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HomeMy WebLinkAbout2016 10 05NOTICE AND CALL OFA SPECIAL MEETING OF THE CITY COUNCIL TO THE MEMBERS OF THE AFOREMENTIONED AGENCIES AND THE CITY CLERK OF THE CITY OF BALDWIN PARK NOTICE IS HEREBY GIVEN that a Special Meeting is hereby called to be held on WEDNESDAY, OCTOBER 5, 2016 at 6:00 PM. at City Hall — 3rd Floor Conference Room 307, 14403 East Pacific Avenue, Baldwin Park, CA 91706. Said Special Meeting shall be for the purpose of conducting business in accordance with the attached Agenda. NO OTHER BUSINESS WILL BE DISCUSSED Dated: September 29, 2016 AFFIDAVIT OF POSTING Al( Manuel Lozano Mayor I, Alejandra Avila, City Clerk of the City of Baldwin Park, certify that I caused the aforementioned Notice and Call of a Special Meeting to be delivered via email (hard copy to follow) to each Member and e-mail to the San Gabriel Valley Tribune, and that I posted said notice as required by law on September 29, 2016. 00, Alejandra Avila City Clerk AGENDA BALDWIN PARK CITY COUNCIL SPECIAL MEETING Please note time and OCTOBER 5, 2016 o�at�on 6:00 PM CITY HALL — 3rd Floor, Conference Room 307 14403 EAST PACIFIC AVENUE BALDWIN PARK, CA 91706 (626) 960-4011 Z i 1956-t x u lel 601„ A INTI ERSA Y Manuel Lozano - Mayor Monica Garcia - Mayor Pro Tem Cruz Baca - Councilmember Ricardo Pacheco - Councilmember Susan Rubio - Councilmember PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEETING IS IN PROCESS POR FA VOR DE APAGAR SUS TELEFONOS CELULARES Y BEEPERS DURANTE LA JUNTA PUBLIC COMMENTS COMENTARIOS DEL PUBLICO The public is encouraged to address the City Se invita al publico a dirigirse al Concilio o cualquiera Council or any of its Agencies listed on this otra de sus Agencias nombradas en esta agenda, agenda, but only on any matter posted on this para hablar solamente sobre asunto publicado en esta agenda. If you wish to address the City Council agenda. Si usted desea la oportunidad de dirigirse al or any of its Agencies, you may do so during the Concilio o alguna de sus Agencias, podra hacerlo PUBLIC COMMUNICATIONS period noted on durante el periodo de Comentarios del Publico the agenda. Each person is allowed three (3) (Public Communications) anunciado en la agenda. A minutes speaking time. A Spanish-speaking cada persona se le permite hablar por tres (3) interpreter is available for your convenience. minutos. Hay un interprete para su conveniencia. CITY COUNCIL SPECIAL MEETING — 6:00 P.M. CALL TO ORDER ROLL CALL: Council Members: Cruz Baca, Ricardo Pacheco, Susan Rubio, Mayor Pro Tem Monica Garcia and Mayor Manuel Lozano PUBLIC COMMUNICATIONS Three (3) minute speaking time limit Tres (3) minutos sera el limite para hablar THIS IS THE TIME SET ASIDE TO ADDRESS THE CITY COUNCIL PLEASE NOTIFY THE CITY CLERK IF YOU REQUIRE THE SERVICES OF AN INTERPRETER No action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The legislative body or its staff may: 1) Briefly respond to statements made or questions asked by persons; or 2) Direct staff to investigate and/or schedule matters for consideration at a future meeting. (Government Code §54954.21 ESTE ES EL PERIODO DESIGNADO PARA DIRIGIRSE AL CONCILIO FAVOR DE NOTIFICAR A LA SECRETARIA SI REQUIERE LOS SERVICIOS DEL INTERPRETE No se podra tomar accion en alg(jn asunto a menos que sea incluido en la agenda, o a menos que exista alguna emergencia o circunstancia especial. El cuerpo legislativo y su personal podran: 1) Responder brevemente a declaraciones o preguntas hechas por personas, o 2) Didgir personal a investigar y/o fijar asuntos para tomar en consideracion en juntas proximal. (Codigo de Gobierno §54954.21 OPEN SESSION/STUDY SESSION NONE RECESS TO CLOSED SESSION 1. PUBLIC EMPLOYEE APPOINTMENT (GC §54957): Title: Chief of Police 2. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9: Potential Case(s): Two (2) 3. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION Pursuant to paragraph (1) of subdivision (d) of Government Code Section 54956.9: Case Name: CASAS v BPCCC, Case No. BS147794 4. REAL PROPERTY NEGOTIATIONS Pursuant to Government Code §54956.8- A. Property: 14434 East Pacific Avenue — APN #8553-023-007 Agency Negotiators: Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: Amelia Perez and Mario Zavala, seller's agent Under Negotiation: Price and terms of payment B. Property: 4024 Maine Avenue — APN #8554-001-910; 14408 Ramona Blvd — APN #8554-001-012; and 14412 Ramona Blvd — APN #8554-001-011 Agency Negotiators -Shannon Yauchzee, Chief Executive Officer, and Robert Tafoya, City Attorney Negotiating Parties: City of Baldwin Park; Ramon Arias; and Miguel Rascon Under Negotiation: Price and terms of payment RECONVENE IN OPEN SESSION REPORT FROM CLOSED SESSION ADJOURNMENT CERTIFICATION I, Alejandra Avila, City Clerk of the City of Baldwin Park hereby that, certify under penalty of perjury under the laws of the State of California, the foregoing agenda was posted on the City Hall bulletin board not less than 24 hours prior to the meeting on September 29, 2016. Alejandra Avila City Clerk PLEASE NOTE: Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public viewing and inspection at City Hall, 2nd Floor Lobby Area or at the Los Angeles County Public Library in the City of Baldwin Park. For further information regarding agenda items, please contact the office of the City Clerk at (626) 960-4011 ext. 466 or e-mail aavila(d�baldwinpark.com. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Works Department or Risk Management at (626) 960-4011. Notification 48 hours prior to the meeting will enable staff to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE ll) /=� BALDWIN PARK CITY COUNCIL REGULAR MEETING OCTOBER 5, 2016 7:00 PM COUNCIL CHAMBER 14403 E. Pacific Avenue Baldwin Park, CA 91706 (626) 960-4011 Manuel Lozano - Mayor Monica Garcia - Mayor Pro Tem Cruz Baca - Council Member Ricardo Pacheco - Council Member Susan Rubio - Council Member PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEETING IS IN PROCESS POR FAVOR DE APAGAR SUS TELEFONOS CELULARES Y BEEPERS DURANTE LA JUNTA PUBLIC COMMENTS The public is encouraged to address the City Council or any of its Agencies listed on this agenda on any matter posted on the agenda or on any other matter within its jurisdiction. If you wish to address the City Council or any of its Agencies, you may do so during the PUBLIC COMMUNICATIONS period noted on the agenda. Each person is allowed three (3) minutes speaking time. A Spanish speaking interpreter is available for your convenience. COMENTARIOS DEL PUBLICO Se invita al publico a dirigirse al Concilio o cualquiera otra de sus Agencias nombradas en esta agenda, para hablar sobre cualquier asunto publicado en la agenda o cualquier tema que este bajo su jurisdiccion. Si usted desea la oportunidad de dirigirse al Concilio o alguna de sus Agencias, podra hacerlo durante el periodo de Comentarios del Publico (Public Communications) anunciado en la agenda. A cada persona se le permite hablar por tres (3) minutos. Hay un interprete para su conveniencia. vIAaf �'vOl en public record re k")�� ing f0 lfe;rm for ,gra Open Session Of re; r`fElku rnee; inn Of ffreFP^ i,rff (""OEIncil h"' r i frlbuE ed f0 Y'le f,rr`f' (""OEIncil /ess 7"fE;a rneeinn �'vrfl be for public rAaspecion a�f ("rfl ' 4 t e, �. 3, �; �Wti s ti (' f���A,rll lr� �fF�e;� f;IG„ f,f�o� �t'e.r ��llA4,��o EAG l ��,,����� f . f ��,��,Aflr, �"G�r�,ik�r�o; �� rr f fr�t��r� rr�rrf�rr ik��r�vrr��f l.x�re.rAir�o r r I�����rrWr fErl��ikrrr� 7`30 ,r rr . 6,00 p (n) CITY COUNCIL REGULAR MEETING — 7:00 PM CALL TO ORDER INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL Council Members: Cruz Baca, Ricardo Pacheco, Susan Rubio, Mayor Pro Tem Monica Garcia and Mayor Manuel Lozano REPORT FROM CLOSED SESSION ANNOUNCEMENTS This is to announce, as required by Government Code section 54952.3, members of the City Council are also members of the Board of Directors of the Housing Authority and Finance Authority, which are concurrently convening with the City Council this evening and each Council Member is paid an additional stipend of $30 for attending the Housing Authority meeting and $50 for attending the Finance Authority meeting. PROCLAMATIONS, COMMENDATIONS & PRESENTATIONS • Proclamation proclaiming October as Domestic Violence Month. • Presentation on Medical Marijuana businesses and related issues. PUBLIC COMMUNICATIONS Three (3) minute speaking time limit Tres (3) minutos sera el limite para hablar THIS IS THE TIME SET ASIDE TO ADDRESS THE CITY COUNCIL PLEASE NOTIFY THE CITY CLERK IF YOU REQUIRE THE SERVICES OF AN INTERPRETER No action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The legislative body or its staff may: 1) Briefly respond to statements made or questions asked by persons; or 2) Direct staff to investigate and/or schedule matters for consideration at a future meeting. [Government Code §54954.2] ESTE ES EL PERIODO DESIGNADO PARA DIRIGIRSE AL CONCILIO FAVOR DE NOTIFICAR A LA SECRETARIA SI REQUIERE LOS SERVICIOS DEL INTERPRETE No se podra tome accion en algOn asunto a menos que sea incluido en la agenda, o a menos que exista algOna emergencia o circunstancia especial. El cuerpo legislativo y su personal podran: 1) Responder brevemente a declaraciones o preguntas hechas por personas, o 2) Dirigir personal a investigar y/o fijar asuntos para tomar en consideracion en juntas proximas. [Codigo de Gobierno §54954.2] City Council Agenda Page 2 CONSENT CALENDAR All items listed are considered to be routine business by the City Council and will be approved with one motion. There will be no separate discussion of these items unless a City Councilmember so requests, in which case, the item will be removed from the general order of business and considered in its normal sequence on the agenda. 1. WARRANTS AND DEMANDS Staff recommends that Council ratify the attached Warrants and Demands Register. 2. CLAIM REJECTION Staff recommends that Council reject the following claim(s) and direct staff to send appropriate notice of rejection to claimant(s)- Castro, Guadalupe Claimant alleges the police department illegally towed and impounded her vehicle. Ramos, Freddy Claimant alleges damage to the tire and rim of his vehicle after striking the sidewalk on Francisquito Ave. 3. AMENDMENT TO EXTEND THE EXCLUSIVE NEGOTIATION AGREEMENT (ENA) WITH ROEM DEVELOPMENT CORPORATION FOR A PROPOSED PHASE II TO A TRANSIT -ORIENTED MIXED-USE DEVELOPMENT BETWEEN RAMONA BLVD AND THE BALDWIN PARK CIVIC CENTER Staff recommends the City Council: 1. Approve the extension to the ENA with ROEM Development Corporation; and 2. Authorize the Mayor to execute the necessary documents for the extension. 4. APPROVAL OF SUPPLEMENTAL TASK ORDER FOR SAN GABRIEL RIVER BIKEWAY PROJECT It is recommended that the City Council approve the supplemental Task Order in the amount of $35,600 and authorize the Public Works Department to proceed with the project. 5. APPROVE TRACT MAP NO. 72195 — INDIGO PROJECT It is recommended that the City Council accept Tract Map No. 72195 and authorize the City Clerk and Staff to sign final tract map. 6. REQUEST APPROVAL OF PARCEL MAP 1426 — LA FITNESS Staff recommends that the City Council: 1. Authorize the City Clerk and Staff to sign Final Parcel Map to enable developer to record at Los Angeles County Recorder's Office. City Council Agenda Page 3 7. REQUEST APPROVAL OF PARCEL MAP NO. 1433 — KAISER HOSPITAL PARKING LOT STRUCTURE EXPANSION Staff recommends that the City Council: 1. Authorize the City Clerk and Staff to sign Final Parcel Map to enable developer to record at Los Angeles County Recorder's Office. 8. LETTER IN SUPPORT OF THE H.R. 5936, VETERANS CARE AGREEMENT OF WEST LOS ANGELES LEASING ACT OF 2016 AND THE WEST LA VA CAMPUS DRAFT MASTER PLAN Staff recommends that the City Council: 1. Approve and sign a letter of support addressed to the Secretary of Veterans Affairs at the United States Department of Veterans Affairs in support of H.R. 5936, Veterans Care Agreement of West Los Angeles Leasing Act of 2016 and the West Los Angeles VA Draft Campus Master Plan. PUBLIC HEARING NONE REPORTS OF OFFICERS 9. PARLIAMENTARY PROCEDURE RULES TO BE CONSIDERED BY THE CITY COUNCIL Staff recommends that the City Council select form one of the following options: 1) Adopt Robert's Rules of Order as the official parliamentary procedures for all City Council meetings; 2) Adopt Rosenberg's Rules of Order as the official parliamentary procedures for all City Council meetings; 3) Direct the City Attorney to look for additional rules or draft a set of rules to use as the official parliamentary procedure rules for the City of Baldwin Park. CITY COUNCIL / CITY CLERK / CITY TREASURER / STAFF REQUESTS & COMMUNICATIONS NONE City Council Agenda Page 4 ADJOURNMENT CERTIFICATION I, Alejandra Avila, City Clerk of the City of Baldwin Park hereby certify that, under penalty of perjury under the laws of the State of California, the foregoing agenda was posted on the City Hall bulletin board not less than 72 hours prior to the meeting. Dated this 29th day of September, 2016. J, r 2 Alejandra Avila City Clerk PLEASE NOTE: Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public viewing and inspection at City Hall, 2nd Floor Lobby Area or at the Los Angeles County Public Library in the City of Baldwin Park. For further information regarding agenda items, please contact the office of the City Clerk at (626) 960-4011 ext. 466 or via e-mail at aavila(cr�.baldwinpark.com. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Works Department or Risk Management at (626) 960-4011. Notification 48 hours prior to the meeting will enable staff to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE II) City Council Agenda Page 5 +-STAFF I ITEM NO. TO: Honorable Mayor and City Councilmembers FROM: Rose Tam, Director of Finance DATE: October 05, 2016 SUBJECT: WARRANTS AND DEMANDS. SUMMARY Attached is the Warrants and Demands Register for the City of Baldwin Park to be ratified by the City Council. FISCAL IMPACT The payroll for the last period was $396,288.59 and the attached General Warrants Register were $857,078.89 for a total amount of $1,253,367.48. LEGAL REVIEW None required. RECOMMENDATION Staff recommends that the City Council ratify the attached Warrants and Demands Register. BACKGROUND The attached Claims and Demands report format meets the required information as set out in the California Government Code. Staff has reviewed the requests for expenditures for the appropriate budgetary approval and for the authorization from the department head or its designee. Pursuant to Section 37208 of the California Government Code, the Chief Executive Officer or his/her designee hoes hereby certify to the accuracy of the demands hereinafter referred. Payments released since the previous City Council meeting and the following is a summary of the payment released: 1. The payroll of the City of Baldwin Park consist of check numbers 198235 to 198254. Additionally, Automated Clearing House (ACH) Payroll deposits were made on behalf of City Employees from control number 251162 to 251416 for the period of August 28, 2016 through September 10, 2016, inclusive; these are presented and hereby ratified in the amount of $396,288.59. 2. General Warrants, including check numbers 211785 to 211997, in the total amount of $857,078.89 constituting of claims and demands against the City of Baldwin Park, are herewith presented to the City Council as required by law, and the same hereby ratified. 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SUMMARY This report requests the City Council reject the Claims for Damages to person or property received for filing against the City of Baldwin Park. FISCAL IMPACT Fiscal impact is unknown at this time. RECOMMENDATION Staff recommends that City Council reject the following claim and direct staff to send the appropriate notice of rejection to claimant(s): Castro, Guadalupe Claimant alleges the police department illegally towed and impounded her vehicle. Ramos, Freddy Claimant alleges damage to the tire and rim of his vehicle after striking the sidewalk on Francisquito Ave This government claim, and all government claims, should be considered as potential lawsuits in the future. Thus, it is requested that all City Staff, the Mayor and all Councilmembers refrain from making any statements, whether public or private in nature. It is important that no statements be made so as to not prejudice this claim in any way which can happen if public or private comments are made about this claim by City staff or Councilmembers. BACKGROUND In order for the statute of limitations to begin on the claims received, it is necessary for the City Council to reject the claims by order of motion and that the claimants are sent written notification of said action. LEGAL REVIEW Any specific questions should be referred to the City Attorney. ALTERNATIVES There are no other alternatives for the Council to consider since rejection of the claims is necessary for the Statute of Limitations to begin on the claims received. STAFF REPORT 3 TO: Honorable Mayor and Members of the City Council FROM: Manuel Carrillo Jr., Director of Rec. & Community Servic wr_✓ DATE: October 5, 2016 SUBJECT: AMENDMENT TO EXTEND THE EXCLUSIVE NEGOTIATION AGREEMENT (ENA) WITH ROEM DEVELOPMENT CORPORATION FOR A PROPOSED PHASE II TO A TRANSIT - ORIENTED MIXED-USE DEVELOPMENT BETWEEN RAMONA BLVD AND THE BALDWIN PARK CIVIC CENTER. SUMMARY The purpose of this staff report is to consider an extension to the Exclusive Negotiation Agreement (ENA), contract #2015-0107 with ROEM Development Corporation for an additional 365 days. FISCAL IMPACT There is no immediate fiscal impact to the approval of an extension to this ENA. RECOMMENDATION Staff recommends the City Council: 1. Approve the extension to the ENA with ROEM Development Corporation; and 2. Authorize the Mayor to execute the Amendment for the extension. LEGAL REVIEW The City Attorney has reviewed the request and has drafted an Amendment to continue the ENA for an additional 365 days. BACKGROUND At their regular City Council meeting on October 7, 2015, City Council authorized the approval on an Exclusive Negotiation Agreement (ENA) with ROEM Development Corporation (ROEM) for a potential Phase II to the current Transit Oriented Mixed -Use development project (Metro Village) that has been recently completed. This project is located between Ramona Blvd. to the north and the Baldwin Park Civic Center to the south. As part of the original ENA, Phase II of the project would consolidate two (2) privately owned parcels and one (1) small City owned parcel currently used by the Police Department as a temporary parking lot. The combination of all three parcels is sufficient to accommodate a multi -story, mixed-use, mixed -income project and an open public plaza complementing Phase I, Metro Village. Since the execution of the ENA ROEM has been in communication with the owners of the two privately owned parcels but have not been able to solidify the project. There has been some progress with one owner but continue to work with the other owner. Originally scheduled to be considered at the September 7th City Council meeting, Council Member Cruz Baca requested that this item be moved to the October 5th when all Council Members are expected to be in attendance. Due to the importance of this project and its immense potential impacts to the downtown area, staff is recommending that the current ENA be extended an additional 365 to continue working with the private owners and to explore all available options. Amendment to Extend the ENA with Roem Development Corporation October 5, 2016 Page 2 of 1 ALTERNATIVES The City Council may decide not to pursue the extension and allow the current ENA to expire in October 2017. ATTACHMENTS 1. Amendment AMENDMENT TO ROEM PHASE II EXCLUSIVE NEGOTIATION AGREEMENT THIS AMENDMENT TO THE EXCLUSIVE NEGOTIATION AGREEMENT ("ENA") is entered into by and between the CITY OF BALDWIN PARK, a public entity, (hereinafter "City") and the ROEM DEVELOPMENT CORPORATION, a California Corporation ("Developer") under the terms and provisions set forth below. WHEREAS, the Project Phase II is the subject of the Exclusive Negotiation Agreement between the City and Developer; and WHEREAS, in furtherance of the goals and objectives of the General Plan of the City and vision for the Baldwin Park transit center, City and Developer desire to extend the negotiations concerning the development of certain land; and WHERAS, the Project Phase II is the subject of this amendment; and NOW, THEREFOR, FOR VALUABLE CONSIDERATION, the receipt of which is hereby acknowledged, the City and Developer hereto mutually agree to extend the ENA between the City and Developer for 365 days from the execution of this amendment under the same terms and conditions. The effective date of this amendment is the date it is signed on behalf of the City. Dated: , 2016 THE CITY OF BALDWIN PARK Mayor Manuel Lozano APPROVED AS TO FORM TAFOYA & GARCIA City Attorney Dated: , 2016 ROEM DEVELOPMENT CORPORATION By: Robert Emami, President STAFF REPORT /pr N � HUB OF THE 9� SA 11, 1, IEL TO: Honorable Mayor and City Council members FROM: Sam Gutierrez, Interim Director of Public Works DATE: October 5, 2016 SUBJECT: APPROVAL OF SUPPLEMENTAL TASK ORDER FOR SAN GABRIEL RIVER BIKEWAY PROJECT SUMMARY This item will authorize a supplemental Task Order for the San Gabriel River Commuter Bikeway project. The additional work involves development of the Storm Water Pollution Prevention Plan, as well as, preparation, submittal and follow-up work for all required multi -agency permits and maintenance agreements. The supplemental Task Order is in the amount of $35,600 and when combined with the previously approved Task Order of $106,510 the cumulative amount is $142,110, which exceeds the $120,000 cap limit on Task Orders set by the City Council. Although, the proposed supplemental Task Order includes work for environmental studies, the project is expected to be categorically exempt from the California Environmental Quality Act (CEQA). Due to this reason, the environmental scope was removed from the Task Order and all work related to this will be performed by staff. FISCAL IMPACT This project was included and approved in the current fiscal year's Capital Improvement Program (CIP) and it is funded with restricted funds; no General Funds are used. The following table shows available funds: The above represents the funding for the entire project. This action would authorize $35,600 in already approved funding for the task order revision. RECOMMENDATION It is recommended that the City Council approve the supplemental Task Order in the amount of $35,600 and authorize the Public Work Department to proceed with the project. ITEM NO. 1 Honorable Mayor and City Council members FROM: Sam Gutierrez, Interim Director of Public Works DATE: October 5, 2016 SUBJECT: APPROVAL OF SUPPLEMENTAL TASK ORDER FOR SAN GABRIEL RIVER BIKEWAY PROJECT SUMMARY This item will authorize a supplemental Task Order for the San Gabriel River Commuter Bikeway project. The additional work involves development of the Storm Water Pollution Prevention Plan, as well as, preparation, submittal and follow-up work for all required multi -agency permits and maintenance agreements. The supplemental Task Order is in the amount of $35,600 and when combined with the previously approved Task Order of $106,510 the cumulative amount is $142,110, which exceeds the $120,000 cap limit on Task Orders set by the City Council. Although, the proposed supplemental Task Order includes work for environmental studies, the project is expected to be categorically exempt from the California Environmental Quality Act (CEQA). Due to this reason, the environmental scope was removed from the Task Order and all work related to this will be performed by staff. FISCAL IMPACT This project was included and approved in the current fiscal year's Capital Improvement Program (CIP) and it is funded with restricted funds; no General Funds are used. The following table shows available funds: The above represents the funding for the entire project. This action would authorize $35,600 in already approved funding for the task order revision. RECOMMENDATION It is recommended that the City Council approve the supplemental Task Order in the amount of $35,600 and authorize the Public Work Department to proceed with the project. BACKGROUND As part of the 2009 Call for Projects, Los Angeles County Metropolitan Transportation Authority (LACMTA) authorized a grant to the City of Baldwin Park for the design and construction of approximately 2.5 miles of a Class I shared -use bike and pedestrian path along the San Gabriel River from Ramona Boulevard to Walnut Creek Wash connecting to Walnut Creek Nature Park and continuing on to Baldwin Park Boulevard. The proposed commuter bikeway path traverses jurisdictional boundaries controlled by the City of Baldwin Park, Los Angeles County Flood Control District (LACFCD) and The California Department of Transportation (Caltrans). On April 4, 2016, the Public Works Director executed a Task Order for design services under the current On -Call Engineering Services Contract. The Task Order included preparation of the Plans, Specifications and Estimate (PS&E) bid set. The consultant has submitted a 65% plan and is readying a 90% plan submittal. Once completed, the project will be ready for construction bidding. However, before construction commences the City must obtain environmental clearance and have the proper permits and maintenance agreements in place with the various jurisdictional agencies. Additionally, the City's construction contractor will need to have a Storm Water Pollution Prevention Plan approved by the Los Angeles Regional Water Board. On July 19, 2016, the Interim Public Works Director executed a supplemental Task Order for the preparation of the Environmental Study, Permit and Maintenance Agreements and the Storm Water Pollution Prevention Plan. However, soon after the approval of the Task Order it was realized that when combined with the previously approved The Task Order the cumulative amount of both Task Orders would exceed the $120,000 cap approved by City Council. Therefore, the Task Order was effectively stopped and all work related to it ceased until such time that it would be brought to the City Council for consideration and approval. The supplemental Task Order involves preparation of the Storm Water Pollution Prevention Plan and obtaining the Permits and Maintenance agreements required by the Los Angeles County Flood Control District and Caltrans. The environmental component will be prepared and submitted by City Staff and has been removed from the scope of the Task Order. It is recommended that the City Council approve and authorize the Public Works Department to proceed with the supplemental Task Order. The City has already obtained one extension for expending the grant funding and the deadline to completely expend the funds is rapidly approaching. LEGAL REVIEW This report has been reviewed and approved by the City Attorney as to legal form and content. ALTERNATIVES 1. Reject the supplemental Task Order. This action is not recommended. Without approval of the Storm Water Pollution Prevention Plan and the proper permits and maintenance agreements in place the project cannot be constructed. 2. Reject the supplemental Task Order and circulate a Request for Proposals (RFP) to various firms to provide the required services. The RFP process will increase time and costs to the project. With the deadline to expend funds fast approaching, this action is not recommended. ATTACHMENTS 1. Task Order BP-2016-RFS003 2. Supplemental Task Order BP-2016-RFSO15 ATTACHMENT 1 REQUEST FOR SERVICES City of Baldwin Park .Z ago - > r von 5 INFRASTRUCTURE ®ENGINEERS TO: Daniel Wall, P.E., Director of Public Works/City Engineer DATE: January 26, 2016 FROM: Farzad Dorrani, M.S. SUBJECT: San Gabriel River Bikeway Project - Design Phase Acct. No.: Type of Project: ®Public Works ❑Community Development []Traffic ❑ Park and Rec. • . to • a romD143 • n7 _� the Son Gabriel Channel Levee at Ramona Boulevard, an e4stina Los Anaele� County -- -attachment under the H 0 Frep_w_ov bridge to -. .. l- 015 Freew y bridge.. rest area . Creek• - '•1 •n• - • • aLBaldwin Park :• • •-where it connectsto • g1g15 11 Bic CA • rl: •n -1 •- - • ,•••rol District-• • • • • 1-• • • • • • • • - �• --1 • �•" ` • .- . - .•-lv .l. -- r.. -Record Research,ii Research and Aaency Coordination. Stxvevina. HvdraVIic and Hydrology Analysis. and • •• .1-'3=1f@ - • . to • a romD143 • n7 _� -- -attachment -. .. OR Celli�. This RFS does not include any other tasks related to the Project which is not listed herewith. A separate RFS shall be Prepared for any additional tasks w.Wdmin Sv*cn%Cicy Semjw City of Baldwin ParWFM01 b RMP•2016RF50 Mike Rain MU-01-2616.doc ATTACHMENT .�w; INFRASTRUCTURE REQUEST FOR SERVICES " ENGINEERS City of Baldwin Park TO: Daniel Wall, P.E., Director of Public Works/City Engineer DATE: June 7, 2016 FROM: Farzad Dorrani, M.S. SUBJECT: San Gabriel River Bikeway Project - Environmental Services and Permits Acct. No.: Type of Project: ®Public Works OCommunity Development []Traffic ❑ Park and Rec. Description of Request: This RFS is to supplement the original RFS prepared for the Son Gabriel River Bikeway proiect to include the Environmental Engineering and Permitting Services as ree uested by the City. The detailed scope of work is in Attachment "A". Total Cost for Services: S70,236 $35,600 Total Cost for Optional Services: (See attachment for cost breakdown) TOTAL S82.232--- $35,600 This RFS does not include any other tasks related to the project which is not listed herewith. A separate RFS shall be prepared for any additional tasks. To be completed by Infrastructure Engineers: Project Number: Projected Date of Completion: Project Manager: Estimated Cost of Services: loaa��5/�►�.� 3 months from RFS Approval Farzad Dorrani, M.S. Infrastructure Engineers APPROVED TO PROCEED: June 7, 2016 Date l 7/11 S WGutierrez, Interim Public W or Date ST ITEM NO. 5 TO: Honorable Mayor and City Council members FROM: Sam Gutierrez, Interim Public Works Director DATE: A/ October 5, 2016 Y SUBJECT: APPROVE TRACT MAP NO. 72195- INDIGO PROJECT SUMMARY This item ratifies ministerial approval of Tract Map No. 72195 pursuant to the State Subdivision Map Act and the City of Baldwin Park Municipal code FISCAL IMPACT The approval of this Tract Map will have no impact on the City's General fund. The public improvements will be incorporated in the City's infrastructure capital upon their satisfactory construction and acceptance. RECOMMENDATION It is recommended that the City Council accept Tract Map No. 72195 and authorize the City Clerk and Staff to sign final tract map. BACKGROUND The proposed tract map is a fifty-two (52) condominium unit subdivision located at the intersection of Baldwin Park Blvd and Merced Ave. The project will consolidate twelve (12) existing Parcels into two lots that will include a wireless communications facility with in R-1 (Single Family Residential) and MU -2 (Mixed Use -2). Planning Commission tentative tract map approval occurred on March 5, 2015. The Developer, Williams Homes, Inc. (dba Presidio WH Baldwin Park 50, LLC, a Delaware limited liability company) has satisfied all the conditions established for this project. The developer has agreed to complete offsite improvements before certificate of occupancy. . LEGAL REVIEW This report has been reviewed and approved by the City Attorney as to legal form and content ATTACHMENTS Tract Map No. 72195 mw Fs tfl, EB T 2 F 6 SHEETS J�» AiW. 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' &73rd ARW 17X7 $lT, AND AS IAZ a, Wf75a'AV 7 uy P,$.lw AS ^$ft Am tat G__ _-_---_-__- y � PWV 9ft AW * ._.. ---------- -- # � ji i~ s Hm t at AF2 r fW OF WTIM wtrw 7 0 77'07 rd 14%.. CRs;` x WI'M NWt 71$ W 17/47 LW 74 mum it off M, Es tf M% rf w Lf S to t L8 �% C9 A t7A 4t! tzar U3 JAW ®� I "� T4s C q a, =y [4di e o - it off M, Es tf M% rf w Lf S to t L8 �% C9 A t7A 4t! tzar U3 JAW Ca "� 3 , q =y [4di e o - it off M, Es tf M% rf w Lf S to t L8 �% C9 A t7A 4t! tzar U3 JAW I rNuAgir':�C 1107 Ism AO Si041YL7l Idd 3F, aYftY 2t7t5 FE e ----- 4---.... TRACT NO. 7219 SHr-ET 4 OJ S SfiCGTS FOR CONOOMIMUM PURPOSES 1N THC CITY F' SAI -WIN PARK COUNTY OF" L 6S- ANGELES, STATE OF CALIFORNIA LANa DEVtLC MENT CONSULTANTS JULY 201 i ------------------ law i z 9 6N �' a O*ry war, tree"_. uv 11" 1:1sw -- t C # LY4_d-9#00W- r _ 1 MA— w4la a j NUMBLrW krar 3583A'S ! St'�1F Sfi �3•_ A'1 CA 3L ++1, X7 K' IRAG'i 72 *95 SURWYED VA. T— JAY 2015 TRACT 2195 FOR CONDOMINIUM PURPOSES IN THE CITY OF B ALC'L^AIN PARK COUNTY OF L6S ANGELLS, STATE OF" CAUif IRNI LAND DEVELCPMtNT CONSUd TANTS JULY 2015 SLAtf- r, s ,«rests uaavwArasw LS1 � zit Lir ski cm T A 494•..... L9* •11W LM 9;t1D'.. t4b Aw 3 �.yryv Lam........ 4wlw fd' .•. li t*W Waw L+dp;N' GA of A L409' /1P56W' tNL1!' to p E. d 6. Ew �.P.�Y aommmum a► mar== �s�►r�+rsaa� ST ITEM NO. lD TO: Honorable Mayor and City Council members FROM: Sam Gutierrez, Interim Director of Public Works DATE: October 5, 2016 SUBJECT: REQUEST APPROVAL OF PARCEL MAP 1426 — LA FITNESS SUMMARY It is requested that the City Council approve Final Parcel Map No. 1426 pursuant to the State Subdivision Map Act and Section 152.09 of the City of Baldwin Park Municipal Code FISCAL IMPACT There are no fiscal impacts on the City or the General Fund. The public improvements will be incorporated in the City's infrastructure capital upon their satisfactory construction and acceptance. RECOMMENDATION Staff recommends that the City Council: 1. Authorize the City Clerk and Staff to sign Final Parcel Map to enable developer to record at Los Angeles County Recorder's Office. BACKGROUND The Final Parcel Map subdivision here presented will allow for a state of the art fitness center and for the construction of a row of mixed commercial and nationally known convenient eateries. On March 25, 2015 Fitness International, LLC, a California Liability Company, submitted Tentative Parcel Map No. 1426 located at 13822-13916 Garvey Avenue and on May 27, 2015 the planning commission approved tent. Map with conditions. During the Final parcel map application submittal process the title insurance found an anomaly which postponed final PM submittal. After further research Staff found that the intersection of Garvey Ave. and Francisquito Ave. was owned by the State Department of Transportation (Caltrans) as historic access control to the I-10 Freeway. To aid "LA Fitness" final their PM, Staff worked with Caltrans to relinquish the intersection and allow construction of safety improvements. To make progress on site improvements Sepulveda Construction obtained a construction permit thru Caltrans District 7. To assure state acceptance, Staff presented at the September 2016 California Transportation Commission (CTC) meeting in San Diego. The recorded relinquishment document is here attached codifying. 2 Approval of Final PM 1426 October 5, 2016 LEGAL REVIEW This report has been reviewed and approved by the City Attorney as to legal form and content. ATTACHMENTS 1. Final Parcel Map 1426 (2 sheets - reduced) 2. Caltrans Relinquishment Letter 3. Resolution No. R-3959 with recorded Relinquishment No. 1264 (07 -LA -10 -PM 32.7) SHEET I OF 2 SHEETS 2 PARCEL PARCEL. MAP NO. 1426 230,862 SQUARE FEET OR 5.30 ACRES IN THE CITY OF BALDWIN PARK COUNTY OF LOS ANGELES STATE OF CALIFORNIA BEND A SBMMSDN OF LOTS 22 AND 24 AAD A AORDQAS OF (OTS /4 1$ 24 21, 24 25 AHD 26 OF 'y m TRACT Na 1181; AS PER MAP MCOMED RP RM 21.$: PAGES 8 AAV .7 OF AMP$ W27AU MYTH A Pa4ROW a Tor CERrAN AlEY, AS Sow ON Off MIP OF SA10 TRACT PA0 f1815, AHD VicATED BY mmuwN AV. 61-60. A C07M COPY TTEREOF JEW KCMED MAY A 1961 AS AASTREM NT NO. MK M m S" 012JO PACE 47 OF OFRM KCOWS; AHD A PaPIA71Y OF LOT 29 OF a HOME' WALIDT PUAC& AS PDP - N n MP =010 D M AM 4 PAW 104 OF MAPS, ALL AV.W CITY OF MLDW PARK GUMMY OF LOG ANGEAESS STATE OF CAUPDME4 AN IN GF CE OF TIE COIMV/Y R£CDAOER OF SAID OOCPITY. Pile �l..e 2rnCdurle.. F1ccGi7l�'.nCC _._.. - - vt--� OWNERS STATEMENT STEPHEN M. HAGER, P.L. 6161 NOVEMBER 2014 ME HEREBY STATE TNA F NE. ARE THE OMWERS OF OR ARE INTERESTED N VIE LANDS ATJD. MJCI,UOM NITHTN DIE SUBOIWSTON SHONN ON TABS MAP WTHN THE DTS7WCl?W BORDER LOPES` NE COVSTENT 70 TIE PREPARATION AND FRING OF SAD MAP AND. SUMMSM. - SURVEYOR S STATEMENT FITNESS INTERNATIONAL, LLC, INCim�eMANCE W PREPARED BRED TS OR UNDERa YD R 0M AND M � LANDO�OCAL SUR WY CAL/FORNLM LIMITED LIABILITY COMPANY - Ar THE REOTESr LF RTNES.S NTERNADONAL LLC ON NOVEMBER 21, 2014 1 HEREBY STATE Dur (owner) DNS PARCEL MAP SUBSTANTIALLY COVFLYWS TO THE APPROIED OR cowlONALLY APPROVED 7ENTADVE MAP, S ANT" THAT THE MONUMENTS OF DE amwrER AND OCCUPY THE POSITIONS NIOICATED OR IHAr THEY KL BE SET M INOSE POSITIONS WIMN 24 MONTHS FROM THE PILING DATE tx HMS AND IHAr TAE MODMEN7s ARE OR MOL BE SUFRCIFNT TO ENABLE DE SURVEY r4 E77U (PRINT NAME) TITLE (PRNAr NAME) 717LE -sP.LS GER DATE 6161 e NOTARY ACKNOWLEDGMENT A NOTARY PUBLIC. a? 07HER OFFICER COMPLETING STATE TINS CERWICA IF VERSES ONLY THE OENNTATY OF TAE #0WOUAL Nfp SIGNED DHE DOCAWNr TO COUNTY NHICH TABS CERTPxATE IS ArTAaE4 AND Nor CITY ENGINEER'S CERTIFICATE: . DHE TRUDNU M ACCURACY OR VAL&rY. OF THAT DOIXAMEVT. ON BEFORE WE A NOTARY PUBLIC, .PERSONALLY APPEARED ' AND NHO PR01£D TO ME ON 1l6'..)BASS OF SA OSFACTORY £VDENCE 70 BE THE PERSON(S) NHOSE NAMETs) Is/ARE SHBSL7mm TO TH£ NADAN AVSTRUNENr AND ACKNONTFDGED 70 ME THAT HE/SIE/MFY EXECUTED THE SAME ON NSIkER17HR AUIHORM CAPAOTY(ES). AND 7HCA ray MS1W1'l M SOMA.7URE(S) ON THE HNSVWMENT, DE PERSN(S) OR TW ENTITY UPON BUTAL F OF NNCH THE PERSON(S) ACTED, EXECUTED DE INS7RIAENT. I CERTIFY UADER PENALTY OF PERANY UNDER THE LAWS OF THE STATE OF CAUF WA THAT DE FOREGONG PARAGRAPH IS TRUE AND CORRECT - W71ESS MY HAND AAO O'FIDAL SEALMY PRNOPAL PLACE O' BUSME55 IS SAWA TIRE NOTARY PUBLIC IN AND FOR SAID STATE MY COAWNSSIOP N0. (PRINT NAME) MY O2UWSSTON EXPIRES RIE. 9GIARAE OF SO DOW CAUFORMA MCSQN COAWANY, A comm rm EASEMENT Notom FOR PUBLIC UZMIIES AND NaDONTA PURPOSES. AS OSCLOSED BY DEED RECORDED FEBRUARY 17, 1955 AS INSIRUAMNT NO 35W N BOOK 49644. PAGE 419. OFMAL RECORDS HAS BEEN DNrIED UNODR DE PROWSIOWS OF SECTION 66436 (a)3AQ-VW) OF THE S08ON90N MAP ACT AS THEM hVXXST CANNOT RM INTO A FEE THE SGVATURE OF WW20N CUA70 0 INC. A CAUFORNA CORPORA DOM SUCCeZOR IN N7EREST 70 GENERAL TEZZRH COMPANY OF CALB'Q4NYA A C12RPMA7IOI, EASEIENT HOLDER FOR POLES AND LNDETRGR VAO COYDOTS AND XWENrAL PURPOSES AS DASOLOSED BY OLEO RECORDED SEPTEAOER 19, 1956 AS M57RUMENT Na 2696 418" 52JA PAGE J72. OFFKYK RECORDS HAS BEEN OAATIFO UNOER INE PRONSOW OF SECTION 66438 (oXJXA)(1-WN) OF THE RMPASIOP MAP ACT, AS TEM NTERESr CANNOr NPEN MR) A EEE. DE WM IURE OF THE STA TE OF CAL FORMA, SUCCESSOR OR ASSGRE[ THE MAERS OF OR. AND ANYWAL RONS AS. OSa a&D BY DEED RECORDED SEPTEUM 34 1964 AS AHsmu EHr Na J824 OROAL RECORDS RECORDS MAY BE OANnED IRDER DE PROW"IS OF SECMN 66434 (e)3C O' TAE RMOSION MAP ACT. THE S" 7URE OF IME STA IF OF CAUFOR MA, EASBIE'NT HOLDER FOR NBAE'SS AND EGRESS PURPOSES AS DISCLOSED BY DEED RECORDED SEPTEMBER 27, 1967, AS ANSwAENT NO 2899 oFmAL RECORDS HAS BEEN ONTTED DARER TAE PROWSTONS OF SECTION 66416 ( AMO -WA) OF TIE SBOWSIOV MAP ACT, AS THEIR AWEREST CANNOT RIPEN 6417 A FEE DE R04TS OF TAE PUBLIC N AND TO THAT PORTION OF SAE) LAND LONG NW7W GARWY AWME/ FRANG501070 AWDDE AS PER DEED 70 THE STA IE OF CAL"MA RECORDED MAY 14 1954 AS WSMUAENT NO 3748 AN BOOK 44584 PAGE 327, OF ORCIK RECORDS AND REUNOUISHMENT TO THE CITY OF BALD- PARK A AWOFAL CORPORA WK, RECORDED SEPTEMBER 27. 1967 AS 04S7RAKNT NO 2M OF TGAL RECORDS AND ORMA TED ON RE MAP RECORDED MAY 14 1987 N STATE MOIWAY MAP BOOK Na s PAGES 68 n*WuCH 64 94a.U9W: RECORDS OF LOS ANGELES COARrY. THE 9KMW7URE OF SWlWRN CAUMORIM EDISON COMPANY, A CORPORATIOYT, EASEMENT NXDER FOR ANOHOR AND MWOVENIAL PURPOSES BY DEED RECORDED MARCH 11, 2015 AS NSMCWEN7 Na 201502597744 OF ORCAL RECORDS HAS BEEN OwnED OBER 7T£ PROWSONS OF SECTION 664J6 (o)MO-W9) OF TTE SIBOW" MAP ACT, AS DER INTEREST CANNOT RWE'N N70 A FEE I HEREBY CDHDFY THAT ALL CERTARCA7ES HAW BEENFILED AND Down HAVE BEEN MADE OHAr ARE REONRED UNDER iT.E PRONSIONS OF SECTIONS 66492 AND 6649) OF DE RWWSION MAP ACT EXEamw OFFK£R. BOARD OF SURERWSORS OF RE COUNTY OF LOS ANGELES` STA IF OF 04UFMM BY DEPUTY DATE I HEREBY CERTIFY THAT SECURITY IN IEE AMOUNT OF 8 HAS BEEN RAED WIN THE 0=171W OFFICER, BOARD OF S'UPERWSORS OF 7H£ C"rY OF LOS ANGELES AS SECURITY FOR 7W PAYMENT OF TAXES AND 9 ECYAL ASSfSSMENrS CCLLEC7E0 As TAXES ON THE LAND SHOMN ON MAP O" PARCEL MAP NO .71954 AS REOUIRED BY LAW. EXECUnW OFIOFR BOARD OF SUPERWSORS OF THE COUNTY OF LOS AAWla STATE OF CAWQRMA BY DEPUTY DATE I HEREBY aRDFY THAT I HA EXAMNAM THIS MAP AND THAT IT CONFORMS SUBSTANTIALLY 70 THE YENTA RIE MAP AND ALL APPROVED AL7FNA AWNS THEREOF; THAT ALL PROWSMWS OF DE STATE LAW AND LOCAL gWWSOR ORO/ANCES OF THE arY OF BALDLMN PARK APPLICABLE AT THE DAC OP APPROVAL OF THE MAIM HVE MAP HAW BEEN COMPLIED 11TH. DANIEL WALL DATE DIRECTOR OF PUBIC WORM Cry OF BALD N PARK RCE. NO. 56" RECIS79471ON EJPlRIM 3/31/2017 LAND SURVEYORS STATEMENT.• I AM SAYISRED THAT THE ANAP IS NOMUCALLY CORRECT. PETRO M. OAMOM DATE CITY SURwm,, arY DF BALDNN PARK . ALS NO. 7687 REOS7RADON EARRES 12131/2016 SPECM ASSESSMENTS CERTIFICATE: I HERESY CERTIFY INAr ALL SPECIAL ASSESSMENTS LEVED ODDER DE "NSOICTION OF THE arY OF mow PARK. TO NMaI OM LAND 6ICOUDED N 7HE Nf7m sUBDII4sm OR ANY PART THEREOF IS SEIRECT AND WNON MAY BE PAID IN FULL. HAYS BEEN PAO N FULL MARIA A CONTRERAS DA 7E CITY TREASURER CITY OF BALDNN PARK CITY PLANNERS STATEMENT ✓ T HEREBY STATE IRA I HAVE EXAMINED DES ANAP AND THAT ALL PROWSTONS OF APPLICABLE ZOONG ORDINANCES ' THE Cry OF SALDMN PARK HAVE BEEN COMPLEO MTN. AMY HARBN DA IF CITY PLANNER, Cry OF BALDNN PARK CITY CLERKS CERTIFICATE: / I HEREBY CERTEY TAHAr DES MAP WAS PRESENTED FOR APPROVAL TO TAE ZOANG AowNNsm DON OF TIE Cry OF BALDNN PARK Ar A REGULAR MEEOD HEED ON THE DAY OF 20— AND IEREUPON SANT ZONING AOBNSIRADOM 0/D APPROVE SAID MAP. ALEJUARRA AVMA OA arY am,, aTY OF BALDIIN PARK _2—/Pdrr.n.....Cntc4C......//.-S.-IIS'.. Fr,',a-'Pv.^Y�rnG0 &SIS OF BFAR/NGS: ✓ WE BEARINGS SHONH HEREON ARE BASED ON THE BEARING NORTH 4173'15• EAST OF THE CEN7ERLNE' OF PADDY LANE' AS SHOW ON TRACY NO. 24x64 M.B 864 PACE 61 OF MAPS g xa so-cer s+oz/�/m 'ao,�-wa .vwa s+ozl\mm la,�sa\raoz�an\a\�o A > m _ Qa tg �q5 IRgiel I k4k NNiOt H < 9 HAI 0 0 9MR90 19 1911111 WJJ�J W z� x 6 N �`ySNC �M h N A > m _ Qa tg �q5 IRgiel I k4k NNiOt H < 9 HAI 0 0 9MR90 19 ti .,._f. �i.rrcrr. r ca1AFMINIA CTil 1iL9E - _ [I: TRt_NNSPnR'fA?k)N Ag, N --- s» ...?3v0.v1j't. Go': 6]9.t DEPARTMENT OF TRANSPORTATION DISTRICT 7 -DIVISION OF DESIGN OFFICE OF RiW ENGINEERING 100 SOU Ili MAIN STREET, MS -13 LOS ANGELES, CA 90012-3606 PHONE _ (213) 897-1766 E-MAIL diane_wells u;dotxa.gov August 31, 2016 R/W ENGTNEERING Relinquishment 7 -LA -10 -PM 32.7 Re]. Req. No. 1264 Collateral Facility CTC Res.: R-3959 CTC Date: August 17-18, 2016 Fed Aid No UI -211(32) City of Baldwin Park City Council 14403 E. Pacific Avenue Baldwin Park, CA 91706 Gentlemen: 0 Serines dreagim Hely Save Water! This is to advise you that on 08/17/2016 the California Transportation Commission adopted a resolution relinquishing to the City of Baldwin.Park a portion of collateral facility, along Route 10 Freeway, at Francisquito Avenue designated 07 -LA -10 -PM 32.7. This resolution was recorded on 08/30/2016 as Document No. 20161039821 in the office of the Registrar-Recorder/County Clerk of Los Angeles County and the effective date of said relinquishment is 08/30/2016. We are transmitting herewith the recorded resolution and the map attached showing that portion of collateral facility so relinquished. Sincerely, iane �Wells, PLS Senior Transportation Surveyor Office of FAV Engineering Division of Right of Way '!:ebrans inrpro es 111Dbilar tI n5S C OUrirnif. ♦ This page is part of your document • DO NOT DISCARD L 20161039821 f 1111111 JJ111 1 JillJjJjJ 11111111111111 Jill P0 006 � Recorded[Filed in Official Records Recorder's Office, Los Angeles County, x California �FORI~ 08130/16 AT 04:14PM FEES: 0.00 TAXES: 0.00 OTHER: 0.00 PAID: 0.00. IV�n�I�IIM�IN�Y�W11118V11� V�A�IIM�I�IN�I�I LEADSHEET 201808303250043 00012567604 r��atrou,�� 007772148 SEQ: 01 i�DAR oCounter �(Upfront Scan) THIS FORM IS NOT TO BE DUPLICATEDo - I�Ya111119111��81111A111 - RECORDED AT REQUEST OF DEPARTMENT OF TRANSPORTAION WHEN RECORDED MAIL TO STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION 100 South Main St, MS -13 Los Angeles, California 90012 ATTN: Stella Tsao, 6-145 R/W Engineering 08/3012 *20161039821* (FOR RECORDER'S USE ONLY) NO FEE GOVT CODE 27383 RESOLUTION NO. R-3959 RELINQUISHMENT NO. 1264 07 -LA -10 -PM 32.7 RELINQUISHMENT OF HIGHWAY RIGHT OF WAY IN THE CITY OF BALDWIN PARK, ROAD 07 -LA -10 -PM 32.7 Request No. 1264 WHEREAS, by Freeway Agreement dated April 10, 1958, between the City of Baldwin Park and the State of California, the City agreed to accept title to the frontage roads and other State constructed local roads, the pedestrian facilities, and the relocated, reconstructed or otherwise altered city streets and the structures appurtenant thereto, upon relinquishment thereof to said City by the State of California; and WHEREAS, by letter dated June 5, 2016, the City of Baldwin Park agreed to accept the relinquishment and waive the 90 -day notice requirement of State's intention to relinquish; and WHEREAS, the State of California has acquired right of way for and has constructed the above-mentioned collateral facilities in the City of Baldwin Park, along Route 10, on. Francisquito Avenue and Garvey'Avenue, in accordance with said agreement and letter; and TRANSPORTATION COMMISSION RESOLUTION No. R-3959 PASSIM BY. . LIT, AUG -1 7 20 MIFF � *noN COMMWON i WHEREAS, this Commission has found and determined, and does hereby find and determine, that it is desirable and in the public interest that said collateral facilities be relinquished to the City of Baldwin Park foruse as city streets. NOW, THEREFORE, IT IS VOTED by the California Transportation Commission that it relinquish, and it does hereby relinquish, to the City of Baldwin Park, effective upon_the recordation of a certified copy hereof with the Recorder.of Los Angeles County, all of the State of California's right, title and interest in and to said collateral facilities in said City, together with the right of way and appurtenances thereof, described as follows: All those portions of State Highway right of way shown as SEGMENT 1, delineated and hatched on a map recorded on July 1, 2016, in State Highway Map Book No. 20, at page 95, records of Los Angeles County. EXCEPTING AND RESERVING to the State of California any" and all rights of ingress to and egress from the State Highway hereby relinquished, in and to the adjoining freeway, except at such points as now are or may be established by resolution of this Commission. THIS IS TO CERTIFY that die foregoing resolution was duly passed by the California Transportation Conunission at its meeting regularly called and held on the 17th and 18th days of August 2016 in the city of San Diego and that the foregoing is a fu and correct copy of the original resolution. Dated this —11 day ot016. SU2 1�NSEN, Executive Director CALIFORNIA TRANSPORTATION COMMISSION 76,y a 76 Q,F > °ybj o yrs w 0 ld F¢p O x,76 L Q Z rtir ZQ a d a L m d !7 qp fall v� M O 71 W:A gv ��7 v d S� Oa r mL L LJ U CL F - Z) z Q LL! I -- Z M J p Ld 0 N � \\ / ,Og i olL .- CL I q,83' N M a Lo N 3 DO mL L LJ U CL F - Z) z Q LL! I -- Z M J p Ld 0 N � \\ I N a Lo N —CD LL •tD m Ox" f l 125' r a F t O J 0 ZaM -co L N Jtil>w � o o � rtn•• =Z U3cli �m o,a 3W� W W o fnfro D 'o N C r! I I z z tD o c ¢ Wo � p g LZ mL L LJ U CL F - Z) z Q LL! I -- Z M J p Ld 0 N � \\ I N uoi Lo N M C N 'n m I � 1 125' N o / ( i L ri 1 c n P U3cli r! N C r! I I a �2 I CD m � I I 20' tD 1r�'b' ti N 1 I Oo N a in 50' 50'--j ap� a N m I I CD 3 i 1 I W iD I C; P N I I I \ N I \\se � 1 \a o I �L i N a \\ °0 I \\ IZ I I- 4 fl 44e�:o0 • ZL 1=2i ZZ'£6 I I I I I 2 1 1 1 I i I I � 1 s 3ti -M ITEM NO. TO: Honorable Mayor and City Council members FROM: Sam Gutierrez, Interim Director of Public Works 1�� p4K DATE: October 5, 2016 SUBJECT: REQUEST APPROVAL OF PARCEL MAP NO. 1433- KAISER HOSPITAL PARKING LOT STRUCTURE EXPANSION SUMMARY It is requested that the City Council approve Final Parcel Map No. 1433 pursuant to the State Subdivision Map Act and Section 152.09 of the City of Baldwin Park Municipal Code FISCAL IMPACT There are no fiscal impacts on the City or the General Fund. The public improvements will be incorporated in the City's infrastructure capital upon their satisfactory construction and acceptance. RECOMMENDATION Staff recommends that the City Council: Authorize the City Clerk and Staff to sign Final Parcel Map to enable developer to record at Los Angeles County Recorder's Office. BACKGROUND Kaiser Foundation Hospitals, a California Corporation, received planning commission approval of Tentative Parcel Map No. 1433 with conditions on July 27, 2016. The project improvements as an extension of the existing parking structure will allow for future growth of the Kaiser Hospital campus. Not part of this project, but will take full benefit of the parking lot expansion will be a medical office building planned near the intersection of Baldwin Park Blvd. and Bess Ave. Traffic studies were done to understand future parking demand and potential traffic impacts. The environmental report recorded was a mitigated negative declaration. In the report various intersections were studied to determine impacts and to reduce thru mitigation impacts to our already congested street network. Minor street improvements will take place on Leorita St. and on Bess Avenue. Improvements include tree and tree grate replacements, new and modified driveway, and sidewalk modifications. LEGAL REVIEW This report has been reviewed and approved by the City Attorney as to legal form and content. ATTACHMENTS 1. Assessor's Map 2. Final Parcel Map 1433 (3 sheets - reduced) 0v 0 N LL we V) 2 <a au we x_ F- u 0 0� LU U" 0( 014 CO Lo co N r t N �_W Ln L ST ITEM NO. l/ TO: Honorable Mayor and Members of the City Council FROM: Manuel Carrillo Jr., Director of Recreation & Community Servic D*AA... DATE: October 5, 2016 SUBJECT: LETTER IN SUPPORT OF THE H.R. 5936, VETERANS CARE AGREEMENT OF WEST LOS ANGELES LEASING ACT OF 2016 AND THE WEST LA VA CAMPUS DRAFT MASTER PLAN SUMMARY The purpose of this staff report is for the City Council to approve a letter of support addressed to the Secretary of Veterans Affairs at the United States Department of Veterans Affairs in favor of H.R. 5936, Veterans Care Agreement of West Los Angeles Leasing Act of 2016 and the West Los Angeles VA Campus Draft Master Plan. FISCAL IMPACT There is no fiscal impact. RECOMMENDATION Staff recommends the City Council to: 1) Approve and sign a letter of support addressed to the Secretary of Veterans Affairs at the United States Department of Veterans Affairs in support of H.R. 5936, Veterans Care Agreement of West Los Angeles Leasing Act of 2016 and the West Los Angeles VA Draft Campus Master Plan. LEGAL REVIEW No legal review required. BACKGROUND At the San Gabriel Valley Council of Governments Homeless Committee meeting on Thursday, September 22, 2016 attended by Councilmember, Cruz Baca and staff, the Veterans Advocacy group of West Angeles addressed the committee to inform and ask for cities to support the H.R. 5936, Veterans Care Agreement and West Los Angeles Leasing Act of 2016 and the West Los Angeles VA Campus Master Plan. The H.R. 5936, Veterans Care Agreement and West Los Angeles Leasing Act of 2016 is a bill designed to authorize the Secretary of Veterans Affairs to enter into certain leases at the Department of Veterans Affairs West Los Angeles Campus in Los Angeles, California, to make certain improvements to the enhanced -use lease authority of the Department, and for other purposes. The Draft Master Plan for the West Los Angeles VA Campus is a framework that that will guide VA in determining and implementing the most effective use of the campus for Veterans, particularly for homeless Veterans, including underserved populations such as female Veterans, aging Veterans, and those who are severely physically or mentally disabled. The primary considerations include: (a) the provision of appropriate levels of permanent supportive housing on the campus, in renovated existing buildings or newly constructed facilities, while taking into account the parties' assessment of available housing units in the Greater Los Angeles community; (b) respect for individual Veteran choices on whether to seek housing at the GLA campus or in the local community; (c) parameters of applicable law, including but not limited to the appropriate integration of persons with disabilities into the community, and applicable environmental and historic preservation laws, Adopt regulations, and consultation requirements; (d) need for appropriate levels of bridge and emergency/housing along Resolution No. 2016-148 September 21, 2016 Page 2 with short-term treatment services on campus, to provide state-of-the-art primary care, mental health, and addiction services to Veterans, particularly those that are chronically homeless. Key to the creation of a successful master plan, and stipulated in the Partnership Agreement, was the need to solicit input from a full range of stakeholders in determining how best to use the campus in a Veteran -centric manner so that Veterans living on or visiting the campus will be able to experience superior care, support, convenience, and customer service. The results of this outreach, which included input from thousands of Veterans in working sessions throughout LA county, a public comment period that collected a record number of entries (1,002) on the federal register and several surveys led to the goals below which have been used drive the Plan. 1. Use the planning process to create a 21 st Century model for Veterans' care that honors those who have served our nation and serves as a symbol of national pride and innovative change. 2. Revitalize the site to its intended purpose as a home; a vibrant community that includes the development of high quality housing tailored to priority Veteran subpopulations with robust supports that promote wellbeing and holistic, strength based services to augment existing structure of healthcare services. 3. Ensure transparency and accountability in land use and partnering decisions by engaging Veterans in the process that underlies the site's revitalization. 4. Make certain that all on-site programs, activities, resources and initiatives are offered in a culture that prioritizes the needs and wants of Veterans from every service era, and their families. 5. Develop a variety of high quality supportive housing that is tailored to the needs of vulnerable veteran subpopulations populations (e.g., chronically homeless, severely disabled, aging veterans with disabilities, females with dependents and other Veterans suffering from significant trauma and addictions disorders that have experienced housing instability) who have been prioritized to live on-site. 6. Offer user-friendly access to a holistic set of resources provided on-site for the benefit of Veterans and their families whether living on campus or residing elsewhere in the greater Los Angeles community. 7. Interconnect campus operations in real time with available off-site resources including VA facilities, state, county, city, neighborhood systems, Veteran Service Organizations and non-profit organizations. 8. Create opportunities on campus for all Veterans to interface safely and network constructively with the community at large and in the process facilitate their successful reintegration into civilian society. 9. Optimize the site by maintaining its legacy as a home wherever possible through restoration of original structures, thoroughfares, open space, trees and natural terrain while developing new facilities that are compatible with the home's scale and character. 10. Establish implementation mechanisms that are not fully reliant on VA funds to create a safe, secure and economically sustainable campus for Veteran -centered land uses and activities inclusive of housing, healthcare, benefits, memorial services, education, and all functions that facilitate the reintegration of Veterans and their families into civilian society. ALTERNATIVES The alternative would be for City Council to not approve and sign the letter of support. ATTACHMENT 1) Letter of support of H.R. 5936, Veterans Care Agreement of West Los Angeles Leasing Act of 2016. 2) West Los Angeles VA Campus Draft Master Plan. September 27, 2016 The Honorable Robert McDonald Secretary of Veterans Affairs United States Department of Veterans Affairs 810 Vermont Avenue N.W. Washington, D.C. 20420 Dear Secretary McDonald, As Mayor of Baldwin Park I am writing to express my overwhelming support for the West LA VA draft master plan that you adopted on January 28, 2016. Congratulations on helping improve the quality of life of veterans through the framework that will guide VA in determining and implementing the most effective use of the West Los Angeles campus for Veterans, particularly for homeless Veterans, including underserved populations such as female Veterans, aging Veterans, and those who are severely physically or mentally disabled. My colleagues in City Council and I are willing to offer our assistance in supporting your agency's goal of eliminating veteran homelessness in Los Angeles County. I have appointed a liaison in our city's Recreation, Housing & Economic Development Departments to welcome an opportunity to meet with your local staff to explore and learn how to coordinate the construction of veteran housing in our community. In addition, we are in favor of H.R. 5936, Veterans Care Agreement and West Los Angeles Leasing Act of 2016, that will reinstate West LA VA's ability to enter into Enhanced Use Lease agreements providing increased housing opportunities and reintegration services for the entire veteran community. Please contact Mr. Manuel Carrillo, Jr., Director of Recreation/Community Services Department & Community Development at (626) 813-5245, Ext. 314 and/or mcarrillo@baldwinpark.com for any further assistance regarding this matter. The City of Baldwin Park appreciates your dedication to this critical issue. Respectfully, Manuel Lozano Mayor, City of Baldwin Park SUMMARY Baldwin Park does not currently have any formally adopted rules for parliamentary procedure at City Council meetings. As a result, some confusion has arose regarding the rules and procedures at City Council meetings. The Mayor directed the City Attorney to come up with options for parliamentary procedures at the Baldwin Park City Council meetings. FISCAL IMPACT Adopting formal parliamentary procedures for the Baldwin Park City Council meetings will have no fiscal impact. RECOMMENDATION Staff recommends that the City Council select from one of the following options: 1. Adopt Robert's Rules of Order as the official parliamentary procedures for all City Council meetings; 2. Adopt Rosenberg's Rules of Order as the official parliamentary procedures for all City Council meetings; 3. Direct the City Attorney to look for additional rules or draft a set of rules to use as the official parliamentary procedure rules for the City of Baldwin Park. LEGAL REVIEW The City Attorney has reviewed this Staff Report as to form and content. BACKGROUND The City does not have any formal written rules of procedure for its City Council meetings. The City of Baldwin Park has been operating based on custom and practice at the City Council meetings. The custom and practice of the city has been to make all votes majority votes unless otherwise required by State law. For example, California law requires a 2/3 votes for emergency items. Further, the custom and practice of the city has been to give broad discretion to the presiding officer of the Council in carrying out procedural decisions. Recently, several issues came up regarding parliamentary procedures at the City Council meeting. One issue raised was the procedure for properly removing a citizen from a City Council meeting. Other issues that came up recently include how and when to close debate and how and when to make substitute motions, among other issues. Because these issues have come up, the City Council gave direction to the City Attorney to bring back some options regarding formal written rules for parliamentary procedure. ATTACHMENTS 1) Robert's Rules of Order 2) Rosenberg's Rules of Order ITEM NO. STAFF REPORT�°�'�' ' TO: Honorable Mayor and Members of the City Council 4 FROM: Robert Nacionales Tafoya, City Attorney ADATE: LOU OCTOBER 5,2016 LSUBJECT: PARLIAMENTORY PROCEDURE RULES TO BE " CONSIDERED BY THE CITY COUNCIL SUMMARY Baldwin Park does not currently have any formally adopted rules for parliamentary procedure at City Council meetings. As a result, some confusion has arose regarding the rules and procedures at City Council meetings. The Mayor directed the City Attorney to come up with options for parliamentary procedures at the Baldwin Park City Council meetings. FISCAL IMPACT Adopting formal parliamentary procedures for the Baldwin Park City Council meetings will have no fiscal impact. RECOMMENDATION Staff recommends that the City Council select from one of the following options: 1. Adopt Robert's Rules of Order as the official parliamentary procedures for all City Council meetings; 2. Adopt Rosenberg's Rules of Order as the official parliamentary procedures for all City Council meetings; 3. Direct the City Attorney to look for additional rules or draft a set of rules to use as the official parliamentary procedure rules for the City of Baldwin Park. LEGAL REVIEW The City Attorney has reviewed this Staff Report as to form and content. BACKGROUND The City does not have any formal written rules of procedure for its City Council meetings. The City of Baldwin Park has been operating based on custom and practice at the City Council meetings. The custom and practice of the city has been to make all votes majority votes unless otherwise required by State law. For example, California law requires a 2/3 votes for emergency items. Further, the custom and practice of the city has been to give broad discretion to the presiding officer of the Council in carrying out procedural decisions. Recently, several issues came up regarding parliamentary procedures at the City Council meeting. One issue raised was the procedure for properly removing a citizen from a City Council meeting. Other issues that came up recently include how and when to close debate and how and when to make substitute motions, among other issues. Because these issues have come up, the City Council gave direction to the City Attorney to bring back some options regarding formal written rules for parliamentary procedure. ATTACHMENTS 1) Robert's Rules of Order 2) Rosenberg's Rules of Order Attachment #1 Robert's Rules of Order - Summary Version Introduction to Robert's Rules of Order What Is Parliamentary Procedure? It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion. Why is Parliamentary Procedure Important? Because it's a time tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. Today, Robert's Rules of Order newly revised is the basic handbook of operation for most clubs, organizations and other groups. So it's important that everyone know these basic rules! Organizations using parliamentary procedure usually follow a fixed order of business. Below is a typical example: 1. Call to order. 2. Roll call of members present. 3. Reading of minutes of last meeting. 4. Officer's reports. 5. Committee reports. 6. Special orders --- Important business previously designated for consideration at this meeting. 7. Unfinished business. 8. New business. 9. Announcements. 10. Adjournment. The method used by members to express themselves is in the form of moving motions. A motion is a proposal that the entire membership take action or a stand on an issue. Individual members can: 1. Call to order. 2. Second motions. 3. Debate motions. 4. Vote on motions. There are four Basic Types of Motions: 1. Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions. 2. Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and is voted on before a main motion. 3. Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business. 4. Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion. How are Motions Presented? 1. Obtaining the floor a. Wait until the last speaker has finished. b. Rise and address the Chairman by saying, "Mr. Chairman, or Mr. President." c. Wait until the Chairman recognizes you. 2. Make Your Motion a. Speak in a clear and concise manner. b. Always state a motion affirmatively. Say, "I move that we..." rather than, "I move that we do not..." c. Avoid personalities and stay on your subject. 3. Wait for Someone to Second Your Motion 4. Another member will second your motion or the Chairman will call for a second. 5. If there is no second to your motion it is lost. 6. The Chairman States Your Motion a. The Chairman will say, "it has been moved and seconded that we ..." Thus placing your motion before the membership for consideration and action. b. The membership then either debates your motion, or may move directly to a vote. c. Once your motion is presented to the membership by the chairman it becomes "assembly property", and cannot be changed by you without the consent of the members. 7. Expanding on Your Motion a. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it. b. The mover is always allowed to speak first. All comments and debate must be directed to the chairman. d. Keep to the time limit for speaking that has been established. e. The mover may speak again only after other speakers are finished, unless called upon by the Chairman. S. Putting the Question to the Membership a. The Chairman asks, "Are you ready to vote on the question?" b. if there is no more discussion, a vote is taken. c. On a motion to move the previous question may be adapted. Voting on a Motion: The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are: 1. By Voice -- The Chairman asks those in favor to say, "aye", those opposed to say "no". Any member may move for a exact count. 2. By Roll Call -- Each member answers "yes" or "no" as his name is called. This method is used when a record of each person's vote is required. 3. By General Consent -- When a motion is not likely to be opposed, the Chairman says, "if there is no objection ..." The membership shows agreement by their silence, however if one member says, "I object," the item must be put to a vote. 4. By Division -- This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands or stand. 5. By Ballot -- Members write their vote on a slip of paper, this method is used when secrecy is desired. There are two other motions that are commonly used that relate to voting. 1. Motion to Table -- This motion is often used in the attempt to "kill" a motion. The option is always present, however, to "take from the table", for reconsideration by the membership. 2. Motion to Postpone Indefinitely -- This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion. Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work if you use it properly. 1. Allow motions that are in order. 2. Have members obtain the floor properly. 3. Speak clearly and concisely. 4. Obey the rules of debate. Most importantly, BE COURTEOUS. For Fair and Orderly Meetings & Conventions Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language. The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide. Complementary is the right of at least a strong minority to require the majority to be deliberate - to act according to its considered judgment AFTER a full and fair "working through" of the issues involved. Robert's Rules provides for constructive and democratic meetings, to help, not hinder, the business of the assembly. Under no circumstances should "undue strictness" be allowed to intimidate members or limit full participation. The fundamental right of deliberative assemblies requires all questions to be thoroughly discussed before taking action! The assembly rules - they have the final say on everything! Silence means consent! • Obtain the floor (the right to speak) by being the first to stand when the person speaking has finished; state Mr/Madam Chairman. Raising your hand means nothing, and standing while another has the floor is out of order! Must be recognized by the Chair before speaking! • Debate cannot begin until the Chair has stated the motion or resolution and asked "are you ready for the question?" If no one rises, the chair calls for the vote! • Before the motion is stated by the Chair (the question) members may suggest modification of the motion; the mover can modify as he pleases, or even withdraw the motion without consent of the seconder; if mover modifies, the seconder can withdraw the second. • The "immediately pending question" is the last question stated by the Chair! Motion/Resolution - Amendment - Motion to Postpone • The member moving the "immediately pending question" is entitled to preference to the floor! • No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once! • All remarks must be directed to the Chair. Remarks must be courteous in language and deportment - avoid all personalities, never allude to others by name or to motives! The Rules • The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins and changes occur! • Point of Privilege: Pertains to noise, personal comfort, etc. - may interrupt only if necessary! • Parliamentary Inquiry: Inquire as to the correct motion - to accomplish a desired result, or raise a point of order • Point of Information: Generally applies to information desired from the speaker: "I should like to ask the (speaker) a question." • Orders of the Day (Agenda): A call to adhere to the agenda (a deviation from the agenda requires Suspending the Rules) • Point of Order: Infraction of the rules, or improper decorum in speaking. Must be raised immediately after the error is made • Main Motion: Brings new business (the next item on the agenda) before the assembly • Divide the Question: Divides a motion into two or more separate motions (must be able to stand on their own) • Consider by Paragraph: Adoption of paper is held until all paragraphs are debated and amended and entire paper is satisfactory; after all paragraphs are considered, the entire paper is then open to amendment, and paragraphs may be further amended. Any Preamble cannot be considered until debate on the body of the paper has ceased. • Amend: Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions • Withdraw/Modify Motion: Applies only after question is stated; mover can accept an amendment without obtaining the floor • Commit /Refer/Recommit to Committee: State the committee to receive the question or resolution; if no committee exists includes size of committee desired and method of selecting the members (election or appointment). • Extend Debate: Applies only to the immediately pending question; extends until a certain time or for a certain period of time • Limit Debate: Closing debate at a certain time, or limiting to a certain period of time • Postpone to a Certain Time: State the time the motion or agenda item will be resumed • Object to Consideration: Objection must be stated before discussion or another motion is stated • Lay on the Table: Temporarily suspends further consideration/action on pending question; may be made after motion to close debate has carried or is pending • Take from the Table: Resumes consideration of item previously "laid on the table" - state the motion to take from the table • Reconsider: Can be made only by one on the prevailing side who has changed position or view • Postpone Indefinitely: Kills the question/resolution for this session - exception: the motion to reconsider can be made this session • Previous Question: Closes debate if successful - may be moved to "Close Debate" if preferred • Informal Consideration: Move that the assembly go into "Committee of the Whole" - informal debate as if in committee; this committee may limit number or length of speeches or close debate by other means by a 2/3 vote. All votes, however, are formal. • Appeal Decision of the Chair: Appeal for the assembly to decide - must be made before other business is resumed; NOT debatable if relates to decorum, violation of rules or order of business • Suspend the Rules: Allows a violation of the assembly's own rules (except Constitution); the object of the suspension must be specified Taken from: http://www.robertsruies.org/ ROBERT'S RULES OF ORDER What are Robert's Rules of Order? The first edition of the book was published in February, 1876 by U.S. Army Major Henry Martyn Robert. Its procedures were loosely modeled after those used in the United States House of Representatives. Robert wrote Robert's Rules of Order after presiding over a church meeting and discovering that delegates from different areas of the country did not agree about proper procedure. The book is now in its 1 Oth edition; Robert's Rules of Order Newly Revised (RONR). Robert's Rules of Order provides applicable rules governing key matters of meeting and general procedures, including: Establishing a Constitution and Bylaws for your student organization. Structure of the meeting Agenda and debate. Motions; including making, seconding, debating, modifying and amending motions. Sufficient majority and simple majority and which decisions are appropriate to them. Establishment of a quorum. Definition of membership. Voting rights of presiding officer and voting procedures. AN OUTLINE OF BASIC PARLIAMENTARY PROCEDURE Prepared by Douglas N. Case Parliamentary Authority: Robert's Rules of Order, Newly Revised, Tenth Edition, 2001. I. Rules Governing an Organization State and Federal Law - governing corporations, tax-exempt organizations, public legislative bodies, etc. Articles of Incorporation - applicable to corporations Governing Documents of Parent Organizations - applicable to chapters, affiliates, etc. of larger organizations D. Local Constitution and Bylaws - defines the organization's basic structure and fundamental rules. Normally requires a 2/3 vote and prior notice for amendment and are not subject to suspension. E. Standing Rules - operating procedures consistent with all of the above. Normally can be amended by majority vote at any business meeting and can be suspended. F. Rules of Order - parliamentary authority, superseded by any of the above that conflict. Precedent and Custom - apply when there are no written rules governing a situation. SAN DIEGO STATE M UNIVERSITY SDSV Student Affairs - Bridges to Success Student Activities and Campus Life II. Purposes of Parliamentary Procedure Ensure majority rule Protect the rights of the minority, the absentees and individual members Provide order, fairness and decorum Facilitate the transaction of business and expedite meetings III. Basic Principles of Parliamentary Procedure All members have equal rights, privileges and obligations. A quorum must be present for the group to act — if the bylaws of the organization do not establish a quorum, the general rule is that a majority of the entire membership must be present in order to transact business. Full and free discussion of every motion is a basic right. Only one question at a time may be considered, and only one person may have the floor at any one time. Members have a right to know what the immediately pending question is and to have it restated before a vote is taken. No person can speak until recognized by the chair. Personal remarks are always out of order. A majority decides a question except when basic rights of members are involved. A two-thirds vote is required for any motion that deprives a member of rights in any way (e.g., cutting off debate). Silence gives consent. Those who do not vote allow the decision to be made by those who do vote. The chair should always remain impartial. IV. Typical Order of Business A. Call to Order B. Opening Exercises, if applicable C. Roll Call/Determination of a Quorum D. Adoption of the Agenda E. Reading and Approval of the Minutes of the Previous Meeting F. Reports of Officers G. Reports of Standing Committees H. Reports of Special (Ad hoc) Committees I. Special Orders J. Unfinished Business and General Orders K. New Business L. Program, if applicable M. Announcements N. "Good of the Order" O. Adjournment V. Role of the Presiding Officer A. Remain impartial during debate - the presiding officer must relinquish the chair in order to debate the merits of a motion B. Vote only to create or break a tie (or 2/3 for matters requiring a 2/3 vote) — exception: the presiding officer may vote on any vote by ballot C. Determine that a quorum is present before transacting business D. Introduce business in proper order E. Recognize speakers F. Determine if a motion is in order G. Keep discussion germane to the pending motion H. Maintain order I. Put motions to a vote and announce results J. Employ unanimous consent (general consent) when appropriate VI. General Procedure for Handling a Motion A. A member normally must obtain the floor by being recognized by the chair. B. Member makes a motion. C. A motion must normally be seconded by another member before it can be considered. Before the motion is restated by the chair, any member can rise, without waiting to be recognized, and suggest a modification of the wording to clarify the motion. The maker of the motion can choose to accept or reject the modified wording (does not require a second). If the motion is in order, the chair will restate the motion and open debate (if the motion is debatable). The maker of a motion has the right to speak first in debate. Debate is closed when: 1. Discussion has ended, or 2. A two-thirds vote closes debate ("Previous Question") H. The chair restates the motion, and if necessary clarifies the consequences of affirmative and negative votes. I. The chair calls for a vote. J. The chair announces the result. K. Any member may challenge the chair's count by demanding a "Division of the Assembly." VII. General Rules of Debate A. No members may speak until recognized by the chair. B. All discussion must be relevant to the immediately pending question. C. No member may speak a second time until every member who wishes to speak has had the opportunity to do so. D. No member can speak more than twice to each motion. E. No member can speak more than ten minutes. F. All remarks must be addressed to the chair — no cross debate is permitted. G. It is not permissible to speak against one's own motion (but one can vote against one's own motion). H. Debate must address issues not personalities — no one is permitted to make personal attacks or question the motives of other speakers. I. The presiding officer must relinquish the chair in order to participate in debate and cannot reassume the chair until the pending main question is disposed of. J. When possible, the chair should let the floor alternate between those speaking in support and those speaking in opposition to the motion. K. When a large number of people wish to speak to a motion it may be advisable for the chair to make a speakers' list. L. Members may not disrupt the assembly. M. Rules of debate can be changed by a two-thirds vote. VIII. Motions in Ascending Order of Precedence Only one main motion may be on the floor at a time, but more than one secondary motion may be on the floor. When any of the motions on the following list is the immediately pending motion (i.e., the last motion made), any motion listed below it on the list can be made at that time and any motion above it on the list cannot be made at that time. Pending motions must be disposed of in descending order of precedence. A. Main Motion - introduces business to the assembly for its consideration. A main motion can only be made when no other motion is pending. A main motion yields to privileged, subsidiary and incidental motions. B. Subsidiary Motions - change or affect how the main motion is handled (voted on before the main motion) 1. Postpone Indefinitely - made when the assembly does not want to take a position on the main question. Its adoption kills the main motion for the duration of the session and avoids a direct vote on the question. It is useful in disposing of a poor motion that cannot be either adopted or expressly rejected without possibly undesirable consequences. Unlike other subsidiary motions, debate on the motion to postpone indefinitely can go into the merits of the main motion. 2. Amend - changes the wording of the main motion before it is voted upon. An amendment must be germane to the main motion. Its acceptance does not adopt the motion thereby amended; that motion remains pending in its modified form. Rejection of an amendment leaves the pending motion worded as it was before the amendment was offered. An amendment can: delete words, phrases, sentences or paragraphs; strike out words, phrases or sentences and insert new ones; add words, phases, sentences or paragraphs; or substitute entire paragraph(s) or the entire text of the motion and insert another. When an entire motion is substituted for another, the chair must first call for a vote on the Motion to Substitute to determine the advisability of substituting a new motion. If the Motion to Substitute passes, the chair then throws the Substitute Motion open to debate. The Substitute Motion in turn must be voted upon, and is subject to amendment. Note: There is no provision in Robert's Rules for a "Friendly Amendment. " The only way a motion can be modified without a vote, after it has been stated by the Chair, is with the unanimous consent of the members present. 3. Secondary Amendment - An amendment can be offered to an amendment (amendment of the second order). Amendments of the third order are not permitted. 4. Refer (Commit) - sends a pending motion to a standing committee, or to an ad hoc (special) committee to be appointed or elected, for consideration. The motion to refer may include instructions to investigate, recommend, or take action, and may specify the composition of the committee. 5. Postpone Definitely (Postpone to a Certain Time) - delays action until a certain time specified in the motion (not beyond the next regular business meeting). 6. Limit or Extend Debate - is used (1) to reduce or increase the number or length of speeches permitted or (2) to require that debate be closed at a specified time. It requires a two-thirds vote. 7. Previous Ouestion ("Call for the Question") - immediately closes debate if passed. Requires a second and a two-thirds vote. 8. Lav on the Table - enables the assembly to lay the pending question aside temporarily when something else of immediate urgency has arisen. It is not debatable. A motion to lay on the table is out of order if the evident intent is to avoid further consideration of the motion. Frequently when one indicates a desire "to table" a motion, the correct motion is either to Postpone Indefinitely or Postpone Definitely. C. Privileged Motions - do not relate to the pending business but have to deal with urgent matters which, without debate, must be considered immediately. I. Call for the Orders of the Day - requires the assembly to conform to the agenda or to take up a general or special order that is due to come up at the time ("time certain"), unless two-thirds of those voting wish to do otherwise. A member can interrupt a speaker to call for the orders of the day. 2. Raise a Ouestion of Privilege - permits a request or main motion relating to the rights and privileges of the assembly or any of its members. Examples include requests relating to members' ability to hear a speaker or a request to go into "executive session" (closed session). A member may interrupt a speaker to raise a question of privilege. 3. Recess - used to request an intermission which does not close the meeting. 4. Adjourn - used to close the meeting immediately. Not debatable. 5. Fix the Time to Which to Adjourn - sets the time, and sometimes the place, for another meeting ("adjourned meeting") before the next regular business meeting to continue business of the session. IX. Incidental Motions (Questions of procedure that arise out of other motions and must be considered before the other motion) A. Point of Order - used when a member believes that the rules of the assembly are being violated, thereby calling on the chair for a ruling and enforcement of the rules. A member can interrupt a speaker to raise a point of order. B. Appeal - used to challenge the chair's ruling on a question of parliamentary procedure. A member can interrupt a speaker to appeal from the decision of the chair. C. Suspend the Rules - used to make a parliamentary rule or special rule of an organization temporarily inoperative. The motion cannot be applied to the constitution and bylaws unless those documents include specific provisions for suspension. Normally requires a two-thirds vote. D. Withdraw - permits the maker of a motion to remove it from deliberation after the motion has been stated by the chair. If there is not unanimous consent, the motion is debated and voted upon. E. Point of Information - requests to the chair, or through the chair to another officer or member, to provide information relevant to the business at hand. A point of information must be in the form of a question. A request for information regarding parliamentary procedure or the organization's rules bearing on the business at hand is referred to as a Parliamentary Inauirv. F. Objection to the Consideration of a Question - suppresses business that is irrelevant or inappropriate and undesirable to be discussed. The objection must be made immediately (acceptable to interrupt a speaker). Does not require a second, is not debatable, and requires a two-thirds vote opposed to consideration in order to pass. G. Division of a Ouestion - divides a motion containing two or more provisions that can stand alone so that each provision can be considered and voted upon separately. Not debatable. H. Division of the Assembly - used to demand a rising vote to verify the vote count. The motion can be made without obtaining the floor, does not require a second, is not debatable, and does not require a vote. X. Main Motions That Bring a Question Back Before the Assembly A. Take from the Table - resumes consideration of a motion laid on the table earlier in the same session or in the previous session. Not debatable. B. Reconsider - reopens a motion to debate that has already been voted upon in the same session. The motion to reconsider can only be made by a member who voted on the prevailing side. It suspends action on the motion to which it is applied until it has been decided. It cannot be postponed beyond the next regular business session. C. Rescind (Annul or Repeal) or Amend Somethin¢ Previously Adopted - repeals or amends a motion for which it is too late to reconsider. Normally requires a two-thirds vote of those present or a majority vote or the entire membership; however, if previous notice has been given then only a majority vote of those present is required. A motion to rescind cannot be applied to action that cannot be reversed. XI. Voting A. Majority vote - defined as more than half of the votes cast by those present and voting (i.e., excluding abstentions) unless the organization's rules specify otherwise (e.g., majority of those present, or majority of the entire membership) B. Two-thirds vote - defined as at least two-thirds of those present and voting, unless otherwise specified by the organization's rules. Examples of motions that require a two-thirds vote: to close, limit, or extend debate; to suspend the rules; to amend the constitution and bylaws; to close nominations; to remove an officer or expel a member; or to object to the consideration of a motion. C. Voting by the Chair - except when there is a ballot vote, the chair only votes when his/her vote would affect the result. D. Methods of Voting 1. Voice vote - method normally used 2. Show of hands or rising vote - used to verify an inconclusive voice vote or on motions requiring a two-thirds vote 3. Ballot - normally used for election of officers and when ordered by a majority vote 4. Roll call vote - used when it is desired to have a record of how each member voted. Can be ordered by a majority vote unless the organization's bylaws specify otherwise. E. Proxy voting is prohibited unless specifically provided for in the charter or bylaws. Recommended Books Robert's Rules of Order, Newly Revised, Tenth Edition, 2000 Robert's Rules of Order, Newly Revised, In Brief, 2004 The Complete Idiot's Guide to Robert's Rules, Nancy Sylvester, 2004 Robert's Rules for Dummies, C. Alan Jennings, 2004 Recommended Web Sites www.robertsrules.com part iamentari ans.org www.rulesonline.com www.parlipro.org Attachment #2 Rosenberg's Rules of Order REVISED 201-1 Simple Rules of Parliamentary Procedure for the 21st Century By Judge Dave Rosenberg � LiEA�GUEO RNIA CITIES MISSION AND CORE BELIEFS To expand and protect local control for cities through education and advocacy to enhance the quality of life for all Californians. VISION To be recognized and respected as the leading advocate for the common interests of California's cities. About the League of California Cities Established in 1898, the League of California Cities is a member organization that represents California's incorporated cities. The League strives to protect the local authority and automony of city government and help California's cities effectively serve their residents. In addition to advocating on cities' behalf at the state capitol, the League provides its members with professional development programs and information resources, conducts education conferences and research, and publishes Western City magazine. 02011 League of California Cities. All rights reserved. ABOUT THE AUTHOR Dave Rosenberg is a Superior Court Judge in Yolo County. He has served as presiding judge of his court, and as presiding judge of the Superior Court Appellate Division. He also has served as chair of the Trial Court Presiding Judges Advisory Committee (the committee composed of all 58 California presiding judges) and as an advisory member of the California Judicial Council. Prior to his appointment to the bench, Rosenberg was member of the Yolo County Board of Supervisors, where he served two terms as chair. Rosenberg also served on the Davis City Council, including two terms as mayor. He has served on the senior staff of two governors, and worked for 19 years in private law practice. Rosenberg has served as a member and chair of numerous state, regional and local boards. Rosenberg chaired the California State Lottery Commission, the California Victim Compensation and Government Claims Board, the Yolo-Solano Air Quality Management District, the Yolo County Economic Development Commission, and the Yolo County Criminal Justice Cabinet. For many years, he has taught classes on parliamentary procedure and has served as parliamentarian for large and small bodies. TABLE OF CONTENTS Aboutthe Author............................................................................................................ ii Introduction.................................................................................................................... 2 Establishinga Quorum...................................................................................................2 TheRole of the Chair......................................................................................................2 The Basic Format for an Agenda Item Discussion ..................... ..............................2 Motionsin General.........................................................................................................3 TheThree Basic Motions................................................................................................ 3 Multiple Motions Before the Body.................................................................................4 ToDebate or Not to Debate............................................................................................4 Majority and Super -Majority Votes............................................................................... 5 CountingVotes................................................................................................................ 5 TheMotion to Reconsider..............................................................................................6 Courtesyand Decorum.................................................................................................. 7 Special Notes About Public Input..................................................................................7 INTRODUCTION The rules of procedure at meetings should be simple enough for most people to understand. Unfortunately, that has not always been the case. Virtually all clubs, associations, boards, councils and bodies follow a set of rules — Robert's Rules of Order — which are embodied in a small, but complex, book. Virtually no one I know has actually read this book cover to cover. Worse yet, the book was written for another time and for another purpose. If one is chairing or running a parliament, then Robert's Rules of Order is a dandy and quite useful handbook for procedure in that complex setting. On the other hand, if one is running a meeting of say, a five -member body with a few members of the public in attendance, a simplified version of the rules of parliamentary procedure is in order. Hence, the birth of Rosenberg's Rules of Order. What follows is my version of the rules of parliamentary procedure, based on my decades of experience chairing meetings in state and local government. These rules have been simplified for the smaller bodies we chair or in which we participate, slimmed down for the 21st Century, yet retaining the basic tenets of order to which we have grown accustomed. Interestingly enough, Rosenberg's Rules has found a welcoming audience. Hundreds of cities, counties, special districts, committees, boards, commissions, neighborhood associations and private corporations and companies have adopted Rosenbergs Rules in lieu of Robert's Rules because they have found them practical, logical, simple, easy to learn and user friendly. This treatise on modern parliamentary procedure is built on a foundation supported by the following four pillars: 1. Rules should establish order. The first purpose of rules of parliamentary procedure is to establish a framework for the orderly conduct of meetings. 2. Rules should be clear. Simple rules lead to wider understanding and participation. Complex rules create two classes: those who understand and participate; and those who do not fully understand and do not fully participate. 3. Rules should be user friendly. That is, the rules must be simple enough that the public is invited into the body and feels that it has participated in the process. 4. Rules should enforce the will of the majority while protecting the rights of the minority. The ultimate purpose of rules of procedure is to encourage discussion and to facilitate decision making by the body. In a democracy, majority rules. The rules must enable the majority to express itself and fashion a result, while permitting the minority to also express itself, but not dominate, while fully participating in the process. Establishing a Quorum The starting point for a meeting is the establishment of a quorum. A quorum is defined as the minimum number of members of the body who must be present at a meeting for business to be legally transacted. The default rule is that a quorum is one more than half the body. For example, in a five -member body a quorum is three. When the body has three members present, it can legally transact business. If the body has less than a quorum of members present, it cannot legally transact business. And even if the body has a quorum to begin the meeting, the body can lose the quorum during the meeting when a member departs (or even when a member leaves the dais). When that occurs the body loses its ability to transact business until and unless a quorum is reestablished. The default rule, identified above, however, gives way to a specific rule of the body that establishes a quorum. For example, the rules of a particular five -member body may indicate that a quorum is four members for that particular body. The body must follow the rules it has established for its quorum. In the absence of such a specific rule, the quorum is one more than half the members of the body. The Role of the Chair While all members of the body should know and understand the rules of parliamentary procedure, it is the chair of the body who is charged with applying the rules of conduct of the meeting. The chair should be well versed in those rules. For all intents and purposes, the chair makes the final ruling on the rules every time the chair states an action. In fact, all decisions by the chair are final unless overruled by the body itself. Since the chair runs the conduct of the meeting, it is usual courtesy for the chair to play a less active role in the debate and discussion than other members of the body. This does not mean that the chair should not participate in the debate or discussion. To the contrary, as a member of the body, the chair has the full right to participate in the debate, discussion and decision-making of the body. What the chair should do, however, is strive to be the last to speak at the discussion and debate stage. The chair should not make or second a motion unless the chair is convinced that no other member of the body will do so at that point in time. The Basic Format for an Agenda Item Discussion Formal meetings normally have a written, often published agenda. Informal meetings may have only an oral or understood agenda. In either case, the meeting is governed by the agenda and the agenda constitutes the body's agreed-upon roadmap for the meeting. Each agenda item can be handled by the chair in the following basic format: First, the chair should clearly announce the agenda item number and should clearly state what the agenda item subject is. The chair should then announce the format (which follows) that will be followed in considering the agenda item. Second, following that agenda format, the chair should invite the appropriate person or persons to report on the item, including any recommendation that they might have. The appropriate person or persons may be the chair, a member of the body, a staff person, or a committee chair charged with providing input on the agenda item. Third, the chair should ask members of the body if they have any technical questions of clarification. At this point, members of the body may ask clarifying questions to the person or persons who reported on the item, and that person or persons should be given time to respond. Fourth, the chair should invite public comments, or if appropriate at a formal meeting, should open the public meeting for public input. If numerous members of the public indicate a desire to speak to the subject, the chair may limit the time of public speakers. At the conclusion of the public comments, the chair should announce that public input has concluded (or the public hearing, as the case may be, is closed). Fifth, the chair should invite a motion. The chair should announce the name of the member of the body who makes the motion. Sixth, the chair should determine if any member of the body wishes to second the motion. The chair should announce the name of the member of the body who seconds the motion. It is normally good practice for a motion to require a second before proceeding to ensure that it is not just one member of the body who is interested in a particular approach. However, a second is not an absolute requirement, and the chair can proceed with consideration and vote on a motion even when there is no second. This is a matter left to the discretion of the chair. Seventh, if the motion is made and seconded, the chair should make sure everyone understands the motion. This is done in one of three ways: 1. The chair can ask the maker of the motion to repeat it; 2. The chair can repeat the motion; or 3. The chair can ask the secretary or the clerk of the body to repeat the motion. Eighth, the chair should now invite discussion of the motion by the body. If there is no desired discussion, or after the discussion has ended, the chair should announce that the body will vote on the motion. If there has been no discussion or very brief discussion, then the vote on the motion should proceed immediately and there is no need to repeat the motion. If there has been substantial discussion, then it is normally best to make sure everyone understands the motion by repeating it. Ninth, the chair takes a vote. Simply asking for the "ayes" and then asking for the "nays" normally does this. If members of the body do not vote, then they "abstain.' Unless the rules of the body provide otherwise (or unless a super majority is required as delineated later in these rules), then a simple majority (as defined in law or the rules of the body as delineated later in these rules) determines whether the motion passes or is defeated. Tenth, the chair should announce the result of the vote and what action (if any) the body has taken. In announcing the result, the chair should indicate the names of the members of the body, if any, who voted in the minority on the motion. This announcement might take the following form: "The motion passes by a vote of 3-2, with Smith and Jones dissenting. We have passed the motion requiring a 10 -day notice for all future meetings of this body." Motions in General Motions are the vehicles for decision making by a body. It is usually best to have a motion before the body prior to commencing discussion of an agenda item. This helps the body focus. Motions are made in a simple two-step process. First, the chair should recognize the member of the body. Second, the member of the body makes a motion by preceding the member's desired approach with the words "I move... " A typical motion might be: "I move that we give a 10 -day notice in the future for all our meetings.' The chair usually initiates the motion in one of three ways: 1. Inviting the members of the body to make a motion, for example, "A motion at this time would be in order." 2. Suggesting a motion to the members of the body, "A motion would be in order that we give a 10 -day notice in the future for all our meetings! 3. Making the motion. As noted, the chair has every right as a member of the body to make a motion, but should normally do so only if the chair wishes to make a motion on an item but is convinced that no other member of the body is willing to step forward to do so at a particular time. The Three Basic Motions There are three motions that are the most common and recur often at meetings: The basic motion. The basic motion is the one that puts forward a decision for the body's consideration. A basic motion might be: "I move that we create a five -member committee to plan and put on our annual fundraiser." The motion to amend. If a member wants to change a basic motion that is before the body, they would move to amend it. A motion to amend might be: "I move that we amend the motion to have a I0 -member committee." A motion to amend takes the basic motion that is before the body and seeks to change it in some way. The substitute motion. If a member wants to completely do away with the basic motion that is before the body, and put a new motion before the body, they would move a substitute motion. A substitute motion might be: "I move a substitute motion that we cancel the annual fundraiser this year." "Motions to amend" and "substitute motions" are often confused, but they are quite different, and their effect (if passed) is quite different. A motion to amend seeks to retain the basic motion on the floor, but modify it in some way. A substitute motion seeks to throw out the basic motion on the floor, and substitute a new and different motion for it. The decision as to whether a motion is really a "motion to amend" or a "substitute motion" is left to the chair. So if a member makes what that member calls a "motion to amend," but the chair determines that it is really a "substitute motion," then the chair's designation governs. A "friendly amendment" is a practical parliamentary tool that is simple, informal, saves time and avoids bogging a meeting down with numerous formal motions. It works in the following way: In the discussion on a pending motion, it may appear that a change to the motion is desirable or may win support for the motion from some members. When that happens, a member who has the floor may simply say, "I want to suggest a friendly amendment to the motion.' The member suggests the friendly amendment, and if the maker and the person who seconded the motion pending on the floor accepts the friendly amendment, that now becomes the pending motion on the floor. If either the maker or the person who seconded rejects the proposed friendly amendment, then the proposer can formally move to amend. Multiple Motions Before the Body There can be up to three motions on the floor at the same time. The chair can reject a fourth motion until the chair has dealt with the three that are on the floor and has resolved them. This rule has practical value. More than three motions on the floor at any given time is confusing and unwieldy for almost everyone, including the chair. When there are two or three motions on the floor (after motions and seconds) at the same time, the vote should proceed first on the last motion that is made. For example, assume the first motion is a basic "motion to have a five -member committee to plan and put on our annual fundraiser." During the discussion of this motion, a member might make a second motion to "amend the main motion to have a 10 -member committee, not a five -member committee to plan and put on our annual fundraiser." And perhaps, during that discussion, a member makes yet a third motion as a "substitute motion that we not have an annual fundraiser this year." The proper procedure would be as follows: First, the chair would deal with the third (the last) motion on the floor, the substitute motion. After discussion and debate, a vote would be taken first on the third motion. If the substitute motion passed, it would be a substitute for the basic motion and would eliminate it. The first motion would be moot, as would the second motion (which sought to amend the first motion), and the action on the agenda item would be completed on the passage by the body of the third motion (the substitute motion). No vote would be taken on the first or second motions. Second, if the substitute motion failed, the chair would then deal with the second (now the last) motion on the floor, the motion to amend. The discussion and debate would focus strictly on the amendment (should the committee be five or 10 members). If the motion to amend passed, the chair would then move to consider the main motion (the first motion) as amended. If the motion to amend failed, the chair would then move to consider the main motion (the first motion) in its original format, not amended. Third, the chair would now deal with the first motion that was placed on the floor. The original motion would either be in its original format (five -member committee), or if amended, would be in its amended format (10 -member committee). The question on the floor for discussion and decision would be whether a committee should plan and put on the annual fundraiser. To Debate or Not to Debate The basic rule of motions is that they are subject to discussion and debate. Accordingly, basic motions, motions to amend, and substitute motions are all eligible, each in their turn, for full discussion before and by the body. The debate can continue as long as members of the body wish to discuss an item, subject to the decision of the chair that it is time to move on and take action. There are exceptions to the general rule of free and open debate on motions. The exceptions all apply when there is a desire of the body to move on. The following motions are not debatable (that is, when the following motions are made and seconded, the chair must immediately call for a vote of the body without debate on the motion): Motion to adjourn. This motion, if passed, requires the body to immediately adjourn to its next regularly scheduled meeting. It requires a simple majority vote. Motion to recess. This motion, if passed, requires the body to immediately take a recess. Normally, the chair determines the length of the recess which may be a few minutes or an hour. It requires a simple majority vote. Motion to fix the time to adjourn. This motion, if passed, requires the body to adjourn the meeting at the specific time set in the motion. For example, the motion might be: "I move we adjourn this meeting at midnight.' It requires a simple majority vote. Motion to table. This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on "hold" The motion can contain a specific time in which the item can come back to the body. "I move we table this item until our regular meeting in October." Or the motion can contain no specific time for the return of the item, in which case a motion to take the item off the table and bring it back to the body will have to be taken at a future meeting. A motion to table an item (or to bring it back to the body) requires a simple majority vote. Motion to limit debate. The most common form of this motion is to say, "I move the previous question" or "I move the question" or "I call the question" or sometimes someone simply shouts out "question.' As a practical matter, when a member calls out one of these phrases, the chair can expedite matters by treating it as a "request" rather than as a formal motion. The chair can simply inquire of the body, "any further discussion?" If no one wishes to have further discussion, then the chair can go right to the pending motion that is on the floor. However, if even one person wishes to discuss the pending motion further, then at that point, the chair should treat the call for the "question" as a formal motion, and proceed to it. When a member of the body makes such a motion ("I move the previous question"), the member is really saying: "I've had enough debate. Let's get on with the vote." When such a motion is made, the chair should ask for a second, stop debate, and vote on the motion to limit debate. The motion to limit debate requires a two-thirds vote of the body. NOTE: A motion to limit debate could include a time limit. For example: "I move we limit debate on this agenda item to 15 minutes., Even in this format, the motion to limit debate requires a two- thirds vote of the body. A similar motion is a motion to object to consideration of an item. This motion is not debatable, and if passed, precludes the body from even considering an item on the agenda. It also requires a two-thirds vote. Majority and Super Majority Votes In a democracy, a simple majority vote determines a question. A tie vote means the motion fails. So in a seven -member body, a vote of 4-3 passes the motion. A vote of 3-3 with one abstention means the motion fails. If one member is absent and the vote is 3-3, the motion still fails. All motions require a simple majority, but there are a few exceptions. The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss an item. These extraordinary motions require a two-thirds majority (a super majority) to pass: Motion to limit debate. Whether a member says, "I move the previous question," or "I move the question," or "I call the question," or "I move to limit debate," it all amounts to an attempt to cut off the ability of the minority to discuss an item, and it requires a two-thirds vote to pass. Motion to close nominations. When choosing officers of the body (such as the chair), nominations are in order either from a nominating committee or from the floor of the body. A motion to close nominations effectively cuts off the right of the minority to nominate officers and it requires a two-thirds vote to pass. Motion to object to the consideration of a question. Normally, such a motion is unnecessary since the objectionable item can be tabled or defeated straight up. However, when members of a body do not even want an item on the agenda to be considered, then such a motion is in order. It is not debatable, and it requires a two-thirds vote to pass. Motion to suspend the rules. This motion is debatable, but requires a two-thirds vote to pass. If the body has its own rules of order, conduct or procedure, this motion allows the body to suspend the rules for a particular purpose. For example, the body (a private club) might have a rule prohibiting the attendance at meetings by non -club members. A motion to suspend the rules would be in order to allow a non -club member to attend a meeting of the club on a particular date or on a particular agenda item. Counting Votes The matter of counting votes starts simple, but can become complicated. Usually, it's pretty easy to determine whether a particular motion passed or whether it was defeated. If a simple majority vote is needed to pass a motion, then one vote more than 50 percent of the body is required. For example, in a five -member body, if the vote is three in favor and two opposed, the motion passes. If it is two in favor and three opposed, the motion is defeated. If a two-thirds majority vote is needed to pass a motion, then how many affirmative votes are required? The simple rule of thumb is to count the "no" votes and double that count to determine how many "yes" votes are needed to pass a particular motion. For example, in a seven -member body, if two members vote "no" then the "yes" vote of at least four members is required to achieve a two-thirds majority vote to pass the motion. What about tie votes? In the event of a tie, the motion always fails since an affirmative vote is required to pass any motion. For example, in a five -member body, if the vote is two in favor and two opposed, with one member absent, the motion is defeated. Vote counting starts to become complicated when members vote "abstain" or in the case of a written ballot, cast a blank (or unreadable) ballot. Do these votes count, and if so, how does one count them? The starting point is always to check the statutes. In California, for example, for an action of a board of supervisors to be valid and binding, the action must be approved by a majority of the board. (California Government Code Section 25005.) Typically, this means three of the five members of the board must vote affirmatively in favor of the action. A vote of 2-1 would not be sufficient. A vote of 3-0 with two abstentions would be sufficient. In general law cities in California, as another example, resolutions or orders for the payment of money and all ordinances require a recorded vote of the total members of the city council. (California Government Code Section 36936.) Cities with charters may prescribe their own vote requirements. Local elected officials are always well-advised to consult with their local agency counsel on how state law may affect the vote count. After consulting state statutes, step number two is to check the rules of the body. If the rules of the body say that you count votes of "those present" then you treat abstentions one way. However, if the rules of the body say that you count the votes of those "present and voting," then you treat abstentions a different way. And if the rules of the body are silent on the subject, then the general rule of thumb (and default rule) is that you count all votes that are "present and voting." Accordingly, under the "present and voting" system, you would NOT count abstention votes on the motion. Members who abstain are counted for purposes of determining quorum (they are "present"), but you treat the abstention votes on the motion as if they did not exist (they are not "voting"). On the other hand, if the rules of the body specifically say that you count votes of those "present" then you DO count abstention votes both in establishing the quorum and on the motion. In this event, the abstention votes act just like "no" votes. How does this work in practice? Here are a few examples. Assume that a five -member city council is voting on a motion that requires a simple majority vote to pass, and assume further that the body has no specific rule on counting votes. Accordingly, the default rule kicks in and we count all votes of members that are "present and voting.' If the vote on the motion is 3-2, the motion passes. If the motion is 2-2 with one abstention, the motion fails. Assume a five -member city council voting on a motion that requires a two-thirds majority vote to pass, and further assume that the body has no specific rule on counting votes. Again, the default rule applies. If the vote is 3-2, the motion fails for lack of a two-thirds majority. If the vote is 4-1, the motion passes with a clear two-thirds majority. A vote of three "yes," one "no" and one "abstain" also results in passage of the motion. Once again, the abstention is counted only for the purpose of determining quorum, but on the actual vote on the motion, it is as if the abstention vote never existed — so an effective 3-1 vote is clearly a two-thirds majority vote. Now, change the scenario slightly. Assume the same five -member city council voting on a motion that requires a two-thirds majority vote to pass, but now assume that the body DOES have a specific rule requiring a two-thirds vote of members "present:' Under this specific rule, we must count the members present not only for quorum but also for the motion. In this scenario, any abstention has the same force and effect as if it were a "no" vote. Accordingly, if the votes were three "yes," one "no" and one "abstain," then the motion fails. The abstention in this case is treated like a "no" vote and effective vote of 3-2 is not enough to pass two-thirds majority muster. Now, exactly how does a member cast an "abstention" vote? Any time a member votes "abstain" or says, "I abstain," that is an abstention. However, if a member votes "present" that is also treated as an abstention (the member is essentially saying, "Count me for purposes of a quorum, but my vote on the issue is abstain") In fact, any manifestation of intention not to vote either "yes" or "no" on the pending motion may be treated by the chair as an abstention. If written ballots are cast, a blank or unreadable ballot is counted as an abstention as well. Can a member vote "absent" or "count me as absent?" Interesting question. The ruling on this is up to the chair. The better approach is for the chair to count this as if the member had left his/her chair and is actually "absent." That, of course, affects the quorum. However, the chair may also treat this as a vote to abstain, particularly if the person does not actually leave the dais. The Motion to Reconsider There is a special and unique motion that requires a bit of explanation all by itself; the motion to reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and a vote, there must be some closure to the issue. And so, after a vote is taken, the matter is deemed closed, subject only to reopening if a proper motion to consider is made and passed. A motion to reconsider requires a majority vote to pass like other garden-variety motions, but there are two special rules that apply only to.the motion to reconsider. First, is the matter of timing. A motion to reconsider must be made at the meeting where the item was first voted upon. A motion to reconsider made at a later time is untimely. (The body, however, can always vote to suspend the rules and, by a two-thirds majority, allow a motion to reconsider to be made at another time.) Second, a motion to reconsider may be made only by certain members of the body. Accordingly, a motion to reconsider may be made only by a member who voted in the majority on the original motion. If such a member has a change of heart, he or she may make the motion to reconsider (any other member of the body — including a member who voted in the minority on the original motion — may second the motion). If a member who voted in the minority seeks to make the motion to reconsider, it must be ruled out of order. The purpose of this rule is finality. If a member of minority could make a motion to reconsider, then the item could be brought back to the body again and again, which would defeat the purpose of finality. If the motion to reconsider passes, then the original matter is back before the body, and a new original motion is in order. The matter may be discussed and debated as if it were on the floor for the first time. Courtesy and Decorum The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently, fairly and with full participation. At the same time, it is up to the chair and the members of the body to maintain common courtesy and decorum. Unless the setting is very informal, it is always best for only one person at a time to have the floor, and it is always best for every speaker to be first recognized by the chair before proceeding to speak. The chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question, not the personalities of the members of the body. Debate on policy is healthy, debate on personalities is not. The chair has the right to cut off discussion that is too personal, is too loud, or is too crude. Debate and discussion should be focused, but free and open. In the interest of time, the chair may, however, limit the time allotted to speakers, including members of the body. Can a member of the body interrupt the speaker? The general rule is "no" There are, however, exceptions. A speaker may be interrupted for the following reasons: Privilege. The proper interruption would be, "point of privilege:' The chair would then ask the interrupter to "state your point." Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting. For example, the room may be too hot or too cold, or a blowing fan might interfere with a person's ability to hear. Order. The proper interruption would be, "point of order." Again, the chair would ask the interrupter to "state your point." Appropriate points of order relate to anything that would not be considered appropriate conduct of the meeting. For example, if the chair moved on to a vote on a motion that permits debate without allowing that discussion or debate. Appeal. If the chair makes a ruling that a member of the body disagrees with, that member may appeal the ruling of the chair. If the motion is seconded, and after debate, if it passes by a simple majority vote, then the ruling of the chair is deemed reversed. Call for orders of the day. This is simply another way of saying, "return to the agenda." If a member believes that the body has drifted from the agreed-upon agenda, such a call may be made. It does not require a vote, and when the chair discovers that the agenda has not been followed, the chair simply reminds the body to return to the agenda item properly before them. If the chair fails to do so, the chair's determination may be appealed. Withdraw a motion. During debate and discussion of a motion, the maker of the motion on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the floor. The motion is immediately deemed withdrawn, although the chair may ask the person who seconded the motion if he or she wishes to make the motion, and any other member may make the motion if properly recognized. Special Notes About Public Input The rules outlined above will help make meetings very public - friendly. But in addition, and particularly for the chair, it is wise to remember three special rules that apply to each agenda item: Rule One: Tell the public what the body will be doing. Rule Two: Keep the public informed while the body is doing it. Rule Three: When the body has acted, tell the public what the body did. LEAGUE Cl(11"S 1400 K Street, Sacramento, CA 95814 (916)658-8200 1 Fax(916)658-8240 www.cacities.org To order additional copies of this publication, call (916) 658-8200. $10 m 2011 League of California Cities. All rights reserved. ® Printed on recycled paper.