MINUTES – PUBLIC WORKS COMMISSION
Monday, March 28, 2022
Minutes
Public Works – Regular Meeting
March 28, 2022
A. MEETING CALL TO ORDER
A virtual regular meeting of the City of Redondo Beach Public Works Commission was called to order by Chair Simpson at 7pm.
B. ROLL CALL
Commissioners Present: Bajaj, Glass, Garcia, Arata, Funabashi, Vice Chair Minne, Chair Simpson
Commissions Absent: None
Officials Present: Ted Semaan, Public Works Director
Andrew Winje, City Engineer
Lauren Sablan, Civil Engineer
C. SALUTE TO THE FLAG
Chair Simpson led in the Salute to the Flag.
D. APPROVE ORDER OF AGENDA
Motion by Commissioner Funabashi, second by Vice Chair Minne to approve the order of agenda. Motion carried unanimously, by roll call vote.
AYES: Bajaj, Glass, Garcia, Arata, Funabashi, Vice Chair Minne, Chair Simpson NOES: None
E. BLUE FOLDER ITEMS – ADDITIONAL BACK UP MATERIALS
E.1. BLUE FOLDER ITEMS
None
F. CONSENT CALENDAR
F.1. AFFIDAVIT OF POSTING
Motion by Commissioner Glass, second by Commissioner Bajaj to approve the consent calendar.
Motion carried unanimously, by roll call vote.
AYES: Bajaj, Glass, Garcia, Arata, Funabashi, Vice Chair Minne, Chair Simpson NOES: None
ABSENT: Arata
MINUTES – PUBLIC WORKS COMMISSION
Monday, March 28, 2022
F.2. EXCLUDED CONSENT CALENDAR ITEMS
G. MEETING MINUTES
H. PUBLIC PARTICIPATION ON NON-AGENDA ITEMS
H.1. PUBLIC PARTICIPATION ON NON-AGENDA ITEMS
None
I. ITEMS CONTINUED FROM PREVIOUS AGENDAS
J. DISCUSSION ON ACCELERATED CIP IMPLENTATION: DISCUSSION OF
PROCESS, TIMELINES AND BARRIERS
1. RECEIVE AND FILE THIS REPORT
2. PROVIDE INPUT REGARDING SHORTENING THE TIMELINE FOR
CAPITAL IMPROVEMENT
Andrew Winje, City Engineer, started his presentation:
CIP Implementation Process
• Goal: enhance delivery of City services and Capital Projects o Delivery of Capital Projects
o Total value $65.1 million
o Public Works divided into 2 groups: Operations and Engineers o Public Works implements Capital Projects
o Presented a work chart for Public Works Department (find chart in agenda packet) • Capital Improvement
o City improvements
o Funding – CIP
• Routine Maintenance
o Managed by Operations group
o Funding – Operations
o Hires specialty contractors to complete jobs
• Capital Maintenance
o Remake as if it is new again
o Funding – CIP
o Out to bid licensed contractors to complete jobs
• Capital Improvement, Routine and Capital Maintenance all have labor codes for the contractors
• Manage labor issues such as prevailing wages
• Presented flow chart of consultant selection (find chart in agenda packet) o Release RFP
o Receive proposals
MINUTES – PUBLIC WORKS COMMISSION
Monday, March 28, 2022
o Evaluating proposals
o Negotiate fees
o Not required to choose lowest bid (sealed bid)
o Request City Attorney’s Office to develop written contract o City Council awards contract
o Kick off meeting
o 4 to 6 month process
• Presented flow chart of 12 to 14 week process of complete projects (find chart in agenda packet)
o Depending on if contractor is ready and materials are available • Diamond points on the chart
o Formal and informal bibbing process:
▪ Low cost up to $15,000, does not require bib
▪ Above $50,000 requires formal bidding process
• Presented flow chart on Adopted Budget – FY 2021-22
o Public Works is a large department
o Less than 10% of Public Works staff dedicated to Capital Projects ▪ Things take time
• Initiatives to Shorten Timelines
o On-Call Design Consultants
▪ City Council approved on-call firms
▪ Less controlled by Council
▪ $100,000 given to each firm
▪ First Amendment allow to extend 2 more years for each firm ▪ This system works well
▪ 13 Firms currently
o Project Limits by Resolution
▪ Charter control to resolution control
o Charter and Code Modifications
▪ Coordinate with City Attorney’s Office for procurement processes ▪ No competitive process for certain maintenance repairs o Staffing
▪ Engineering department works on staff recruitment and retention ▪ Look into salary scale in neighboring cities
▪ Ask City Manager to consider to hire more engineering positions o Design Build Contracting
▪ Single entity to do design and construction
▪ Projects implemented with this method: Playground equipment for Veterans Park, State Park project, and design on the Pier ▪ Department has gained expertise in this method
o Cooperative Purchasing
▪ Material purchasing
MINUTES – PUBLIC WORKS COMMISSION
Monday, March 28, 2022
▪ Use bids from other government agencies
▪ This system also works for labor delivery such as put in asphalt ▪ Ask Council to pursue this option
• Recommendations
o Receive and file
o Provide input regarding shortening the timeline for Capital Improvement Project, project delivery through reduction of barriers and improvements to process o Consider budget cycle and/or Strategic Plan recommendations to Council that would contribute to improved project delivery timelines Chair Simpson thanked Andrew Winje, City Engineer for his presentation. Opened the floor for questions and discussion
Commissioner Funabashi commented that Andrew Winje, City Engineer, made a good point.
The dollar amount has not changed. Raised a question on who makes the decision on what the dollar amount should be?
Andrew Winje, City Engineer, replied to Commissioner Funabashi’s questions. The dollar amount is set in the City Charter. City Council has the Strategic Plan item to begin review of the City Charter.
Vice Chair Minne raised a question that out of the 110 projects, is there a general cost? Commissioner Minne also made a comment that $200,000 is not much for materials, he supports to increase the threshold.
Andrew Winje, City Engineer, replied to Vice Chair Minne’s questions and comments. There are no projects under $100,000, if so, the project will be combined with another.
Vice Chair Minne asked a follow-up question, have you considered hiring a project manager? Andrew Winje, City Engineer, replied to Vice Chair Minne’s questions. They do hire project managers to be on site to keep track of contractors, payroll, and questions. Prior to hiring project managers, City engineers were doing the same job and it was slowing the process down. There is value in this position but there is a add of cost to the projects.
Commissioner Garcia commented that it is not an easy question to answer. Commissioner Garcia analyzes list such as the ones Andrew Winje presented. Depending on a lot of elements of the City, a formal process can be an on-call process. Each City has their own interpretation of formal and informal processes.
Commissioner Funabashi commented, wanted to bring attention to the Commission that in the next year or 2, General Planning Advisory Commission and recommendation for zoning will need to go to City Council and eventually make a public vote.
MINUTES – PUBLIC WORKS COMMISSION
Monday, March 28, 2022
Vice Chair Minne raised a question to staff, is there a way to be involved to help with the threshold discussion and providing advice to Council?
Ted Seeman, Director of Public Works, replied to Commissioner Minne’s question, the item is on the Strategic Plan that is scheduled to go to Council on April 5th. City Attorney’s office will present to Council a charter review on April 5th. Ted Seeman supports Commissioner Minne’s idea of providing community input to Council.
Commissioner Arata raised a question to staff, what is the average turnaround time for completion of a service such as replacing a light bulb or pressure washing the Pier or Esplanade? Andrew Winje, City Engineer responded, presuming this question refers to a request from a resident through Access Redondo, directs question to Ted Seeman, Director of Public Works.
Ted Seeman responds, pressure washing is done by staff and they have to consider when they have time in their schedule to complete the service, unless it is an emergency. If the request is going to require more significant capital level costing then it may need to contract it out and may need to coordinate with Andrew Winje and the Engineering team.
Motion by Commissioner Funabashi, seconded by Vice Chair Minne to receive and file the report as presented with emphasis on support of Commission:
1. Increase minimal cost threshold.
2. Increase staff to project demands.
3. Other changes to City Charter as proposed by Charter Review Committee with input from Public Works Commission.
4. Charter Review Committee solicit input from Public Works Commission
Motion carried unanimously, by roll call vote.
AYES: Bajaj, Glass, Garcia, Arata, Funabashi, Vice Chair Minne, Chair Simpson NOES: None
J.2. DISCUSSION ON TRAFFIC CALMING IMPLEMTATION DISCUSSION OF
PROCESS, TIMELINES AND BARRIERS
1. RECEIVE AND FILE THIS REPORT
2. PROVIDE INPUT REGARDING ACCELERATING IMPLEMENTATION OF
TRAFFIC CALMING IMPROVEMENTS THROUGH REDUCTION OF
BARRIERS AND CHANGES TO PROCESS.
Andrew Winje, City Engineer, started his presentation:
Traffic Calming Implementation Process
MINUTES – PUBLIC WORKS COMMISSION
Monday, March 28, 2022
• Strategic Plan Goal: Enhance the Delivery of City Services o Commission addressed this 4 years ago.
o Recommended to enhance the process, there was no new ones made. o The enhancements worked
o The Specific Objective is to accelerate implementation of traffic calming improvement.
▪ After traffic improvement has been decided upon, next is coming up with the plan to be implemented.
▪ Install traffic coning, slows traffic and diverts traffic to other streets o Issues for consideration:
▪ Neighborhood approach
▪ Public outreach – how much is too much or how much is too slow? ▪ Safety issues the top of the list.
▪ Incremental installation – traffic engineers are data driven o Currently Adopted Policy
▪ 3 Phases of a public request
▪ Phase 1: public request, staff begins review period, alternatives include refreshing signs, striping and pavement markings, 5 – 6 month timeline ▪ Phase 2: Staff recommends striping alignment and regulatory alternations, review and approval by Public Works Commission and City Council, 9 – 12-month timeline.
▪ Phase 3: Staff recommends more intrusive alterations to traveled way, review and approval by Public Works Commission and Council, review of effectiveness after 6 months.
▪ Ted Seeman commented staff time is significant to the effect of the timeline.
o Recommendation
▪ Receive and file
▪ Provide input on accelerating implementation Traffic Calming improvements
Chair Simpson raised a question, if the 6-month period is to get phase 1 implemented and when moving to phase 2, will that be another 9 to 12 months until doing things? Andrew Winje, responded that these timelines are additive.
Chair Simpson’s follow up comment, clarifying that later down the line, something happens and it then takes more time.
Commissioner Minne commented, this is a tentative way traffic calming, suggested that projects should go straight into phase 2.
Commissioner Bajaj recommended to add more options into phase 1, enhance the examples such as including “adding signs” and “inconsideration of low cost”.
MINUTES – PUBLIC WORKS COMMISSION
Monday, March 28, 2022
Ted Seeman, clarifying Commissioner Minne’s and Commissioner Bajaj’s comments and recommendation regarding the combination of phase 1 and 2.
Commissioner Minne refined his comment, capital option should be considered if it makes sense but not take more time during phase 1 and 2.
Commissioner Garcia raised a question, will phase 1 take longer if more money was invested? Andrew Winje, replied to Commissioner Garcia’s comment that during phase 1 the service of refreshing can be done and then move into phase 2 while still reviewing the work in phase 1.
Announced there is an opening for a Traffic Engineer position.
Ted Seeman added, that it would add more time and changing the transition of the phases, possibility changing the start of the phase to phase 0.
Commissioner Bajaj, consider phase 1 without Council’s approval. Also commented on prioritizing locations and projects.
Commissioner Glass recommend changing the name to flexible process, each phase will evolve into the next phase. Phases should provide feedback to review if the problem has been solved.
Chair Simpson commented that it is important to adopt a holistic approach.
Commissioner Funabashi, appreciated 3 phase approach and that these phases need to be flexible, having hybrid solutions
Motion by Commissioner Garcia, seconded by Commissioner Funabashi receive and file; phases can be interchangeable, be flexible, used as tools. Motion carried unanimously, by roll call vote.
AYES: Bajaj, Glass, Garcia, Arata, Funabashi, Vice Chair Minne, Chair Simpson NOES: None
J.3. MOBILITY ASSESSMENT AND PEDESTRIAN MOVEMENT IN THE RIVIERA
VILLAGE
1. RECEIVE AND FILE THIS REPORT
2. PROVIDE INPUT REGARDING POTENTIAL PEDESTRIAN
IMPROVEMENTS IN THE RIVIERA VILLAGE COMMERICAL AREA.
Andrew Winje, City Engineer, began the presentation:
Riviera Village Mobility Assessment and Pedestrian Movement • Strategic Plan Goal: Invest in the City’s Infrastructure o Collected data and Council input
• Objective: Rivera Village Mobility Assessment focusing on Pedestrian Movement • Ave I Mid-block Crossing Enhancements
o Describes the surrounding streets of Rivera Village
MINUTES – PUBLIC WORKS COMMISSION
Monday, March 28, 2022
o Mid walk cross walk, not favored
o Enhancements: in-crosswalk signs to alert drivers
o Enhancements: Warning light systems, hard to maintain • Catalina Intersections – bulb outs
o Ave I and Catalina intersection are skewed
o Provide protection areas with bulb outs on the corners • Trader Joe’s Mid-block Crossing – Speed Table
o Install speed table, traffic calming device
o Permanent: brick, semi-permanent: asphalt
o Does take up a parking spot
o Presented map with pointers where the potential speed tables will be installed • Presented map with Trader Joe’s/Triangle mid-block crossing with a circulation change o Avenida Del Norte would be westbound only from Elena to Via El Prado o Does not appear to be a circulation issue
• Catalina Ave Circulation Change
o Changing the flow on Catalina Ave to be northbound
o Create more space for parking or class 2 bike lane
o Elena and Ave Del Norte would be one way eastbound
Commissioner Glass commented, the advantages of the speed table are that it is a walking surface and is leveled with the sidewalk, this works well for handicap and may be able to receive federal money. Tree areas in between businesses can be converted into a pedestrian walk.
Commissioner Garcia supports Commissioner Glass’s idea of the pedestrian walk by Hennessey.
Supports a speed table by Trader Joe’s although it may lose a parking space. Installing a traffic panel by the cross walk may help slow down traffic. Suggested keeping the Ave Del Norte a two-way street because drivers turn right when leaving Trader Joe’s.
Commissioner Bajaj, supports all enhancements but concerned for the one-way Elena and Ave Del Norte.
Commissioner Funabashi, one-way streets would be a radical change for frequent Riviera Village visitors, explore shutting down Catalina completely and turn it into a pedestrian walk.
The elevated cross walk can be intrusive when cars roll over it. Cannot give up a parking space without putting it elsewhere, possible installation of a parking structure. Catalina has been shut down for holidays and events.
Chair Simpson supports Commissioner Funabashi’s idea of a parking structure. Instead of making the one-way street to convert it into a plaza.
Andrew Winje commented that there has been a parking analysis to covert triangle into a 3-story parking structure.
Commissioner Arata raised a question, if they construct a mall, where would route the traffic? When can this go to Council and the answer come back to the Commission? MINUTES – PUBLIC WORKS COMMISSION
Monday, March 28, 2022
Andrew Winje replied, studies have not been done but Elena would be an option. In April, staff will ask Council for direction regarding designs.
Ted Seeman replied, April 19th is the plan.
Motion by Commissioner Funabashi, seconded by Commissioner Garcia to receive and file, suggestion for modification and improvement of the 2 key cross walks, study implication of changing traffic circulation, and explore the conversion of Catalina into a plaza. Motion carried unanimously, by roll call vote.
AYES: Bajaj, Glass, Garcia, Arata, Funabashi, Vice Chair Minne, Chair Simpson NOES: None
K. MEMBER ITEMS AND REFERRALS TO STAFF
Commissioner Glass spoke of the issues Police Chief Kauffman said regarding users of nonautomotive vehicles are disregarding all road rules. Where does the fund come from for bike lanes? How much of an effort would it be to add a small bike sign below every “stop” sign to indicate bikes must stop too?
Andrew Winje responded, bike lanes are funded grant fund through Metro.
Ted Seeman responded, bike signs are not intended to be combined with “stop” signs because “stop” signs are universal.
Chair Simpson suggest to inform the Police Department of this issue.
Chair Simpson, there is a small dog park in Andrews Park and there may be a broken water line that is causing a lot of water in the park. Also mention wood chips are due to be put in at that park. Staff was to look into the left turn lane on Artesia Blvd.
Ted Seeman responded, staff will look into the water line.
Commissioner Garcia, the catch face needs to be repaired on Catalina going northbound toward the Esplanade.
Commissioner Funabashi, informed staff of gofers on the green belt.
Ted Seeman replied that is aware and controlling the issue.
Commissioner Glass asked about the construction on Inglewood and Manhattan Beach Blvd.
What is the project?
Andrew Winje replied that the kick off meeting for that project in early April. There is gas project going on Aviation.
Commissioner Bajaj ask when the meetings will be in person? MINUTES – PUBLIC WORKS COMMISSION
Monday, March 28, 2022
Ted Seeman replied April 19th will have the discussion of in person meetings. City Hall offices are open.
Commissioner Garcia welcomed Lauren Sablan and Commissioner Arata.
K. MEMBER ITEMS AND REFERRALS TO STAFF
L. ADJOURNMENT
There being no further business to come before the Commission, Commissioner Glass, seconded by Commissioner Bajaj, to adjourn (time was not called), to a Regular Public Works Commission meeting on Monday, April 25, 2022 at 7:00 p.m. Motion carried unanimously by roll call vote.
Respectfully submitted,
Ted Semaan
Public Works Director