I. ROLL CALL
Roll Call
II. FLAG SALUTE
III. PUBLIC COMMUNICATIONS
IV. CONSENT CALENDAR
1. Approve expenses as audited and within budget for warrants 727907 to 728349, Handwritten Warrant 900779, and Electronic Fund Transfers, totaling $5,463,824.45. Approved By Consent Vote [Unanimous]

BACKGROUND

Having been approved as prescribed by Government Code Section 37202 and 37208, the following demand registers are herewith submitted for Council ratification:

 

NO.

WARRANTS

DATE

FY

AMOUNT

 

1.

727907 to 728151

4/14/16

15-16

$1,031,371.69

2.

502475E to 502516E

4/15/16

15-16

$1,089,270.14

3.

728152 to 728235

4/21/16

15-16

$825,939.44

4.

502518E to 502543E

4/22/16

15-16

$69,941.00

5.

900779*

4/26/16

15-16

$1,597.98

6.

728236 to 728349

4/28/16

15-16

$806,372.00

7.

502544E to 502592E

4/29/16

15-16

$1,639,332.20

 

 

 

 

 

 

 

 

 

 

           

*Denotes handwritten warrant

E: Electronic Funds Transfer

 

TOTAL

$5,463,824.45

 

ISSUES/ANALYSIS

See attached exhibit for detailed information on warrants exceeding $25,000.

 

 

 

 

RB:hm

 

Attachment:  Exhibit 1

 

 

documentStaff Report Printout
a. Warrants Report Exhibit 5-17-16
2. Minutes. Regular Meeting of May 3, 2016 (all Members present). Approved By Consent Vote [Unanimous]
Minutes. Special Meeting of May 4, 2016 (all Members present). Approved By Consent Vote [Unanimous]
3. Receive and file the Elected City Officials' Report reflecting City Council business related expenses incurred by the City. Approved By Consent Vote [Unanimous]

BACKGROUND

In accordance with Government Code Sections 53232.2 and 53232.3, implementing Assembly Bill 1234 (AB 1234), on January 1, 2006, the City adopted Resolution No. 2005-093 establishing a Business-Related Expense Policy.  On November 5, 2013 the City approved amendments to said Policy by adopting Resolution No. 2013-061.  In addition to requiring local agencies to adopt a business-related expense policy, AB 1234 requires that Elected Officials provide a brief report on meetings attended at the expense of the local agency at the next regular meeting of the legislative body.

 

ISSUES/ANALYSIS

In response to AB 1234, a report regarding Elected City Officials’ Travel, Training, and Meetings (Exhibit A) was created and is placed on the City Council Agenda Consent Calendar, as needed.  The documents that pertain to the items listed on Exhibits are available for public inspection at the City Clerk’s office located in City Hall at 13220 Central Avenue, Chino, CA.

 

Attachment: Exhibit A

 

 

documentStaff Report Printout
a. Attachment to Elected Official's Report
4. Authorize an increase in the amount of $20,000 to Purchase Orders with R.C. Law & Company, Inc. for City-wide printing services. Approved By Consent Vote [Unanimous]

BACKGROUND

R.C. Law & Company, Inc., dba Christian Printing, is a local service provider for printing services.  Aside from printing City envelopes and business cards, staff uses the services of R.C. Law & Company, Inc. for printing, mailing and postage of City newsletters or postcards. R.C. Law & Company, Inc. has consistently provided quick and quality service. City staff anticipates continued use of the company’s services for the City’s printing needs for the remainder of the fiscal year.  Additional services will exceed the amount currently authorized by City Council.

 

ISSUES/ANALYSIS

To cover the cost of services and postage through the end of FY 2015-16, staff request that the City Council to authorize an increase of $20,000 for purchase orders to R.C. Law & Company, Inc. for a total amount of $45,000. No additional appropriation is required as the expenditures are within the adopted FY 2015-16 budgeted appropriations.

 

RB:RM:hm

 

 

documentStaff Report Printout
5. Authorize an increase in the amount of $5,000 to Purchase Orders with All State Police Equipment for the purchase of additional and replacement equipment for the SWAT Team. Approved By Consent Vote [Unanimous]

BACKGROUND

Asset Forfeiture funds were approved by the City Council on March 15, 2016 for the purchase of additional and replacement equipment for the SWAT team.  With the addition of this equipment, we will exceed the $25,000 mark with All State Police Equipment.

 

ISSUES/ANALYSIS

To facilitate this purchase, staff requests City Council to authorize an increase of $5,000 for purchase orders to All State Police Equipment for a total amount not to exceed $26,000.  No additional appropriation is required as the asset forfeiture funds have already been appropriated. City Council authorization is required as the combined total of purchase orders will exceed $25,000 authorized to one vendor.

 

documentStaff Report Printout
6. Authorize an increase in the amount of $5,000 to the Purchase Order with Nancy K. Bohl, Inc., dba Counseling Team International for counseling services, psychological testing and training. Approved By Consent Vote [Unanimous]

BACKGROUND

Nancy K. Bohl, Inc., dba Counseling Team International, is a vendor that provides critical incident intervention counseling, an employee assistance program for employees of the Police Department, psychological testing for pre-hire Police Department applicants and training.  To date, the City has paid for services throughout the fiscal year totaling $24,000.

 

ISSUES/ANALYSIS

Due to the unexpected increase in events requiring counseling during the current fiscal year, this vendor will exceed the authorized limit of $25,000 before the fiscal year has ended.

 

This request increases the purchase order only; no appropriation is required as the expenditures are within the adopted Fiscal Year 2015-16 Budgeted Appropriations.  Expenditures are projected to total $30,000.  City Council authorization is required as the combined total of purchase orders will exceed $25,000 authorized to one vendor.

 

 

documentStaff Report Printout
7. Award a Professional Services Agreement to Albert Grover & Associates, Fullerton, CA for Citywide Engineering and Traffic Survey and Traffic Counts in the amount of $56,860. Approved By Consent Vote [Unanimous]

BACKGROUND

Engineering & Traffic Surveys (E&TS) are mandatory by the California Vehicle Code (CVC) to establish speed limits on roadways required for speed enforcement purposes. The City of Chino’s traffic officers have been trained and properly certified in the use of police traffic radar, and this equipment has also been calibrated as required by the CVC Section 40802.

The current fiscal year budget provides funds to prepare a new citywide E&TS.  Since the City of Chino is experiencing growth, certain roadways have changed, and new roads have opened, and prior to the expiration of our current speed survey approved in July 2011, staff solicited proposals from qualified professional engineering firms to conduct an updated E&TS.

 

ISSUES/ANALYSIS

On April 1, 2016, the City received three (3) proposals from highly qualified firms.  All three (3) proposals were consistent with the State of California Government Code Section 4526, and the City’s Purchasing Ordinance Chapter 3.32. The competing consulting firms were evaluated based on technical merit. 

 

The rankings are as follows:

 

FIRM

LOCATION

1. Albert Grover & Associates

Fullerton

2. Willdan Engineering

Industry

3. Minager & Associates

Irvine

 

Albert Grover & Associates, Fullerton, CA received the highest ranking in the proposal evaluation, thereby deemed as the most responsible and qualified firm to provide the service. Staff reviewed the cost proposal of the three (3) firms, and found the cost of Albert Grover & Associates of $56,860 is in line with the engineers’ estimate. In addition to awarding an agreement to Albert Grover & Associates for $56,860, staff is requesting City Council to authorize to spend up to $5,000 for unanticipated engineering services with Albert Grover & Associates, for a total possible contract amount of $61,860.

 

JA/KC/sm

 

documentStaff Report Printout
8. Accept the Public Works Services Center Debris Bin Covers constructed by Braughton Construction, Inc., Rancho Cucamonga, CA as complete. Approved By Consent Vote [Unanimous]

BACKGROUND

On February 2, 2016, City Council awarded a construction contract to Braughton Construction, Inc., Rancho Cucamonga, CA in the amount of $212,631 for the construction of debris bin covers at the Public Works Services Center.  The City Council also approved expenditures of up to $21,264 for construction contingencies for the project.  The construction of the debris bin covers was required in response to an inspection of the Public Works Services Center, conducted by the California Regional Water Quality Control Board.  The inspection identified the need for the City to minimize the potential of storm water runoff from the material debris bins from entering the regional storm drain system.  The construction of the debris bin covers was designed to eliminate any future storm water runoff issues from the site.  Braughton Construction Inc., constructed the debris bin covers which were subsequently inspected and approved by the City’s Building Department on April 6, 2016.

 

ISSUES/ANALYSIS

All work has been completed per the terms of the contract, and no change orders have been issued for this project.  The following is a summary of the final accounting of costs for the project:

 

Debris Bin Covers Contract (Braughton Construction Inc.)                                                          $212,631

Final Contract Amount                                                                                                  $212,631

 

 

Braughton Construction, Inc. has satisfactorily completed all work within the project budget, and has complied with the terms of the contract.  The required manufacturers and installation warranties are currently on file with the City.  A Notice of Completion has also been prepared for filing with the San Bernardino County Recorder’s Office.

 

 

 

JA/KM/sm

 

 

documentStaff Report Printout
9. Accept the Senior Center Restroom Renovation Project constructed by R. Dependable as complete, file the Notice of Completion, and release the retention funds. Approved By Consent Vote [Unanimous]

BACKGROUND

On November 17, 2015, City Council awarded a construction contract to R. Dependable Construction, Inc., San Bernardino, CA in the amount of $302,000 to remodel and expand the public restrooms at the Senior Center.  At that time, City Council also approved the expenditures of up to $30,200 for construction contingencies. The restroom renovations included the demolition of the existing restrooms and the expansion of the restroom facilities.  The new restrooms were re-constructed to meet all current Americans with Disabilities Act (ADA) requirements, including the replacement and upgrade of all restroom fixtures.

 

ISSUES/ANALYSIS

During the course of construction, a number of unforeseen items were identified in the field, and addressed as modifications to the project.  These modifications included the following items:

 

·         Replacement of the existing galvanized pipe with copper pipe for both the restrooms and drinking fountain.

·         Installation of two (2) water hammer arrestors.

·         Re-construction of water damaged interior wall.

·         Replacement of the fiber-reinforced polymer (FRP) paneling in the multipurpose room.

·         Additional lease costs incurred for the use of the portable restroom building utilized by the public during construction.

·         Modifications of privacy partition panel in men’s restroom.

 

All additional work was completed by the general contractor within the original construction timeline and budget.

 

The following is a summary of final accounting costs for the project:

 

              R. Dependable Construction Inc. - Purchase Order Amount                                      $302,000

              Change Order Amount (3.9% of Total Contract Amount)                                              $12,743

              Final Contract Amount                                                                                                            $314,743

 

R. Dependable Construction, Inc. has satisfactorily completed all work within the project budget, and has complied with the terms of the contract.  The Senior Center restrooms have been inspected by the Building Department and Building Official and found to be in compliance with all current Americans with Disabilities Act (ADA) access requirements. The required manufacturers and installation warranties are currently on file with the City. A Notice of Completion has also been prepared for filing with the San Bernardino County Recorder’s Office.

 

 

JA/CB/sm

 

documentStaff Report Printout
V. PUBLIC HEARING
10. Consider the Introduction of Ordinance No. 2016-007, adopting a voting district map and establishing a district-based election system in the City of Chino. Approved [Unanimous]

BACKGROUND

Beginning with the November 2016 election, City of Chino voters will elect members of the City Council from individual districts rather than by an at-large vote with the Mayor’s seat remaining a separate office elected city-wide.

 

At its April 20, 2016 meeting, the City Council reviewed the draft district boundary maps (Plans 4-1, 4-2, 6-1, and 6-2) prepared by National Demographics Corporation (NDC). The draft maps present two options for a four (4) district plan and two options for a six (6) district plan. Each applies demographic information according to the criteria outlined in City Council Resolution No. 2016-030.

 

Public comments on the draft maps were received. The comments suggested adjusting the boundary lines to maintain Villa Park, located south of Chino Avenue, east of Monte Vista Avenue, west of Central Avenue, and north of Schaefer Avenue in the community of interest described as historic Chino. The comments also suggested adjusting boundary lines to maintain the community of interest identified as East Chino, located south of Riverside Drive, east of Cypress Avenue, west of Euclid Avenue, and north of Edison Avenue.

 

Based on the public comments, three additional draft maps identified as Plans 4-1b, 4-2b, and 6-1b were presented and made available to the public on Monday, May 2, 2016. The presentations and receipt of public comments of these maps were conducted at the May 4, 2016 Special City Council Meeting. Overwhelmingly, the public displayed their support for draft map 4-1b with one additional recommendation adjusting the boundary lines of the community of interest described as East Chino. The suggested modification to this map included altering district two’s west boundary of Cypress Avenue to Mountain Avenue. To accommodate this change, the southern boundary was shifted north from Edison Avenue to Schaefer Avenue.

 

Upon concluding public comments, the City Council offered their positions on which map best served the community’s interests. The City Council unanimously agreed that Plan 4-1b, with the inclusion of the changes described in public comments, would, considering all the adopted criteria, serve the best interest of the City.  Plan 4-1b was identified as the “Council Preferred Map”.

 

ISSUES/ANALYSIS

The “Council Preferred Map” complies with federal requirements of equal population, compliance with the Federal Voting Rights Act, and the avoidance of racial gerrymandering. Furthermore, the newly proposed map utilizes the criteria set forth in City Council Resolution No. 2016-030 while incorporating the recommendations of the public and City Council.

 

In acknowledging that the new voting map encompasses all legal requirements as well as City Council and public proposals, NDC, in partnership with City Staff recommends that the City Council approve the introduction of Ordinance No. 2016-007, adopting the “Council’s Preferred Map,” and establishing a district based election system in the City of Chino.

 

 

Attachments:              Ordinance No. 2016-007

                            Exhibit 1 “Council Preferred Map”

 

documentStaff Report Printout
a. Ordinance No. 2016-007
b. Exhibit 1
VI. NEW BUSINESS
11. Award a construction contract in the amount of $2,098,070 to Christensen Brothers, General Engineering, Inc., for the Schaefer Avenue Storm Drain project. Approved [Unanimous]

BACKGROUND

The Fiscal Year 2015-16 budget provides funds in the amount of $2,804,087 for construction of the Schaefer Avenue Storm Drain, between Monte Vista and Central Avenues, and 3rd street from Schaefer Avenue to H Street.

 

Plans and specifications were prepared for the storm drain improvements, and a Notice Inviting Bids was published locally for this project.  On March 29, 2016 at 10:00 a.m., seven (7) bids were received and opened with the following results:

 

COMPANY  NAME

CITY

BID  AMOUNT

Christensen Brothers, General Engineering, Inc.

Apple Valley

$2,098,070.00

H&H General Contractors

Highland

$2,249,670.00

Weka Incorporated

Highland

$2,363,485.00

C.P. Construction Company Incorporated

Ontario

$2,386,675.00

Gwinco Construction and Engineering

Ontario

$2,418,065.00

Young and Associates

Pasadena

$2,595,752.46

Utah Pacific Construction Company

Murrieta

$2,735,610.00

 

ISSUES/ANALYSIS

The low bidder, Christensen Brothers, General Engineering, Inc., Apple Valley, CA is properly licensed; therefore, the firm is deemed to be the lowest responsible bidder with a bid amount of $2,098,070.  In addition, staff is requesting authorization to spend up to $209,800 for project contingencies and $70,000 for geotechnical engineering services.  This brings the total project cost to $2,377,870 which is within the available budget.

 

This project is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c) of the CEQA Guidelines - Existing Facilities, which includes the operation, repair and maintenance of highways, streets, sidewalks, gutters, bicycle and pedestrian trails, and other similar facilities.

 

 

JA/LK/sm

 

documentStaff Report Printout
12. Adopt Resolution No. 2016-027 ordering the City Engineer to prepare and file a report for annexation of TM No. 18957 to the Landscape and Lighting Maintenance District 2002-1. Approved [Unanimous]

BACKGROUND

On October 20, 2014, the City of Chino Planning Commission conditionally approved Tract Map No. 18957 to construct 84 residential lots on 17.68 acres on the southwest corner of State Route 60 and Benson Avenue (Exhibit A).  The conditions of approval required the owner to annex the property into the City’s Landscape and Lighting Maintenance District No. 2002-1 (L&LMD No. 2002-1).  Additionally, the tract and adjacent commercial properties are currently in Zone 61 of Landscape and Street Lighting Assessment District No. MD 83-2 (L&SLAD No. MD 83-2).  Staff has determined that the revenue collected from the property owners will cover the cost for maintenance, energy and reserves for unforeseen repairs for thirty (30) interior street lights and the property owner’s fair share of three (3) Benson Avenue street lights.  The street lights will be owned by the City. The Homeowner’s Association (HOA) for this map is responsible for all of the maintenance and replacement of landscaping and lighting in the common areas.

 

ISSUES/ANALYSIS

The developer has requested the annexation of Tract Map No. 18957 to the City’s L&LMD. The funds needed to cover the deficit between revenue and costs for older landscape and street lighting districts has continued to increase over the years. As a result, the Mayor and City Council requested staff to investigate the possibility of requiring new in-fill development HOAs to pay directly for maintenance and energy/water costs traditionally paid by landscape and street lighting districts.

In response to the City Council’s request, staff analyzed these Districts and determined that the budget shortfalls for older landscape and street lighting districts are due primarily to the escalating cost of water and landscape maintenance operations as well as, restrictions on tax assessment increases allowed by the older districts. Because of this, the City no longer accepts new landscape areas into landscape and street lighting maintenance districts.

Staff is in discussions with Southern California Edison to evaluate the terms which allow for payment for street light maintenance and energy costs from HOAs of small in-fill projects in lieu of annexation into the L&LMD. Since Tract Map No. 18957 has already been conditioned to enter into the City’s L&LMD and is currently under development, staff recommends that the City Council authorize the initiation of the annexation proceedings for the street lights only. This will allow staff time to work through several details with SCE without causing delay to this project.

According to State law, the City Council must, by resolution, order preparation of an engineer’s report estimating the annual assessment for each parcel for lighting facility maintenance, approve the report, and by resolution order the initiation of the annexation process as set forth by State law.  By way of ballots mailed to the property owners, the property owners are requested to register their support or protest for the annexation to L&LMD No. 2002-1 and detachment from L&SLAD No. MD 83-2.  The ballots shall be tabulated at a public hearing held no sooner than 45 days after the ballots have been mailed.

It is estimated that the annual assessment for this project will be $3,745.88 ($44.59/parcel) for the first year.  The actual assessment will be based on actual costs and the assessment amount is subject to change each year to account for maintenance and energy cost changes.

 

 

 

Attachments:              Exhibit A – Site Plan

                            Resolution No. 2016-027

                            Resolution No. 2016-028

                            Engineers Report

                           

 

 

 

documentStaff Report Printout
a. Site Plan - Exhibit A
b. TM 18957 Annexation 1st Reso Ver 2
c. Tract 18957 - LMD Exhibit A (2016-04-01)
d. TM 18957 Annexation 2nd Reso Ver 3
e. Tract 18957 - Exhibit A
f. L&SLMDAnnex EngRpt
VII. MAYOR AND COUNCIL REPORTS
Mayor Yates
Mayor Pro Tem Ulloa
Council Member Duncan
Council Member Elrod
Council Member Haughey
City Manager's Report
City Attorney's Report
Police Chief's Report
Fire Chief's Report
VIII. ADJOURN