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CC MINS 20090228 SPC MINUTES RANCHO PALOS VERDES CITY COUNCIL SPECIAL MEETING/TACTICAL PLANNING WORKSHOP SATURDAY, FEBRUARY 28, 2009 The meeting was called to order at 8:06 A.M. by Mayor Clark at Pt. Vicente Interpretive Center, 31501 Palos Verdes Drive West, notice having been given with affidavit thereto on file. City Council roll call was answered as follows: PRESENT: Long, Stern, Wolowicz and Mayor Clark ABSENT: Gardiner (excused) Also present were Carolynn Lehr, City Manager; Carolynn Petru, Deputy City Manager; Joel Rojas, Director of Planning, Building, and Code Enforcement; Jim Bell, Director of Public Works; Ron Rosenfeld, Director of Recreation and Parks; Kathryn Downs, Deputy Director of Finance/Information Technology; and Carla Morreale, City Clerk. FLAG SALUTE: The Flag Salute was led by Mayor Pro Tem Wolowicz. APPROVAL OF AGENDA: Councilman Stern moved, seconded by Mayor Pro Tem Wolowicz, to approve the Agenda as presented. Without objection, Mayor Clark so ordered. PUBLIC COMMENTS: Councilman Stern moved, seconded by Councilman Long, to allow public comments on items not on the agenda as well as items on the agenda. Without objection, Mayor Clark so ordered. There were no requests to speak under Public Comments. REGULAR NEW BUSINESS: Tactical Plan for 2009 (306) Deputy City Manager Petru provided a PowerPoint presentation and update regarding the Tactical Goals for the previous year. Infrastructure/Capital Improvement Program (CIP) Goal Deputy City Manager Petru reported that the first goal on the Tactical : flan for 2008 was the Infrastructure Goal, which was renamed as the Infrastructure and Capital Improvement Program Goal. She noted that the first Milestone, regarding development of a method to extend the Pavement Management Program for the arterial streets, was completed. She reported that the second Milestone, the development of a draft inventory of the 5-year Capital Improvement Plan, was also completed tnd a workshop was held in January 2009 where the draft CIP Inventory List was presented to Council. She noted that the third Milestone was to begin engineering design of the San Ramon/25th Street Drainage Improvement Project and reported on the following actions: 1) a Council workshop was held in November 2008 regarding the project; 2) $800,000 has been included in the FY08-09 budget towards scoping the design of the project; 3) the City has entered into a contract with Zeiser-Kling & Associates to develop the scope of work for the project; 4) $675,000 has been included in the 5-Year Model to begin the project; and, 5) City Geologist Jim Lancaster has begun design of an interim solution for the project, to include the stabilization of Palos Verdes Drive East (PVDE). She reported that the fourth Milestone was to match priority projects and maintenance programs with the anticipated revenue from the Terranea Resort, once those figures are known. Director of Finance/IT McLean reported that he has been in conversation with the representative from the City's Hospitality and Resort Consultant, Hospitality Valuation Services, who noted that projections in the hospitality and resort industry are not predictable and reliable at this time due to the state of the economy. He recommended that the City wait until the resort opens and incorporate the future revenue projections into the process once there is more information available. Council and staff discussion focused on funded and unfunded projects; programming of arterial street repair to match the residential streets pavement repair program; conversations with Janice Hahn, Don Knabe, and Mike Gin regarding the magnitude of the problem, liabilities, damages and need for collaboration on the San Ramon/25th Street Drainage Improvement Project and the limited funds available to the County of Los Angeles; a suggestion to attempt different approaches to the future City Attorney for City of Los Angeles regarding the San Ramon/25th Street Drainage Improvement Project; shovel-ready projects in the City that might benefit from the Stimulus Package; and, a future date for a situational briefing with the legislative representatives regarding the San Ramon/25th Street Drainage Improvement Project. Deputy City Manager Petru reported that Milestone No. 5 under Infrastructure was for the completion of an assessment of the City's existing Sanitary Sewer System and noted that staff was making good progress on this goal, but was requesting an extension of the deadline to June 30, 2009. She reported that Milestone No. 6 was to present the first draft of the Five-Year CIP to Council, which is planned for the March 21, 2009 Budget Policies Workshop. Staff reported on the outreach to the public regarding the CIP program at a recent Council of Home Owners' Association Meeting; an upcoming presentation of the program to the Peninsula Seniors organization; programming regarding the CIP on RPV City Council Minutes February 28, 2009 Page 2 of 11 TV Channel 33; workshops for outreach to residents without Home Owners Associations; and, featuring the information regarding the CIP on the City's website. Deputy City Manager Petru reported that Milestone No. 7 under Infrastructure was for the completion of the McCarrell Canyon Drainage Improvement Project which was on target for completion by June 30, 2009. Council and staff discussion ensued regarding the costs incurred to date on the McCarrell Canyon Drainage project; the completion of the project and funding; $3 million spent to date of the $6.5 million budgeted for the project; the anticipated completion date of the project taking weather delays into consideration; and, a suggestion to highlight the completion of the project due to its importance. Deputy City Manager Petru reported that Milestone No. 8 under Infrastructure was to develop a plan in conjunction with the City and County of Los Angeles to address the San Ramon/25th Street improvements which will be rolled over into the Tactical Goals of 2009, to meet with elected officials of the two entities. Citywide Traffic and Roadway Safety Goal Deputy City Manager Petru reported that Milestone No. 1 under the Citywide Traffic and Roadway Safety Goal called for the presentation of a staff report to Council for traffic calming and oversized vehicle parking in residential neighborhoods. She noted that Council adopted a revised Traffic Calming Program at a Joint City Council/Traffic Safety Commission Workshop Meeting in October 2008, and staff was planning to make a presentation regarding overnight vehicle parking and an ordinance regarding oversized vehicle parking in April or May 2009. Deputy City Manager Petru reported that Milestone No. 2 under the Citywide Traffic and Roadway Safety Goal was regarding a grant for roadway safety improvements on Palos Verdes Drive East and Milestone No. 3 was for the presentation and implementation of a conceptual plan for those roadway safety improvements . Public Works Director Bell reported that the $280,000 grant was for guardrail replacements along the Palos Verdes Drive East (PVDE) roadway. Council and staff discussion included the following topics: widening of the PVDE roadway; roadway safety issues related to higher use by automobiles, bicyclists, motorcycles; the need for an in-depth study of the problems and possible solutions; the bicyclists' perspective which lends to overall roadway safety; the need for incremental improvements; PVDE as a hybrid road as it functions as an arterial roadway but is not built like one; the need for input from all the users of the roadway including vehicular, bicyclists, equestrians, joggers, and pedestrians to be incorporated into the broad scope of roadway safety needs; striping of the roadway for safety; improved school crossings and sectional widths; the incorporation of some of the concepts with the upcoming resurfacing project; and, funding of$500,000 to be received from the Metropolitan Transit Authority (MTA) as part of the economic stimulus package for roadway repair by the City of Rancho Palos Verdes. City Council Minutes February 28, 2009 Page 3 of 11 Deputy City Manager Petru reported that Milestone No. 4 under the Citywide Traffic and Roadway Safety Goal was regarding looking for technological solutions to improved traffic safety which was proposed to be presented to the City Council by December 31, 2009. Civic Center Master Plan Goal Deputy City Manager Petru reported that Milestone No. 1, under the Goal to Prepare a Civic Center Master Plan, to complete the Vision Plan, which includes the Upper Point Vicente/Civic Center site, was completed with the Council's adoption of the Coastal Vision Plan in September 2008. Deputy City Manager Petru reported that Milestone No. 2 was to resume discussions with the Palos Verdes Art Center (PV Art Center) regarding the lease terms and possible integration with the proposed Ginsburg dance facility. She reported that there have been discussions with the PV Art Center staff and the City Attorney to recap the main issues and points of contention with the last version of the lease agreement; and noted that the PV Art Center was moving forward on the remodel of their existing facility at Crenshaw Boulevard and Crestridge Road. Planning Director Rojas reported that the PV Art Center was making minor renovations to modernize the exterior of the building, updating the entrance, and adding storage space as a temporary fix. Council and staff discussion centered on the need to re-engage in conversations with representatives of the PV Art Center regarding future plans and it was decided Mayor Clark, Mayor Pro Tem Wolowicz and staff would participate in a future meeting with them. Deputy City Manager Petru reported that Milestone No. 3 was to complete the next phase of the Baseline Study for the Upper Point Vicente/Civic Center site (i.e., geology, soil testing, property limitations, etc.) and good progress was being made in this effort. Deputy City Manager Petru reported that Milestone No. 4 was to identify a funding source to prepare a Feasibility Study for the Civic Center Master Plan. She noted that this milestone would be rolled into the next year's Tactical Goals. Eastview School Boundary Goal Deputy City Manager Petru reported that under the Goal to bring Eastview into the Palos Verdes Peninsula Unified School District (PVPUSD), Milestone No. 1 was to arrange a meeting between the Chief Administrative Office of the Los Angeles Unified School District (LAUSD), then Mayor Stern, City Manager Lehr, and Deputy City Manager Petru, which was held in June 2008. She noted that copies of=the meeting notes were distributed to Council this morning. City Council Minutes February 28, 2009 Page 4 of 11 Councilman Stern reported that the meeting was productive in the sense that issues were aired and the process to transfer the students of Eastview residents from the LAUSD to the PVPUSD was clearly explained. He stated that the transfer of students to the PVPUSD would require the residents of Eastview to take the following actions: petition and vote on the matter; pay double tax to the LAUSD and PVPUSD for bonded indebtedness;'Iose the right to attend LAUSD schools, which some of them still currently choose to attend; and, they would gain the right to vote for the PVPUSD School Board Trustees and serve on the School Board. He noted that in his nine years in office, he has not heard from a single Eastview resident who has wanted to pursue this process. Council discussion ensued on the pros and cons of the matter surrounding the Eastview School Boundary issues, including the following issues: the suggestion for the transfer of bonded indebtedness from the PVPUSD to LAUSD for the students; residents currently default to status as LAUSD students, but have the right to attend PVPUSD schools; the redrawing of the boundaries; LAUSD would retain the school sites; both school districts not being pleased with the State Legislative route to change the default; the new Superintendent of the LAUSD reaching out to schools affected by LAUSD; the difficulty in accomplishing changes in the present economic status of the State; the lack of eagerness by either School District to pursue the matter; the suggestion to remove this item from the Tactical Goal list and not require staff to spend significant time on the pursuit of the matter; continue to monitor opportunities regarding the issue; and, the proposal to create additional milestones for next year. Emergency Preparedness Goal, Deputy City Manager Petru reported that under the Goal to Improve Emergency Services and Preparedness, Milestone No. 1 was to implement the Council-approved plan for pre-positioned emergency supply and equipment caches. She reported that staff was making good progress on the milestone, with Senior Administrative Analyst Gary Gyves working with a consultant to refine the list of equipment and position the storage containers at City sites. She stated that he was also engaging with John Douglas, the CERT coordinator for the Lomita Sheriff's Station, regarding the grant from Supervisor Knabe's Office, that Mayor Pro Tem Wolowicz was helpful in procuring. She reported that responses from the Mayor's of the other Peninsula cities have indicated that they are interested in going in on a per capita type of arrangement so that each city could receive additional supplies. Council and staff discussion ensued regarding the local hospitals and their preparation, plans, and funding of programs to meet the demands of the area in the event of a disaster. Deputy City Manager Petru reported that Milestone No. 2 was to complete the purchase of the tax defaulted vacant lot on East Crest Road to complete the installation of an emergency radio repeater on the property to augment the emergency communications facility located at City Hall. She reported that there has been a question raised regarding who owns that particular property, but City staff was presently in conversations with Verizon and Cal Water regarding co-location of a repeater on a tower they plan to erect on the Cal Water property near that area. City Council Minutes February 28, 2009 Page 5 of 11 1 Deputy City Manager Petru reported that Milestone No. 3 was to make improvements to the City's Emergency Operations Center (EOC) in the Community Room at City Hall to minimize set-up time and improve functionality of the room during an emergency or natural disaster. She reported that staff was working with Mike Martinet, Area G Coordinator, and the Emergency Preparedness Committee to identify some improvements and design a plan to convert the room more easily into an EOC. Council discussion ensued regarding the city Council's role during an emergency or disaster and the possible need for a mock exercise for the Council Members to participate in to assist them in feeling prepared for such an event. Organizational Assessment Goal Deputy City Manager Petru reported that under the Goal to complete a comprehensive review of the recommendations made in the February 2008 Organizational Assessment Final Report and implement those recommendations determined to be appropriate, Milestone No. 1 was to conduct meetings with each advisory board regarding staff's preliminary findings and recommendations. She reported that this task was completed by June 30, 2008. Council and staff discussion ensued on the progress of the 64 recommendations as a result of the Organizational Assessment Final Report. Deputy City Manager Petru reported that Milestone No. 2 was related to a review of the function, size, and effectiveness of the City's various advisory boards, which had been completed. Council and staff discussion ensued regarding the status of the Equestrian Committee and the future action to be taken by Council at the end of the fiscal year. Deputy City Manager Petru reported that Milestone No. 3 was to review the remaining recommendations contained in the Final Report which has taken place, and noted that Milestone No. 4 was completed in December 2008 with a status update provided to Council on the implementation of the Final Report's recommendations. Palos Verdes Nature Preserve Goal Planning Director Rojas reported that under the Goal to complete the Natural Communities Conservation Plan (NCCP) and dedicate the Palos Verdes Nature Preserve, Milestone No. 1 was to approve a formal contract with the Palos Verdes Peninsula Land Conservancy (PVPLC), which is scheduled for the April 7, 2009 City Council Meeting. Council and staff discussion ensued regarding the reasons for the delays with the PVPLC contract based on staffing changes and the completion of the NCCP including delays with the Resource Agencies due to the State budget crisis. City Council Minutes February 28, 2009 Page 6 of,11 Planning Director Rojas indicated that the Public Use Master Plan (PUMP), under Milestone No. 2, was scheduled to be presented to the Council at the April 7, 2009 City Council Meeting; the NCCP Resource Agency documents were scheduled to be presented by June 2009; and, the NCCP Implementing Agreement, which will follow the approval of the NCCP by December 2009. He explained that there have been delays in the purchase of the 191-acre Upper Filiorum Property due to the rejection of the initial and revised appraisals by the State based on the recent Monks court decision. Recreational Facilities Goal Director of Recreation and Parks Rosenfeld indicated that under the Goal to identify unmet recreational needs and improve the City's recreational facilities, staff has been working closely with the PVPUSD and youth organizations and that there was good news to report. He stated that the PVPUSD plans to complete new soccer and baseball fields at the Malaga Cove School site this year; and a second gymnasium at Palos Verdes Peninsula High School in the near future. He reported that at Palos Verdes Drive West and Via Coronel, in the City of Palos Verdes Estates, there was a potential project for additional fields that would be available to the sports leagues on the Peninsula. He stated that Recreation and Parks and Public Works staff were working on estimates regarding the upgrade of Ryan Park, Hesse Park, and Ladera Linda Community Center with planned improvements and noted that they would be presenting an item to Council in May 2009. Council and staff discussion ensued regarding funding of active recreation fields; participation and funding from local youth organizations; the initiation of fund raising conversations on the part of the PVP Girls' Softball League; the continuing need for active recreation fields as and when the funding becomes available; the assessment of Peninsula need versus inventory and the observation that most of the needs were being met, but there was concern regarding future growth; the suggestion that if the needs were being met, there was a question as to why the School District was building more fields; limitations to the number of fields available for practices as well as games and the need for regulation size fields; and, a request from the PVP Girls' Softball League for an additional 90 days to raise funds for the fields at Upper Hesse Park before reprogramming the site for other active recreational uses. RECESS AND RECONVENE: Mayor Clark called a brief recess from 10:19 A.M. to 10:42 A.M. Mayor Clark requested that the Council Members consider the eight goals listed under the Tactical Plan for 2008 to determine if there were any desired changes or deletions. Council and staff discussion focused on the following titles and descriptive goals for the Tactical Goals: the deletion of the Organizational Assessment goal since it is not at the level of a Tactical Goal any longer and staff is well on its way to implementing the changes; changing the title of Civic Center Master Plan Goal to "New City Civic Center" and modifying the goal to read "Create a new City Civic Center;" and, modifying the goal City Council Minutes February 28, 2009 Page 7 of 11 under the Recreational/Educational Facilities Goal to read "Optimize the City's recreational and educational facilities." Council and staff discussion continued on the following topics: a new goal to update and complete the General Plan; zoning issues; the review and status of the Coastal Specific Plan; the Housing Element; and, the suggestion to include as a milestone the Re-examination of City Plans to include the General Plan Update and csider how to address the Coastal Specific Plan. The Council agreed to add a new goal as articulated by Councilman Long to read "Re- Examine City Plans: Complete the General Plan Update and Consider the status of the Coastal Specific Plan." Draft Tactical Plan for 2009 Mayor Clark directed Council to the Draft Tactical Plan for 2009 and requested suggested language changes or additions. Capital Improvement Program (CIP) Goal Council and staff discussion focused on the following issues: the timeline and funding for the Arterial Streets Pavement Management Program under the Capital Improvement Program (CIP) Goal; acceleration of spending by tapping into General Reserves; candidate projects that are either urgent in nature, cost effective, or opportunities for cost savings; the intent for the Reserve Fund to fund overruns of CIP projects, such as the Lower San Ramon storm drain project; and, the addition of the phrase "in conjunction with the Five-Year Financial Model" at the end of Milestone No. 5. Mayor Pro Tern Wolowicz moved, seconded by Councilman Stern, for the adoption of the Capital Improvement Program Goal and Milestones, as amended. Without objection, Mayor Clark so ordered. Citywide Traffic and Roadway Safety Goal Councilman Long moved, seconded by Councilman Stern, to adopt the Citywide Traffic and Roadway Safety Goal as presented. Council and staff discussion ensued on the following topics: acquisition of the Automated Surveillance and Apprehension Program (ASAP) for one regional Sheriff patrol vehicle; the usual protocol of the use of the Traffic Safety Commission (TSC) and the incorporation of these items in the TSC work plans; a request to incorporate the amount of$280,000 in Milestone No. 1 as the amount of the State grant request; the timelines for three of the milestones under the Citywide Traffic and Roadway Safety Goal currently set at December 31, 2009; a motion made by Councilman Long to delete further work on the Oversized Vehicle Parking Permit Ordinance, which died for a lack of a second; the addition of a Milestone to state "By May 31, 2009, staff will present an. Oversized Vehicle Parking Permit Ordinance to City Council for consideration;" City Council Minutes February 28, 2009 Page 8 of 11 modification to Milestone No. 3 to state "By June 30, 2009, staff will present a public educational program for the existing Neighborhood Permit Parking Program to City Council for consideration;" and, the modification to Milestone No. 6 to read "By October 31, 2009, staff will present alternative concepts for innovative, technology- based traffic safety improvements to City Council for consideration." Councilman Long moved, seconded by Mayor Pro Tem Wolowicz, to adopt the Citywide Traffic and Roadway Safety Goal, as modified. Without objection, Mayor Clark so ordered. New Civic Center Goal Mayor Clark noted that the title "Civic Center Master Plan Goal" was modified earlier in the meeting to read "New Civic Center Goal" with the goal to read "Create a New Civic Center." Councilman Long moved, seconded by Councilman Stern, to adopt the milestones for the New Civic Center Goal, as presented by staff. Mayor Pro Tem Wolowicz offered an amendment to the motion to change the deadline on Milestone No. 4 from December 31, 2009 to November 30, 2009. The maker and seconder of the motion accepted the amendment. Without objection, Mayor Clark so ordered. Eastview School Boundary Goal Mayor Clark proposed that a new milestone be added to the Eastview School Boundary Goal to read, "By June 30, 2009, the Mayor will meet with the LAUSD Superintendent and staff to explore this tactical goal and seek feedback." Councilman Stern proposed a modification to Milestone No. 1 to read "By May 1, 2009, the Council subcommittee will present a proposal to inform Eastview residents regarding the petition process required to bring Eastview into the Palos Verdes Peninsula Unified School District; seek input from Eastview residents; and, receive further direction from City Council." Mayor Clark proposed Milestone No. 3 to read "By November 30, 2009, Council subcommittee to provide a status update to the full Council on the progress made to date." Councilman Long moved, seconded by Councilman Stern, to adopt the milestones for the Eastview School Boundary Goal, as modified. Emergency Preparedness Goal City Council Minutes February 28, 2009 Page 9 of 11 Councilman Long proposed Milestone No. 4 for staff to present to City Council a plan to professionalize the Neighborhood Watch Program. Council discussion ensued regarding the merits of the Neighborhood Watch Program; a desire to see information distributed by the organization from a non-alarmist viewpoint; a review of the Neighborhood Watch Program; alternatives for additional public support for the Neighborhood Watch Program; constructive information that can be shared to the community; administration of expenses of the Neighborhood Watch i- rogram by reimbursement through a trust deposit, which is comprised of funds collected from resident donations and membership dues to the program; and, Sheriff support to the Neighborhood Watch Program. Mayor Clark suggested modifying the milestone to read "By October 31, 2009, the City Council will review the RPV Neighborhood Watch Program." Councilman Long moved, seconded by Councilman Stern, to approve the goal and milestones, as modified, regarding the Emergency Preparedness Goal. Without objection, Mayor Clark so ordered. Palos Verdes Nature Preserve Goal Council and staff discussion focused on the total number of acres in the Palos Verdes Nature Preserve, with the total of approximately 1,500 acres being added to the Goal; consideration of a milestone regarding the rules and dedicated resources to fund the enforcement of the established rules for the Palos Verdes Nature Preserve; and, tying the enforcement of Preserve rules into the upcoming discussion of the agreement with PVPLC for management of the Preserve. Councilman Long suggested Milestone No. 8 to read "By May 31, 2009, staff to provide Council with best practices alternatives for the management of the Nature Preserve and enforcement of Preserve rules. (Related to Milestone No. 1.)" Mayor Pro Tem Wolowicz requested that the deadline dates for Milestone No. 4 and 7 be changed from December 31, 2009 to November 30, 2009. Councilman Long moved, seconded by Mayor Pro Tem Wolowicz, to adopt the Palos Verdes Nature Preserve Goal, as amended. Without objection, Mayor Clark so ordered. Recreational/Educational Facilities Goal r Council and staff discussion ensued regarding the following issues: funding of active recreational improvements at Upper Hesse Park; assessment of community needs for active recreational facilities; a suggestion to bring forward to Council alternatives to improve the accessibility of all existing parks for all user groups; and, the deletion of the phrase "including the development or disposition of the property" in Milestone No. 4 City Council Minutes February 28, 2009 Page 10 of 11 regarding the Grandview Park property so that it reads "By September 30, 2009, staff will present a report to City Council regarding possible options to develop Grandview Park for active recreation." Council and staff discussion continued regarding staff's involvement in meetings with the Annenberg Foundation regarding the necessary studies prior to the environmental and entitlement process for the Annenberg Animal Educational Center Project at Lower Point Vicente Park; and, a request to change the deadline date of the related Milestone No. 5 from January 31, 2010 to November 30, 2009. Mayor Pro Tem Wolowicz moved, seconded by Councilman Long, adopt the Recreational/Educational Facilities Goal, as amended. Re-Examine City Plans: Complete the General Plan Update and Consider the Status of the Coastal Specific Plan Councilman Long moved, seconded by Mayor Pro Tem Wolowicz, to adopt the Goal with staff to bring back milestones to be brought back to Council for review, discussion, and adoption. Without objection, Mayor Clark so ordered. ADJOURNMENT: Mayor Clark adjourned the meeting at 12:11 P.M. /100 wt, Mayor Attest: // f City Clerk W:\City Council Minutes\2009\20090228 CC MINS-TACTICAL WKSHP.doc City Council Minutes February 28, 2009 Page 11 of 11