I. ROLL CALL
Roll Call
II. CLOSED SESSION
III. FLAG SALUTE
IV. CEREMONIALS
V. REPORT OUT OF CLOSED SESSION
VI. PUBLIC COMMUNICATIONS
VII. CONSENT CALENDAR
1. Approve expenses as audited and within budget for warrants 735691 to 735897, and Electronic Fund Transfers 505210E to 505229E, totaling $4,923,820.35. 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.

735691

8/15/17

17-18

$174,249.46

2.

735692 to 735722

8/16/17

16-17

$940,399.75

3.

505210E to 505220E

8/16/17

16-17

$25,234.81

4.

900797*

8/17/17

16-17

$1,453,175.63

5.

505221E505261E

8/18/17

17-18

$552,683.24

6.

735723 to735792

8/17/17

17-18

$280,959.09

7.

735793 to 735810

8/24/17

16-17

$250,956.54

8.

505262E to 505265

8/25/17

16-17

$539,494.31

9.

735811 to 735897

8/24/17

17-18

$160,371.26

10.

505266E to 505299E

8/25/17

17-18

$546,296.26

     

     

*Denotes handwritten warrant

E: Electronic Funds Transfer

 

TOTAL

$4,923,820.35

 

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 9-19-17
2. Minutes. Regular Meeting of September 5, 2017 (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 December 6, 2016, the City approved Resolution No. 2016-075 adopting the latest revisions to this policy. 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. Exhibit A
4. Adopt Resolution No. 2017-048 providing a status report on the emergency conditions for water treatment services at the Eastside and Benson Water Treatment Facilities. Approved By Consent Vote [Unanimous]

BACKGROUND

On August 15, 2017 the City Council approved Resolution No. 2017-044 declaring an emergency condition and approving the execution of a contract for water treatment facilities.  Section four of Resolution No. 2017-044 calls for a report describing the status of emergency circumstances to be provided by the City Manager at each City Council meeting until either the installation of the treatment facilities has been completed or the emergency conditions cease to exist.

 

ISSUES/ANALYSIS

The following is a report on the status of the emergency circumstances as outlined in the attached Resolution No. 2017-048:

 

Since the time of the last (9/5/17) report on this subject there have not been any changes to the State-imposed MCL for 123TCP and there have not been any changes to the water quality produced by affected city wells.

 

Work to install the granular activated carbon water treatment equipment is proceeding in accordance with the approved schedule and equipment submittals are under review.

 

Benson Site

·              Foundation design and structural calculations in-process pending results of soil testing

 

Eastside Site

·              Foundation design and structural calculations in-process

 

 

 

documentStaff Report Printout
a. Resolution - Status Report Emergency conditions
5. Appropriate additional grant funds in the amount of $1,361.06 received from the 2011 Citizens' Option for Public Safety (COPS) Program. Approved By Consent Vote [Unanimous]

BACKGROUND

The State Budget Act of 2010 has provided funds from the Local Safety and Protection Account (LSPA) in the State Transportation Fund to be available for purposes of the Citizens' Option for Public Safety (COPS) Grant. The COPS grant funds are allocated in accordance with the proportionate share of the State's total population that resides in each county and city.  Each city is guaranteed a minimum of $100,000 by Government Code Section 30061 and any additional amounts are contingent on vehicle license fee collections. 

On August 10, 2017, the County of San Bernardino received a disbursement from the Citizens' Option for Public Safety Enhancing Law Enforcement Activities Subaccount (COPS ELEAS) for fiscal year 2010-2011 to be distributed amongst San Bernardino County agencies. On August 21, 2017, the City of Chino received an additional allocation to the 2011 COPS Grant in the amount of $1,361.06. Acceptance of these additional funds will allow for the purchase of upgraded equipment and new technology for the police department.

A provision of the program allows monies to be directed toward funding costs related to salaries and expenses for non-sworn personnel dedicated to supporting front line police operations, along with expenditures dedicated to upgrading equipment, purchasing new technology for sworn personnel, and upgrading police vehicles.  Since 2001, the City Council has approved the continued funding of this grant's purpose.

 

ISSUES/ANALYSIS

The Chino Police Department is requesting acceptance of these additional funds for the purpose of purchasing upgraded equipment and new technology.

 

documentStaff Report Printout
a. 2011 COPS Grant
6. Item 6 was moved to ITEMS REMOVED FROM CONSENT CALENDAR
7. Approve an amendment to the ASES (Afterschool Education and Safety) Master Contract with the Chino Valley Unified School District in the amount of $9,887 for Fiscal Year 2017-18. Approved By Consent Vote [Unanimous]

BACKGROUND

For several years, the City of Chino has partnered with the Chino Valley Unified School District (District).  Through this partnership, the City and District work together to provide a variety of programs and services benefiting youth in the community.  These programs include counseling, case management, resource centers, intervention/prevention programming, after school programs, and programs for parents of preschool children.

 

ISSUES/ANALYSIS

In order to facilitate efficient coordination and implementation of services, the District enters into a contract with the City to provide the services outlined in the Master Contract.   Once services are rendered, the City bills the District and the District reimburses the City. The ASES Master Contract for Fiscal Year 2017-18 was approved by the City Council on July 18, 2017.  The District amended the ASES Master Contract and increased the amount from $438,697.00 to 
$448,584.07.  This requires an increase of $9,887 to both expense and revenue budgets.

 

 

documentStaff Report Printout
a. CVUSD Master Contract - ASES Amd #1 091917
8. Approve a contract with the City of Chino Hills for the provisions of Human Services programs to residents of Chino Hills for Fiscal Year 2017-18. Approved By Consent Vote [Unanimous]

BACKGROUND

The City of Chino Community Services Department has a long-standing history of providing Human Services programs to all students in the Chino Valley Unified School District (CVUSD).  The CVUSD is unable to employ the expert staff to facilitate these programs; and therefore, contracts with the City of Chino (Chino) to offer these services.

 

Many of these programs are funded by grants the CVUSD receives and some of the administrative costs are not reimbursable. Due to the positive impacts of these programs, the CVUSD and Chino contribute to the ongoing program costs not covered by the grants.

 

The City of Chino Hills (Chino Hills) also sees the benefits of these programs and reimburses Chino for the direct and indirect costs associated with the services provided to Chino Hills’ residents.  Chino Hills has received these services for more than 17 years. 

 

ISSUES/ANALYSIS

This agreement requires Chino Hills to reimburse Chino for programs provided to Chino Hills’ residents. The estimated costs for these services in FY 2017-18 is $123,979.  There is sufficient funds budgeted in the FY 2017-18 budget.  The Human Services programs provided for Chino Hills residents in the 2017-2018 school year are:

 

·         Teen Counseling

·         Youth Counseling

·         McKinney-Vento Children’s Academic Recovery Education (CARE) 

·         Experiences in Career, Education, and Leadership (EXCEL)

·         Tobacco Use Prevention Education (TUPE)

·         HOPE Family Resource Centers

 

The Chino Hills City Council approved this agreement at its September 12, 2017 meeting.

 

documentStaff Report Printout
a. Chino Hills Agreement 2017-18
9. Item 9 was moved to ITEMS REMOVED FROM CONSENT CALENDAR
10. Approve Parcel Map No. 19633 located on the south side of Merrill Avenue, west of Carpenter Avenue, east of Baker Avenue (Watson Land Company). Approved By Consent Vote [Unanimous]

BACKGROUND

Parcel Map No. 19633, as presented by Watson Land Company consists of eight industrial buildings on approximately 211.9 acres. The project is generally located on the south side of Merrill Avenue, west of Carpenter Avenue, and east of Baker Avenue (Exhibit A).  Parcel Map No. 19633 was conditionally approved by the City of Chino Planning Commission on May 16, 2016.

 

ISSUES/ANALYSIS

The requirements made at the time of the final map approval have been satisfied.  A Subdivision Improvement Agreement and securities are not required as the necessary public improvements are covered under a Public Improvement Agreement which was approved by City Council on August 16, 2016.

 

 

documentStaff Report Printout
a. 2017-08-28 Watson Land Parcel Map Exhibit_Chino
11. Adopt Ordinance No. 2017-001 - Amending Chapter 10.64 of the Chino Municipal Code Approved By Consent Vote [Unanimous]

BACKGROUND

This matter was introduced on first reading by the Council at their September 5, 2017 meeting.  Once adopted on second reading, the ordinance will go into effect thirty (30) days thereafter.

 

ISSUES/ANALYSIS

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CHINO, CALIFORNIA, AMENDING CHAPTER 10.64 OF THE CHINO MUNICIPAL CODE REGARDING PARADES AND SPECIAL EVENTS.

 

documentStaff Report Printout
a. 2142 - O2017-001
12. Item 12 was moved to ITEMS REMOVED FROM CONSENT CALENDAR
ITEMS REMOVED FROM CONSENT CALENDAR
Authorize the acceptance of the Office of Traffic Safety STEP Grant in the amount of $130,000 for DUI checkpoints, DUI saturation patrols, warrant service operations, traffic enforcement, distracted driver and motorcycle safety, along with pedestrian and bike enforcement and traffic safety education Approved [Unanimous]

BACKGROUND

The Chino Police Department has been awarded the "2018 Selective Traffic Enforcement Program (STEP) Grant" in the amount of $130,000 from the State of California - Office of Traffic Safety.  The grant period is October 1, 2017 to September 30, 2018 and will cover the cost of conducting DUI checkpoints, DUI saturation patrols, warrant service operations, traffic enforcement, distracted driver and motorcycle safety, along with pedestrian and bike enforcement and traffic safety education.  Additionally, the grant allows for travel expenses, other direct costs related to DUI checkpoint supplies and the purchase of bicycle helmets to be distributed and properly fit during bicycle rodeos and other bicycle safety related events.

 

ISSUES/ANALYSIS

The Chino Police Department will be able to conduct a total of 6 sobriety checkpoints and 38 saturation patrols with the grant funding made available. The Office of Traffic Safety will reimburse the City of Chino for overtime expenditures, travel expenses and other direct costs up to $130,000 to conduct the operations allowed under the STEP Grant.

 

documentStaff Report Printout
a. 2018 STEP Grant Agreement
Receive and File the Fiscal Year 2016-2017 Consolidated Annual Performance and Evaluation Report (CAPER) Approved [Unanimous]

BACKGROUND

The U.S. Department of Housing and Urban Development (HUD) regulations require that jurisdictions receiving Community Development Block Grant (CDBG) funds prepare a Consolidated Annual Performance and Evaluation Report (CAPER). The CAPER provides a summary of accomplishments during the prior program year and must be submitted to HUD within 90 days after the end of the program year.

 

The FY 2016-2017 CAPER covers the second year of the 2015-2020 Consolidated Plan and is based on the adopted Annual Action Plan for FY 2016-2017. On May 5, 2015, the City Council adopted a new Consolidated Plan covering 2015-2020 to guide the investment of CDBG funds for the next five years. The attached CAPER details the City’s CDBG accomplishments for Program Year 2016-2017 (July 1, 2016 to June 30, 2017).

 

ISSUES/ANALYSIS

Each year, HUD reviews the City’s accomplishments with the use of CDBG funds during the previous program year in a Consolidated Annual Performance and Evaluation Report (CAPER). Major subject areas in the CAPER include a narrative that states financial resources, number of households and persons assisted, and an assessment of annual performance. The CAPER assesses programs for low- and moderate-income families, economic development initiatives, social services programs, and various public improvement projects.

 

During Fiscal Year 2016-2017, the City of Chino was awarded $466,402 in CDBG funds by HUD.  The City expended CDBG funds on the following activities:

 

$  39,750.10              Program administration

$  10,847.60              Landlord/tenant services

$  14,890.30              Fair housing services

$ 69,789.83              Public services

$          0.00              Economic development activities ($61,000 carryover into 2017-

                           18 CDBG Program Year)               

$146,211.06              Housing activities (including code enforcement)

$        872.00                 Neighborhood facility improvements ($264,598.92 carryover into                        FY  2017-18)

$282,360.89              Total

 

The notice announcing the availability of the CAPER for public review was published on August 19, 2017, in the Chino Champion, posted in City offices, and placed on the City’s website to comply with HUD’s 15-day public review and comment period requirement. The public review period ran from August 21, 2017 through September 5, 2017. Staff did not receive any written comments in response to the notice. The CAPER will be submitted to HUD on September 28, 2017 in accordance with CDBG regulations.

 

documentStaff Report Printout
a. FINAL Chino CAPER Sept 2017
Adopt Ordinance No. 2017-010 amending provisions of Chapter 3.32 of the Chino Municipal Code including changes to current definitions, competitive pricing requirements, emergency purchases, purchase order procedures, professional services agreements, and expenditures for public projects. Approved [4 to 1]

BACKGROUND

This matter was introduced on first reading by the Council at their September 5, 2017 meeting.  Once adopted on second reading, the ordinance will go into effect thirty (30) days thereafter.

 

ISSUES/ANALYSIS

ORDINANCE NO. 2017-010

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CHINO AMENDING PROVISIONS OF THE CITY OF CHINO’S PURCHASING ORDINANCE, AT CHAPTER 3.32 OF THE CHINO MUNICIPAL codE.

documentStaff Report Printout
a. Ordinance Amending Chino Purchasing Code
VIII. NEW BUSINESS
13. Award a Professional Services Agreement to Hirsch & Associates, Inc., Anaheim, CA in the amount of $124,000 for landscape design services. Approved [Unanimous]

BACKGROUND

Chino American Little League (CALL) has operated their league on two fields located at the northwest corner of the Chino High School campus for the last 60 years.  Recently, the Chino Valley Unified School District informed CALL that the league’s baseball fields were scheduled to be demolished as part of the School District’s modernization program for the Chino High School campus.  The School District’s construction work will force the league’s operation to relocate to a different facility prior to the beginning of the 2018 spring Little League season.

 

Subsequently, CALL met with City staff to identify a new facility to house the League’s operation.  It was determined that baseball Fields 5 and 6 at Ayala Park would be the preferred facility for the relocation of the League.  Unfortunately, the existing fields are too large to accommodate Little League play, resulting in both fields needing to be completely re-configured prior to being operational for CALL.  Staff is proposing that the field modifications be performed in two phases due to the limited time available prior to the start of the Little League season.

 

The first phase of development for the design and construction of turf modifications on Fields 5 and 6 was awarded by City Council on August 15, 2017.  This phase of improvements consists of the conversion of the two existing baseball fields from adult hard ball fields to youth fields, meeting Little League standards.  The work will include re-grading of the fields, irrigation and turf replacement, with new field construction and installation of home run fencing.  This initial phase of work is scheduled to be completed prior to the start of the spring Little League season.

 

The second phase of improvements, concentrates on the hardscape improvements up to and around the Little League facility in order to improve site accessibility, and make the facility more functional for players and spectators.  The proposed improvements will include new accessible walkways and paths of travel, new stairways, dugouts, fencing and backstops, pitcher’s warm-up areas, batting cages, drinking fountains and picnic tables.  Electrical raceways will also be installed to accommodate future construction of sports field lighting, league storage facility, public address system, and on-site batting cages.

 

Design improvements will begin immediately, allowing the project to be bid and ready to begin construction upon completion of the 2018 spring Little League season.  This will allow all improvements to be constructed prior to the start of the 2019 spring Little League season.

 

On July 20, 2017, the City formally released an RFP which was published on PlanetBids, and advertised in the Chino Champion, AGC and Prime Vendor Inc. plan rooms.  On or before 3:00 p.m., on August 11, 2017, the City received five (5) sealed proposals which were ranked as follows:

 

              COMPANY                                                                                                                RANK

             

              Hirsch and Associates, Inc.                                                                                        1             

RJM Design Group                                                                                                      2

              BMLA Landscape Architecture                                                                          3

              Integrated Consulting Group (ICG)                                                                          4

Green Origin Designs                                                                                                      5

 

 

 

 

ISSUES/ANALYSIS

 

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 competence and professional qualifications.  Hirsch & associates, Inc., Anaheim, CA was determined to be the most responsive and responsible proposer.  Reference checks regarding Hirsch & Associates indicate that the firm has the knowledge and experience required to perform the specified services for the City. 

 

Therefore, it is staff’s recommendation that the City Council award a contract to Hirsch & Associates, Inc., Anaheim, CA in the amount of $124,000 for design and construction related services for the development of the Ayala Park Fields 5 and 6 Site Improvement Project.  The term of the contract is for approximately two (2) years, beginning September 19, 2017 and expiring on June 30, 2019.

 

 

JA/MK/sm

 

documentStaff Report Printout
a. Contract Hirsch & Associates, Inc.
14. Award a contract in the amount of $125,200 to Hazen and Sawyer, Palm Desert, CA for the preparation and completion of a Water Quality Feasibility Study. Approved [Unanimous]

BACKGROUND

The City of Chino provides potable water to approximately 74,000 people utilizing 1) City produced groundwater from the Chino Groundwater Basin; 2) imported State Water Project (SWP) water from the Metropolitan Water District (MWD) through the Inland Empire Utilities Agency (IEUA), and treated by the Water Facilities Authority (WFA); and 3) desalted Chino Basin groundwater from the Chino Basin Desalter Authority (CDA).  The City currently operates three ion-exchange treatment plants designed to reduce concentrations of nitrate and perchlorate to meet potable drinking water standards. 

 

Approximately one-half of the City’s total potable water supply is derived from water produced by City-owned and operated groundwater wells.  The City owns twelve (12) groundwater wells, three of which have been removed from service due to water quality issues.  The majority of water produced from active City wells (with the exception of Well 11) undergo treatment to reduce nitrate and perchlorate concentrations below the Maximum Contaminant Level (MCL).  Additionally, current data describing the quality of the groundwater produced by City-owned wells indicates that all of the City’s wells contain concentrations of 1,2,3-TCP that exceed the recently promulgated MCL.  (The City is proceeding with treatment measures to comply with the 1,2,3-TCP MCL.)

 

The City is seeking a permanent solution to fully utilize all City wells by addressing various water quality issues through a City-wide Water Quality Feasibility Study (Feasibility Study).  The Feasibility Study will identify a matrix of alternative actions (including, but not limited to, the design and installation of additional water treatment equipment) that the City may implement in order to address potential emerging water quality issues.

 

On July 3, 2017, the City formally released a Request for Proposals (RFP), which was published on PlanetBids to retain a professional consulting firm for the preparation and completion of a Water Quality Feasibility Study.  On July 26, 2017, the City received five (5) proposals, which were ranked as follows: 

 

RANKING:

SCORE

1. Hazen and Sawyer, Palm Desert, CA

88%

2. Corona Environmental Consulting, Newark, CA

78%

3. ES Engineering Services, Irvine, CA

72%

4. Stetson Engineers, Covina, CA

71%

5. Civiltec Engineering, Monrovia, CA

67%

 

ISSUES/ANALYSIS

Staff evaluated the proposals based on the understanding of the work to be performed, quality of professional service staff, experience with similar work, and the anticipated availability of professional service staff, as described in the RFP.  Staff’s evaluation resulted in a determination that Hazen and Sawyer, Palm Desert, CA was the most responsible and responsive firm, based on the RFP criteria previously described.  Therefore, staff is recommending that City Council award a contract to Hazen and Sawyer, in the not-to-exceed amount of $125,200 to prepare and complete a Water Quality Feasibility Study.

 

JA/DC/sm

documentStaff Report Printout
a. Water Feasibility Study agreement
IX. MAYOR AND COUNCIL REPORTS
Mayor Ulloa
Mayor Pro Tem Haughey
Council Member Elrod
Council Member George
Council Member Rodriguez
City Manager's Report
City Attorney's Report
Police Chief's Report
Fire Chief's Report
X. ADJOURN