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MARCH
20, 2001
DISCLAIMER
BEGINNING
OF CITY COUNCIL AGENDA
This agenda has been prepared to provide for the orderly progression of City business. Detailed staff reports on specific items are posted in the hallway for public viewing. The City Council wants to hear your comments, however, to run the meeting efficiently, please observe the following rules when you participate in the meeting. Please try to submit your REQUEST TO ADDRESS THE CITY COUNCIL form to the City Clerk prior to the start of the meeting. You will be called at the appropriate time to make your remarks. For the sake of efficiency, the City Council agenda is divided into several sections: Consent Calendar: This section consists of routine items which, unless a request has been received from the public, council or staff to remove a particular item for discussion, are enacted by one motion of the City Council. If you wish to speak to any Consent Calendar item(s) you will be limited to three minutes. Public Hearings: This section is devoted to noticed hearings. Although the normal time limit is three minutes for each speaker, the Mayor may grant additional time to a representative speaking for an entire group; however, this should not discourage anyone from addressing the City Council individually. Regular Business: This section contains items of general business and you will be allowed three minutes to speak on any item. Public Comments: This part of the agenda is reserved for making comments on matters which are NOT on the agenda. If you have submitted a request to speak, you will be called by the City Clerk at the appropriate time and you may speak for up to three minutes. Please limit your comments to matters within the jurisdiction of the City Council. Due to State law, no action can be taken on matters brought up under Public Comments. If action by the City Council is necessary, the matter may be placed on a future agenda or referred to staff, as determined by Council. Please make your remarks at the lectern microphone and direct your comments to the City Council and not to the staff or the public. Conduct at the Council Meeting: The City Council has adopted a set of rules for conduct during City Council meetings. The following is an excerpt from those adopted Rules of Procedure: Section 6.3 The Mayor shall order removed from the Council Chambers any person(s) who commits the following acts at a regular or special meeting of the City Council: 1.Disorderly, contemptuous or insolent behavior toward the Council or any member thereof, tending to interrupt the due and orderly course of said meeting. 2.A breach of the peace, boisterous conduct or violent disturbance, tending to interrupt the due and orderly course of said meeting. 3.Disobedience of any lawful order of the Mayor which shall include an order to be seated or to refrain from addressing the Council. 4.Any other unlawful interference with the due and orderly course of the meeting. RANCHO PALOS VERDES CITY COUNCIL AGENDA MARCH 20, 2001 FRED HESSE COMMUNITY PARK, 29301 HAWTHORNE BOULEVARD _________________________________________________________________________________ 7:00 P.M. REGULAR SESSION CALL TO ORDER: ROLL CALL: FLAG SALUTE: NEXT RESOL. NO. 2001-25 NEXT ORD. NO. 363 CEREMONIAL MATTERS: (1) Presentation of Certificates of Recognition to members of the Palos Verdes Peninsula High School Academic Decathlon Team. (2) Recognition of the week of March 26 as Safe Communities Week in Los Angeles County. RECYCLE DRAWING: APPROVAL OF AGENDA: APPROVAL OF CONSENT CALENDAR: 1. Motion to waive full reading.
2. Minutes of February 6, February 28, March 1, and March 6, 2001. (Purcell)
3. 2% @ 55 and One-Year Final Compensation Benefit Factor. (Petru)
4. Agreement to Transfer Community Development Block Grant (CDBG) Funds from the City of Rolling Hills to the City of Rancho Palos Verdes for FY 2001-2002. (Huey)
5. New Agricultural Lease with James Hatano on the Upper and Lower Point Vicente Properties. (Petru)
6. Shared Use of City Radio Frequencies. (Petru)
7. Peninsula Seniors Grant. (Petru)
8. Register of Demands. (McLean.)
REGULAR BUSINESS: 9. Application for a Household Hazardous Waste Grant, Fiscal Year 2000-2001. (Ramezani)
RECESS: PUBLIC COMMENTS: (at approximately 8:40 P.M.) (This section of the agenda is for audience comments on items NOT on the agenda.) ORAL CITY COUNCIL REPORTS: (This section designated to oral reports from councilmembers who wish/need to report on Council assignments.) RECESS TO CLOSED SESSION. PLEASE SEE BROWN ACT CHECKLIST BELOW. ADJOURNMENT: Adjourn to Saturday, March 24, at 9:00 A.M. for a Council Goal Setting Workshop in the Community Room at City Hall. CLOSED SESSION
AGENDA CHECKLIST (All Statutory References
are to California Government Existing Litigation: Name of Case: Olson v. City of Rancho Palos Verdes, Marilyn Lyon, Mayor of the City of Rancho Verdes, and the Members of the City Council of the City of Rancho Palos Verdes Case No: LASC No. BC245694 Name of Case: McCaul v. City of Rancho Palos Verdes Case No: LASC No. YC036222 Initiation of
Litigation: ___________2_____________
The City Council is meeting in closed session to determine whether to file a lawsuit against the Los Angeles World Airport Authority and the Federal Aviation Administration to obtain public records.
1. Motion to waive full reading.
2. Minutes of February 6, February 28, March 1, and March 6, 2001. (Purcell)
3. 2% @ 55 and One-Year Final Compensation Benefit Factor. (Petru)
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ASSISTANT CITY MANAGER DATE: MARCH 20, 2001 SUBJECT: 2% @ 55 RETIREMENT FORMULA AND ONE-YEAR FINAL COMPENSATION BENEFIT FACTOR RECOMMENDATION Adopt Ordinance No. 362, thereby authorizing an amendment to the contract between the City and the Board of Administration of the California Public Employees’ Retirement System for 2% @ 55 and one-year final compensation retirement benefits. DISCUSSION On February 20, 2001, the City Council introduced Ordinance No. 362 for first reading. The purpose of this ordinance to authorize an amendment to the City’s contract with CalPERS to increase the employee retirement formula to 2% @ 55 with a one-year final compensation benefit factor. If adopted tonight after the second reading, the Ordinance will go into effect in 30 days (April 20, 2001). Respectfully submitted: Attachment: ORDINANCE NO. 362
WHEREAS, at a Budget Workshop held on May 8, 2000, the City Council considered potential improvements to the City’s current employee retirement program and directed staff to investigate an amendment to increase the benefit level to 2% @ 55 with a one-year final compensation benefit factor; and, WHEREAS, on September 5, 2000, Council authorized staff to contract with Aon Consulting to prepare a financial analysis of the proposed changes based on the annual actuarial reports prepared for the City by CalPERS over the last several years; and, WHEREAS, staff requested and received the necessary documents to amend the contract from the California Public Employee’s Retirement System. WHEREAS, on February 20, 2001, the City Council considered the proposed amendments at a public meeting. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES HEREBY ORDAINS AS FOLLOWS: Section 1: The City Council hereby authorizes an amendment to the contract between the City of Rancho Palos Verdes and the Board of Administration of the California Public Employee’s Retirement System, a copy of said amendment being attached hereto, marked "Exhibit", and by such reference made a part hereof as though herein set out in full. Section 2: The Mayor of the City of Rancho Palos Verdes is hereby authorized, empowered and directed to execute said amendment for and on the behalf of said Agency. Section 3: This Ordinance shall take effect 30 days after the date of its adoption. Section 4: The City Clerk shall certify to the adoption of this ordinance and shall cause the same to be posted in the manner prescribed by law. PASSED, APPROVED and ADOPTED this 20th day of March 2001. ______________________ MAYOR ATTEST: ________________ CITY CLERK STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF RANCHO PALOS VERDES ) I, Jo Purcell, City Clerk of the City of Rancho Palos Verdes, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Ordinance No. 362 passed first reading on February 20, 2001, was duly and regularly adopted by the City Council of said City at a regular meeting thereof held on March 20, 2001 and that the same was passed and adopted by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: _______________________ CITY CLERK
4. Agreement to Transfer Community Development Block Grant (CDBG) Funds from the City of Rolling Hills to the City of Rancho Palos Verdes for FY 2001-2002. (Huey)
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: DIRECTOR OF PUBLIC WORKS DATE: MARCH 20, 2001 SUBJECT: AGREEMENT TO TRANSFER COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS FROM THE CITY OF ROLLING HILLS TO THE CITY OF RANCHO PALOS VERDES FOR FY 2001-2002 Staff Coordinator: Judy Huey, Senior Administrative Analyst RECOMMENDATION
BACKGROUND The City of Rolling Hills has offered to transfer $14,293 in Community Development Block Grant (CDBG) funds to the City of Rancho Palos Verdes for the Home Improvement Program. Previously, the City of Rolling Hills allocated CDBG funds in FY 1999-2000 to the City of Rancho Palos Verdes to provide an additional $38,400 for the Home Improvement Program. Recently, the City of Rolling Hills has made available 50% of its FY 1999-2000, FY 2000-2001 and FY 2001-2002 CDBG allocations to nearby cities in support of housing element objectives and low-income housing needs. The Home Improvement Program has been successful in drawing a large number of applicants. The additional allocation of funds will assist in providing the necessary monies for home improvement projects. The City of Rancho Palos Verdes will use 80% of the $14,293 in CDBG funds for grants and deferred loans to low and moderate income homeowners for needed home repairs, and the remaining 20% will be used for administration of the program. ANALYSIS Since the inception of the Home Improvement Program (HIP), 20 projects totaling approximately $240,000 have been completed. Currently five projects are under construction and an additional 15 residents are in the process of obtaining bids for their work. In order to meet the requests for housing repairs by the program participants, the additional $14,293 will augment the FY 2001-2002 HIP CDBG budget allocation of $127,000. CONCLUSION Adopting staff recommendations will facilitate the transfer of CDBG funds from the City of Rolling Hills to the City of Rancho Palos Verdes. The Community Development Commission of the County of Los Angeles will add the $14,293 to the City of Rancho Palos Verdes’ CDBG allocation. These funds are to be drawn down from the County as the City submits reimbursement requests for Home Improvement Program expenditures. FISCAL IMPACT The addition of CDBG funds to the City’s Home Improvement Program will increase the program budget and provide much needed financial assistance to program participants. The substantial number of Home Improvement Program applications clearly indicates that there is significant interest and need for homeowner assistance. Respectfully submitted, Attachments: RESOLUTION NO. 2001-
WHEREAS, the City of Rancho Palos Verdes participates in the Los Angeles Urban County Community Development Block Grant Program; and, WHEREAS, the City of Rancho Palos Verdes provides a Home Improvement Program, established in 1998, for eligible low and moderate income residents, hereinafter referred to as "Program"; and, WHEREAS, the City of Rolling Hills has determined that the aforementioned Program is in the general interest of the City of Rolling Hills regarding the support of housing element objectives; and, WHEREAS, the City of Rolling Hills is willing to assign 50% its allocation of available FY 1999-2000, FY 2000-2001 and FY 2001-2002 CDBG Funds to the City of Rancho Palos Verdes to share in the cost of the Program. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES HEREBY FINDS, DETERMINES, RESOLVES AND ORDERS AS FOLLOWS: Section 1. The City of Rancho Palos Verdes approves an Agreement between the City of Rolling Hills and the City of Rancho Palos Verdes to transfer Community Development Block Grant Funds, which is hereby attached as Exhibit "A". Section 2. The City Council approves and authorizes the execution of this Agreement and directs the City Manager or his representative to take any action necessary to implement this Agreement. Section 3. The City Council hereby authorizes the City Manager to execute this Agreement on behalf of the City of Rancho Palos Verdes and directs the City Clerk to attest thereto. PASSED, APPROVED and ADOPTED this 20th day of March, 2001. ____________________________ Mayor ATTEST: _______________________________ City Clerk State of California ) County of Los Angeles ) ss City of Rancho Palos Verdes ) I, JO PURCELL, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2001- was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on March 20, 2001. ______________________________ City Clerk
5. New Agricultural Lease with James Hatano on the Upper and Lower Point Vicente Properties. (Petru)
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ASSISTANT CITY MANAGER DATE: MARCH 20, 2001 SUBJECT: NEW AGRICULTURAL LEASES WITH JAMES HATANO ON THE UPPER AND LOWER POINT VICENTE PROPERTIES RECOMMENDATION 1) Approve new agricultural leases with James Hatano for the Upper and Lower Point Vicente properties and 2) authorize the Mayor and City Clerk to execute the lease agreements. BACKGROUND James Hatano has farmed portions of the Upper and Lower Point Vicente properties for many years. The oldest lease in the City’s files was executed between the Department of the Army and Mr. Hatano in December 1973 when the property was still being used as a military reservation. When the City took over the Upper Point Vicente property the following year, a new lease was executed between the City and Mr. Hatano on December 9, 1974. The term of the original lease expired on September 1, 1979, although Mr. Hatano continued to farm the property without an agreement with the City or payment of rent after that time. On September 7, 1993, City staff made an informal agreement with Mr. Hatano to pay the City $100 per year for the use of approximately 5.5 acres of the Upper Point Vicente property. This informal arrangement remains in effect today. Unfortunately, no copies of any lease agreements with the Army or the County of Los Angeles have survived for the Lower Point Vicente property. However, on February 1, 1982, the City entered into a new one-year lease agreement with Mr. Hatano, which was prompted by the need to move his fields to make way for construction of the Point Vicente Interpretive Center. The rental rate was set at $531.25 per year for the use of approximately 8.5 acres of the Lower Point Vicente property. On May 3, 1983, the City extended the lease for an additional year and at the end of this term, the lease converted to a month-to-month arrangement, which has continued without interruption since that time. DISCUSSION Several recent events have caused staff to review the use agreement and existing farming activities taking place both on the Upper and Lower Point Vicente properties:
Staff believes that it would be prudent to enter into new lease agreements with Mr. Hatano at this time. The most compelling reasons are the lack of a written agreement for the use of the upper property and the age of the agreement for the lower property (1983) without any substantial review or modification. Finally, future City activities (such as contaminant remediation at the Interpretive Center) or proposed changes in land use (such as the Long Point proposal) may impact the farming activities on both properties, which will be addressed in the new leases. The City Attorney’s Office has prepared the draft lease agreements for each property (see attached). CONCLUSION Once the most predominant land use activity on the Palos Verdes Peninsula, agriculture has diminished over the last few decades to only a few remaining areas. Entering into new leases with Mr. Hatano for the Upper and Lower Point Vicente properties would preserve the last two remaining viable agricultural sites in the City. Perpetuating this use of the City’s property would be consistent with the policies of the General Plan to "assist in the protection or conservation of agricultural sites" and "preserve flower farming wherever possible, in order to provide aesthetic appeal and visual accent" (General Plan Page 100). New leases would also clearly specify the obligations of each party, especially in light of the evolving futures of these two sites. FISCAL IMPACT The total rent that the City currently receives from Mr. Hatano for the use of both properties is $631.25 per year. By entering into new lease agreements with Mr. Hatano, the City will continue to receive $631.25 in General Fund revenue per year for the use of these two properties. Due to the City’s long-term relationship with Mr. Hatano and the fact that this is the last remaining area in the City that is commercially farmed, staff is not recommending an increase in rent. Respectfully submitted: Attachments: THE CITY OF RANCHO PALOS VERDES AND JAMES HATANO AUTHORIZING THE LEASE OF CITY PROPERTY AT POINT VICENTE PARK/CIVIC CENTER FOR AGRICULTURAL PURPOSES THIS LEASE AGREEMENT ("Lease"), is made and executed as of the ___ day of ________________, 2001, by and between the City of Rancho Palos Verdes, a municipal corporation of the State of California, hereinafter called "City" and Mr. James Hatano, hereinafter called "Lessee," who agree as follows:
City: City of Rancho
Palos Verdes Lessee: Mr. James
Hatano IN WITNESS WHEREOF, the parties hereto have executed this Lease as of the day and year first above written. Dated: ________________ LESSEE By: __________________________ James Hatano Date: _________________ CITY OF RANCHO PALOS VERDES: By: ___________________________ Mayor ATTEST: By: _____________________ City Clerk LEASE
AGREEMENT BETWEEN THIS LEASE AGREEMENT ("Lease"), is made and executed as of the ___ day of ________________, 2001, by and between the City of Rancho Palos Verdes, a municipal corporation of the State of California, hereinafter called "City" and Mr. James Hatano, hereinafter called "Lessee," who agree as follows:
City: City of Rancho
Palos Verdes Lessee: Mr. James
Hatano IN WITNESS WHEREOF, the parties hereto have executed this Lease as of the day and year first above written. Dated: ________________ LESSEE By: __________________________ James Hatano Date: _________________ CITY OF RANCHO PALOS VERDES: By: ___________________________ Mayor ATTEST: By: _____________________ City Clerk
6. Shared Use of City Radio Frequencies. (Petru)
TO: MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ASSISTANT CITY MANAGER DATE: MARCH 20, 2001 SUBJECT: SHARED USE OF CITY RADIO FREQUENCIES RECOMMENDATION Approve the City of El Monte’s request to share the City’s talk-in frequency, subject to implementation of the safeguards suggested by El Monte’s consultant and direct staff to renew the FCC license for an additional term. BACKGROUND In 1996, the City explored the possibility of purchasing a "low-band" two-way radio system for the Public Works Department to communicate with its staff and contractors in the field. Although the City obtained the required radio frequencies from the FCC, the City ultimately decided not to proceed with the purchase of the radio system. The frequencies, 45.5 MHz (talk-out) and 46.44 MHz (talk-in) under the call sign WPJQ635, remain unused at this time and the City’s FCC license will expire on September 9, 2001. However, the City has the ability to renew the license prior to its expiration for an additional 10 years. DISCUSSION The City of El Monte is currently in the process of implementing a "low-band" two-way radio system similar to the one that we considered in 1996. However, the City of El Monte only has a talk-out frequency (45.36 MHz) and lacks a talk-in frequency. Kevin Nida, a communications consultant retained by the City of El Monte, has proposed the shared use of our City’s talk-in frequency with the City of El Monte. A shared frequency means that any mobile or portable radios used by the both the Cities of Rancho Palos Verdes and El Monte would transmit on the same talk-in frequency. With this type of system, there is a possibility that interference could occur. Assuming that the City of Rancho Palos Verdes was to ever implement its own two-way radio system, El Monte’s consultant has proposed several precautions that would minimize any impact on the City’s communication system. 1. El Monte would install several "receive only" sites to enable their mobile and portable radios to transmit with low powers, and, therefore, due to the distance between El Monte and the City of Rancho Palos Verdes, signals at our repeater sites would generally be very weak compared to our own field units. 2. A special "guard tone" would be inserted into El Monte’s transmissions (required by the FCC), so that our repeater would not turn on if the tone does not match that to which our own repeater is programmed. Therefore, El Monte’s transmissions would be essentially transparent to ours. However, depending on propagation conditions and the amount of actual radio traffic taking place, it is possible for occasional interference to occur when a field unit in each city happens to use the system at exactly the same time. 3. Because there is always a chance of interference and the City of Rancho Palos Verdes is the primary and incumbent licensee of the frequency, El Monte would agree in advance to relinquish use of the frequency or implement additional mitigation measures to our complete satisfaction should our communications be impacted in any way by the shared use. Staff has consulted with Dale Hanks of the Palos Verdes Amateur Radio Club regarding El Monte’s request. Mr. Hanks feels that due to the large distance between the two cities and the low probability that we would be using the system at exactly the same moment, there should be no problem with the cities sharing the 46.44 MHz talk-in frequency. Another issue to consider at this time is whether or not the City still needs the licensed radio frequencies. If the City chooses, it can turn back its licensed frequencies to the California Public Safety Radio Association for reassignment to another public agency (such as the City of El Monte). Mr. Hanks indicated that the City’s licensed frequencies are good ones and they would be difficult to reclaim if we turned them back at this time. He strongly recommended that the City renew its license in September 2001, because the City may still want to implement a two-way radio system at some time in the future. ALTERNATIVES In addition to the staff’s recommendation, the following alternatives are available for the Council’s consideration: 1. Deny the City of El Monte’s request and direct staff to renew the FCC license for an additional term. 2. Direct staff to pass the City’s licensed radio frequencies back to the California Public Radio Safety Association (CPRA) to reassign the unused frequencies as this body sees fit. FISCAL IMPACT There would be no fiscal impact to the City to turn back the unused radio frequencies to the CPRA. In addition, there would be no monetary cost associated with allowing the City of El Monte to share one of our "low-band" radio frequencies. However, there is a small fee of approximately $30 to renew the City’s FCC license, if the City decided to do so. Respectfully submitted:
7. Peninsula Seniors Grant. (Petru)
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ASSISTANT CITY MANAGER DATE: MARCH 20, 2001 SUBJECT: PENINSULA SENIORS GRANT RECOMMENDATION Adopt Resolution No. 2001- ; authorizing the City Manager to execute a contract with the California Department of Aging to obtain a $25,000 grant for the Peninsula Seniors. DISCUSSION Assemblyman Alan Lowenthal was successful in including funds in the 2000-01 State Budget for a $25,000 grant to the Peninsula Seniors. The grant application proposed by the Peninsula Seniors has two distinct parts. The first is for the Peninsula Seniors to contract with the CSU Long Beach Department of Gerontology to conduct a Needs Assessment Study of the senior population of the Palos Verdes Peninsula. The assessment will include a random mailing of 5,000 questionnaires, followed by five focus group interviews at various locations around the community to better define the programming and facility needs of the expanding senior population ($15,000). The second part is to supplement current programs and services offered by the Peninsula Seniors, including legal, financial, tax and estates counseling; low-vision and hearing impairment support classes; weekly educational and informational lectures; and senior exercise classes ($10,000). Last September, the City received notification that the California Department of Aging will administer the grant. Pursuant to state regulations, the City must enter into a contract with this agency, enabling the City to act as the conduit for the funds between the state and the Peninsula Seniors. One of the requirements of the contract is that the City Council adopt a resolution authorizing the City Manager to execute the contract with the Department of Aging. To that end, the draft resolution is attached for the Council’s review. CONCLUSION Assemblyman Lowenthal was successful in including $25,000 in the 2000-01 State Budget for the Peninsula Seniors. The funding is in the form of a grant administered by the California Department of Aging. The proposed Resolution is required by state regulations to allow the City to accept funds from the Department of Aging, on behalf of the Peninsula Seniors. The City would then, in turn, provide those funds to the Peninsula Seniors to fund their Needs Assessment Study and other on-going programs and services that are made available to seniors in Rancho Palos Verdes. FISCAL IMPACT The adopted 2000-01 State Budget includes $25,000 of General fund money allocated to the Peninsula Seniors in the form of a grant. Other than the staff’s time required to process the grant application and contract paperwork, Assemblyman Lowenthal’s office has assured staff that the City will not incur any other expenses in facilitating the state grant for the Peninsula Seniors. Respectfully submitted: Attachment: RESOLUTION NO. 2001 -
WHEREAS, Assemblyman Alan Lowenthal included funds in the State Budget for a grant to support the activities of the Peninsula Seniors, and, WHEREAS, on September 28, 2000, the City received notice that the grant had been included in the 2000-01 State Budget Act and that the California Department of Aging would be administrating the grant; and, WHEREAS, pursuant to state regulations, the City is required to apply for the funds on behalf of the Peninsula Seniors and to provide proof of City Council authorization to execute the contract with the California Department of Aging. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDE DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: Section 1: The City Council authorizes the City Manager to execute a contract with the California Department of Aging to obtain a $25,000 grant for the Peninsula Seniors to conduct a Needs Assessment Study ($15,000) and to supplement current programs and services ($10,000). PASSED, APPROVED and ADOPTED this 20th day of March 2001. ____________________________ ATTEST: MAYOR ________________ CITY CLERK STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF RANCHO PALOS VERDES ) I, Jo Purcell, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2001- was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on March 20, 2001. ________________________________ Jo Purcell
8. Register of Demands. (McLean.)
REGULAR BUSINESS:
9. Application for a Household Hazardous Waste Grant, Fiscal Year 2000-2001. (Ramezani)
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: DIRECTOR OF PUBLIC WORKS DATE: MARCH 20, 2001 SUBJECT: APPLICATION FOR A HOUSEHOLD HAZARDOUS WASTE GRANT, FISCAL YEAR 2000/2001 STAFF COORDINATOR: LAUREN RAMEZANI, SR. ADMINISTRATIVE ANALYST RECOMMENDATION
BACKGROUND The California Integrated Waste Management Board (CIWMB) has funds available for qualified applicants in need of funding for the collection and management of household hazardous waste (HHW). The City of Rancho Palos Verdes proposes to be the lead agency, with the Cities of Palos Verdes Estates (PVE), Rolling Hills (RH), and Rolling Hills Estates (RHE) as other participants for the FY 2000-2001 grant cycle. The funds provided by this grant would be used to establish:
These proposed programs would be in addition to the annual roundups held at the City Yard. The addition of this mobile HHW collection increases the City’s achievement of the goals identified in its Household Hazardous Waste Element (HHWE). In 1998, the above four cities applied and received a HHW grant to utilize the City of Redondo Beach's permanent facility. However, due to unresolved liability and indemnification issues, the program was never implemented and no funds were expended. In October 1999, the cities applied for a grant for the door-to-door collection of HHW, but that was not successful. DISCUSSION The City of Rancho Palos Verdes will act as the lead agency during the twenty-two month term of the grant (beginning June 1, 2001 and continuing through March 31, 2003). The deadline for this FY 2000-2001 grant cycle, is March 31, 2001. A multi-jurisdictional application increases the chances of the grant approval since it meets one of the grant's priority objectives. Staff has met and received positive feedback in support of this grant application from the three peninsula cities. The City of RHE will be sending a support letter signed by its City Manager shortly. The cities of RH and PVE will send their support letters after receiving approval from their City Council on March 26 and 27, 2001 respectively. Support letters are required as part of the grant application package. All residential households (single family, townhomes and condominiums) are eligible for this program. However, special emphasis and public outreach will be made towards informing and attracting area seniors, handicap/disabled, and residents relocating. The program will include a public educational element, in which at least once per year an information flier will be mailed to residential households informing them of their eligibility for low cost HHW pick-up with a co-payment fee of $10. The co-payment is included in order to motivate residents to call when they have a large amount of HHW to dispose, instead of small quantities such as only 1-2 cans of paint. Items collected include antifreeze, car and household batteries, cleansers, fertilizers, paint, herbicides, pesticides, and pool chemicals. Staff proposes to utilize the firm of Curbside, Inc. (CI) as the contractor providing the HHW collection service in the grant application. This firm has significant experience with a door-to-door collection program. Staff believes that including an experienced firm will enhance our chances of being funded. This firm is successfully conducting similar HHW programs in several cities such as Palm Springs, Chula Vista, Costa Mesa, Santa Clarita, Norwalk and Lemon Grove. Staff also proposes to utilize the consulting firm of Huls Environmental Management, LLC (Huls) as the grant administrator/manager in this application. The firm has administered other HHW grants for various other cities such as Azusa, Monrovia and Diamond Bar. PROGRAM HIGHLIGHTS:
Curbside Inc. is suggested as the contractor for the following reasons:
GRANT COST BREAKDOWN The grant will pay for 100% of the collection, public education and administration of the program during the 22-month grant period. The total grant amount requested is $217,275, which assumes a 5% participation by the total number of households in this program.
* These numbers are from the CIWMB database. Only single-family numbers is used because CIWMB’s multi-family numbers include apartment units. Apartments are not included as part of the grant program. Apartments typically have no garden and any painting is done by the management company and not the renters. The Collection and Public Education (PE) costs are allocated based on each city’s total number of housing units. The PE costs are intended to alert the public to the service and motivate residents to properly participate. It includes newspaper ads, and vendor costs for printing and mailing direct mailers and postcards. The Administration cost includes staff time and city attorney time including the cost for preparing and processing a MOU between the four cities. The Administration costs for the cities were not distributed based on housing units because certain costs (such as staff time and City attorney review time) occur regardless of the size or population of each City. RPV’s allocation also includes the cost of the City’s consultant, approximately $14,400, that will be administering and managing this grant and contract for all cities for the duration of the grant. PROGRAM SUSTAINABILITY The CIWMB grant intends to establish new programs, which are then sustained by the grantees. Therefore, it is important for the grant to address the issue of sustainability. Thus, as part of the grant package, each of the participating cities will provide a letter supporting the grant application and demonstrating the fiscal commitment to sustain the program within their community by documenting a funding commitment once the grant ends. The proposed future program budgets for the cities are as follows:
The future costs will be less than the initial costs of the program. Once the grant is over most of each city's total budget will go towards collection. There will be only nominal administration costs, as the grant requirements will not need to continue. Also, after the grant is over, it is anticipated that future public education costs will be negligible to the cities since the program would already have been established and known to residents. Each city is free to tailor the program requirements and change the budget to meet its own needs. ALTERNATIVES Authorize the submittal of the grant application, but require a formal bid process after the grant is approved in order to obtain a contractor. However, this would likely reduce the chances of the grant's approval and delay the implementation of the program by several months. FISCAL IMPACT The fiscal impact of the staff recommendation will be program costs after the grant has expired. Staff estimates program costs at $15,000 for FY 2004-2005. The Solid Waste Fund is the funding source for these costs. The estimated June 30, 2001 balance for the Solid Waste Fund is $680,000. Respectfully Submitted, Attachments: Resolution
2001- ___ Attachment A COLLECTION FEES Fee Per Pick-up: The cost for the HHW Collection is:
PROGRAM HIGHLIGHTS
NOTES:
CONTRACTOR REIMBURSEMENT
RESOLUTION NO. 2001- __ A RESOLUTION OF THE CITY COUNCIL OF THE OF RANCHO PALOS VERDES AUTHORIZING STAFF TO APPLY FOR A REGIONAL HHW GRANT WITH THE CITIES OF PALOS VERDES ESTATES, ROLLING HILLS, AND ROLLING HILLS ESTATES TO THE STATE OF CALIFORNIA AND ACT AS LEAD AGENCY FOR THE REGIONAL PROGRAM WHEREAS, the people of the State of California have enacted the Assembly Bill 1220 (Eastin, 1993) that provides grants to local governments to establish and implement waste diversion and separation programs to prevent disposal of hazardous waste, including household hazardous waste, in solid waste landfills; and WHEREAS, the California Integrated Waste Management Board has been delegated the responsibility for the administration of the program within the State, setting up necessary procedures governing application by cities and counties under the program; and WHEREAS, the applicant will enter into an agreement with the State of California for implementation of a regional project; BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES: That the City of Rancho Palos Verdes authorizes the submittal of a regional application on behalf of the Cities of Palos Verdes Estates, Rolling Hills, Rolling Hills Estates and Rancho Palos Verdes to the California Integrated Waste Management Board for a Local Government Household Hazardous Waste Grant-Fiscal Year 2000/2001. The Public Works Director of the City of Rancho Palos Verdes, or their designee, is hereby authorized and embowered to execute in the name of the above named cities all necessary applications, contracts, payment requests, agreements and amendments hereto for the purposes of securing grant funds and to implement and carry out the purposes specified in the grant application. PASSED, APPROVED AND ADOPTED ON THIS 20th DAY OF MARCH, 2001. ________________________ Mayor ATTEST: ________________________ City Clerk State of California ) County of Los Angeles )ss City of Rancho Palos Verdes ) I, JO PURCELL, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2001-___ was duly executed and regularly passed and adopted by the said City Council at a regular meeting thereof held on March 20, 2001. _________________________ City Clerk RECESS: PUBLIC COMMENTS: (at approximately 8:40 P.M.) (This section of the agenda is for audience comments on items NOT on the agenda.) ORAL CITY COUNCIL REPORTS: (This section designated to oral reports from councilmembers who wish/need to report on Council assignments.) RECESS TO CLOSED SESSION. PLEASE SEE BROWN ACT CHECKLIST BELOW. ADJOURNMENT: Adjourn to Saturday, March 24, at 9:00 A.M. for a Council Goal Setting Workshop in the Community Room at City Hall. CLOSED
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