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CC MINS 20140429 ADJ MINUTES RANCHO PALOS VERDES CITY COUNCIL ADJOURNED REGULAR MEETING APRIL 29, 2014 The meeting was called to order at 6:00 P.M. by Mayor Duhovic at Fred Hesse Community Park, 29301 Hawthorne Boulevard, notice having been given with affidavit thereto on file, and the meeting was immediately recessed into Closed Session. The meeting reconvened at 7:00 P.M. City Council roll call was answered as follows: PRESENT: Brooks, Campbell, Misetich and Mayor Duhovic ABSENT: Knight* (excused) *Note: Mayor Pro Tem Knight was present at the Closed Session. Mayor Duhovic noted that Mayor Pro Tem Knight would be arriving late to the Regular Session. Also present were Carolynn Petru, Acting City Manager; Carol Lynch, City Attorney; Dennis McLean, Director of Finance/Information Technology (IT); Michael Throne, Director of Public Works; Cory Linder, Director of Recreation and Parks; Kathryn Downs, Deputy Director of Finance/IT; Kit Fox, Senior Administrative Analyst; and, Carla Morreale, City Clerk. FLAG SALUTE: The Flag Salute was led by Deputy Director of Finance/IT Downs. MAYOR'S ANNOUNCEMENTS: Mayor Duhovic announced the Palos Verdes Peninsula Chamber of Commerce would be hosting the Young Entrepreneurs Investor Panel Program on April 30, 2014, at Trump National Golf Club, which involves local middle and high school students who will be pitching their "business ideas" to investors. Mayor Duhovic reported that there were 3 City Council meetings scheduled for the month of May. APPROVAL OF THE AGENDA: Councilwoman Brooks moved, seconded by Councilman Misetich, to approve the agenda, as presented. The motion passed on the following roll call vote: AYES: Brooks, Campbell, Misetich and Mayor Duhovic NOES:None ABSENT: Knight PUBLIC COMMENTS: (Audience Comments regarding Items Not on the Agenda) City Council Minutes Adjourned Regular Meeting April 29, 2014 Page 1 of 9 None. NEW BUSINESS: APPROVAL OF CONSENT CALENDAR: City Clerk Morreale reported that late correspondence regarding Item C (Palos Verdes Drive South (PVDs) Roadway Realignment— East End/Gateway Park Parking Lot Informational Report) was distributed prior to the meeting, and there was one request to speak regarding Item B (Approval of Minutes). Councilwoman Brooks moved, seconded by Councilman Misetich, to approve the Consent Calendar, with Item No. B (Approval of the Minutes) removed from the Consent Calendar and to be heard immediately after the Consent Calendar. The motion passed on the following roll call vote: AYES: Brooks, Campbell, Misetich and Mayor Duhovic NOES:None ABSENT: Knight 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 This item was removed from the Consent Calendar for separate consideration. Palos Verdes Drive South (PVDs) Roadway Realignment— East End/Gateway Park Parking Lot Informational Report Received and filed. July 4th Celebration Contract Approval Council action was taken later in the meeting to reconsider this item. Professional Services Agreement for City Manager Recruitment 1) Authorized the Mayor and City Clerk to execute the professional services agreement with Bob Murray &Associates; and, 2) Disbanded the City Manager Recruitment Firm Selection Ad Hoc Subcommittee. City Council Minutes Adjourned Regular Meeting April 29, 2014 Page 2 of 9 ITEM(S) REMOVED FROM THE CONSENT CALENDAR: Approval of Minutes Diane Smith, Rancho Palos Verdes, stated that she provided comments at the April 1, 2014 City Council meeting regarding the student enrollment numbers at Marymount California University. She noted that she asked for a verification of the Marymount California University enrollment numbers and staff acknowledged there was an inconsistency between the enrollment numbers of the Conditional Use Permit and the traffic mitigation measures. She requested that additional information regarding this issue be included in the minutes and that the City Council establish a date for Marymount California University to be in compliance. Mayor Duhovic reported that he recalled the issue being raised and Community Development Director Rojas stating that information would be forthcoming in the summer of 2014. Councilwoman Brooks moved, seconded by Councilman Campbell, to modify the minutes to reflect that a question was raised regarding the verification of the Marymount California University enrollment numbers and Community Development Director Rojas reported staff would return to Council with enrollment information. Without objection, Mayor Duhovic so ordered. REGULAR BUSINESS: Proposed Open Public Employee Negotiations ("OPEN") Ordinance City Clerk Morreale reported that late correspondence was distributed prior to the meeting and there were four requests to speak regarding this item. City Attorney Lynch provided a brief report regarding this item and read into the record minor modifications to the language proposed by Mayor Pro Tem Knight to provide clarity. She noted that the proposed changes were to the first two sentences of Section 2.48.040 (A) to state: "Unless the City Council directs that a fiscal impact analysis shall not be obtained, which shall be reported as provided in paragraph C below, the City's Department of Finance shall prepare a fiscal impact analysis of a meet and confer proposal, a proposed memorandum of understanding or an amendment to a memorandum of understanding. The fiscal impact analysis shall be reviewed by an independent certified public accountant with governmental expertise who is not a City employee." Councilman Campbell added a brief statement regarding the basis for the ordinance, which is to provide transparency to the public regarding the labor negotiations and will strengthen the public's confidence in local government. He added that the proposed ordinance is simple, straight-forward, and captures the best practices from the City of Costa Mesa and City of Beverly Hills, noting that the public and future Councils will benefit from the streamlined ordinance. Discussion ensued among Council Members and City Attorney Lynch. City Council Minutes Adjourned Regular Meeting April 29, 2014 Page 3 of 9 Ken Dyda, Rancho Palos Verdes, stated that the proposed ordinance was a continuance of the open transparency of the City begun one year ago when the Council posted on its website information regarding employee compensation. He spoke in support of the proposed ordinance. Charles Ingraham, Rancho Palos Verdes, stated that he was in support of the proposed ordinance and encouraged a continued open and transparent process. He said that the process must be open and the existence of a union introduces a third party with their own set of interests and priorities. He added that the focus should be on taking care of City business at the right price. Bob Nelson, Rancho Palos Verdes, stated that the Council was elected to lead and the ordinance presents an opportunity for the Council to lead, noting transparency is credibility and adds believability to the Council's decision. Anonymous, spoke in support of the proposed ordinance as a matter of transparency, which is the cornerstone of good governance of the public trust. He stated that offers and counteroffers during the negotiation process of City employee pay, benefits, and pensions should be publicized, providing the constituents a seat at the table. He noted the proposed ordinance was good common sense and ethical practice. Sandra Sandoval, stated that she is in support of open transparency for union negotiations, noting that she believes she speaks for many. Krista Johnson, Rancho Palos Verdes, spoke in support of the proposed ordinance as being a big step in moving towards transparency in governance. She added that the community has a right to have information regarding the negotiations and how tax dollars are being spent. Discussion continued among Council Members, City Attorney Lynch and staff. Councilwoman Brooks moved, seconded by Councilman Campbell, to approve the staff recommendation to: INTRODUCE ORDINANCE NO. 556, AS AMENDED, AN ORDINANCE OF THE CITY OF RANCHO PALOS VERDES, ADDING NEW CHAPTER 2.48 TO TITLE 2 OF THE RANCHO PALOS VERDES MUNICIPAL CODE REGARDING OPENNESS IN NEGOTIATIONS AND THE PROCEDURE FOR ADOPTING OR AMENDING A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY AND AN EXCLUSIVELY RECOGNIZED EMPLOYEE ORGANIZATION. The motion passed on the following roll call vote: AYES: Brooks, Campbell, Misetich and Mayor Duhovic NOES:None ABSENT: Knight Hybrid Zero-Based Budgeting Menu Exercise Deputy Director of Finance/IT Downs provided a brief overview of the Hybrid Zero-Based Budget and PowerPoint presentation, which included a menu for the Council's use. She stated City Council Minutes Adjourned Regular Meeting April 29, 2014 Page 4 of 9 that staff was seeking Council's direction on specific programs or expenditures to be included in the draft FY14-15 Budget. Discussion ensued among Council Members and staff regarding the budget menu items. Council directed the following budget line items be included in the Draft FY14-15 Budget: 1) City Council Salaries and Benefits for$106,300; 2) Land Purchase for $55,000; 3) Quarterly City Newsletter for$26,000; 4) Community Outreach for$15,325; and, 5) Planning Commission Salaries and Benefits for$11,500. Discussion ensued among Council Members and staff regarding the expenses related to the July 4th Celebration; and the insurance limits that the vendor is required to carry for the event. RECONSIDERATION OF CONSENT CALENDAR ITEM: Councilwoman Brooks moved, seconded by Mayor Duhovic, to reconsider Item D (July 4th Celebration Contract Approval). The motion passed on the following roll call vote: AYES: Brooks, Campbell, Misetich and Mayor Duhovic NOES:None ABSENT: Knight July 4th Celebration Contract Approval Discussion ensued among Council Members, staff, and City Attorney Lynch regarding concerns about the vendor and subcontractor's insurance levels and event revenue generation and verification by City staff. Councilwoman Brooks moved, seconded by Councilman Misetich, to bring back the July 4th Celebration contract approval on the next Council agenda. The motion passed on the following roll call vote: AYES: Brooks, Campbell, Misetich and Mayor Duhovic NOES:None ABSENT: Knight Hybrid Zero-Based Budgeting Menu Exercise (Continued) Council continued with the budgeting exercise and directed the following budget line items be included in the Draft FY14-15 Budget: 1) Recreation Special Events for$58,750; and, 2) Annual Docent Appreciation Luncheon for$3,200. Discussion ensued among Council Members and staff regarding the expenses related to the aggregate amount for Meetings and Conferences. City Council Minutes Adjourned Regular Meeting April 29, 2014 Page 5 of 9 Council directed staff to return with a historical report regarding the actual expenditures for the Meetings and Conferences category with the funding to remain open until further information is provided. Council directed the following budget line item be included in the Draft FY14-15 Budget: Legal Services Procurement Consultant for$50,000. Discussion ensued among Council Members and staff regarding a concierge or liaison type of staff position to respond to questions from residents regarding an assortment of City topics. Council directed staff to return with information regarding the funding of a full-time City Council/City Manager Administrative Support staff member, dedicated to City Council and City Manager administrative support, with a focus on managing inquiries from both City Council and the public. Council directed the following budget line item be included in the Draft FY14-15 Budget: Personnel Part-Time Staffing for$30,500. Mayor Pro Tem Knight arrived at the regular meeting at 8:26 P.M. Discussion ensued among Council Members, staff, and Lomita Sheriff's Station Capt. Bolin regarding specific budget line items of the Sheriff Services. Council directed the following budget line items be included in the Draft FY14-15 Budget: 1) Sheriff Services for $4,286,300; and, 2) Sheriff Special Programs —Targeted Enforcement for $72,000. RECESS AND RECONVENE: Mayor Duhovic called a brief recess from 8:36 P.M. to 8:50 P.M. Discussion continued among Council Members and staff regarding the budget line items. Council directed the following budget line items be included in the Draft FY14-15 Budget: 1) Information Technology (IT) Professional Services for$331,000; 2) IT Services Procurement Consultant for$50,000; 3) Landscape Architectural Consultant for$16,400; 4) Graphics Consultant for$20,000; 5) Residential Street Rehabilitation for$3,000,000; 6) Recreation Part- Time Staffing for$80,000; 7) City Attorney Legal Services for$880,000; 8) General Liability & Other Insurance for$400,000; 9) MS4 Permit Implementation for$300,000; 10) Open Space Fuel Modification for$281,000; and, 11) Civic Center Monopole—Aesthetics Study for$25,000. Council discussion ensued regarding the placement of the Retroactive Adjustment to General Liability Insurance either in the General Fund or Capital Improvement Plan (CIP), and the Council directed to transfer this amount to the CIP for FY14-15. Council directed the following additional items to be included in the Draft FY14-15 Budget: 1) Arterial Street Rehabilitation (Miraleste Drive) for$1,045,817; 2) Hesse Park- Parking Lot Improvements for $210,000; 3) Civic Center Maintenance Yard & Space Utilization Studies for City Council Minutes Adjourned Regular Meeting April 29, 2014 Page 6 of 9 $30,000; 4) Pt. Vicente Interpretive Center— Screening Wall for$110,000; 5) Gateway Park Development for$200,000; 6) Eastview Dog Park for$50,000; 7) Sunnyside Trail Segment for $165,000; 8) Water Quality Flood Protection (WQFP) Subsidy for$820,000; 9) Cable TV Building Improvements for$110,000; 10) Fiber Optic Cabling — Hesse Park and Ryan Park for$260,000; for 11)ADA Compliance Improvements for Phase 2 (Potential and Severe Hazards) for$300,000; 12) Drainage Area Monitoring System for$300,000; 13) Regional Storm Water Quality Project for$100,000; and, 14) New Dewatering Wells for$180,000. Council directed the amount of$22,200 under City Council memberships be moved to City memberships. Matrix Report Status Update Councilwoman Brooks moved, seconded by Mayor Duhovic, to waive the staff report. Without objection, Mayor Duhovic so ordered. Received and filed the update on the status of implementing the recommendations of the Matrix Report; and provided direction to Staff for further action as appropriate as indicated below. Recommendation CM/HR-3: Report Regarding Exit Interviews of Departing Employees Discussion ensued among Council Members regarding this Matrix recommendation. Councilman Misetich moved, seconded by Mayor Duhovic, to provide for annual summary reports to the City Council regarding exit interviews of departing employees Without objection, Mayor Duhovic so ordered. Recommendation CM/HR-15: Rebid the City's Legal Services Contract Discussion ensued among Council Members regarding the rebidding of the City's legal services contract and the possibility of establishing a Council subcommittee to review the initial proposals submitted by legal firms. Mayor Duhovic and Councilman Campbell volunteered to be on the subcommittee. Mayor Duhovic moved, seconded by Councilwoman Brooks, to establish a City Council Ad Hoc Subcommittee consisting of Mayor Duhovic and Councilman Campbell regarding the rebidding of the City's legal services contract. Without objection, Mayor Duhovic so ordered. Recommendation CM/HR-16: Consider Establishing a staff City Attorney position Discussion ensued among Council Members regarding this Matrix recommendation. Staff was directed, by acclamation, to take no action on this matter. City Council Minutes Adjourned Regular Meeting April 29, 2014 Page 7 of 9 Without objection, Mayor Duhovic so ordered. Recommendation CC-1: Action Minutes only for City Council Minutes and Minutes of other City Advisory Boards Discussion ensued among Council Members regarding this Matrix recommendation. Staff was directed, by acclamation, to leave the form of Minutes as they currently exist for the City Council and other City Advisory Boards. Without objection, Mayor Duhovic so ordered. Recommendation PW-5: Utilize Cost of Construction Standards Discussion ensued among Council Members and staff regarding this Matrix recommendation. Staff was directed, by acclamation, to suspend this recommendation for the present time, with staff to analyze the current cost of construction standards as related to industry standards, with the Council to possibly revisit this recommendation at a future update of the implementation of the Matrix Report recommendations. Without objection, Mayor Duhovic so ordered. Recommendation PW-6: Informal Billability Targets for Engineering Staff Discussion ensued among Council Members and staff regarding this Matrix recommendation. Staff was directed, by acclamation, to suspend this recommendation for the present time, with the Council to possibly revisit this recommendation at a future update of the implementation of the Matrix Report recommendations. Without objection, Mayor Duhovic so ordered. Recommendation PW-8: Development of Detailed Capital Program Resource Requirements/Filing Assistant Engineer Position Discussion ensued among Council Members regarding this Matrix recommendation. It was decided this item was complete as the Assistant Engineer position was filled. Recommendation PW-9: Consider Implementation of Maintenance Tracking System regarding Maintenance Efforts, Costs, and Assessments Discussion ensued among Council Members and staff regarding this Matrix recommendation. By acclamation, Council affirmed this item should be given "High" priority as it is already in the process and fits in with the upcoming Infrastructure Management Plan. City Council Minutes Adjourned Regular Meeting April 29, 2014 Page 8 of 9 Without objection, Mayor Duhovic so ordered. Recommendation R&P-1: Review of Recreational Programs Discussion ensued among Council Members and staff regarding this Matrix recommendation. By acclamation, the Council decided they would wait to hear from Director of Recreation and Parks Linder after he has the opportunity to review and analyze the City's existing recreational programs, as to the most cost effective manner in which to run recreational programs. Without objective, Mayor Duhovic so ordered. Discussion ensued among Council Members. FUTURE AGENDA ITEMS: None. CITY COUNCIL ORAL REPORTS: Each Council Member reported on his/her attendance at various organization and association meetings since the last City Council Oral Reports were provided on April 15, 2014. CLOSED SESSION REPORT: City Attorney Lynch reported on the following Closed Session items: 1) With respect to the item of Potential Litigation against the City, a report was given to the Council, no action was taken; and, 2)With respect to the Conference with Labor Negotiators, she reported that Mr. Brown indicated a report was given by the Negotiators and direction was given to the Negotiators by the City Council, with all Council Members present for the entire Closed Session. ADJOURNMENT: At 10:39 P.M., Mayor Duhovic adjourned the meeting in the memory of the victims of the recent tornados in the Midwest and Southern States. or it. 11111 Mayor Atte . // City Clerk W:\City Council Minutes\2014\20140429 CC MINS ADJ MTG.doc City Council Minutes Adjourned Regular Meeting April 29, 2014 Page 9 of 9