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RPVCCA_CC_SR_2014_04_01_05_City_Council_Meeting_ScheduleCITY OF RANCHO PALOS VERDES MEMORANDUM TO: FROM: DATE: SUBJECT: HONORABLE MAYOR AND CITY COUNCIL MEMBERS CAROLYNN PETRU, ACTING CITY MANAGER© APRIL 1, 2014 CITY COUNCIL MEETING SCHEDULE RECOMMENDATION Select a meeting date for the FY14-15 Hybrid Zero-Based Budgeting Menu Exercise. DISCUSSION As discussed at the March 1 ath Study Session, the Zone 2 Environmental Impact Report (EIR) was moved from the April 15th meeting to the May 5th in order to provide the public with additional time to comment on this complex environmental document. The Council's FY14-15 Hybrid Zero-Based Budgeting Menu Exercise ("Budget Menu Exercise") was also scheduled for the May 5th agenda. Due to the large number of speakers expected on both sides of the issue, the Zone 2 EIR item is expected to require 3 hours to complete. Council felt that there would not be sufficient time on the May 5th agenda to also consider the Budget Menu Exercise, which was estimated to require 1 hour. Inclusion of the Budget Menu Exercise on the May 5th agenda would result in a 5 hour meeting that would exceed the 11 :00 pm "hard stop" stipulated in the Council Rules of Procedure. Therefore, the Council moved the Budget Menu Exercise to the May 2Qth agenda, which was much lighter in terms of other agenda items (current meeting time estimate: 2 hours). In further discussions with the Deputy Director of Finance/IT, who prepares the draft budget documents, Staff realized that moving the Budget Menu Exercise to May 2Q1h would not provide sufficient time to incorporate the Council and the Finance Advisory Committee's input before the Draft Budget, as well as the Draft Five Year Model and Draft Five Year Capital Improvement Program (GIP), before these draft documents are presented to the City Council on June 3rd. Staff generally provides these draft documents to Council a week ahead of the regular agenda packet delivery in order to give the Council members more time to review them. Because the Deputy Director of 5-1 City Council Meeting Schedule April 1, 2014 Page 2 of 2 Finance/IT prepares all three document$ in tandem, there is insufficient time between May 20th and June 3rd to accomplish this task. The final documents, which would incorporate any feedback and changes directed by the City Council on June 3rd, are scheduled for adoption at the June 17th meeting. In order to maintain the budget schedule without overburdening the City Council or the Staff, it is suggested that the Council consider the Budget Menu Exercise on April 29, 2014, which is a 5th Tuesday of the month. There is a workshop currently scheduled on this date with the California Joint Powers Insurance Authority (CJPIA) at 7:00 pm. Although originally estimated at 4 hours, CJPIA recently indicated to Staff that it requires 3 hours (7:00 pm to 10:00 pm) to complete the workshop that was begun on October 5., 2013. In order to avoid a late evening, the Council could consider the Budget Menu Exercise between 6:00 pm to 7:00 pm, resulting in a total meeting time estimate of 4 hours. ALTERNATIVES 1. Consider the FY14-15 Hybrid Zero-Based Budgeting Menu Exercise on May 6, 2014 (total 5 hour meeting time estimate); 2. Consider the FY14-15 Hybrid Zero-Based Budgeting Menu Exercise on April 29, 2014 between at 6:00 pm and 7:00 pm, prior to the scheduled workshop with the CJPIA (total 4 hour meeting time estimate); or, 3. Select another date for a dedicated Budget Workshop prior to May 8, 2014 to complete the FY14-15 Hybrid Zero-Based Budgeting Menu Exercise. Attachment: Tentative Agenda 5-2 TENTATIVE AGENDAS Note: Time Estimates include 45 mins. for the first section of the agenda (Mayor's Announcements, etc. through the Consent Calendar) and 15 mins. for the last section (Future Agenda Items through Adjournment). March 31, 2014-(Time Est. -2 hrs)-Pt. Vicente Inter. Center-6:30 P.M. -Adj. Reg. Mtg. Regular Business Interviews of City Manager Recruitment Firms (1 61 Group) April 1, 2014-(Time Est. -3 hrs 35 mins) Closed Session: City Attorney Perf. Evaluation Mayor's Announcements: City Manager Report: Announcement regarding Whale of a Day Event; Introduction of new Recreation Services Manager New Business: Consent February 2014 Monthly Report of Cash Balances FY12-13 Comprehensive Annual Financial Reports Border Issues Status Report Adoption of Ordinance No. 546 -Code Amendments regarding Fences, Walls and Hedges Arndt. to Rules of Procedure regarding Removal of Items from Future Agenda Item List Public Hearings Marymount Calif. Univ-6-Month Review of the Expanded Parking Lot Project (60 mins) Regular Business Appeal of CUP-New Roof-mounted Antenna Structure on the Roof of the 7-11 Building (45 mins) Palos Verdes Nature Preserve-Malaga Canyon Acquisition (20 mins) Policies Regarding Confidentiality of Attorney-Client Privileged Communications (30 mins) City Council Meeting Schedule (1 O mins) April 2, 2014 -(Time Est. -2 hrs) -Pt. Vicente Inter. Center-6:30 P.M. -Adj. Reg. Mtg. Regular Business Interviews of City Manager Recruitment Firms (2"d Group) April 15, 2014-(Time Est. -4 hrs 10 mins) 6:00 pm -Finance Advisory Committee -Interviews for Vacancy Study Session: 5-3 Mayor's Announcements: Upcoming EDCO Shredding Event; Recognition of Outgoing Commission and Committee Members City Manager Report: Report regarding Whale of a Day Event New Business: Consent Founders Park Agreement Award of Contract -Bell Event Services Award Custodial Services Contract Extension to Great Cleaning Service Award Prof Serv Agmt for the City Manager Recruitment Firm Award Prof Serv Agmt for the FY12-13 Resid. Streets Rehab Project, Areas 1 and 5B Award Prof Serv Agmt for the FY13-14 Resid. Streets Rehab Project, Area 9 Award of Construction Contract-Abalone Cove Shoreline Pk Restroom & Parking Lot lmprvs Award Prof Serv Agmt the Sanitary Sewer Design Approve Prog. Supp. Agmt No. 015-N for the PVDE-Bronco to Headland Safety Imp. Approve Reso & Cooperation Agmt with LA Co. Community Dev. Commission-CDBG Funds PVPLC -Amendment to the Management Agreement Public Hearings Appeal of PC Denial of a New Residence on Knoll View Drive (10 mins) Zone 2 Final EIR & Code Amendment (Continued to May 5th) (5 mins) Regular Business Appointment to Fill Finance Advisory Committee Vacancy (10 mins) Infrastructure Report Card Background Data and Recommendations (1 hr) Coastal Specific Plan -Viewing Station Policy (45 mins) Matrix Report Status Update (1 hr) April 29. 2014-Calif. Joint Powers Ins. Authority Wksho-6:00 PM-Hesse Park (Time Est. -4 hrs) New Business: Regular Business CJPIA Workshop May 6. 2014 -(Time Est. -5 hrs) Closed Session: Mayor's Announcements: Household Hazardous Waste Roundup Event; Building & Safety Month City Manager Report: New Business: Consent Initiate Proceedings/Prep of Engineer's Rept-Citywide Landscaping & Lighting Maint. District Approve MOU for Harbor Toxics TMDL Monitoring Award of Const. Cont. & Prof Serv. Agmt-Ryan Park So. Entrance Realignment & Parking 5-4 Lot Expansion Mountains Recreation & Conservation Authority-Award of Contract Award of Construction Contract-Salvation Army Trail Improvement Project Public Hearings Zone 2 Final EIR & Code Amendment (3 hrs) Regular Business Budget Menu (1 hr) May 20, 2014-(Time Est. - 2 hrs) Closed Session: Study Session: Mayor's Announcements: Public Works Week City Manager Report: New Business: Consent First Arndt. to Agmt. -Community Development Block Grant Administration Services Public Hearings General Plan Amendment Initiation Request-Crest Road (30 mins) Regular Business Portuguese Bend Nursery School Lease (30 mins) June 3, 2014-(Time Est. - 3 hrs) Closed Session: Mayor's Announcements: City Manager Report: New Business: Consent Award a 1 year Contract Extension to Fire Grazers for Fuel Mod. with Goats Award a 1 year Contract Extension to L.A. Conservation Corps Award a 1 year Contract Extension to Nationwide Envir. Serv-Street Sweeping Services Award a 1 year Contract Extension to West Coast Arborist-Tree Trimming Maint. Services Border Issues Status Report Public Hearings EDCO Rate Adjustment Request for FY 14-15 (15 mins) 5-5 UWS Rate Adjustment Request for FY 14-15 (5 mins) Regular Business Draft Budget/Five-Year Model/CIP (1 hr) Establishment of an Anonymous Fraud, Waste & Abuse Hotline (40 mins) June 17, 2014-(Time Est. -2 hrs 10 mins) Closed Session: Study Session: Mayor's Announcements: City Manager Report: New Business: Consent Award Parks and Trails Landscape Contract Award Median Maintenance Contract Public Hearings Proposed Levy & Coll. of Assessments -Citywide Lands. & Lighting Maint. Dist. (10 mins) Abalone Cove Sewer Maintenance Fee (10 mins) Adopt FY 14-15 Budget (15 mins) Regular Business Sheriff's Contract (15 mins) Update regarding Agricultural Use at Pt. Vicente Park (20 mins) July 1. 2014-(Time Est. -4 hrs) Closed Session: Mayor's Announcements: Parks and Recreation Month; 4th of July Celebration City Manager Report: New Business: Consent Public Hearings Marymount California University -Athletic Field Reconfiguration (3 hrs) Regular Business 5-6 July 15, 2014-(Time Est. -3 hrs 30 mins) Closed Session: Study Session: Mayor's Announcements: City Manager Report: New Business: Consent Public Hearings Regular Business Placement of Surveillance Cameras at City Entrances (60 mins) Foliage Analysis at Time of Property Sale (90 mins) July 29, 2014 -(Time Est.-) Closed Session: Mayor's Announcements: City Manager Report: New Business: Consent Public Hearings Regular Business Future Agenda Items (Identified at Council Mtgs & pending receipt of memo from Councilmember) April 2, 2013 -Revisit Policy regarding Naming of Public Facilities and establish a protocol for acknowledging the passing of former City officials, civic leaders, and military personnel (Campbell) Revisiting the Skateboarding Ordinance (Brooks) June 4, 2013 -Clean-up language regarding the City Council Rules of Procedure (Campbell) December 17, 2013-Senior Mgmt hires -Council to have an advise and consent role (Duhovic) February 4, 2014 -Transparency regarding Labor Negotiations (Campbell) February 18, 2014-Review of Policy No. 43 regarding Banking Services Procurement (Knight) March 4, 2014-Skate Park Proposal (Duhovic) 5-7 March 18, 2014-Review of Public Works Scanning Project (Brooks); Presentation regarding South Bay Cities Council of Governments Organization (Knight) Future Agenda Items Agendized or Otherwise Being Addressed November 6, 2013-Feasibility to Incorporate the Private Storm Drain on Rockinghorse Road into the City's Storm Drain System (Misetich) [Staff to address.] November 19, 2013 (Study Session) -City Street Tree Maintenance Practices (Brooks) (To be placed on a future agenda.) 5-8