GIVEN BY SOUTHERN CALIFORNIA ASSOCIATION OF CODE ENFORCEMENT OFFICIALS, INC. LOCATED IN LONG BEACH, CALIFORNIA, JULY 23-24, 1999. 5. ADOPTION OF RESOLUTION AUTHORIZING THE CITY MANAGER TO EXTEND SUPPLEMENTAL RETIREMENT BENEFITS PROVIDED BY THE PUBLIC AGENCY RETIREMENT SYSTEM PARS) ON A ONE-TIME BASIS. RESOLUTION NO. 99-90) 6. APPROVAL OF CHANGES TO THE CITY CLERK'S JOB DESCRIPTION AND SALARY RANGE. 7. ADOPTION OF RESOLUTION GRANTING CONDITIONAL APPROVAL OF A FINAL MAP AND SUBDIVISION IMPROVEMENT AGREEMENT FOR PARCEL MAP 29052, LUNDIN DEVELOPMENT. RESOLUTION NO.99-91) 8. ADOPTION OF RESOLUTION GRANTING CONDITIONAL APPROVAL OF A FINAL MAP AND SUBDIVISION IMPROVEMENT AGREEMENT FOR TRACT 29121, MSG ENTERPRISES, INC. RESOLUTION NO.99-92) 9. APPROVAL OF AGREEMENTS FOR ACQUISITION OF REAL PROPERTY FOR TWO RIGHT-OF-WAY PARCELS NECESSARY TO CONSTRUCT PROJECT NO. 98-09, WASHINGTON STREET BRIDGE WIDENING. MOTION It was moved by Council Members Sniff/Adolph to approve the Consent Calendar as recommended with Item Nos. 5, 7, and 8 being approved by RESOLUTION NOS. 99-90, 99-91, and 99-92 respectively. Motion carried unanimously. MINUTE ORDER NO.99-95. BUSINESS SESSION 1. CONSIDERATION OF ADOPTION OF THE Fl? AL YEAR 1999/2000 BUDGET AND ESTABLISH THE CITY'S APPROPRIATIONS LIMIT. Mr. Genovese, City Manager, advised that the proposed 1999/2000 Fiscal Year Budget includes changes as requested by Council on June 22 he distributed a new Page 62, making a clerical change under community promotion"), and is similar to last year's budget because it contains a substantial commitment to infrastructure improvements and a good quality level of service to residents. Some of the projects included in this year's budget are the widening of Jefferson Street and Washington Street? BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 4 July 20, 1 999 Council Member Adolph advised that he supported the budget as a whole, and would vote to approve it, but he was opposed to the allocation for an additional 20 obelisks, which he supported having at parks but not at street corners where street signs already exist, and the salary compensation for Agency Board Members. He noted that he voted against a salary increase for Council last year of approximately 35%, and that he's opposed to the proposed compensation for Agency members in this year's budget. Council Member Perkins complimented staff on an excellent budget, and advised that he supports it as it is. Council Member Henderson was pleased with the budget, and felt that it was prepared with a great deal of care and fiscal responsibility. However, she suggested the possibility of not funding the La Quinta Post this year, stating that she's not particularly enthralled with the information on that page, and felt that it's time to consider other means of communicating information to the community. She felt the Chamber's Gem newsletter has been very informative. In regard to the obelisks, she stated that she's heard a lot of good remarks about them, and noted that they are for City identification, not street signs. Council Member Sniff felt that the budget is excellent, and that it reflects the City's conservative nature. He wished to see the La Quinta Post eliminated from the budget. He seldom receives the home-delivered paper, and feels that it's not doing the job it was intended to do. He echoed Council Member Henderson's comments regarding the Gem newsletter, and suggested working toward getting it to cover more material and more frequently. He didn't have a problem with the obelisk program, and felt they are symbolic identifications of strategic locations. Mayor Pena was pleased that the budget is easy to read, and that the City is maintaining its level of service to the community, including its support of neighborhood organizations. He commented on the number of upcoming public improvements, and asked the residents to be patient during the construction. In regard to the La Quinta Post, he wasn't opposed to eliminatin'. it from the budget. Council Member Adolph agreed with eliminating the La Quinta Post from the budget. Council Member Perkins had mixed emotions about eliminating it, and wished to discuss it further at the next Council meeting. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\m City Council Minutes 5 July20, 1999 Council Member Henderson suggested deleting it from the budget, and having it come back as an item to reconsider. Council Member Perkins concurred. Mayor Pena noted that the Council always tries to avoid duplication of efforts, and that this might be one of those areas. RESOLUTION NO.99-93 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, ESTABLISHING THE CITY'S APPROPRIATION LIMIT FOR FISCAL YEAR 1999/2000 AND APPROVING A BUDGET FOR FISCAL YEAR 199912000. It was moved by Council Members Sniff/Henderson to adopt Resolution No. 99-93 as amended deleting the allocation for the La Quinta Post with the understanding that the issue will come back at the next Council meeting). Motion carried unanimously. 2. CONSIDERATION OF CONTRACT SERVICES AGREEMENT WITH THE LA QUINTA ARTS FOUNDATION FOR FISCAL YEAR 199912000. Ms. Horvitz, Community Services Director, advised that the proposed Contract Services Agreement is with the La Quinta Arts Foundation, and was considered by the Council on June 22 as part of the preliminary budget. Council Member Henderson noted that in Section 6.1 of the Agreement, Agency" needs to be changed, and she suggested eliminating if requested." Council concurred. Council Member Sniff believed the organization provides an immense service to the City, and felt that the requested funding is appropriate. Council Member Adolph was pleased to see the reduction in the funding requests this year from both the Chamber and the Arts Foundation, and stated that he's fully supportive of their efforts. MOTION It was moved by Council Members Sniff/Adolph to approve the La Quinta Arts Foundation's funding request of $75,000 for Fiscal Year 1 999/2000 and authorize the Mayor to execute the Contract Services Agreement. Motion carried unanimously. MINUTE ORDER NO.99-96. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 6 July 20, 1 999 3. CONSIDERATION OF APPROVAL OF DESIGN AND LOCATION OF THE BEAR CREEK CHANNEL ART PIECE AS PROVIDED BY THE LA QUINTA ARTS FOUNDATION. Ms. Horvitz, Community Services Director, advised that the La Quinta Arts Foundation is proposing an art piece for installation along the Bear Creek Bike Path, and she noted that the Council's previous concerns were taken into consideration in this design. Jana Barbier, P.O. Box 777, Education Director of La Quinta Arts Foundation, presented a model of the proposed art piece consisting of a concrete bear on a base of tiles opposite a fish trap. She advised that the art piece was designed by local artists, Terry Hays and Mike Teague, and is intended to give an historical interpretation of what is in the desert, adding that children will be used to help design the tiles. In response to Council Member Henderson, Ms. Barbier advised that the historical information written on the tiles will be readable from outside the art piece. Council Member Sniff felt the proposed design is more appropriate than the previously-proposed design, and suggested adding shade, water, and seating at some time in the future. In response to Council Member Adolph, Ms. Barbier advised that the art piece will be reinforced and built to City Code. Children may want to sit on the rocks, but it's not likely to appeal to adults, and walking on the base will not have any effect on it. In response to Council Member Adolph, Ms. Horvitz advised that the art piece will be located near the bike path at the southwest corner of Avenida Montezuma and Calle Tecate, and there will be a rest stop nearby with water, shade, and seating. In response to Council Member Adolph, Ms. Barbier advised that they intend to have other art pieces along the bike path, but it's not set at this point. Council Member Adolph wished to see a plan developed for the entire bike path for everyone to follow so that it will dove-tail together. Council Member Sniff felt that the Council's intent has always been to have several rest stops and art pieces along the bike path. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 7 July20, 1999 MOTION It was moved by Council Members Sniff/Adolph to approve the design and location of the Bear Creek Channel art piece. Motion carried unanimously. MINUTE ORDER NO.99-97. 4. CONSIDERATION OF RESOLUTION APPROVING THE TRANSFER OF CONTROL OF A CABLE TELEVISION FRANCHISE ORIGINALLY GRANTED TO COLONY COMMUNICATIONS, INC. TO SUMMIT CABLE SERVICES OF GEORGIA, INC. Mr. Wilson, Management Analyst, advised that staff has worked with Special Counsel in negotiating the proposed Franchise Transfer Agreement with Time Warner and Media One, and that representatives from the two cable companies are present to answer questions. Council Member Sniff complimented staff for dealing with this issue promptly and efficiently. He also thanked the two cable companies for their forthcoming attitude, and welcomed Time Warner to the City. RESOLUTION NO.99-94 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, APPROVING THE TRANSFER OF A CABLE TELEVISION FRANCHISE ORIGINALLY GRANTED TO COLONY COMMUNICATIONS, INC. TO SUMMIT CABLE SERVICES OF GEORGIA, INC. It was moved by Council Members Sniff/Adolph to adopt Resolution No.99-94 as submitted. Motion carried unanimously. 5. CONSIDERATION OF MARKETING PLAN AND CONTRACT SERVICES AGREEMENT WITH KINER/GOODSELL ADVERTISING FOR FISCAL YEAR 1999/2000. Ms. Coyle, Managemen Analyst, advised that the staff report contains an outline of the alternatives related to the proposed Marketing Plan that were discussed by Council on July 6, 1 999' and that representatives from Kiner/Goodsell are present to answer any questions. Council Member Sniff stated that he felt it's awkward for Council to negotiate this matter over the dais, and suggested referring it back to staff to negotiate a modified contract with greater emphasis on economic development and less emphasis on community events, with suitable adjustments in costs, including the retainer. He believed that might work a lot smoother and more efficiently. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 8 July 20, 1 999 Council Member Henderson stated that she still has a lot of concerns with the program as presented. She wasn't necessarily opposed to anything in the Marketing Plan, but felt some of the programs aren't appropriate at this time. She wished to have some of the funds redirected, and was hesitant to direct funds toward activities in The Village, given the amount of upcoming construction that will be going on. She agreed with staff further negotiating this contract. Mayor Pena felt that the Council needs to give more direction to staff on this. Council Member Sniff reiterated that he wished to see more emphasis on economic development and significantly less emphasis on community events. He then referred to a list of more traditional economic development activities outlined in the staff report, and advised that he's supportive of hosting an event for the Palm Desert ICSC Conference participants in October, increasing the frequency of local television spots, adding television spots at selected times throughout Southern California, and a billboard on I-i 0. He wished to get away from some of the community events and not duplicate those being done by other organizations in the City, noting that some of them would be drastically affected by the upcoming construction in The Village. Council Member Adolph stated that he was ready to approve the plan two weeks ago because he felt it was a preliminary plan, and that he's still ready to approve it. Mayor Pena pointed out that the consultant has already proposed a reduction in the retainer if certain changes are made, and advised that he wasn't opposed to putting more dollars into more traditional economic development tools, but felt the consultant's overall plan is to market the City in different areas. He asked if the Council wants a full-on approach or a focused approach, and advised that he's prepared to move forward and to modify some of the programs later on if needed. Council Member Perkins questioned whether he City is trying to solicit new residents and customers or trying to bring in new companies, or both. He didn't believe that billboard advertising in Los Angeles would help the City, and questioned having them on I-i 0 because he doesn't like billboards. He wished to make sure that the consultant is not duplicating the Chamber's efforts, and was concerned that that may be the case in some of the events in The Village. He supported the idea behind the plan, but felt it needs some work. Council Member Henderson stated that she was also opposed to putting billboards in Los Angeles. As for modifying the plan as it goes along, she noted BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 9 July 20, 1 999 that the Council didn't get that opportunity after the plan was adopted last year, and it's her understanding that what the Council is being asked to do now is to approve" the program for this year. Based on that, she felt it's important for her to express her concerns. She was uncomfortable approving the plan based on the assumption that various components will come back before Council to modify, and felt it would be a slow starter if they did. She wished to see more of the funds directed toward more traditional economic development activities. She believed that promotion of community events is important, but didn't feel that it's important to do this year, and felt it would be better to bring people into The Village after the improvements are completed. Scott Kiner, 73-101 Highway 111, Suite 4, Palm Desert, of Kiner/Goodsell Advertising, stated that they need Council's input on how to redirect the community event funds to more traditional economic development activities. He agreed that with the construction going on, this may not be the best time to add community events, but understood that the Council wished to mitigate the negative PR" resulting from that construction, which alone is a sizable project. He advised that they could come back with suggestions on. how to redirect the funds. Mayor Pena was concerned about delaying the plan another two weeks. Council Member Sniff felt that a continuance would help everyone involved to better define the plan. Mayor Pena suggested forming a subcommittee of himself and Council Member Henderson to meet with the consultants and staff to get something moving. Council Member Perkins didn't have a problem with that, but felt it's important to get moving in the right direction. In response to Council Member Adolph, Mr. Kiner advised that it could take six to eight weeks to produce an infomercial on economic development. He further advised that an infomercial on economic development would f?cus on the benefits of opening a business in the City, and not on restaurants. He advised that they had hoped to have programs active by November, which is a big month in the valley, and that two weeks would not be a problem, as long as they know how to redirect the funds so that they can bring back a plan that Council can approve next time. He advised that the Council's input is critical, and that their marketing strategies will vary depending on what the Council means by economic development. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 10 July20, 1999 Council Member Henderson noted that the City has an adopted Economic Development Plan, which clearly states what direction the Council feels the City should go. Mr. Kiner advised that they need some input from Council on how to put moving to La Quinta" and shopping in La Quinta" into the Marketing Plan. MOTION It was moved by Council Members Sniff/Henderson to refer this matter back to staff to negotiate a modified contract with Kiner/Goodsell Advertising with greater emphasis on economic development and less on community events, with suitable adjustments in costs, including the retainer; and to form a subcommittee of Mayor Pena and Council Member Henderson to work with staff and KinerlGoodsell and to report back on August 3, 1 999. Motion carried unanimously. MINUTE ORDER NO.99-98. 6. CONSIDERATION OF A SUBLEASE AGREEMENT FOR THE LA QUINTA ARTS ASSOCIATION TO SUBLEASE A PORTION OF THE CITY-OWNED BUILDING OCCUPIED BY THE LA QUINTA CHAMBER OF COMMERCE, AND OF A REQUEST BY THE LA QUINTA ARTS ASSOCIATION FOR FINANCIAL ASSISTANCE. Ms. Coyle, Management Analyst, advised that the City's lease agreement with the Chamber of Commerce requires the City's written approval for the Chamber to sublease the building to the La Quinta Arts Association. She advised that Attachment #5 draft letter to the Chamber) outlines several requirements that should be included in the sublease, and that the Arts Association has also submitted a Community Services Grant Application for financial assistance for insurance costs and Village Use Permit fees. In response to Council Member Adolph, Ms. Coyle advised that the Chamber was told by their insurance company that a rider for accident liability cannot be put on their policy for the Arts Association. Elaine Reynolds, 49-294 Avenida Vista Bonita, asked the Council to approve the sublease and grant request, stating that she felt the City should move forward with this if it truly wishes to become the City of Art." She then advised of a community she recently visited in British Columbia that has five art galleries with a population of only 7,000 residents. As for the insurance, the artists will display their work at their own risks. Council Member Sniff wasn't sure that it's an ideal location, and asked if theV anticipated making further requests for assistance, noting that there was some BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\m City Council Minutes 11 July 20, 1999 mention previously about adding onto the building, as well as adding some type of security such as fencing. Ms. Reynolds advised that they are anxious to put in a fence and have a sculpture garden, but that requires a Use Permit at a cost of $1,763, which they are requesting assistance with, and that will take care of their needs for the year. They plan to see how it develops before considering enlarging. Council Member Henderson was supportive of the Arts Association, but understood when the Council approved the concept of the sublease, that the sculpture garden wouldn't be considered until after the traffic/parking problem has been assessed. She didn't have a problem helping with the insurance costs, but felt that the Village Use Permit should be put on hold until the parking issue has been assessed, which won't be known until after they've been open for a while. Mayor Pena was concerned about the continuing amount of money that would be requested, and wasn't comfortable paying for liability coverage. for the officers and directors. He felt that was the Association's responsibility. He was also concerned that their moving forward is contingent upon getting the grant. Ms. Reynolds understood that other organizations use their grant funds to pay for their officers and directors insurance, but without spelling it out in their application like the Association did. Council Member Perkins felt that this an opportunity for the City to expand its culture and to open up another resource for the community, and suggested giving them a grant of $5,000 to make sure that they have enough money to do the modifications and security that's needed. He felt that the traffic problems could be addressed if and when they come up. Council Member Adolph agreed, and felt that this would give the City another avelue to expand its art culture. He believed the Mayor has a good point regarding the insurance, and preferred giving them a grant to use as needed. He felt their request is a small amount in comparison to other monies spent by the City, and although he wasn't sure that he would support $5,000, he supported giving them an amount that will help them get established. Council Member Sniff didn't have a problem with the sublease, and agreed that it might be better to give them a grant to use as they see fit, and supported an amount of $5,000. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 1 2 July 20, 1 999 Council Member Henderson pointed out that they were only asking for $2,463, which she felt was reasonable. She was concerned about the funds being used to expand the facility before knowing how it's going to work, and felt that it would be wiser for them to have a sense of whether or not it's going to be successful before spending the funds on a Village Use Permit. She advised that she would support their request, but didn't feel that it's a logical precedent to increase a request. Mayor Pena agreed. Council Member Adolph suggested rounding it off to $2,500, and Council Member Henderson agreed. Council Member Perkins felt that the group had shorted themselves on what they're going to need, and that the City should seriously consider giving them more so that they can operate properly. In response to Mayor Pena, Ms. Reynolds advised that they already have volunteers for staffing the facility on weekends, and anticipate having others to help during the week. MOTION It was moved by Council Members Sniff/Henderson to approve the attached letter to the Chamber of Commerce granting written approval for a sublease between the Chamber and the La Quinta Arts Association subject to the outlined conditions and approval of the sublease agreement by the City Attorney, and approve the Arts Association funding request in the amount of $2,500. Council Member Perkins wished to see a compromise between $5,000 and $2,500. Council Member Henderson noted that the Council can always revisit this if the organization is successful, and that there have been some concerns voiced about a potential parkinr problem around the post office. Council Member Perkins stated that he rarely sees more than one or two vehicles parked at the Historical Society, and doesn't anticipate any more than that here. He also noted that the post office is closed on Sunday and is closed on Saturday at 1:00 p.m. He felt that it would be easier to help them now as opposed to having them come back later on, and believed there's no reason to be chintzy about it. He advised that he couldn't support the motion as it stands. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\m City Council Minutes 13 July20, 1999 Council Member Adolph wasn't opposed to increasing the amount if it's going to make a difference in them putting in a facility that's going to compliment the community, and advised that he would support an amount of $4,000. Motion failed with Council Members Adolph, Perkins, and Sniff voting NO. MOTION It was moved by Council Members Perkins/Adolph to approve the attached letter to the Chamber of Commerce granting written approval for a sublease between the Chamber and the La Quinta Arts Association subject to the outlined conditions and approval of the sublease agreement by the City Attorney, and approve the Arts Association funding request in the amount of $4,000. Motion carried with Council Member Henderson and Mayor Pena voting NO. MINUTE ORDER NO.99-99. 7. CONSIDERATION OF A REQUEST FROM THE STUDENT CREATIVE RECYCLE ART PROGRAM SCRAP) GALLERY REQUESTING FINANCIAL ASSISTANCE. Ms. di lono, Planning Manager, advised that the SCRAP Gallery has requested funding in the amount of $1 0,000, and that $10,000 has been budgeted in the AB939 Account for community promotions. However, $6,500 has been requested to be allocated under the Kiner/Goodsell contract, leaving a balance of $3,500 in the account. Mayor Pena didn't recall receiving a budget report from SCRAP, and wished to see how the funds are being used in their program. Council concurred on continuing this matter for additional information. MOTION It was moved by Council Members Sniff/Henderson to continue the funding request by SCRAP Gallery to August 3, 1 999, and to ask staff to look into the questions regarding their budget. Motion carried unanimously. MINUTE ORDER NO.99-100. 8. CONSIDERATION OF APPROVAL OF A REIMBURSEMENT AGREEMENT WITH COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS TO RECOVER CERTAIN CONSTRUCTION COSTS RELATED TO THE WASHINGTON STREET BRIDGE WIDENING OVER THE EVACUATION CHANNEL. Mr. Vogt, Public Works Director, advised that the proposed Reimbursement Agreement for the Washington Street Bridge Widening Project has been approved by CVAG, but will not be nded until 2008/2009 if funds are BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 14 July20, 1999 available. He advised that the funding amount of approximately $1.5 is for 50% of the design and construction costs. MOTION It was moved by Council Members Sniff/Adolph to approve the Reimbursement Agreement between the City of La Quinta and CVAG for improvements to Washington Street from 500' south of the La Quinta Evacuation Channel to Avenue 50, including the widening of the bridge over the La Quinta Evacuation Channel. Motion carried unanimously. MINUTE ORDER NO.99-101. 9. CONSIDERATION OF AWARD OF CONTRACT TO CONSTRUCT PROJECT 98-15, VARIOUS FISCAL YEAR 1998199 CITYWIDE STREET IMPROVEMENTS. Mr. Vogt, Public Works Director, advised that the apparent low bidder was non- responsive due to not completing information on the bid documents listing the subcontractors. Mayor Pena asked why this has happened so much recently. Mr. Genovese, City Manager, advised that staff is working on language to put into the bid, but this one went out to bid prior to the language being changed. Mayor Pena asked if the bid package includes a checklist. Ms. Honeywell, City Attorney, advised that it's always been in the bid specs, but that staff is in the process of putting in some additional language that will emphasize it more. Mr. Vogt noted that it's also pointed out during the pre-construction meetings, and that it's a law to keep general contractors from bid shopping. Council Member Perkins questioned why contractors would submit a bid of this amount without double-checking and even triple-checking it 3efore it's submitted. He didn't feel that it's necessary to emphasize it, and was concerned that it might cause those areas not emphasized to be ignored. Council Member Henderson agreed, and was concerned that too much emphasis on trying to babysit them in one area, might cause the City to get caught up being short in another area that's not emphasized. She was opposed to going overboard on this. Mayor Pena also questioned why the engineer's estimate is substantially lower. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\m City Council Minutes 15 July20, 1999 Mr. Vogt didn't feel that anything had been missed, and that the engineer's estimate was just low. In response to Council Member Adolph, Mr. Freeland, Senior Engineer, advised that approximately four contractors received the bid packages. Mr. Vogt noted that it's a very specialized contract with only a few contractors doing traffic signal work. Council Member Sniff suggested including a checklist in the bid package. Council Member Henderson noted that it would be a very long checklist if everything is included. MOTION It was moved by Council Members Sniff/Henderson to declare the bid received from DBX, Inc. for Project 98-1 5 non-responsive, and award a contract to the second-lowest responsible bidder, Sierra Pacific Electrical Contracting, in the amount of $236,793 to construct Project 98-15, Various Fiscal Year 1 998/99 Citywide Street Improvements. Council Member Adolph stated that he likes to be consistent, and noted that he voted against the bridge contract where $130,000 difference was involved, but would support this amount since it's not very much. Motion carried unanimously. MINUTE ORDER NO.99-102. 10. CONSIDERATION OF ADOPTION OF A RECORDS RETENTION PROGRAM. Mrs. Juhola, City Clerk, advised that the proposed Records Retention Guidelines have been reviewed by the City Attorney, City Manager, and all Department Directors, and are recommended for adoption. In response to Council Member Adolph, Mrs. Juhola advised that in the City Clerk's Department a lot of the records are being scanned onto optical disks, even though the proposed guidelines only require a two-year retention period. In response to Council Member Sniff, Mrs. Juhola explained the optical scanning process whereby images of the documents are put onto an optical disk for permanent storage, and noted that La Quinta was the first city in the valley to implement that process. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 1 6 July 20, 1999 Council Member Sniff was somewhat concerned about destroying City documents, and asked about the destruction of Council agenda packets. Mrs. Juhola advised that the proposed guidelines require retention of Council agenda packets for two years. However, the City Clerk's Department has already scanned the entire packets from the City's incorporation up into 1 996, and will continue to scan them for permanent retention, as well as keep two years of hard copy in the file. In response to Mayor Pena, Mrs. Juhola confirmed that the optical disks cannot be altered. In response to Council Member Sniff, Mrs. Juhola advised that the optical disks are backed up onto data tape, and that both are stored in the vault. The City Clerk's Department will also be scanning memoranda and correspondence, which the proposed guidelines require to be retained for two years. She advised that many of the documents in the Community Development Department have to be retained forever. In response to Mayor Pena, Mrs. Juhola advised that the City is getting close to needing a long-term storage facility, but with the adoption of these guidelines, that need will be eliminated for a while. Council Member Henderson felt that it might be beneficial for the Council to have some sense as to what documents the City Clerk's Department is scanning that's not required to be kept permanently by the guidelines, and to use that as a standard for other departments to follow. Mrs. Juhola noted that the enacting resolution authorizes the City Manager to approve Departmental Policies to retain records for a longer period of time. Council Member Henderson noted that the Administrative Services Committee of the League of California Cities has worked on these guidelines for about three year,, and fully supports it. Council Member Perkins pointed out that prior to destruction, a list of proposed documents to be destroyed has to be submitted to the City Attorney for consent. In response to Council Member Sniff, Mrs. Juhola advised that the optical disk system in use by the City has been approved by the American Records Management Association, and that it's acceptable in court for reproduction and certification of the record. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 17 July 20, 1 999 RESOLUTION NO.99-95 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, ESTABLISHING A RECORDS RETENTION SCHEDULE FOR THE DEPARTMENTS AND OFFICES OF THE CITY AND APPROVING DESTRUCTION OF RECORDS IN ACCORDANCE HEREWITH. It was moved by Council Members Sniff/Adolph to adopt Resolution No.99-95 as submitted. Motion carried unanimously. 11. CONSIDERATION OF AMENDMENT TO SECTION 2.08 OF THE LA QUINTA CHARTER AND MUNICIPAL CODE RELATIVE TO CITY MANAGER AND SECTION 2.10 RELATIVE TO CITY CLERK. There were no changes to the staff report as submitted to the City Council by the City Manager's Department and on file in the City Clerk's Department. MOTION It was moved by Council Members Sniff/Adolph to take up Ordinance No.334 by title and number only and to waive further reading. Ms. Honeywell, City Attorney, noted for the record that the effective date will be September 15, 1999. Motion carried unanimously. ORDINANCE NO.334 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, AN AMENDMENT TO THE LA QUINTA CHARTER AND MUNICIPAL CODE AMENDING CHAPTER 2.08 CITY MANAGER) AND CHAPTER 2.10 CITY CLERK). It was moved by Counci. /lembers Sniff/Adolph to introduce Ordinance No.334 on first reading. Motion carried by the following vote: AYES: Council Members Adolph, Henderson, Perkins, Sniff, Mayor Pena NOES: None ABSENT: None ABSTAIN: None STUDY SESSION None BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 18 July20, 1999 REPORTS AND INFORMATIONAL ITEMS Investment Advisory Board Minutes of June 16, 1999 In response to Mayor Pen a, Ms. Honeywell, City Attorney, advised that she meets with the Board each year at their annual meeting, but that this year's meeting was rescheduled, due to lack of quorum, and she was unable to attend the meeting in person and did so through a conference call. Chamber of Commerce Workshopllnformation Exchange Committee In response to Council Member Henderson, Mr. Genovese, City Manager, advised that appointment of a new representative on this committee will be agendized for the next Council meeting. C. V. Mosquito & Vector Control District Council Member Perkins explained the District's role regarding bees on private property, and advised that the Fire Department is the first response in cases of emergency. C. V. Mountains Conservancy Council Member Sniff reported that the Conservancy has appointed a subcommittee to deal with The Mirada's request for an amended agreement to delay the process regarding fencing for Big Horn Sheep until 2002. League of California Cities Council Member Henderson referred to some information she brought back from the General Membership meeting in Desert Hot Springs last week and had distributed to Council, and reported that the City of Desert Hot Springs is asking each city to acknowledge and read aloud their proclamation, which declares the water from the Mission Springs Water District as the best drinking water in the world. She asked the Council to consider their request. SunLine Transit Agency/SunLine Services Group Mayor Pena reported that SunLine will be taking over the SunDial service in August. He also questioned a concern that was recently brought before Council regarding the SunDial bus not being able to fit under the eaves in the shade at the Senior Center, stating that he recently saw the bus parked there. Mr. Genovese, City Manager, advised that staff has verified with SunLine that the bus does make all of its deliveries under the shaded entrance. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\m City Council Minutes 19 July20, 1999 Council Member Henderson suggested sending a response to that effect to the woman who made the request. Mayor Pena advised that he would request that SunLine send a letter as well. * ** *** ** All other reports were noted and filed. DEPARTMENT REPORTS G-1. TRANSMITTAL OF REVENUE AND EXPENDITURES REPORT DATED MAY 31, 1999. MOTION It was moved by Council Members Sniff/Adolph to receive and file the Revenue & Expenditures Report dated May 31, 1999, for the City of La Quinta. Motion carried unanimously. MINUTE ORDER NO.99-103. H-3. REPORT ON SPEED HUMPS. Council Member Henderson noted that the residents on Calle Cadiz have requested that their street hump, which was originally constructed for water drainage, be retained when the streets are mproved, and she felt this information could be used in response to their request. Council Member Sniff felt that it might also have significant value in dealing with the proto-type street, and suggested having it come back to Council during those discussions. MAYOR AND COUNCIL MEMBERS' ITEMS 1. DISCUSSION REGARDING ATTENDANCE AT THE Y2K EMERGENCY RESPONSE STRATEGIES FOR MUNICIPALITIES" CONFERENCE IN SAN FRANCISCO, AUGUST 16-17, 1999. Council Member Perkins recommended that the City Manager be authorized to select a City representative to attend the Y2K Emergency Response Strategies for Municipalities Conference in San Francisco on August 1 6 and 1 7, noting that the cost of the conference is $1,300 plus hotel and airfare. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 20 July 20, 1 999 Mr. Genovese, City Manager, advised that the conference appears to be very comprehensive, and that John Hardcastle, the City?s person in charge of emergency response, would be the appropriate person to attend. Mayor Pena advised that he recently received a letter from the White House encouraging municipalities to get involved with some of the Y2K issues and to put together programs like the City has, and he has asked the Finance Director to respond to the letter. Council Member Perkins felt that some of the information received at this conference might fit in with the upcoming Y2K meeting that the Council has discussed having in September. Council concurred on agendizing this matter for August 3, 1 999. Council recessed to Financing Authority meeting. Council reconvened and recessed to Redevelopment Agency meeting. Council reconvened and recessed to and until 7:00 p.m. 7:00 P.M. PUBLIC COMMENT None PRESENTATIONS The Mayor and Council Members presented plaques to the following out-going Commissioners in appreciation of their service: Kay Wolff Human Services Commission/Community Services Commission Charrie Chappie Arts in Public Places Commission/Cultural Arts Commission The following out-going commissioners were not present: Olga Betancourt, of the Human Services Commission/Community Services Commission; Patrick Welch, of the Arts in Public Places Commission/Cultural Arts Commission; and Diana Brown, of the Investment Advisory Board. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\m City Council Minutes 21 July20, 999 PUBLIC HEARINGS JOINT PUBLIC HEARING WITH THE LA QUINTA REDEVELOPMENT AGENCY 3. FIVE-YEAR IMPLEMENTATION PLAN FOR THE LA QUINTA REDEVELOPMENT PROJECT AREA NOS. 1 AND 2. The Mayor declared the PUBLIC HEARING OPEN. Frank Spevacek, of Rosenow, Spevacek Group, advised that the purpose of the public hearing is to receive testimony and the Council's input on a proposed Second Five-Year Implementation Plan for Redevelopment Project Areas No.1 and 2. Under Redevelopment Law, the Redevelopment Agency is required to prepare an Implementation Plan that outlines the expenditures on both housing and non-housing projects for the next five years. The Plan must be reviewed every two and half years, and updated on a five-year basis. The proposed Plan outlines accomplishments, and identifies a potential $3.7 million in Project Area No.1 non-committed Agency funds that can be used to fund projects during this cycle, as well as identifies specific projects that the Agency may want to consider. It also identifies non-housing capital improvement projects, totaling approximately $3.6 million, that are scheduled for the next two fiscal years. Approximately $600,000 of resources have been identified in Project Area No. 2 that are set aside for economic development initiatives, and an additional $1.6 million that is pledged to capital improvement programs within the project area. The Plan also identifies financial resources available to implement the affordable housing objectives in both project areas, and for the five-year period, $2.3 million is available in Project Area No.1 revenues and $15.9 in Project No.2 revenues. The Plan also sets forth various proposals for non-housing and housing redevelopment projects. He then advised of several modifications that need to be made to the proposed document as follows: on Page 17, change items listed as completed" to commenced;" on Page 37, delete completed" after the traffic signal at We3(ward Ho/Dune Palms Drive; on Page 41, move La Quinta Rental Housing Program from completed projects" to continuing projects;" and on Page 46, change the last sentence under the A. G. Spanos project to ten units being affordable to moderate-income households and ten units being affordable to low-income households." He advised that staff is recommending adoption of the Second Five-Year Implementation Plan as modified. In response to Mayor Pena, Mr. Spevacek advised that according to statistics produced by the State Department of Housing Community Development in 1 997, the Agency ranks in the top three in the State for moving toward meeting BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 22 July 20, 1 999 the Agency's obligations to produce affordable housing. He felt that the City is doing a very commendable job in trying to meet its objectives. Mayor Pena felt that that might place the City in a position whereby the State would be going after a lot of other agencies before looking at La Quinta if the City should fail to meet some of the mandated goals. Mr. Spevacek agreed, but noted that housing is becoming more of a priority than it was under the previous State administration, and that proposals are starting to come forward for taking housing funds away from local agencies and investing them by the State. He recommended that the Agency continue doing what it has been doing. In response to Council Member Adolph, Mr. Spevacek advised that more housing and City growth creates more housing requirements, which will continue to increase the mandated numbers set forth by the State. He advised that the City's obligation is to try to achieve 1 5% of all units from the time the two project areas were adopted in 1 983 and 1 989, to 2033 and 2039, respectively. Council Member Henderson agreed that the City needs to stay on top of this because of the push in the Legislature to remove these funds from City control. There being no one else wishing to speak, the Mayor declared the PUBLIC HEARING CLOSED. Council Member Sniff advised that he was prepared to adopt the Plan. In response to Council Member Henderson, Mr. Genovese, City Manager, advised that the Civic Center Campus improvements are included in the Plan because the other funding source is very limited, causing the remaining portions to most likely be funded through Redevelopment Agency funds. In response to Council Aember Henderson, Mr. Spevacek advised that the projects have been included with the understanding that they will be prioritized as funds become available, noting that the non-housing funds for Project Area No.1 have been committed in the Five-Year Capital Improvement Program for the next two fiscal years. In response to Mayor Pena, Ms. Honeywell, City Attorney, confirmed that the City receives housing credits for the homes built by C. V. Housing Coalition CVHC), as long as they are covenanted appropriately and meet the requirements. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\m City Council Minutes 23 July 20, 1 999 Mr. Spevacek advised that the City provided some financial assistance for the first 1 0 homes, and that Agency regulatory agreements exist on those homes. Staff is in the process of talking to CVHC to determine what kind of covenants they intend to put on the new homes. Ms. Honeywell advised that it's not necessary for the City to participate financially to receive housing credits. Council Member Perkins asked about the possibility of using redevelopment funds to improve Adams Street, north of Miles Avenue, where the street narrows because of the lID property. Mr. Spevacek advised that it would mean taking some of the Project Area No. 2 funds that were set aside for economic development and using them for infrastructure. In response to Council Member Henderson, Mr. Genovese advised that staff could explore the possibility of it being a joint project with lID. Council Member Perkins wished to see it explored, as well as the costs involved. Mayor Pena felt that it could be considered a blighted condition under inadequate public improvements. MOTION It was moved by Council Members Sniff/Henderson to adopt the Second Five-Year Implementation Plan for Redevelopment Project Areas No.1 and 2 as modified. Motion carried unanimously. MINUTE ORDER NO.99-104. 1. TENTATIVE TRACT MAP 28409 A REQUEST FOR A ONE-YEAR TIME EXTENSION FOR A PREVIOUSLY-APPROVED SINGLE-FAMILY SUBDIVISION QIF 19 LOTS AND OTHER COMMON LOTS ON 9.15 ACRES LOCATED ON THE NORTH SIDE OF AVENIDk MONTEZUMA ND WEST OF vE YUCATAN PEN INSULA NEIGHBORHdOD. APPLICANTS: MR. CHARLES B. ML)RPHY AND MR. LYNN R. KUNKLE. The Mayor declared the PUBLIC HEARING OPEN. Ms. di lono, Planning Manager, advised that this is a request for a one-year time extension for Tentative Tract Map 28409, which was originally approved on May 6, 1997 and allows for the subdivision of 9.15 acres into 19 single-family lots and other common lots on property located on the north side of Avenida BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\mCity Council Minutes 24 July 20, 1999 Montezuma and west of the Yucatan Peninsula neighborhood. The Planning Commission has recommended approval subject to findings and conditions. There being no one else wishing to speak, the Mayor declared the PUBLIC HEARING CLOSED. RESOLUTION NO.99-96 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, APPROVING A ONE-YEAR TIME EXTENSION FOR TENTATIVE TRACT MAP 28409, FOR A 19-LOT SINGLE-FAMILY RESIDENTIAL SUBDIVISION AND MISCELLANEOUS LETTERED LOTS ON APPROXIMATELY 9.15 ACRES C. B. MURPHY AND L. R. KUNKLE). It was moved by Council Members Sniff/Henderson to adopt Resolution No. 99-96 as submitted. Motion carried unanimously. 2. CONTINUED PUBLIC HEARING TO CERTIFY'ENVIRONMENTAL ASSESSMENT 98-369 AND APPROVE TENTATIVE TRACT MAP 28982, SITE DEVELOPMENT PERMIT 98-631, AND TENTATIVE TRACT 24230 AMENDMENT NO.1 A REQUEST OF A. G. SPANOS CORPORATION TO APPROVE DEVELOPMENT PLANS FOR A 160 MULTI-FAMILY UNIT PROJECT TO SUBDIVIDE 10.17 ACRES FOR 160 AIRSPACE CONDOMINIUMS, AND ELIMINATION OF A REQUIREMENT TO PROVIDE AFFORDABLE HOUSING UNITS LOCATED AT THE SOUTHWEST CORNER OF AVENUE 47 AND ADAMS STREET. APPLICANT: A. G. SPANOS. The Mayor declared the PUBLIC HEARING OPEN. Ms. di lono, Planning Manager, advised that this item was continued on May 1 8, 1 999, and that the applicant is requesting a second continuance to September 7, 1 999, to allow the Planning Commission to review the project at the new location. MOTION It was moved by Council Members Sniff/Adolph to continue the public hearing for certification of a Mitigated Negative Declaration EA 98-369) and approval of Tentative Tract Map 28982, Site Development Permit 98-631, and Tract 24230 Amendment No.1) to September 7, 1999. Motion carried unanimously. MINUTE ORDER NO.99-105. BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02 ing -> 10\m City Council Minutes 25 July 20, 1 999 The City Attorney announced that the City Council has concluded a Closed Session under Government Code Section 54956.6 and unanimously approved a new contract for the City Manager, which will be available in the City Clerk's Office after it's executed. There being no further business, it was moved by Council Members Sniff/Adolph to adjourn. Motion carried unanimously. Res?ctfully submitted, AUNDRA L. A, City Clerk City of La Quinta, California BIB] 08-16-1999-U01 09:28:15AM-U01 ADMIN-U01 CCMIN-U02 07-U02 20-U02 1999-U02