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INCORPORATED 1939
CALIFORNIA
MINUTES
OF THE JULY 25, 2023
REGULAR MEETING OF THE CITY COUNCIL
OF THE CITY OF PALOS VERDES ESTATES, CALIFORNIA
CALL TO ORDER The meeting was called to order at 6:32 pm.
PLEDGE OF ALLEGIANCE Mayor Roos led the pledge of allegiance.
ROLL CALL
Present: Council Member Kemps via teleconference from Montage Kapalua Bay, Unit 3602, Lahaina, HI, Council Member McGowan, Mayor Pro Tem Murdock, and Mayor Roos
Absent: Council Member Lozzi
Also Present: City Attorney Rusin, Acting Chief of Police and City Manager Hellinga, Community Development Director Brady, Public Works Director Seims, City Treasure Greenberg, and Interim City Clerk Cowley
City Attorney Rusin announced that at 6:00 pm the City Council met in open session then recessed to closed session for the item on the posted agenda. All council members were present except for Council Member Lozzi and no reportable action was taken.
APPROVAL OF AGENDA
ACTION: Moved by Council Member McGowan, and seconded by Mayor Pro Tem Murdock, to approve the agenda. Council Member Kemps announced he would recuse himself from Items 8 and 9 of the agenda. The motion carried by the following vote:
AYES: Kemps, McGowan, Murdock, Roos.
NOES: None
ABSENT: Lozzi
MAYOR'S REPORT - MATTERS OF COMMUNITY INTEREST
Mayor Roos announced that on July 24th a draft Housing Element update was made available for public review on the City's Website. The public review period continues through August 25, 2023. He invited all interested members of the public to review the document and send comments to the City Clerk's office at [email protected] and reference Draft Housing Element Update.
Mayor Roos also addressed the numerous correspondence the Council has received and the many discussions he has had with residents about the landscaping. There are a couple of items on the agenda this evening to address the issue. He provided some background noting the enormous amount of rain and the challenges the city had with the vendor that was providing landscape services and quit a couple of months ago. The city is planning to prepare a Request for Proposal to replace the landscape company but in the meantime, the city hired a vendor on a temporary basis who began work a couple of weeks ago. The city also hired additional vendors that will begin work on Palos Verdes Drive North and Palso Verdes Drive West. In addition, City staff have acquired equipment to supplement the landscaping. The city will be hiring a fourth vendor who will be specifically working in parks. He added that the City Manager Will be publishing a sequence of work on the website, so the residents can see where their location is in the sequence.
CITY MANAGER'S REPORT
Acting Chief of Police and City Manager Hellinga reported on the Bike Safety Fair tot be held on Saturday. He advised there will be a presentation in the Council Chambers followed by a practical application in the parking lot. He thanked the Police Officer's Association for providing lunch, and the Neighborhood Watch for providing drinks, and Pedigo who is putting on the practical application. He noted the fair is focused on riders 10 years of age and older. More information can be found on the Instagram and Facebook profiles along with the list serve email.
CEREMONIAL/PRESENTATIONS
None.
COMMUNICATIONS FROM THE PUBLIC
The following individuals addressed the City Council:
Dr. Prachee Sharma
Cherine Medawar
Bob Van Nice
Mike Herrin
John Credell
Karen Logan
CONSENT AGENDA (ITEMS 1-6)
Item 5 was pulled from the Consent Agenda for discussion.
Mayor Pro Tem Murdock abstained from voting on the June 13th Meeting Minutes.
ACTION: Moved by Council Member McGowan, and seconded by Mayor Pro Tem Murdock, to approve Items I through 6 of the Consent Agenda, excluding Item No. 5 which was pulled for discussion. The motion carried by the following roll call vote:
AYES: Kemps, McGowan, Murdock, Roos,
NOES: None
ABSENT: Lozzi
1. CITY COUNCIL ACTION MINUTES
a) Regular Meeting Minutes of May 9, 2023
b) Special Meeting Minutes of June 13, 2023 (Mayor Pro Tem Murdock abstained)
Recommendation: Review and Approve.
2. WARRANTS
Recommendation: Review and Approve Warrant Register of July 25, 2023.
PLANNING COMMISSION ACTIONS
a) Regular Meeting of July 18, 2023
Recommendation: Receive and file.
4. APPROVE SPECIAL EVENT APPLICATION FOR THE PROVIDENCE TRINITYCARE HOSPICE FOUNDATION "LAYLA PAIGE AND FRIENDS' WALK FOR TRINITYKIDS CARE" SCHEDULED FOR SATURDAY,
OCTOBER 7, 2023, FROM 7:00 A.M. TO 11:30 A.M.
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Recommendation: That the City Council make the following motion: Approve the Special Event Application allowing Providence TrinityCare Hospice Foundation "Layla and Friends' Walk for TrinityKids Care" to take place in Palos Verdes Estates on October 7, 2023.
5. Item 5 was removed from the Consent Agenda
6. APPROVE RESOLUTION R23-26 WAIVING CERTAIN PROVISIONS OF THE CITY'S PURCHASING PROCEDURES THRU OCTOBER 31, 2023 FOR THE
SOLE PURPOSE OF PURCHASING FUEL FOR THE CITY'S FUELING
STATION STORAGE TANK
Recommendation: Approve Resolution R23-26, waiving certain provisions of the City's Purchasing Procedures related to a one-time purchase of fuel for the City's fueling station storage tank.
ITEMS PULLED FROM THE CONSENT AGENDA
5. APPROVE A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALOS
VERDES ESTATES, CALIFORNIA, APPROVING THE PLANS AND
SPECIFICATIONS FOR THE FISCAL YEARL 2022-2023 STREET
IMPROVEMENT PROJECT (PW-694-22); AWARD A CONSTRUCTION
CONTRACT TO HARDY & HARPER, INC. IN THE AMOUNT OF $597,000;
APPROVE ADDITIONAL CONSTRUCTION EXPENDITURES NOT
EXCEED 10% OF THE CONSTRUCTION CONTRACT AMOUNT ($59,700);
AUTHORIZE THE CITY MANAGER TO EXECUTE ALL CONSTRUCTION
DOCUMENTS; AND AUTHORIZE THE INTERIM CITY CLERK TO RECORD
THE NOTICE OF COMPLETION UPON ACCEPTANCE OF THE WORK BY
THE PUBLIC WORKS DIRECTOR
Recommendation: Approve Resolution R23-25 to: 1) Approve the plans and specifications for the Fiscal Year (FY) 22/23 Street Improvements Project on Via Campesina, Via Rincon and Via Del Monte (City Project No. PW-694-22); 2) Award of a construction contract to Hardy & Harper, Inc. in the amount of $597,000; 3) Approve additional construction expenditures not to exceed 10% of the construction contract amount or $59,700; 4) Authorize the City Manager to Execute all Contract Documents; and 5) Authorize the Interim City Clerk to Record the Notice of Completion upon Acceptance of the Work by the Public Works Director.
Mayor Roos questioned the amount of this project based on the linear footage of the street sections to be slurry sealed.
Public Works Director Seims responded that this section of Via Campesina was removed from the slurry seal project because it needed to be a full resurfacing project and that is why it is more expensive than the slurry seal. The project includes grinding the street. In response to Mayor Pro Tem Murdock's question regarding a comparison to the Paseo Del Mar project, Ms. Seims noted that that project was $1,138,000.
Thereafter, Ms. Seims pointed out the differences in the two projects. Further, in response to Council Member Kemps' question, Ms. Seims advised that staff is coordinating with all utility companies. The city must give them notice whenever we do any paving since they have infrastructure below the ground, to avoid them coming in and tearing it up, especially with Cal Water
Council Member McGowan asked Ms. Seims to describe the difference in the bids since there were such price fluctuations in the bid amounts. Ms. Seims noted that Hardy & Harper did not leave anything out and the price difference could be the difference between where the bidder was getting its material from, and whether they could work out a deal with their subcontractor. Further discussion continued regarding the price differences in the bids.
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ACTION: Moved by Council Member McGowan, and seconded by Mayor Pro Tem Murdock, to approve staffs recommendation. The motion carried by the following roll call vote:
AYES: Kemps, McGowan, Murdock, Roos
NOES: None
ABSENT: Lozzi
OLD BUSINESS
7. APPROVE THE RECOMMENDATIONS OF THE TRAFFIC SAFETY
COMMITTEE DEVELOPED AT THE MAY 3, 2023 MEETING RELATING
TO TRAFFIC IMPROVEMENTS AT THE INTERSECTIONS OF PALOS
VERDES DRIVE WESTVIA CORTA AND PALOS VERDES DRIVE
WEST/PALOS VERDES DRIVE NORTH
Recommendation: Approve the recommendations of the Traffic Safety Committee relating to traffic improvements at the intersection of Palos Verdes Drive West/Via Corta, and Palos Verdes Drive West/Palos Verdes Drive North as follows:
Review existing feasibility analysis document and suggested alternatives.
Research/consider possible alternatives that may not be included in the original analysis on the intersections (i.e., the improvements presented to the City Council on March 23, 2021, etc.) and update/prepare exhibits to be used for presentations to the Traffic Safety Committee and City Council.
Review/update rough order of magnitude cost estimate for the various alternatives identified within the report.
• Coordinate funding opportunities on behalf of the City with Metro to confirm compliance of potential projects with available funding requirements.
Public Works Director Seims provided a staff report indicating the city council had directed staff to bring the Palos Verdes Drive West corridor to the Traffic Safety Committee to discuss options for improvements to the corridor. The options that were brought of the Traffic Safety Committee were implementing smaller city funded improvements at both the intersection of Palos Verdes Drive West and Via Corta and at the triangle, or the option of doing more of a major project such as a traffic signal. At the May Traffic Safety Committee meeting the Committee directed staff to bring their recommendation to use HR Green services which was previously budgeted by City Council as stated in the recommendation noted above. The Traffic Safety Committee has requested receipt of this updated information to evaluate what options are available for the corridor and to then be able to provide a complete recommendation to council on how to proceed with going through any public outreach and the process of design or implementation of those recommendations at that time.
Mayor Pro Tem Murdock expressed her thoughts about the scope of work and deliverables. She asked if there would be a costing exercise for each of the items.
Ms. Seims affirmed that and noted that it would be to update the costing that was done over a year ago. Mayor Pro Tem Murdock confirmed that the identified steps would be re-looked at with different ideas, see if there were additional things that might be done and provide an itemized cost estimate for all the different items.
Then next they would move to the triangle area and identify what they think would address the issue and provide high-level cost estimates. Ms. Seims confirmed the triangle wasn't previously addressed, only the Palos Verdes Drive-Via Corta intersection was addressed. A lengthy discussion continued with the City Council asking various questions.
Council Member Kemps expressed his view that if the city can do smaller things CITY COUNCIL MINUTES 4
REGULAR MEETING OF JULY 25, 2023
utilizing the money that is already allocated then inform the council what that is.
The question is how does the City best satisfy the residents and how does the City take advantage of what is on the table.
Council Member McGowan noted that he was on the council when the two areas were bifurcated, and he would be very cautious going forward about keeping such a small piece of the solution without understanding the impact on the triangle. He added, in hindsight, he wished they had not bifurcated the two intersections.
Further Council discussion about looking at low impact projects, get them costed without spending a lot of money on some of the items that seem logical. Mayor Roos agreed that the scope be limited to low impact changes, which was the direction of the Council at the time the pursuit of the roundabout ended. Council Member McGowan added that if staff are going to look at these low impact items that they advise of any type of problems that might be created at the triangle.
Council Member Kemps added that the exclusion of the traffic signal be included in any motion. He also noted that it needs to be made clear that the City Council wants real answers to these questions. City Engineer Steve Lorisso advised the City Council that the exhibits they will be preparing are like the ones that were prepared in the past, but he could not provide a timeline because he has to research the low impact items to make sure that those low impact items can be implemented and be successful. He added to develop a solution, there is background that must go into whatever the solution is so he can answer directly to the Council what the potential impacts would be.
After further discussion, Mayor Pro Tem Murdock suggested that Mr. Lorisso would be able to complete his research by October 2023.
ACTION: Moved by Council Member McGowan, and seconded by Mayor Pro Tem Murdock, to approve staffs recommendation. The motion unanimously carried by the following roll call vote:
AYES: Kemps, McGowan, Murdock, Roos
NOES: None
ABSENT: Lozzi
NEW BUSINESS
Council Member Kemps recused himself from Items 8 and 9, by turning off his camera, and muting himself from the meeting.
APPROVE REQUEST BY PALOS VERDES TENNIS CLUB (PVTC) TO
RENOVATE THE JUNIOR CLUBHOUSE; AND APPROVE PVC'S UPDATED
CAPITAL IMPROVEMENT FUND EXPENDITURES
Recommendation: Approve renovation to the Junior Clubhouse at the Palos Verdes Tennis Club (PVT) and approve the club's updated Capital Improvement Plan.
Acting Police Chief and City Manager Hellinga presented the staff report advising the report is a request from the Palos Verdes Tennis Foundation to renovate the junior club house and approve the Tennis Club's updated capital improvement fund expenditures.
Mr. Hellinga advised the club house was originally built in 1963 and needs to be upgraded and renovated. The renovation will include converting the two small restrooms into one large unisex, ADA compliant restroom, removing one existing window on the southside, replacing one existing window on the eastside and adding sliding doors to the north. The estimate for the renovation is approximately $100,000.
Mr. Hellinga noted that the General Manager, Dana Smith was present to answer any questions.
Kathryn Berger, a member of the Board of Directors for the Tennis Foundation addressed the City Council and in response to Council Member McGowan's question CITY COUNCIL MINUTES 5
REGULAR MEETING OF JULY 25, 2023
asking for clarification of what the City Council is approving this evening, Ms. Berger advised just the renovation to the club house. Mayor Pro Tem Murdock added that it is the renovation of the club house and the revisions to the 2023 capital improvement fund for the asphalt and the renovation.
Council Member McGowan asked about the financial statements showing a balance of approximately $1.5 million in cash and asked if that included reserve funds as well as operating funds. Thereafter, a discussion ensued between the City Council and representatives from the Tennis Club regarding operating funds capital improvement funds.
ACTION: Moved by Mayor Pro Tem Murdock, and seconded by Council Member McGowan, to approve the renovation of the Junior Club House at the Palos Verdes Tennis Club and approve the club's updated 2023 capital improvement plan. The motion carried by the following roll call vote:
AYES: McGowan, Murdock, Roos
NOES: None
ABSENT: Lozzi
RECUSED: Kemps
9. APPROVE A REQUEST BY THE PALOS VERDES TENNIS CLUB TO
IMPROVE A PARKING AREA BETWEEN THE PALOS VERDES GOLF CLUB
AND THE PALOS VERDES TENNIS CLUB
Verdes Tennis Club.
Acting Police Chief and City Manager Hellinga provided a report indicating the Palos Verdes Tennis Club is requesting to improve a parking area between the Palos Verdes Gold Club and the Palos Verdes Tennis Club. It does have the support of the Golf Club and both organizations are doing a joint project to improve the area which consists of removing existing asphalt, replacing it, installing some asphalt speed bumps, removing planters, and removing and replacing concrete. The two clubs are splitting the costs of the project. He noted that corrections were made to the staff report which has been provided to Council. He added representatives from both the tennis and golf clubs were present for questions.
David Stocke addressed the council. In response to Mayor Roos question, Mr. Stocke stated the increase in parking spaces would be 15 spots in the tennis area. Two spots would be used for the golf course superintendent and assistant in the mornings. A brief discussion regarding a tree that they thought would have to be removed, but was not removed.
ACTION: Moved by Council Member McGowan, and seconded by Mayor Pro Tem Murdock, to approve a request by the Palos Verdes Tennis Club to improve the parking area between the Palos Verdes Golf Club and the Palos Verdes tennis Club. The motion unanimously carried by the following roll call vote:
AYES: McGowan, Murdock, Roos
NOES: None
ABSENT: Lozzi
RECUSED: Kemps
Council Member Kemps returned to the meeting via Zoom.
10. RECEIVE AND FILE STAFF'S PLAN FOR BRUSH CLEARANCE AND
LANDSCAPING MAINTENANCE
Recommendation: Receive and file staffs plan for brush clearance and landscape maintenance.
Public Works Director Seims provided a staff report and PowerPoint presentation to update the council and the public on landscape maintenance in the city. She presented CITY COUNCIL MINUTES 6
REGULAR MEETING OF JULY 25, 2023
a map that was color-coded indicating the areas identified as fire safety weed abatement and are not being worked on by the landscape maintenance vendors. The next slide portrayed the areas in which the landscape maintenance vendors were working, indicating the vendor working in each of the areas. She noted the start dates for each of the vendors. The following slide indicates the areas where staff will be working on landscape maintenance and the areas that staff has completed. She indicated staff has developed a list of all the locations that staff will be going to and it will be published on the website for the public to see. She explained that depending on issues that may arise, the work areas could change.
Ms. Seims added that the items that are not on the list are the parks and plazas throughout the city because staff is attempting to engage a fourth vendor dedicated to the parks and plazas, and once that has happened, staff will be posting that information on the website as well. Ms. Seims noted that there will be a bi-weekly update that will include a list of where city staff will be going forward which will also be posted on the city website.
The city council discussed the issue and asked clarifying questions. In response to questions posed by Council Member Kemps, to which Ms. Seims responded. She also noted that the city is responsible for the area outside the fence at the George Allen field.
Susie Rossick addressed the City Council on this item.
Council thanked staff for communicating to the residents so they know what to expect, they can see the progress, and they can see how hard everyone is working.
11. _ APPROVE A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALOS
VERDES ESTATES, CALIFORNIA, AWARDING A FIVE-YEAR CONTRACT (BASE AND ADDITIVE) WITH THE OPTION OF TWO ONE-YEAR
EXTENSIONS TO BAY AREA TREE SPECIALISTS FOR CITYWIDE FIRE SAFETY WEED ABATEMENT IN THE AMOUNT OF $1,399,998 FOR FY 2023- 24 THROUGH FY 2025-26 WITH CPI ADJUSTMENTS FOR FY 2026-27 AND FY 2027-28; APPROPRIATE UNENCUMBERED PARKLANDS FUNDS (FUND 31) IN THE AMOUNT OF $105,674; $697,068 FROM ASSIGNED - PARKLAND CAPITAL PROJECTS (FUND 01), AND $242,656 FROM
UNENCUMBERED GENERAL FUND BALANCE (FUND 01); AND APPROVE ADDITIONAL EXPENDITURES NOT TO EXCEED 5% OF THE ANNUAL
CONTRACT AMOUNT, WHICH IS APPROXIMATELY $70,000, FOR A
POSSIBLE COMPLETION BONUS; AND AUTHORIZE THE CITY MANAGER
TO EXECUTE ALL CONTRACT DOCUMENTS
Recommendation: Consider adoption of a Resolution No. R23-27 to: 1) Award a five-year contract (base and additive) with the option of two, one-year extensions to Bay Area Tree Specialists (Contractor) for Citywide Fire Safety Weed Abatement in the amount of $1,399,998 for FY 2023/24 through FY 2025-26 with CPI adjustments for FY 2026-27 and FY 2027-28; and 2) Appropriate unencumbered Parklands Funds (Fund 31) in the amount of $105,674; $697,068 from Assigned - Parkland Capital Projects (Fund 01); and $242,656 from unencumbered General Fund Balance (Fund 01); and 3) Approve additional expenditures not to exceed 5% of the annual contract amount, which is approximately $70,000, for a possible completion bonus; and 4) Authorize the City Manager to Execute all Contract Documents.
Public Works Director Seims provided a staff report indicating the first request for proposal resulted in only one bidder, who was rejected and therefore the City issued a second request for proposal. Staff contacted a number of firms that had attended the preproposal meeting in an attempt to find out why they did not propose on the project.
The second Request for Proposal yielded a bid from Bay Area Tree Specialists. She added that staff reached out to thirty vendors in Los Angeles County, Orange County and Riverside County. Ms. Seims explained the five-year contract, the project management by HR Green, and the fieldwork to be provided by the Urban Forester.
She described the fire safety weed abatement boundaries.
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The City Council asked various questions to which Ms. Seims responded. Ms. Seims also explained the 200 feet boundary is from the structure and since it is about 30 feet from the structure to the property line, the abatement is 170 feet from the property line.
This information was verified by the Fire Captain.
Mayor Pro Tem Murdock asked what modifications were made to the RFP based on vendor feedback to make this more appealing. Ms. Seims responded that more time was provided for the vendor to complete the work; and the outreach to vendors shortly after the RFP was issued. The biggest obstacle was the availability of the vendors and their staffing levels.
Ms. Murdock expressed her concerns regarding the cost of the contract and because the City only received one bid, how does the city know it is getting a fair price. Ms. Seims expressed her opinion that she thought it was based on the square footage and other issues. Thereafter, discussion continued regarding the cost of the contract. Ms. Seims explained that that the weed abatement is a requirement and she did not think the cost would be lower if an RFP was issued for one year.
Council Member Kemps expressed his concerns about signing a contract without a cancellation clause and cost sustainability over a five-year period. Further discussion continued including the use of herbicides. Richard Smith, CEO of Bay Area Trees addressed Council stating they would not be opposed to discussing spraying; however, his concern is being so close to the coast, and obtaining the approval to do that is a little worrisome. Discussion continued regarding the use of herbicides on such a large area and the runoff.
Council continued to discuss the issue and whether there was a better way to contract for landscape maintenance, weed abatement, and tree trimming. Mayor Pro Tem Murdock expressed her preference was a one-year contract.
Council Member McGowan expressed his view that this is a responsibility the City has to take for the community, and by ignoring that fact that, it is a real and an expensive risk to have to manage. He felt that signing a contract of this nature makes the most sense but he agreed with Mayor Pro Tem Murdock that the city may want to explore other ways of improving or streamlining this in the future. A lengthy discussion continued regarding the cost and length of the contract, and not having an alternative.
Council Member Kemps asked if the vendor would consider a one-year contract, with four, one-year additional options. City Attorney Rusin noted that the City put out the terms when it bid the project so if alterations are made, the cityy must restart the process. He reiterated there is a termination clause in the contract that provides the City the ability to terminate the agreement on 30-days' notice. A very lengthy discussion continued on this issue.
Anthony Logan, Project Manager for Bay Area Tree Services addressed the City Council stating that the city council's concerns are valid. This is a very, very large project and brush and fire clearance is a vastly different scope of work than typical landscape maintenance which is why a lot of companies with arborists and tree trimming such as South Bay, foray into this rather than typical landscape maintenance companies. He noted for this contract, the big benefit, despite the sticker shock, is 16 million square feet at 8 cents a square foot. Staffing in this climate is a big concern and the term of the contract guarantees that staffing for a project like this year over year.
He added that this year they would be starting late, but in subsequent years they would start July 1st and be finished before October 31st, so the City would have that guaranteed term of fire clearance being provided year after year with dedicated staff that know the parcels, that know the residents and know the terrain. He noted that similar to the surrounding areas, the canyons and steep slopes are a very specialized skill set that are addressed in the RFP and that is why you don't see a lot of bidders respond.
Council Member McGowan called the question.
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ACTION: Moved by Council Member McGowan moved and seconded by Mayor Roos to accept the staff recommendation.
City Attorney Rusin advised clarified that the Resolution would authorize the City Manager to execute all contract documents, and to add as specified in in the RFP approved by the City Council on February 14, 2023. The motion died by the following roll call vote:
AYES: McGowan, Roos
NOES: Kemps, Murdock
ABSENT: Lozzi
ACTION: Moved by Mayor Roos, and seconded by Council Member Kemps, to continue this item to a date uncertain. The motion carried by the following roll call vote:
AYES: Kemps, McGowan, Murdock, Roos
NOES: None
ABSENT: Lozzi
12. ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALOS
VERDES ESTATES, CALIFORNIA, AWARDING A CONTRACT WITH WEST COAST ARBORISTS, INC. IN THE AMOUNT OF $133,500 FOR
PREPARATION OF A CITYWIDE TREE INVENTORY AND REPORT;
APPOPRIATE $183,750 IN UNENCUMBERED GENERAL FUND BALANCE (FUND 01); AND AUTHORIZE THE CITY MANAGER TO EXECUTE ALL
CONTRACT DOCUMENTS AND APPROVE ADDITIONAL PROJECT
EXPENDITURES NOT TO EXCEED $20,250, WHICH IS APPROXIMATELY 15% OF THE CONTRACT AMOUNT
Recommendation: Consider adoption of a Resolution R23-28 to: 1) Award a contract with West Coast Arborists, Inc., in the amount of $133,500 for preparation of a Citywide Tree Inventory and Report; and 2) Appropriate $183,750 in unencumbered General Fund Balance (Fund 01); and 3) Authorize the City Manager to execute all Contract Documents and Approve additional Project Expenditures not to exceed $20,250, which is approximately 15% of the City Attorney Rusin announced that there was an email sent by one council member to another council member about this item that was not distributed to the public and that email has been printed out and is available in the lobby with the agenda materials for anyone who wants to review it.
Public Works Director Seims provided the staff report stating staff were bringing forward a contract with West Coast Arborists to prepare a tree inventory. The intent is to have a tree inventory complete for all the trees within the entire city as discussed at previous city council meetings. She described what information about each tree would be recorded in the inventory and that the data would be provided to the city in a report with a spreadsheet but also into a data system that is exported to shape files which are the files the City uses for its GIS mapping system. That data can then be uploaded and moving forward, staff can add tree maintenance and other information into the database.
In addition, included in the contract is a document that takes that tree inventory, then provides recommendations to the City on the trees. She discussed the total project cost which includes project management services by HR Green, GIS updates which includes incorporating the data into the GIS mapping system, and a contingency in the event of any unknown elements that come up.
Mayor Pro Tem Murdock confirmed that the bid proposed includes a tree inventory and an urban forest management plan. In response, Ms. Seims explained that the vendor would perform the inspection of trees and provide that information to the City which would save time. If any tree is identified as a safety hazard, then the urban forester would have to look at it immediately. Discussion continued regarding the cost of the project and the scope of work.
The following individuals addressed the City Council:
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Don Briggs
Robert Amos
Ms. Seims explained that the inventory wasn't just counting the trees and putting them on a spreadsheet, but the material from the inventory will be incorporated into the City's GIS mapping system resulting in a map that shows all the trees in the city, and staff will be able to click on any tree and will receive all pertinent information about that tree.
Moving forward, whenever a tree is trimmed, that information is put in the database so there will be an ongoing record of each tree.
Mayor Roos added that it is more than just a list, it is a tool we can use to manage the trees.
maintaining the trees, and whether it was necessary to spend more than the hundred thousand dollars Council anticipated spending at this time to include the management plan or just have the inventory done.
ACTION: Moved by Mayor Por Tem Murdock, and seconded by Council Member Kemps, to approve a contract with West Coast Arborists, in the amount of $135,500 for preparation of a Citywide Tree Inventory and Report, appropriate $183.750 from the assigned General Fund Parklands Account, and authorize the City Manager to execute all contract documents, and approve additional project expenditures not to exceed $20,250, which is approximately 15% of the contract amount. The motion unanimously carried by the following roll call vote:
AYES: Kemps, McGowan, Murdock, Roos
NOES: None
MAYOR AND COUNCILMEMBER REPORTS
Mayor Pro Tem Murdock reported that she attended the annual JPIA Board meeting and the monthly Sanitation District meeting in the mayor's place. She advised the Sanitation District will be rolling out a new education program called something like "Smart Flush." The program is to educate residents about sewer problems caused by flushable wipes because they do not break down like paper does.
Mayor Roos reported that he enjoyed a wonderful time in France and Amsterdam. He noted that this was the third time he visited Paris and finally walked past the building where the Treaty of Paris that ended the American Revolution was signed.
ADJOURNMENT
There being No further business to come before the City Council, the meeting was adjourned at 9:34 pm.
RESPECTFULLY SUBMITTED,
Carol Cowley, Interim City Clerk
APPROVED:
Jim Roos, Mayor
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