CC MINS 20080324 ADJ MINUTES
RANCHO PALOS VERDES CITY COUNCIL
ADJOURNED REGULAR MEETING/
ORGANIZATIONAL ASSESSMENT WORKSHOP
MARCH 24, 2008
The meeting was called to order at 6:04 P.M. by Mayor Stern at Fred Hesse Community
Park, 29301 Hawthorne Boulevard, Rancho Palos Verdes, notice having been given
with affidavit thereto on file.
City Council roll call was answered as follows:
PRESENT: Clark, Gardiner, Long, Wolowicz, and Mayor Stern
ABSENT: None
Also present were Carolynn Lehr, City Manager; Carol Lynch, City Attorney; Carolynn
Petru, Deputy City Manager; Dennis McLean, Director of Finance and Information
Technology; Jim Bell, Director of Public Works; Ron Rosenfeld, Director of Recreation
and Parks; Greg Pfost, Deputy Planning Director; John Alvarez, Senior Planner; Gary
Gyves, Senior Administrative Analyst; Matt Waters, Senior Administrative Analyst; and
Carla Morreale, City Clerk.
Also present were the following consultants from Management Partners, Inc.: Jan
Perkins, Lynn Dantzker, and David Jensen.
Practices Regarding Setting City Manager Compensation (1101)
Councilman Gardiner presented a statement regarding two items before Council this
evening, the "one hour" rule and the City Manager's Performance Evaluation, which is
scheduled for the Closed Session. He stated that he had been unsuccessful for weeks
in his attempts to gain access to information and documents that are relevant to the
item regarding the City Manager's Performance Evaluation. He noted that he found out
late last week that the City Manager's Performance Evaluation had been placed on this
evening's Closed Session agenda. He stated that the City Manager had been taking
sides in favor of certain Council Members and against others and was circulating
information to certain Council Members rather than providing the information to all
Council Members on an impartial basis; suggested to staff that they should not take
seriously the campaigns of candidates for Council in the November 2007 election, other
than Councilman Long and Mayor Stern; suggested that staff should not respond
quickly to candidates' queries, other than Councilman Long and Mayor Stern; worked
with the campaigns of Mayor Stern and Councilman Long; had taken control of the
response to the Hildreth Public Records Act (PRA) request producing few responsive
documents; ensured that no audit or competitive bid process was performed for the
City's Information Technology (IT) budget; and, allowed the City's IT systems to become
so intertwined with those of a City vendor that it would take one year to separate them.
Councilman Gardiner reported that the Fair Political Practices Commission (FPPC) had
opened investigations into the campaigns of Councilman Long and Mayor Stern due to
alleged improper actions of the City Manager and staff in improperly assisting those
campaigns during the 2007 elections. He stated that he objected to an increase in pay
for the City Manager, the extension of her contract, and the increase in severance pay
cap. He stated he was not prepared to take action on the City Manager's Performance
Evaluation while there is an active investigation underway by the FPPC. He opined that
Mayor Stern and Councilman Long should recuse themselves from discussion of the
City Manager's Performance Evaluation in the Closed Session.
Mayor Stern stated that the City Manager's Performance Evaluation has been
agendized four times and noted that Councilman Gardiner was not in attendance three
of the four times. Mayor Stern stated that Councilman Gardiner has made false
accusations that were entirely slanderous and noted that Attorney Rawlings had stated
that there was no evidence regarding the accusations raised.
Councilman Long stated that the accusations made by Councilman Gardiner were
unwarranted. He reported that he would provide emails and would be happy to forward
materials on the issue that he has in his possession for review. He stated that the City
Manager's salary would be decided by the Council and that all decisions should be
made in a business-like manner.
Jan Perkins, Management Partners, Inc., identified two factors to be considered when
determining the City Manager's salary. She explained the first factor was the
comparison of salaries with similar cities and the second was a consideration of the
compression factor of salary levels that must be paid in order to attract and retain a City
Manager level employee. Ms. Perkins presented an overview of City Manager Lehr's
requests for compensation. She stated that the City Manager's request for the
severance pay provision was for 6 tol 8 months, noting that an 18 month period was on
the high end, and the typical range was 12 to 18 months. She reported that the City
Manager's present salary is on the low end and if her salary was compared with similar
cities the average pay would be $176,000, and if at the 75% compensation level would
be at $187,000. She also noted that the City of Rancho Palos Verdes has a fairly high
turnover rate.
Council questions and staff discussion focused on the salary compression factor;
turnover rates; salaries of City Manager's in comparable coastal cities; the retirement of
the "baby boomers" era becoming a significant factor; staff attrition in many cities; and,
the difficulty for Senior Management staff to feel productive and treated with respect.
No Council action was taken at this time.
RECESS TO CLOSED SESSION:
Mayor Stern recessed the meeting to Closed Session to discuss the City Manager's
Performance Evaluation at 6:29 P.M.
RECONVENE TO OPEN SESSION:
Mayor Stern reconvened the meeting to Open Session at 8:05 P.M.
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Organizational Assessment Workshop
March 24, 2,008
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FLAG SALUTE:
The Flag Salute was led by City Manager Lehr.
APPROVAL OF AGENDA:
Mayor Pro Tern Clark moved, seconded by Councilman Long, to approve the Agenda.
Without objection, Mayor Stern so ordered.
CLOSED SESSION REPORT:
City Attorney Lynch reported that no action was taken in Closed Session, with all
Council Members present.
PUBLIC COMMENTS:
None.
NEW BUSINESS:
APPROVAL OF CONSENT CALENDAR:
Appeal of View Restoration Permit No. 2007-00019 [Applicant/Appellant: Dr. and
Mrs. Ralph Allman; Foliage Owner/Appellant: Mr. and Mrs. Doug Trowbridge]
(1806)
Councilman Gardiner and Councilman Long recused themselves from the discussion of
the item and left the Council Chambers at 8:08 P.M.
Peggi Collins, counsel for Dr. and Mrs. Allman, requested that the public hearing be
reopened to address issues raised regarding the age and height of the subject trees of
the Appeal of View Restoration Permit No. 2007-00019.
Douglas Trowbridge, Rancho Palos Verdes, stated that he objected to the public
hearing being reopened, has not seen any grounds of newly discovered evidence, and
refuted testimony from the prior meeting.
Council and staff discussed the merits and implications of reopening the public hearing.
Mayor Pro Tem Clark moved to adopt the resolution as presented by staff.
Councilman Wolowicz stated that he believed the item should be continued to hear the
evidence Ms. Collins referred to in her statement.
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Organizational Assessment Workshop
March 24, 2008
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Mayor Pro Tern Clark withdrew his motion.
Councilman Wolowicz moved, seconded by Mayor Stern, to continue the matter and
direct staff to re-notice the public hearing for the June 17, 2008 City Council meeting.
The motion carried on the following roll call vote:
AYES: Clark, Wolowicz, and Mayor Stern
NOES: None
ABSENT: Gardiner, Long
Councilman Gardiner and Councilman Long returned to the dais at 8:24 P.M.
Councilman Wolowicz left the dais at 8:24 P.M. and returned to the dais at 8:27 P.M.
REGULAR NEW BUSINESS:
Organization-Wide Management Assessment Final Report (Perkins/ Management
Partners Incorporated) (1101)
Ken Dyda, Rancho Palos Verdes, commented on four areas in which he felt the Council
could work more efficiently including the following: 1) Council Members should
consider directing their questions to the appropriate staff members instead of the City
Attorney unless the issue is a legal matter; 2) The shortening of Council Meetings by
careful consideration of the parameters of appeals and hearings and discussion only on
matters the Council should take action on; 3) incorporation of the Six Sigma Process;
and, 4) Acknowledgment that each Council Member has the obligation to give thoughtful
consideration and philosophy to the matters discussed, but once the decision is made
by the Council that decision should not be undermined, which results in polarizing the
community. He commented that he hoped the Team Building efforts would be
successful for the City Council.
The workshop began with a review of the agenda by Jan Perkins, Management
Partners. She introduced the Management Partners team, provided an overview of the
agenda, helped to set the goals and ground rules, presented a priority list of issues, and
assisted in determining a time limit to discuss each issue and an end time for the
meeting.
The Council compiled a list of priorities of the recommendations made by Management
Partners and discussed the immediacy for action regarding some of the items.
Recruitment to Fill Budgeted Staff Positions (1202)
Ms. Perkins introduced staffing as the first item of discussion.
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Organizational Assessment Workshop
March 24, 2008
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Lynn Dantzker, Management Partners; Inc., provided an overview of the staffing
recommendations.
Council and staff discussion included the following issues: demands on staff; the
creation of Departmental staffing depth in conjunction with the strategic focus;
examination of the contracted positions; recommendation for a Human Resources
Manager due to the size of the organization; recommendations regarding staffing
positions in Public Works to relieve Director Bell of tasks related to administrative and
business functions; discussion of either a Traffic Engineer or Civil Engineer; clarification
on the number of new staffing positions; the Trail Manager position and concern that
there would be overlapping responsibilities with the Palos Verdes Peninsula Land
Conservancy (PVPLC); the possibility of outsourcing payroll; the reasons for excessive
turnover within the Planning Department; and, the goal to attract and retain quality
employees.
Councilman Long moved, seconded by Mayor Stern, to instruct staff to bring back a
method to implement the additional positions as set forth on Page 134 of the
Organization-Wide Management Assessment Final Report with instruction that staff
bring an item back for further review, but that the present inclination is to add the
positions subject to a review of the job description for Open Space and Trails Manager
to address the concerns expressed.
Further discussion included the following issues: budget concerns; hiring timelines;
responsibilities of the Open Space and Trails Manager; clarification of the motion;
further discussion regarding the staff positions; and, the bifurcation of the motion to
consider the Public Works positions of Senior Administrative Analyst and Civil Engineer
separately from the other positions.
Councilman Gardiner requested that organizational charts be created for the City
reflecting present staffing levels compared to staffing levels after the additional positions
are added.
Councilman Long adopted the request as an amendment to the motion.
Councilman Long restated his motion to: 1) Direct staff to prepare a method to
implement the additional five positions set forth in the Organizational Assessment Final
Report with instruction to staff to return with job descriptions for the positions, budget
adjustment information, and before and after organizational charts for the City and; 2)
Authorize the City Manager to begin the recruitment process for all five positions with
the two Public Works positions considered separately on a bifurcated motion.
The motion to approve the Public Works positions of Senior Administrative Analyst and
Civil Engineer carried on the following roll call vote:
AYES: Clark, Gardiner, Long, Wolowicz, and Mayor Stern
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Organizational Assessment Workshop
March 24, 2008
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NOES: None
The motion to approve the remaining three positions of Human Resources Manager,
Senior Accountant, and Open Space and Trails Manager carried on the following roll
call vote:
AYES: Clark, Long, Wolowicz, and Mayor Stern
NOES: Gardiner
RECESS AND RECONVENE:
Mayor Stern called a brief recess from 9:55 P.M. to 10:04 P.M.
Organization-Wide Management Assessment Final Report (Perkins/ Management
Partners Incorporated) — (continued)
Lynn Dantzker, Management Partners reviewed the next recommendation regarding
committees and commissions and the discussion included the following issues: staff
time expended as support to committees and commissions; the costs and benefits of
the different committees/commissions; and, the consideration of setting the scope and
purpose of the committees/commissions. She stated that Management Partners made
the following recommendations: 1) Review the purpose, costs and outcomes for clarity
of the Council and the community; 2) Require an annual work plan including the
frequency of meetings to serve as a guide for staff and the committees/commissions;
and, 3) Require training for the efficient handling of committee and commission
meetings. She stated that statistics were cited in the report regarding the costs of
staffing the committees/commissions and comparisons were made with other cities
regarding the numbers of committees and commissions used and the size of
membership of the advisory bodies.
Council discussion included the following topics: staff time saved by the attendance of
Council Members at organizational meetings and the use of committees and
commissions in saving staff time, which was not reflected in the report; the number of
City committees/commissions; size of membership of the committees/commissions; the
high number of staff hours required to support committees/commissions; the use of a
League of California Cities Work Plan as a potential model; the setting of goals, scope,
work plan, authority level, and agendas for the committees/commissions; and, training
classes for potential committee/commission members prior to or after the application
process.
Mayor Pro Tem Clark moved, seconded by Councilman Long, to Direct a "time-out"
period for the Emergency Preparedness Committee, Equestrian Committee, Finance
Advisory Committee and Traffic Safety Commission; Direct staff to prepare a first draft
of the Work Plans (no more than three pages in length) for each of the
committees/commissions that would tie in with the Council goals for review and
approval by Council; Direct committees/commissions to bring quarterly Work Plan
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Organizational Assessment Workshop
March 24, 2008
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updates with proposed recommendations and accomplishments of the
committee/commission to Council; Direct staff to develop a training program for the
advisory bodies; and, Direct staff to provide a summary of cost/benefit of each
committee/commission to include information on the amount of support staff time and
recommendations regarding the size of each committee/commission.
Further discussion included the following topics: the proper structure of the assignment
of committee and commission goals and work plans in conjunction with the goals set by
the Council; clarification of the work plans; the distinction between citizen opinion and
staff's professional advice; a committee/commission's role and the possibility of a
commission overstepping their boundaries; and, the manner in which to best work with
committees and commissions.
The motion carried on the following roll call vote:
AYES: Clark, Gardiner, Long, Wolowicz, and Mayor Stern
NOES: None
Mayor Pro Tem Clark proposed continuing the rest of the items to another meeting.
RECESS AND RECONVENE:
Mayor Stern called a recess from 11:02 P.M. to 11:12 P.M.
Discussion continued on the priority items suggested by Management Partners, Inc.; a
framework for an action plan; staff's progress on several of the recommendations for the
IT/Finance Department; and, the future plan to address the remaining items in
conjunction with the Council's tactical goals.
City Council Rules of Procedure — "One Hour Rule" (306 x 307)
Councilman Long moved, seconded by Mayor Stern, to waive the staff report and hear
any public speakers.
Without objection, Mayor Stern so ordered.
There were no requests to speak on the item.
Mayor Stern asked that the staff keep track of the effectiveness of the rule and report
back to the Council with feedback in six months.
Councilman Wolowicz stated that the "One Hour Rule" still troubled him, commented
that it thwarted good intentions, and he would not support it.
Mayor Stern moved, seconded by Councilman Long, to 1) ADOPT RESOLUTION NO.
2008-24, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
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Organizational Assessment Workshop
March 24, 2008
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PALOS VERDES, PERPETUATING THE ADDITION OF RULE 13 TO THE CITY
COUNCIL'S RULES OF PROCEDURE, WHICH ESTABLISHES THE PROTOCOL TO
REQUEST INFORMATION FROM CITY STAFF; and, 2) Confirm the Repeal of City
Council Policy No. 5 — City Requests Policy with the City Manager directed to keep
track of the information and report back to the Council in six months.
The motion carried on the following roll call vote:
AYES: Clark, Long, and Mayor Stern
NOES: Gardiner and Wolowicz
Amendment to the City Manager's Employment Agreement (1101)
City Clerk Morreale reported that late correspondence was distributed on this item prior
to the meeting.
City Attorney Lynch made a correction to the length of the term of the agreement in
Section 2 (Term) from three years to one year to end in 2011.
Mayor Stern moved, seconded by Councilman Long, to adopt the proposed contract at
the rate of$173,000 per year with a 12 month severance package instead of 18
months.
Councilman Wolowicz moved, seconded by Councilman Long, to amend the motion in
three areas and to vote on the three amendments separately: 1) the annual salary
would be $163,000; 2) the automobile allowance would be $500; and; 3) the severance
would be twelve months for the first three years and six months thereafter.
Amendment No. 3 to the motion on the severance package carried on the following roll
call vote:
AYES: Clark, Long, and Wolowicz
NOES: Gardiner and Mayor Stern
Amendment No. 1 on the salary failed on the following roll call vote:
AYES: Clark and Wolowicz
NOES: Gardiner, Long, and Mayor Stern
Amendment No. 2 on the automobile allowance carried on the following roll call vote:
AYES: Clark, Wolowicz, and Mayor Stern
NOES: Gardiner and Long
The original motion, as amended, with the salary at $173,000, failed on the following roll
call vote:
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Organizational Assessment Workshop
March 24, 2008
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AYES: Long and Mayor Stern
NOES: Clark, Gardiner, and Wolowicz
Councilman Long moved, seconded by Councilman Wolowicz, to approve the original
motion, as amended, with the salary at $163,000.
Mayor Stern moved, seconded by Councilman Long, to amend the motion bringing the
salary to $170,000.
Council discussion on the amendment included the following: assertions that the salary
was artificially low because of the actions of the previous City Manager; an assertion
that $163,000 was significant and that the salary was commensurate with the level of
experience; salaries of other City Managers at comparable cities; and, an assertion that
the City needed to pay competitive salaries in order to retain good staff.
The amendment to the motion with the salary at $170,000 failed on the following roll call
vote:
AYES: Long and Mayor Stern
NOES: Clark, Gardiner, and Wolowicz
The original motion, as amended, with the salary at $163,000, carried on the following
roll call vote:
AYES: Clark, Long, Wolowicz, and Mayor Stern
NOES: Gardiner
COUNCIL DISCUSSION & SUGGESTION OF FUTURE AGENDA ITEMS:
Councilman Wolowicz requested that the Organizational Assessment priority list be
placed on the agenda for the May 20, 2008 City Council Meeting.
ADJOURNMENT:
At 11:57 P.M., Mayor Stern adjourned the meeting to Satu •ay, M.;rch 2 2008 at 9:00
A.M. at Hesse Park for a Team Building Session to be folio \ed b the T. • ical Planning
Workshop.
Mayor
Attest:
City Clerk
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Organizational Assessment Workshop
March 24, 2008
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