HomeMy WebLinkAbout10B - MINUTES - 05-07-13 SPECIALMINUTES OF THE SPECIAL MEETING
OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA, CALIFORNIA
CALLED TO ORDER
ATTENDANCE
MAY 7, 2013
CITY HALL, ROSS ANNEX, ROOM 1600
20 CIVIC CENTER PLAZA
SANTA ANA, CA
5:20 P.M.
COUNCILMEMBERS Present:
ANGELICA AMEZCUA (5:24 P.M.)
P. DAVID BENAVIDES
MICHELE MARTINEZ
ROMAN A. REYNA
VINCENT F. SARMIENTO
COUNCILMEMBERS Absent:
MIGUEL A. PULIDO, Mayor
SAL TINAJERO, Mayor Pro Tern
STAFF Present:
KEVIN O'ROURKE, Interim City Manager
SONIA R. CARVALHO, City Attorney
MARIA D. HUIZAR, Clerk of the Council
Quorum was established thru presence of Councilmembers Amezcua, Benavides,
Martinez, Reyna, and Sarmiento.
MOTION: Elect Councilmember Sarmiento as Chair (pursuant to SAMC 2-
101 due to unavailability of Mayor and Mayor Pro Tern).
MOTION: Martinez
VOTE: AYES:
NOES:
ABSTAIN:
ABSENT:
PLEDGE OF ALLEGIANCE
SECOND: Benavides
Amezcua, Benavides,
Sarmiento (5)
Martinez, Reyna, and
None (0)
None (0)
Pulido, Tinajero (2)
COUNCILMEMBER SARMIENTO
CITY COUNCIL MINUTES 1 MAY 7, 2013
1 0B-1
PUBLIC COMMENTS - None
WORK STUDY SESSIONS
Interim City Manager O'Rourke indicated that in the interest of time, the agenda items
would be taken out of order to discuss the budget before the communications item.
WS1 REVIEW AND DISCUSSION OF FISCAL YEARS 2013-14 AND 2014-15
GENERAL FUND BUDGETS
Presentation by Interim City Manager O'Rourke
Council Budget-Related Policy Questions
1. Acceptance of restructuring of departments' organizations and services
provided based on the dollars available
2. Affirm strategy of reviewing Police Dept. operations to identify financial
savings
3. Affirm support of Reserve Levels
4. Use of on-going & one-time residual from former Redevelopment
Agency
5. How to address CIP infrastructure needs, deferred maintenance issues
and Planning needs
1. Acceptance of Restructuring of Departments' Organizations and
Services Provided Based on the Dollars Available
• Restructuring:
Allows Depts. to define critical functions
Provides Depts. the ability to define and fill (limited) critical
positions based on priority and funding
Begins to define service level impacts based on the return of
furloughs
• Historical Staffing Levels (Peak vs. Low)
• FY13-14 Anticipated Workforce Changes - Deleting an estimated
150 vacant positions Citywide
• Councilmember Martinez thanked staff for moving in the right
direction and with transparency built into the process.
• Councilmember Benavides asked what the impact to the
general fund will be with SEIU furloughs are returned to employees
at the end of June. Staff indicated that it was $1.3 million to the
General Fund.
CITY COUNCIL MINUTES 2 MAY 7, 2013
1 0B-2
Oty Manager's Office
City Attorney's Office
Berk Of The Council
Community Development Agency
Finance & Management Services
Fire Department"
Parks, Recreation & Community Services
Personnel Services
Planning & Building Agency
Police Department
Public Works Agencv
-10.0!0 2
-27.8% 2
-20.0% 0
-27.7% 19
-22.0% 20
N/A N/A
-53.7% 10
-23.5% 5
-35.5% 30
-6.8% 96
-26.3% 29
;,__._W Totals 1,785 1,203 582 -32.6% 213
*Peak Position Count; Estimated 272 vacant positions in FY08-09
**City Contracted Fire & Medic Services on 4/20/12
• Councilmember Sarmiento asked that critical areas and
departmental impacts be identified in budget workshops.
• Councilmember Martinez opined that City needs to concentrate
on "core" services and develop a Strategic Plan to focus
resources.
• Councilmember Reyna, City to be proactive not reactive to
services and programs.
2. Affirm Strategy of Reviewing Police Dept. Operations to Identify
Financial Savings
Comprehensive Review of Operations Focus on priorities Patrol
Investigations
-? Communications
• Staffing and scheduling options
-> Realignment of resources to enhance core services
• Jail study
-> Potential savings
-> Alternative Approaches
o Interim City Manager O'Rourke indicated that it was
estimated that Jail has $2-$7 million deficit and have
approximately 110 employees.
o Councilmember Reyna expressed interest in returning
to community policing philosophy.
o Councilmember Benavides requested that Police
Officers Association be involved in collaborative effort
to resolve financial shortfall at the Jail.
o Councilmember Martinez indicated that she would not
like to displace employees; City Council has
obligation to the tax payers.
o Councilmember Sarmiento requested a palette of
options for City Council to consider.
CITY COUNCIL MINUTES
10 9 1
18 13 5
S 4 1
112 81 31
141 110 31
283 N/A 283
149 69 80
34 26 8
110 71 39
718 669 49
205 151 54
3
MAY 7, 2013
1 0B-3
Historical Workforce Count (Peak vs. Low)
3. Affirm Support of Reserve Levels
¦ GFOA Standards
¦ Continue City Reserve Policy Work Plan
• Current reserve levels (2-months worth of expenses)
• Staff Recommendations on Future Monies:
Reserves Staffing (filling vacancies)
Capital Infrastructure Programs & Services (new
or expansion)
Term specific projects Workforce Compensation
Reserve Policy (adopted June 2012)
• Unassigned Reserve: In accordance with GFOA and in order to
maintain the highest level of fiscal health, the City will maintain
under the unassigned Reserve Account designation a minimum
reserve level between 5 and 15% of recurring General Fund
operating expenditures. Goal is 20%. Amount funded as of
6130111: $19.3M (9.8% of operations)
• Economic Uncertainty Reserve Account: This reserve is
established to offset any major variations in tax receipts as well
fees and charges or unforeseen cost increases. It is hereby
established the City maintain a minimum reserve level of 1 to
10%. Goal is 10%. Amount funded as of 6/30/11: $0
(allocation begins when unassigned reserves reach 10%)
^11;°142.9
40.0
35.0
30.0
25.0
20.0
15.0
10.0
5.0
0.0
General Fund Unassigned Balances
$30.0
• Staff indicated that use of reserves requires a 2/3 City Council vote
and use for on-going expenses not allowed.
• Councilmember Benavides indicated that City moving in the right
direction and affirm City's Reserve Policy decision.
• Councilmember Martinez noted importance of sustainability and
need to increase Moody's Bond rating by having reserves.
CITY COUNCIL MINUTES
4
MAY 7, 2013
1 0B-4
FY 05-06 FY 06-07 FY 07-08 FY 08-09 FY 08-10 FY10-11 FY11-12 FYI-13 FY13-14 FY14-15 Goal
• Councilmember Sarmiento reflected on the City's financial
challenges in Fiscal Year 2009-2010; we have made great strides
at bringing stability.
4. Use of On-going & One-time Residual From Former Redevelopment
Agency
• On-going Residual
$3M to $5M On-going
Staff Recommendations:
o Ongoing property tax residual applied to the General
Fund
• One-time Residual
__> Estimated $9.1 M ($5.4M Low-Mod Income Housing & $3.7M
Non-Housing)
Staff Recommendations:
• Reserves
o Capital needs
o Term Specific projects or expenditures
• Councilmember Martinez supports cost for general plan and zoning
plan review.
• Councilmember Benavides noted that City must focus on economic
development measures and branding City to lure investments.
• Councilmember Amezcua requested shared cost with Santa Ana
Unified School District on any joint projects.
• Councilmember Reyna commented that older communities need to
focus on infrastructure improvements.
• Councilmember Sarmiento indicated that redevelopment funds
helped the City; need to use some funds on the former South Main
Redevelopment Area.
5. How to Address CIP Infrastructure Needs, Deferred Maintenance
Issues and Planning Needs
• Current CIP & deferred maintenance driven by budget dollars and
not by needs
• Recommend development of capital and maintenance needs
assessment
• Define citywide asset management plan:
• Pavement Management
• Water and Sewer Infrastructure
• Storm Drains
• Sidewalks
• Street Lights
• Parks & Recreation Facilities (Rec./Sr. Centers, Library,
playground equipment, etc.)
CITY COUNCIL MINUTES 5 MAY 7, 2013
1 0B-5
• City-Owned Buildings and Facilities (City Hall, Police &
Fire Facilities, Corporate Yard, Depot, etc.)
• Technology Infrastructure
• Define service level & associated funding
Capital Improvement Program (CIP) "Driven by Budget Dollars"
• CIP funds improvements for:
• Neighborhood streets
• Arterial construction
• Traffic
• Water & Sewer
• City facilities and parks improvements
• Where the funding comes from: State grants
• Gas Tax
• Measure M
• CDBG funds and other funding sources
120
100
20
.So
?0
20
0
*Budge
10-YEAR CAPITAL IMPROVEMENT PROGRAM BUDGET
iIU4.3
$16.9 $14.5 $15.8 $16.1 $17.5
t FyOR Fy10. Fy11. Fy12. Fy13_ Fy14. P)- Fy16 Fy1) Fy1,
General Fund Capital and Deferred Maintenance "Driven by Budget
Dollars"
• Many grants require City matching funds or in some instances require
the City to expend a certain amount of General Fund dollars to meet a
Maintenance of Effort (MOE) requirement such as in Gas Tax.
• The General Fund contributes an estimated $8.6M in capital and
maintenance efforts.
Building Maintenance Internal $2M
Service Fund
Parks & Recreation $1.9M
Police Department $1.3M
Public Works $3.4M
Includes General Fund contribution only
Includes park building services, cell-tower
and adult soccer surcharge funds
Facility improvements and maintenance
Gas Tax MOE
CITY COUNCIL MINUTES 6
MAY 7, 2013
1 0B-6
Totals $8.6M
Updating the General Plan & Zoning Code
• General Plan
• General Plan Several elements are over 30-years old (1982)
• Partial update in 1998
• General Plan must be kept current and "internally consistent"
• Housing Element must be updated on a State-prescribed schedule
• New community needs, such as public health and the environment
are not addressed
• Zoning Code
• Initially adopted in 1952
• Revised and updated incrementally, but significant portions warrant
review e.g., parking, signs,
• Not consistent with the General Plan designations in some areas
• Would benefit from a comprehensive revision
• Unnecessary variances, zone changes and ad hoc amendments
can impede investment and burden limited staff resources
• Concurrent Update to General Plan and Zoning Code
• Requires active participation by all City Agencies
• Estimate of $3 million spread out over three years - $750,000 in
first year
• First phase of process includes the addition of temporary staff for
the project
• Use an early community outreach approach to determine scope of
update and reduce costs in the first year
Councilmember Martinez left the meeting at 6:25 p.m. and did not return.
WS2 FOLLOW -UP SESSION ON REVIEW AND DISCUSSION OF COUNCIL
PRACTICES, POLICIES, PROTOCOLS, AND ROLES
MEETING GOAL AND OBJECTIVES
• Long Term Goal - Develop and Approve City Council Norms and
Operating Guidelines
• Meeting Objectives:
? Review and discuss current practices, policies, and protocols
? Strengthen Council and staff communication and identify
expectations
? Develop Issue Bin items for later discussion
AGENDA
• Review pending items from the April 8, 2013 Special Work Study
Session
1. Summary of actions taken
CITY COUNCIL MINUTES 7 MAY 7, 2013
1 0B-7
2. Review remaining current practices, policies and protocols
3. Discussion of roles and expectations
4. Wrap up and final steps
ROLE OF THE CITY ATTORNEY
• Represent and advise Council and City officers in all matters of law
• Prepare or review all proposed ordinances and resolutions
• Compliance with Brown Act and other regulations
CURRENT PRACTICE
• Agenda Process - Identifying conflicts of interests
City Council Handbook contains:
500 Foot Radius Map of home/business address
Copies of campaign contribution reports - 2 years
Copies of Statements of Economic Interest Reports - 2 years
Spreadsheet of all "major' donors, i.e. more than $250
donation to campaign committee in a 12 month period
Discuss potential conflicts of interests with the City Attorney
Council discussed ensued. Directed staff to develop list of Charter
provisions that are inconsistent and need "clean-up"; Code of
Conduct and Ethics Committee review proposed changes.
ROLE OF THE CLERK OF THE COUNCIL
• Manage statutory requirements
• Agenda Preparation / Minutes
• Fair Political Practices Commission (FPPC) Filings
• Elections
• Official Filing Officer for Public Records, Summons,
Subpoena's, etc.
• Directed Clerk of the Council to simplify Agenda and
staff reports for easy read.
SUMMARY OF ACTIONS TAKEN
• City Council Meeting Changes:
? Changes the Council Meeting days to the first and third Tuesdays
of the month
? Provides information on how to call a special meeting of the Council
? Puts a placeholder on the agenda for oral reports on Council
Committees and regional board meetings
• Council Committees:
? Legislative Committee established by second proposed Resolution
Annual Legislative program will need to tie to strategic plan.
Reports from lobbyists regarding impact on City from State and
Federal legislation
Review the value of League of California Cities membership
• Councilmember Reyna requested that staff explore possibility of
having joint City Council, Santa Ana Unified School District and
Rancho Community College District meetings.
CITY COUNCIL MINUTES 8 MAY 7, 2013
1 0B-8
• Councilmember Sarmiento requested that master joint
agreements be considered for discussion by all entities.
• Ethics Committee
? Prepare language of best practices for enforcement options for
Council Code of Ethics for review
? City Attorney and City Clerk will schedule meeting with Ethics
Committee and present options
• Council Meetings - Recognitions & Presentations:
? The following items are incorporated in the revised Council
Recognition Policy
¦ One presentation per meeting per Councilmember
¦ Limit timing to 5 minutes per presentation.
¦ Try to group large recognitions. For example, give to
coach.
¦ Exceptions only if time sensitive
¦ Community members may be invited to help facilitate
presentations
¦ Proclamations and certificates will include the names of all
Councilmembers
¦ Presentations from outside groups will be scheduled on the
2nd meeting of the month
¦ Summary of Actions
• Council/Manager Coordination:
? City Manager reviews with Mayor/Mayor Pro Tern agenda
Wednesday or Thursday of prior Council Meeting week
Will be implemented in May, 2013
? Institute mechanism to share council calendars to help with special
events attendance
Options currently being explored
• Completed Items:
• Entertainment Ordinance included on list of study session potential
items
• Information on filming in town shared with City Council
• Council affirmed current process for placing 85A items on agenda
ISSUE BIN ITEMS FOR FUTURE DISCUSSION
• Strategic Planning process
• Role of City Manager
CITY COUNCIL MINUTES 9 MAY 7, 2013
1 0B-9
• Strategic Plan
Identify timeline for development and approval of strategic
plan
Council subcommittee of Benavides, Martinez, Reyna
Department Head subcommittee of Planning and
Building Director, Parks and Recreation Director, and
Public Works Director with City Manager, Deputy City
Manager, and Management Partners
Once plan is developed have the agenda items note how the
action requested meets one of the goals
• Councilmember Benavides indicated that Strategic
Plan underway; expected to be approved in the Fall of
2013.
• Focus groups to be invited to participate in the
development of the Plan.
AGENDA PROCESS POLICY DISCUSSION ITEMS
Council Requests for Actions on Political Items
• How to handle request for support or opposition on propositions or
political items
Should the matter be agendized for City Council Action as
an 85A or otherwise?
On regular agenda if the item is consistent with annual
Legislative Program?
• Council directed staff to prepare alternatives and
return to City Council for consideration.
CURRENT PRACTICE - COMMUNICATION METHODS TO THE
COMMUNITY
• City News - Water Bill - 44,600 mailed
• Press Releases (Nixie Alerts) - 3,000 subscribers
• Parks and Recreation Brochure - 9,000 mailed quarterly
• Neighborhood Association email distribution - 800 email subscribers
• Public Works Newsletter - 68,000 subscribers
• City's Website
• Facebook (City, Library, Police, and Planning & Building)
• Twitter
• Police You-Tube Videos
• OC Alert (Reverse 911)
• Other
• Councilmember Martinez Newsletter (Monthly)
• Councilmember Sarmiento Newsletter (Every other month)
COMMUNICATION METHODS TO THE CITY COUNCIL
• Periodic updates from City Manager
• Monthly Report
CITY COUNCIL MINUTES 10
MAY 7, 2013
1 0B-10
Council Requests (Routine)
o Response within 10 days
Council Inquiry Report
o Updated and distributed twice a month
Constituent Requests
o Via email, phone, calls, and/or walk-ins
o City Council unanimously agreed that communication has
improved in recent months.
ROLE OF THE CITY MANAGER
• Execute City Council policy and actions taken by the Council
• Keep the City Council informed
• Work with departments to manage day-to-day operations of the City
• Appoint Department Heads with approval of City Council
• Prepare Budget
• Ensure all employees accomplish the work that supports council
priorities
• Provide support services to the Councilmembers
• Councilmember Sarmiento requested that Monthly Investment
Reports include state trends in addition to employment
information.
ISSUE BIN ITEMS FROM APRIL 8 STUDY SESSION
• What is process for Departments to provide information to City
Manager and then to City Council?
• When businesses are interested in coming to City, how is it shared
with City Council?
• Ensure that City Council is being informed on continuous basis of
progress on goals and large policy items
• Identify process for ensuring input by City Council into budget
• Reinforce to staff that all councilmembers receive same information
• Provide options on how to manage Council requests that involve
extraordinary staff time
• City Manager to exercise discretion as to how much time to spend
on preparing for council agenda items.
City Council expectations of City Manager and staff
• What are Councilmembers' expectations of City Manager and City
Manager's staff?
• What do you want staff to do that is different from what is
currently being delivered?
City Manager expectations of Councilmembers
• Direct all council requests through City Manager or Department
Heads with a cc to the City Manager
• Ask questions before City Council meetings to allow staff to prepare
appropriate responses
CITY COUNCIL MINUTES 11 MAY 7, 2013
1 0B-11
POTENTIAL FINAL STEPS
• Develop Council Norms and Operating Guidelines
• Incorporate information received at Work Study Sessions
• Review by Ethics Council Committee
• Schedule annual team-building session
• Opportunity to review operations, strategic plan,
communication improvements, etc.
• Agree on goals and objectives; have clear vision
• Build strong relationships between the City Manager and
staff based on trust, communication and accountability
• Schedule items requiring formal City Council action (at a City
Council Meeting)
COMMENTS
90A CITY MANAGER'S COMMENTS - None
90B CITY COUNCILMEMBER COMMENTS
Councilmember Reyna:
• Shop in Santa Ana.
ADJOURNED-
Maria D. Huizar,
Clerk of the Council
7:50 p.m.
CITY COUNCIL MINUTES 12 MAY 7, 2013
1 0B-12