Thursday, October 6 3:00 pm Senior Community Commission Thursday, October 6 7:00 pm Planning Commission

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1 City of Sierra Madre Memorandum To: From: Honorable Mayor and Members of the City Council Elaine I. Aguilar, City Manager EA Date: Subject: City Manager s Report CITY MANAGER NEXT UPCOMING MEETINGS All meetings will be held in City Council Chambers at City Hall unless otherwise noted. The agenda for each meeting will be posted 72 hours prior to the meeting at City Hall and on the City s website at Thursday, October 6 3:00 pm Senior Community Commission Thursday, October 6 7:00 pm Planning Commission UPCOMING COMMUNITY EVENTS Saturday, October 1 st Fire Prevention Festival 11:00 am to 2:00 pm at the Fire Station Saturday, October 8 th SM Rose Float Assoc. Bingo Fundraiser (SM Room) 6:00 pm Thursday, October 13 th 2016 Honor s Award Dinner, 5:30 pm at Alverno Villa October 21 and October 22 Halloween Window Painting in Downtown Sierra Madre Monday, October 31 st Downtown Trick-or-Treating, Halloween Parade, and Costume Contest CITY AUDITS The City s independent auditors, Rogers, Anderson, Malody, and Scott, LLP, CPA s, will be out next week conducting fieldwork. The audit begins October 3 and will be ongoing until the issuance of the City s Comprehensive Annual Financial Report (CAFR) for the Fiscal Year ending June 30, 2016 which is expected to be issued in early As a result of increased regulations and compliance, the last couple of years the audit work has progressively become more involved and has placed more demands on staff time. While the audit season is normally a busy time for the Finance staff, it is becoming even busier. But the good news is that the end result is another great audit!

2 City Managers Report Page 2 of 5 COMMUNITY SERVICES APPOINTMENT The City Council will be considering the appointment of two Commissioners to the Community Services Commission. Five applications have been received from: Monica Moran David Ouch Art Sripipat Nina Takenouchi Anita Thompson The received applications are available on the City s website. The deadline to apply is October 7 th. The Council will be considering the appointments at their October 25 th meeting. SENIOR ADVISORY COMMISSION APPOINTMENT The Council will also be considering the appointment of a two Senior Commissioners at the October 25 th meeting. The Council authorized proceeding with the appoint process with only three applications. Applications have been received from: Nina Bartoli JJ Ekman Sally Olson The applications will be on the website, and additional applicants can still apply. The deadline is Monday, October 24 th. Applications are available on the City s website. UPCOMING COUNCIL MEETING ITEMS Please note, this is staff s best estimate of the scheduling of future agenda items. This schedule is subject to revision as agenda items may be rescheduled to a future meeting, and are occasionally moved forward. Items may be rescheduled due to staff needing additional time to complete an item, too many items on a single agenda, or other issues impacting scheduling. Items are not listed in the order that they will appear on the Council s agenda. Additionally, agenda items are occasionally dropped from the list. (Agenda items are only deleted when it is a staff generated item that is no longer necessary, or if a Council Member withdraws a requested item.) Lastly, the Mayor determines the scheduling and order of agenda items. 11-Oct Consent Second Reading of Ordinance 1382 regarding City Manager Residency 11-Oct Consent Consideration of Surplus of Library Materials 11-Oct Consent Purchase AED for City Buildings 11-Oct Consent City Hall Deed Restriction 11-Oct Consent Notice of Completion: North Michillinda Water Main 11-Oct Consent Warrants 11-Oct Consent Resolution Appointing Council Member Capoccia to SGV Mosquito & Vector Control Board 11-Oct Discussion Community Input Regarding New City Manager 25-Oct Presentation ID Modeling 25-Oct Presentation Water Conservation Update & Monthly Water Quality Report 25-Oct Consent Updated Workforce Investment Board Joint Powers of Authority (Arizmendi)

3 City Managers Report Page 3 of 5 25-Oct Consent Award of Pavement Management System Update 25-Oct Consent Holiday Schedule 25-Oct Consent Increasing IT Hours 25-Oct Consent Warrants 25-Oct Public Hearing Consideration of Ordinance for California Building Code and California Fire Code Updates 25-Oct Discussion Consideration of Appointment to Senior Community Commissions 25-Oct Discussion Consideration of Appointment to Community Services Commission 25-Oct Discussion Planning for California minimum wage increase 25-Oct Discussion SGV MWD Conservation Grant Fund Allocation 25-Oct Discussion Appeal of EENR Commission Decision Regarding Tree Removal (Tentative) 25-Oct Discussion Leaf Blowers (Delmar) 8-Nov Presentation Presentation to Outgoing Public Services Director Larry Giannone 8-Nov Consent Second Reading of Ordinance for California Building Code and California Fire Code Updates 8-Nov Consent Warrants 8-Nov Public Hearing Consideration of Ordinance for Group Homes (tentative) 8-Nov Discussion Library Facility Master Plan 8-Nov Discussion Update regarding City's Investment Portfolio 8-Nov Discussion Unbudgeted Budget Requests and Tree Removal Estimates 22-Nov Presentation Presentation to Outgoing City Manager Aguilar and Public Works Director Inman 22-Nov Presentation Water Conservation Update & Monthly Water Quality Report 22-Nov Consent Approval of FY 2016/2017 Vendor Expenses in Excess of $25, Nov Consent Warrants COMMUNITY SERVICES DEPARTMENT YOUTH SPORTS FIELD USE MEETING On October 12th at 6:30 p.m. the Community Services Committee will hold a special meeting in the Council Chambers to allow the public to give input or concerns regarding the new Field Use Agreement between the various youth sports leagues. HALLOWEEN HAPPENINGS IN DOWNTOWN AND MEMORIAL PARK Applications are currently being accepted for the window painting contest sponsored by Sierra Madre Civic Club. Costume parade and contest will take place on Halloween, Monday, August 31 st. CITY HALL ARTS SHOW Artist submissions for the 2017 City Hall Arts Show are being organized and a date is being discussed to review all candidates. The Arts Review Board and Director Pat Ancona are excited to view the eligible candidates and their work. YOGA AT THE HART PARK HOUSE Chair Yoga on Mondays and Wednesdays remains popular with the seniors. This week new participants have joined the class and are exploring other leisure and recreation programs offered at the Hart Park House.

4 City Managers Report Page 4 of 5 SENIOR EXCURSIONS The October 6th excursion is to Oktoberfest at Huntington Beach is sold out with 55 participants; ten are on the wait list. Participants will enjoy the celebration with live bands, directly from Germany, showing off their dancing and singing. Lunch is included with the traditional Oktoberfest Menu including bratwurst, baked chicken, spaetzli, sauerkraut, red cabbage, and apple streusel cake. The November 9th excursion is to the Graber Olive House in Ontario. Participants will take a tour of the historic facility. Harvest time is October through December with activities of grading, curing and canning. Reservations will start next week. LIBRARY SERVICES ADULT READING CHALLENGE AT THE LIBRARY 32 people have signed up in the first month of the Adult Reading Challenge. September was Science Fiction Month. The month of October challenges you to explore a biography or memoir. STEAM CLUB Sign-up Saturday, October 1st for the Rocket Building Craft and Launching Program on the third Thursday of October. The first STEAM Club, which happened on September 15th featured a free event with Mission Renaissance and was completely full with 25 kids attending. IN-N-OUT READING PROGRAM AT THE LIBRARY Sign-ups begin on October 1 st for children, ages 4-12 to earn a free voucher for an In-N-Out hamburger, cheeseburger or grilled cheese sandwich. Vouchers are provided for every 5 books they have read. FALL FUN DAY AT THE LIBRARY An afternoon of maker events awaits you on October 14th. Bring the kids to draw, play a harp, create origami, and even penny robots! A new event is featured every hour from Noon to four. WALK-IN CRAFTS AT THE LIBRARY Our first craft day had nearly 50 participants joining us to create a tree and read the book The Giving Tree. Come join us this month to create your own mask and read the book Tough Guys have Feelings Too. PLANNING & COMMUNITY PRESERVATION CALIFORNIA SOLAR INITIATIVE As a result of staff s previous efforts to identify cost savings, and while staff was evaluating infrastructure funding options, we became aware of the low interest loan from the California Energy Commission for energy reduction projects. The City responded to a call for projects identifying potential facilities where solar photovoltaic installations could be accomplished on City owned property. The City has been working with Connor Energy in reviewing the City s energy costs and potential facility locations. As a first step in the process, in December 2015, the City Council authorized the City to apply for low interest (1% - one percent interest) monies available from the California Energy Commission. To date, a preliminary assessment and facility locations have been identified in the City Hall parking lot, Fire

5 City Managers Report Page 5 of 5 Department parking lot, and locations at the Public Works Yard and adjacent spreading basins. This work was completed without the expenditure of any City funds. Staff continues to work with Connor Energy to prepare the necessary environmental clearance for the stated project locations. The next steps in the process include the preparation of a project description and an initial environmental study. Both facets of this project should be completed by late October Information presentations will be brought to the Planning Commission, Community Services Commission, and the City Council prior to commencement of project construction anticipated in PLANNING COMMISSION MEETING The next Planning Commission meeting is scheduled for Thursday, October 6, 2016 at 7:00 pm. A continued discussion regarding Group Living Facilities is included on the agenda. STONEGATE The Planning and Community Preservation Department is continuing to review the resubmitted applications for Hillside Development Permits and Conditional Use Permits for properties within the Stonegate development. The Department received resubmittals the week of May 9, 2016 consisting of Lots 7, 21, and 22, resubmittals the week of June 6, 2016 for Lots 1 and 2, and resubmittals the week of August 1, 2016 for lots 16, 17, 19, 25, and 26. A submittal for Lot 23 was received on September 15, The plans are in various stages of review by staff to determine if the applications are complete and to confirm if staff comments were addressed since the last submittal prior to being scheduled before the Planning Commission at a noticed public hearing. DEVELOPMENT ACTIVITY The Planning and Community Preservation Department is currently processing 37 development applications. POLICE DEPARTMENT ROTARY MEETING Director of Public Safety Larry Giannone was the keynote speaker at Tuesday morning s meeting that was held at the Hart House. Director Giannone discussed the current state of the police department and introduced our newest Police Sergeant, Sergeant Angela Voorhees. PUBLIC WORKS DEPARTMENT NORTH MICHILLINDA PROJECT TO WRAP UP The Contractor will be making all the final house connections next week and wrapping up the North Michillinda water main replacement project. ENERGY, ENVIRONMENT, AND NATURAL RESOURCES COMMISSION UPHOLDS STAFF DECISION At Wednesday evening s EENR Commission meeting the Commission heard comments from four individuals regarding an appeal of Director Inman s decision to remove the ficus tree in front of 85 South Baldwin. Attendance at the meeting was unusually large, with all apparently there to hear the discussion about the tree. After lengthy discussion, the Commission voted 4-0 (& one abstention) to uphold staff s recommendation. Under the provisions of Municipal Code Chapter 2.68 the appellants have 10 calendar days to appeal the Commission s decision to the City Council.