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CC MINS 20130416MINUTES RANCHO PALOS VERDES CITY COUNCIL REGULAR MEETING APRIL 16, 2013 The meeting was called to order at 6:00 P.M. by Mayor Brooks at Fred Hesse Community Park, 29301 Hawthorne Boulevard. RECESS TO CLOSED SESSION: At 6:00 P.M. the meeting was recessed into Closed Session, with all Council Members present. RECONVENE TO REGULAR SESSION FOR A STUDY SESSION: At 6:33 P.M., Mayor Brooks reconvened the meeting to Regular Session for a City Council Study Session. City Council roll call was answered as follows: PRESENT: Campbell, Duhovic, Knight, Misetich, and Mayor Brooks ABSENT: None Also present were Carolyn Lehr, City Manager; Carolynn Petru, Deputy City Manager /Interim Director of Recreation and Parks; Carol Lynch, City Attorney; Joel Rojas, Community Development Director; Dennis McLean, Director of Finance /Information Technology; Ron Dragoo, Senior Engineer; and, Carla Morreale, City Clerk. PUBLIC COMMENTS FOR ITEMS LISTED ON THE AGENDA FOR THE STUDY SESSION: None. DISCUSSION TOPICS: Review of Tentative Agendas in Light of City Council Goals, Including Questions of Staff Discussion ensued among Council Members, City Attorney Lynch, and staff regarding items on the upcoming Council Meeting agendas as listed on the Tentative Agendas. Council directed the removal of several items from the Future Agenda Items List. Councilman Knight moved, seconded by Councilman Misetich, to receive and file the Tentative Agendas, as amended. City Council Minutes April 16, 2013 Page 1 of 10 Without objection, Mayor Brooks so ordered. Future Agenda Items Proposed by Council Members to be Prioritized: Renaming of City Council Chambers in Honor of John McTaggart City Clerk Morreale reported that late correspondence was distributed prior to the meeting regarding this item. Mayor Pro Tern Duhovic provided a brief report regarding the Renaming of City Council Chambers in Honor of John McTaggart. Discussion ensued between Council and staff regarding this item. Councilman Misetich moved, seconded by Mayor Pro Tern Duhovic, to direct staff to place this item on the May 7, 2013 Council Agenda as a regular business item. The motion passed on the following roll call vote: AYES: Campbell, Duhovic, Knight, Misetich, and Mayor Brooks NOES: None ABSENT: None RECESS AND RECONVENE: Mayor Brooks called a brief recess from 7:01 P.M. t0 7:14 P.M. REGULAR SESSION: City Council roll call was answered as follows: PRESENT: Campbell, Duhovic, Knight, Misetich, and Mayor Brooks ABSENT: None Also present were Carolyn Lehr, City Manager; Carolynn Petru, Deputy City Manager /Interim Director of Recreation and Parks; Carol Lynch, City Attorney; Dennis McLean, Director of Finance /Information Technology (IT); Joel Rojas, Community Development Director; Kathryn Downs, Deputy Director of Finance /IT; Nicole Jules, Senior Engineer; Ron Dragoo, Senior Engineer; Siamak Motahari, Senior Engineer; Matt Waters, Senior Administrative Analyst; and, Carla Morreale, City Clerk. FLAG SALUTE: City Council Minutes April 16, 2013 Page 2 of 10 The Flag Salute was led by Mayor Brooks. She acknowledged the recent tragedy at the Boston Marathon, adding that our thoughts and prayers are with those in the City of Boston. MAYOR'S ANNOUNCEMENTS: Mayor Brooks announced that April is National Donate Life Month and noted that California residents can sign up as donors when applying for or renewing their licenses through the Department of Motor Vehicles. CEREMONIAL: Mayor Brooks recognized participants who recently coordinated the Soleado Elementary School program where twelve students communicated with astronauts aboard the International Space Station through the NASA/Amateur Radio on the International Space Station ( ARISS) Communication Program. She presented certificates of appreciation to the following people: Soleado Elementary School Principal Allen; third grade teachers Lauren Kearns and CC Hlavac; Soleado parent Lara Hanlon and Brendan Robinson; Dale Hanks, Robert Sylvest, Knut Myhre, Peter Landon and Clay Davis of the Palos Verdes Amateur Radio Club; Amateur Radio Club Members and parents Bryant Winchell and Brad Perranoski; and ARISS representative Charlie Sufana. RECYCLE DRAWING: Mayor Brooks announced Recyclers of the Month from the April 2, 2013 City Council meeting: Joe Linkogle and Marguerite N. Thein. She indicated that all winners receive a check for $250 representing a year of free refuse service and urged everyone to participate in the City's Recycling Program. APPROVAL OF THE AGENDA: Councilwoman Brooks requested that Item 3 (Updated Pension Liability Memorandum from the Finance Advisory Committee) be moved up on the agenda to be the first item after the Consent Calendar, at the request of Finance Advisory Committee Member Bill James. Councilwoman Brooks moved, seconded by Mayor Pro Tern Duhovic, to approve the agenda, as amended. Without objection, Mayor Brooks so ordered. PUBLIC COMMENTS: (Audience Comments regarding Items Not on the Agenda) City Council Minutes April 16, 2013 Page 3 of 10 Bernie Slotnick, Neighborhood Watch Montemalaga Drive, Rancho Palos Verdes, stated that he spoke in September requesting modifications to improve the flow and reduce speeding on Montemalaga Drive. He reported that the residents in the area are pleased with the improvements and the efforts staff took to make the necessary modifications. Ken Dom, Rancho Palos Verdes, stated that he understands the City 40th Anniversary Celebration on May 5th will be a fundraiser for the Palos Verdes Peninsula Land Conservancy and the Los Serenos de Point Vicente Docents, noting that he found it inappropriate to celebrate the City's 40th anniversary of its incorporation with a fundraiser. He added that the celebratory event should be held on the date of the City's incorporation date of September 7th Carol Mueller, Rancho Palos Verdes, stated she recently received a PVP Watch newsletter and opined that there may be some ethical violations on the part of EDCO's contract. She added that she received a delinquency notice last year, in spite of the fact that she had paid her bill in full in advance, and noted she has had problems obtaining the rate reductions and discounts offered through the EDCO contract. Lenee Bilski, Rancho Palos Verdes, stated that trails across and into Friendship Park should be included in the San Ramon Canyon Drainage Project plans. She requested that staff confirm the protection, preservation and construction of trails in the San Ramon Canyon area, and that the trails network and connections in the area will be included on the San Ramon Canyon Drainage Project plans. Minas Yerelian, Rancho Palos Verdes, stated that he was in support of the planting of trees in the medians of Hawthorne Blvd. to help with the following: City curb appeal; increase in property values which would bring more tax revenue; clean air; climate moderation; more rain; reduction of urban heat island effect. He added that global warming begins locally. CITY MANAGER REPORT: City Manager Lehr provided a report regarding Mayor Pro Tem Duhovic's suggestion to more accurately manage the City's website in an effort to keep the City's website updated with current information. She reported that staff plans to develop a protocol to keep the City's website content fresh and useful, while managing improvements to the City's website. City Manager Lehr provided background information regarding the City's 40th Anniversary. She explained that the City is working with Los Serenos de Pt. Vicente and the Palos Verdes Peninsula Land Conservancy (PVPLC) who is celebrating their 25th Anniversary. She added that in particular the PVPLC has been working on a video production in partnership with the City and will be setting up educational display tables, native plant samples, and giveaways at the pre -event at Terranea. City Council Minutes April 16, 2013 Page 4 of 10 She reported that Betty Reidman and Lynn Swank, of the Los Serenos de Point Vicente, have partnered with the City in the design of the invitation, creation of promotional materials, event planning, and the compilation of historic materials. She added that the Los Serenos Docents will be setting up tables featuring their programs, hiking, outreach and the history of the Peninsula. NEW BUSINESS: APPROVAL OF CONSENT CALENDAR: Councilman Duhovic moved, seconded by Councilman Knight, to approve the Consent Calendar, as presented. The motion passed on the following roll call vote: AYES: Campbell, Duhovic, Knight, Misetich, and Mayor Brooks NOES: None ABSENT: None Motion to Waive Full Reading Adopted a motion to waive reading in full of all ordinances presented at this meeting with consent of the waiver of reading deemed to be given by all Council Members after the reading of the title. Approval of Minutes Approved the Minutes of the April 2, 2013 Regular Meeting. Access Agreement with Palos Verdes Mobile Estates, Ltd. Authorized the Mayor and City Clerk to execute an agreement with Palos Verdes Shores Mobile Estates, Ltd. (PV Shores) to permit construction access through the mobile home park for the construction of the San Ramon Canyon Stormwater Flood Reduction Project. Award Contract for RPV California Coastal Trail Project (Supports 2013 City Council Goal No. 10, City Trail System Enhancement) 1) ADOPTED RESOLUTION NO. 2013 -16, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION NO. 2012- 43, THE BUDGET APPROPRIATION FOR FISCAL YEAR 2012 -13, FOR A BUDGET ADJUSTMENT TO THE CITY'S PARKS, TRAILS AND OPEN SPACE IMPROVEMENTS PROGRAM IN THE CAPITAL IMPROVEMENT PROJECTS FUND, City Council Minutes April 16, 2013 Page 5 of 10 IN THE AMOUNT OF $69,041 AUTHORIZING EXPENDITURE OF THIS AMOUNT FOR ADDITIONAL CONSTRUCTION COSTS OF RANCHO PALOS VERDES CALIFORNIA COASTAL TRAIL PROJECT; 2) Awarded a construction contract for the Rancho Palos Verdes California Coastal Trail Improvement project to Jeff Tracy, Inc. dba Land Forms Construction in the amount not to exceed $461,978.05 and authorized staff to spend an additional 10% contingency in the amount of $46,197.80 for unforeseen conditions for a total authorization of $508,175.85; and, 3) Authorized the Mayor to execute the construction contract with Jeff Tracy, Inc. dba Land Forms Construction. Approve the First Amendment to Agreement with Fire Grazers, Inc. for Fuel Modification by Grazing Animals (Supports 2013 City Council Goal No. 5 — Government Efficiency, Fiscal Control and Transparency) 1) Approved the first amendment to the agreement for one fiscal year effective July 1, 2013 through June 30, 2014, with Fire Grazers, Inc. for Fuel Modification by Grazing Animals in an amount not to exceed $89,645; and, 2) Authorized the Mayor and City Clerk to execute the first amendment to the agreement with Fire Grazers, Inc. for Fuel Modification by Grazing Animals. Crossing Guard Services for 2013 -2014 School Year: Amendment to Contract with All City Management Services Authorized the Mayor and the City Clerk to execute an amendment to the agreement with All City Management Services, Inc. (ACMS), for an amount not to exceed $18,044 to provide crossing guard services at Miraleste Intermediate School and Silver Spur Elementary School for the 2013 -2014 School Year. Approve the First Amendment to Agreement with the Los Angeles Conservation Corps (LACC) for As- Needed Maintenance Services (Supports 2013 City Council Goal No. 5 — Government Efficiency, Fiscal Control and Transparency) 1) Approved the first amendment to the agreement for one fiscal year effective July 1, 2013 through June 30, 2014, with the Los Angeles Conservation Corps, for As- Needed Maintenance Services in an amount not to exceed $125,000; and, 2) Authorized the Mayor and City Clerk to execute the first amendment to the agreement with the Los Angeles Conservation Corps for As- Needed Maintenance Services. Register of Demands ADOPTED RESOLUTION NO. 2013 -171 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, ALLOWING CERTAIN CLAIMS AND DEMANDS AND SPECIFYING FUNDS FROM WHICH THE SAME ARE TO BE PAID. City Council Minutes April 16, 2013 Page 6 of 10 REGULAR BUSINESS: Updated Pension Liability Memorandum from the Finance Advisory Committee (FAC) (Supports 2013 City Council Goal of Government Efficiency, Fiscal Control and Transparency) Mayor Brooks noted that the recommendation for this item was to receive and file the March 6, 2013 updated version of the memorandum from the FAC regarding the "Calculation of the City's Unfunded Pension Liability" and invited FAC Member James to address some of issues the FAC considered. Bill James, Finance Advisory Committee Member, Rancho Palos Verdes, stated that the FAC made two recommendations, with which he opined staff was in agreement. Deputy Director of Finance /IT Downs provided a brief staff report and synopsis of the FAC recommendations to: 1) Include the market value information in the City's Comprehensive Annual Financial Statements with very clear footnote disclosures regarding the CalPERS pension estimate information as of a particular date, to avoid any misleading information to the public; and, 2) Inquire with CalPERS regarding the names and reasons that approximately 20 agencies have requested termination valuation estimates with CaIPERS. Mr. James provided additional information regarding the two proposed FAC recommendations. Discussion ensued among Council Members, staff, and Mr. James. Minas Yerelian, Rancho Palos Verdes, spoke in opposition to public run pension funds, unions, and CalPERS. He spoke in support of a 401 K investment pension fund with matching funds for the employees, which should be based on performance. Councilman Campbell moved, seconded by Mayor Brooks, to: 1) Adopt the Finance Advisory Committee's (FAC) recommendation with the addition of a clarifying notation to the Comprehensive Annual Financial Report regarding the City's Unfunded Pension Liability; and, 2) Direct that the FAC continue to monitor the City's relationship with CaIPERS, including but not limited to, contacting other agencies that have sought termination data from CaIPERS, and report their findings, and if appropriate make recommendations, to the City Council at a future date. The motion passed on the following roll call vote: AYES: Campbell, Duhovic, Knight, Misetich, and Mayor Brooks NOES: None ABSENT: None City Council Minutes April 16, 2013 Page 7 of 10 Marymount California University —Award of Contract for Consultant Services to Prepare an Environmental Document for the City that Assesses the Environmental Impacts of the University's Request to Reconfigure the 2010 Council Approved Athletic Field Mayor Brooks suggested continuing this item to the May 7, 2013 Council meeting so that it could be considered at the same meeting as the Marymount California University Time Extension. City Clerk Morreale reported that late correspondence was distributed prior to the meeting regarding this item. Mayor Brooks moved, seconded by Councilman Misetich, to continue this item to the May 7, 2013 Council meeting. The motion passed on the following roll call vote: AYES: Campbell, Duhovic, Knight, Misetich, and Mayor Brooks NOES: None ABSENT: None RECESS AND RECONVENE: Mayor Brooks called a brief recess from 8:15 P.M. to 8:28 P.M. Matrix Citywide Organizational Assessment ( "The Matrix Report ") Mayor Brooks provided introductory remarks regarding the Matrix Citywide Organizational Assessment. Mayor Pro Tern Duhovic provided a brief report regarding the retention of the Matrix Consulting Group to provide a Citywide Organizational Assessment which was designed to provide an assessment of the efficiency and effectiveness of City operations, specifically identifying strengths and opportunities for improvement relating to the organization, staffing, and management. Richard Brady, President, Matrix Consulting Group, provided a detailed report regarding the scope of the project as defined by the Council; project methodologies used in the study, including best management practices and performance metrics utilized; positive findings and key themes identified from the study; and an overview of the suggested recommendations that the City Council and City Manager can use to meet the service needs in a sustainable way in the City at the present time and in the future. Discussion ensued among Council Members, Mr. Brady, and staff. City Council Minutes April 16, 2013 Page 8 of 10 Ken Dyda, Rancho Palos Verdes, provided comments regarding several recommendations and topics addressed in the Matrix Report, including the following: succession development; compensation review; City Attorney services; separation of the Finance Department from the Information Technology Department; Action Minutes vs. the current style of Minute preparation; Emergency Preparedness should be coordinated under the City Manager's Department; expansion of transparency regarding Employee Compensation beyond the required State Controller's Report; application of full costing of services for charges for individual services, but not basic services included under payments of taxes; and, outreach to the community regarding the Matrix Report. Discussion continued among Council Members, Mr. Brady, and staff. Mayor Pro Tern Duhovic moved, seconded by Mayor Brooks, to receive and file the report and direct the Compensation Subcommittee to consider, with input from the City Manager, the creation of an overall plan and an implementation plan, to address the proposed study recommendations over time, and return to the Council with the suggested plan at a future meeting within 90 days. The motion passed on the following roll call vote: AYES: Campbell, Duhovic, Knight, Misetich, and Mayor Brooks NOES: None ABSENT: None FUTURE AGENDA ITEMS: None. CITY COUNCIL ORAL REPORTS: Councilman Campbell stated that he would submit his City Council Oral Report in writing. Councilman Campbell left the dais at 10:13 P.M. and returned to the meeting at 10:16 P.M. during the City Council Oral Reports. Each of the remaining Council Members reported on his /her attendance at various organization and association meetings since the last City Council Oral Reports were provided on April 2, 2013. CLOSED SESSION REPORT: City Attorney Lynch reported on the following Closed Session items: 1) With respect to the existing litigation in the case of City of Agoura Hills et. al. v. County of Los Angeles City Council Minutes April 16, 2013 Page 9 of 10 et. al., the Council provided unanimous direction, with all Council Members present, to reject a settlement offer that had been proffered by the County of Los Angeles; and, 2) With respect to the existing litigation in the case of Cherine Medawar; Jill Medawar v. City of Rancho Palos Verdes, et. al., a report was provided and no action taken. ADJOURNMENT: At 10:18 P.M., Mayor Brooks adjourned the meeting in honor of those who suffered losses as a result of the incident that occurred at the Boston Marathon on April 15, 2013, to 6:00 P.M. on Tuesday, April 30, 2013 for a Closed Session to be followed by an Adjourned Regular Meeting /Budget Workshop to be held at Fred Hesse Community Park. Attest: city clerk WACity Council Minutes\2013\20130416 CC MINS.doc M yor City Council Minutes April 16, 2013 Page 10 of 10