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Home My WebLink About13A - COUNCIL CMT MINUTESCITY OF SANTA ANA COUNCIL COMMITTEE MEETING AGENDA FINANCE, ECONOMIC DEVELOPMENT, & TECHNOLOGY November 9, 2015 5:30 PM CALL TO ORDER City Hall, Ross Annex Room 1600 20 Civic Center Plaza, Santa Ana, California Committee Members: Michele Martinez, Chairperson Vincent Sarmiento, Vice - Chairperson Vacant — Councilmember #3 Recording Secretary: Teresa Ramirez, Executive Secretary PUBLIC COMMENTS - Members of the public are allowed three minutes to speak on agenda items or matters within the jurisdiction of the Committee. AGENDA ITEMS Approval of Minutes for September 14, 2015, Regular Meeting 2. Fiscal Year 2014 -2015 Audit Schedule {Strategic Plan No. 4, 1c) (Francisco Gutierrez, FMSA) 3. Update on Downtown Wayfinding (Strategic Plan No. 5, 4a) (Kelly Reenders, CDA) Update on Economic Development Strategic Plan {Strategic Plan No. 3, 1a) (Kelly Reenders, CDA) Update on Citywide Branding Request for Proposals {Strategic Plan No. 3, 1 e) (Kelly Reenders, CDA) Placemaking Grant Program {Strategic Plan No. 3, 4a) (Victor Negrete, CDA) INIf you need special assistance to participate in this meeting, please contact Michael Ortiz, City ADA Program Coordinator, at (714) 647 -5624. Please call prior to the meeting date, to allow the City enough time to make reasonable arrangements for accessibility to this meeting. [Americans with Disabilities Act, Title II, 28 CFR 35.102] Miguel A. Pulido, Mayor vlPUlitlorolss.ta-ansnm Maya Vincent F. Sarmlento, Michele Martinez, Mayor Pro Tam Ward Ward 1 MMatltnallo aaMmana.oa VSmmlento�eaMOane.osa City Hall, 20 Civic Center Plaza & Council Telephone: 714. 647 -6900 - A Angelica Amezcua, P. David Benavides, Roman Reyna, Sal Tinajero, Ward Ward Ward Ward AAmazoosRsama ana.om nBenavitles(olranlsana . om RRen a(nlsa ',', u o rz STNalamRsanta- ana.or e P.O. Box 1988 • Santa Ana, California 92702 Benda Item Inquiries: 714- 647 -6520 • Website: www.santa- ana.org 13A -1 FEDT Agenda 2 November 9, 2015 Discuss Privacy / Email Policy {Strategic Plan No. 6, 1 i} (Maria Huizar, COTC & Francisco Gutierrez, FMSA) Update on Chief Technology Innovations Officer Recruitment {Strategic Plan No. 6, 1 i) (Robert Cortez, CIVIC) Discuss Enhanced Infrastructure Financing Districts and Community Revitalization and Investment Authority {Strategic Plan No. 3,2 & No. 3,5} (Kelly Reenders, CDA) STAFF MEMBER COMMENTS: COMMITTEE MEMBER COMMENTS: ADJOURNMENT— Next regularly scheduled meeting is Monday, January 11, 2016 13A -2 CITY OF SANTA ANA CITY COUNCIL COMMITTEE ON FINANCE, ECONOMIC DEVELOPMENT, & TECHNOLOGY REGULAR MEETING MINUTES SEPTEMBER 14, 2015 CALL TO ORDER: City Hall 20 Civic Center Plaza, Room 1600 Santa Ana, CA 5:30 p.m. ATTENDANCE: Council Committee members: Michele Martinez, Chairperson Vincent Sarmiento, Vice - Chairperson Vacant, Committee Member #3 MEMBERS ABSENT: STAFF PRESENT: None Francisco Gutierrez, FMSA Sergio Vidal, FMSA Waldo Barela, FMSA Teresa Ramirez, FMSA Sarah Ro, FMSA Bich Ta, FMSA David Cavazos, City Manager Robert Cortez, CMO Kelly Reenders, CDA Marc Morley, CDA Jorge Garcia, CMO Alma Flores. CMO GUESTS PRESENT: Adviar Munoz, SACRED; Laura Partga, SACRED; Brian Hendricks, Mag.3 Realty; Araceli Robles, SACRED; Irlanda Martinez, SACRED /Kennedy Commission; Miriam Lopez, SACRED; Rigo Ruiz Bonilla, SACRED; Yenni Diaz, SACRED; Ana Urzuia, SABHC; Oswaldo Farras, SACRED PUBLIC COMMENTS None 1. Approval of Minutes from the Special Meeting of July 22, 2015. MOTION: Sarmiento SECOND: Martinez VOTE: AYES: Martinez, Sarmiento (2) NOES: None (0) ABSENT: None (0) September 14, 2015 1 Finance, Economic Development, & Technology Minutes 13A -3 2. Fiscal Year 2014 -2015 Audit Schedule (Strategic Plan No. 4. 1c) - (FMSA) Francisco Gutierrez, Executive Director of Finance and Management Services, provided handout on FY2014 -15 Audit Schedule. In June 2015 — testing of internal controls and financial processes; big push will come in October to November — interviews with councilmembers and staff to review any items you wish to bring forward. Initial notice of interviews sent to certain members; however auditors are available for any councilmember who wishes to meet. Auditors are currently in the process of reviewing all accruals for fiscal year. Federal Grant Programs will also be reviewed, followed by Comprehensive Annual Finance Report (CAFR), and in February review of Single Audit Report & HUD REAC Report. Councilmember Sarmiento suggested assignments to review documents might be helpful. Committee Chair Martinez discussed review of investments, if we go out for RFP and how adjustments are made. Francisco stated that there are five brokers who assist with the review of investments. Investments are under constant review; as Federal Reserve adjusts, we adjust. Francisco suggested meetings to help councilmembers review and understand reports i.e. liquidity position and cash position. 3. Update on Downtown Wayfinding {Strategic Plan No. 5, 4a) - (CDA) Marc Morley, Economic Development Specialist: Bid package has been finalized and have received three proposals. Internal review team to include Community Development, Public Works, and should have recommendation from City Council in late October. Committee Chair Martinez asks for memo to council of updates and schedule. 4. Update on Economic Development Strategic Plan (Strategic Plan No. 3, 1a) — (CDA) Marc Morley, Economic Development Specialist: Consultant RSG has finished analyzing data. Focus areas are manufacturing and job growth projection; geographic advantages to attract businesses; and the effects of loss of the enterprise zone. Next steps will be public outreach to get some input. Committee Chair Martinez inquiring on status of composition of advisory board. City Manager, David Cavazos, stated that it's a seven member panel with only two names from Councilmember Amezcua. Will resend email request for names to councilmembers. September 14, 2015 1 Finance, Economic Development, & Technology Minutes 13A -4 Community forums - can we have more than two? Move across the district for additional opportunity for community to attend. Job clusters — as data is gathered, possibly combine Santa Ana opportunities with transportation and housing. As general plan is updated, opportunities in high -tech, medical and industrial villages could be considered. Committee Vice - chair, Vince Sarmiento, has high expectations on consultant's report and would like anchor industries that will work in Santa Ana. Chairwoman Martinez asks if consultant can provide what we can do now maybe for 3 to 5 years. Executive Director, Kelly Reenders stated consultants can be available to speak to council if needed. 5. Update on Affordable Housing RFP (Strategic Plan No. 5, 3) — (CDA) Kelly Reenders, Executive Director: has received six proposals to RFP with four meeting the minimums in the requirements. Housing review panel is currently reviewing proposals. Interviews are scheduled for September 29th with Housing Review Panel which consists of Kelly Reenders, Natalie Verlinich (CDA), and Judson Brown (CDA), Hassan, member from City of Anaheim, and member from Keyser Marston Associates. Report will go to commission meeting in October after interviews. Discussion of RFP requirements and reconsideration of extending time for specific funds or specifying minimum bids requirement to get big enough pool for project. Send to city council for consideration to extend RFP deadline. MOTION: Sarmiento SECOND: Martinez NOTE: AYES: Martinez, Sarmiento (2) NOES: None (0) ABSENT: None (0) Representative from Meta Housing spoke of concern with potential to lose bidders with extension of time due to all the timeline planning with all that is involved in preparing for bid expectations. There is an appeal process available for those that did not meet initial deadline. S. Proposed Hotel Incentive Program {Strategic Plan No. 3, 3c) — (CDA) Kelly Reenders provided presentation on Hotel Development Incentive Program to provide economic incentives to develop 4 to 5 star quality hotels in the City of Santa Ana. Discussion of need for quality hotels and incentives needed to bring in hotels. 7. Update on the Community Engagement Strategy (Strategic Plan No. 5, 1a; 5. 1 h; 3, 2a; 3, 2b) — (PBA) September 14, 2015 1 Finance, Economic Development, & Technology Minutes 13A -5 Hassan Haghani, Executive Director: Proposal from consultant reviewed, but was not the most productive. Will be bringing general plan update to council. Instead of going with consultant as presented, will use their skills and focus method. General plan advisory group will develop general plan and begin meetings in January-March 2016. Specific tools: 1) draft plan of focus study session; 2) reach out to leaders in community with interviews and discussion meetings; 3) update of five areas of focus discussion with stakeholders on urban design, economic development, human services, sustainability, and energy management. Suggestion from Vice -Chair Vincent Sarmiento, to work with communications director, Alma Flores, when engaging with community. Due to diverse population, effective communication needed to reach all residents. PBA director states that he has assigned four staff members to work with 8t" floor on various media sources to attract community and engage them. Committee Chair Martinez states City needs communication component to engage community and to reach out. Need set of guiding principles internal and external. Consultant to interview city council on method of communication, engagement plan, and budget needs. S. Update on Procurement/Contracting (Strategic Plan No. 5, 1b)— (FMSA) Francisco Gutierrez, Executive Director, provided Purchasing Summary of Major Changes, Post 2006 Voter Approved Charter Changes. City Manager authority has changed throughout the years in various processes. Staff continues to improve upon best practices as we move forward with processes and engage the community. Suggestion by Committee Chair Martinez to make best practice changes to make sure new trends in purchasing and procurement are used and possibly provide memo notice to councilmembers for any potential conflict of interest. Need desired threshold by council to adjust or change City ordinance as Santa Ana's seems relatively low compared to other cities. Francisco will have research done and bring back to committee. Requirement of businesses to be State registered to receive local preference to be reviewed. Francisco will provide status information to committee members on local preference which has not been successful and may need to be adjusted. Discussion followed on the procurement process and the selection of most responsible bid versus lowest bid. Process should review bidders' labor practices, good /bad records, employees, due diligence done, and best practices. Percentage of contracted out services should be included in guiding principles. ITEMS MOVED TO NEXT COMMITTEE MEETING None September 14, 2015 1 Finance, Economic Development, & Technology Minutes 13A -6 PUBLIC COMMENTS: None STAFF MEMBER COMMENTS: David Cavazos, City Manager — Would like research of contracted out percentage report. COMMITTEE MEMBER COMMENTS: Vice -Chair Vincent Sarmiento: Congratulations to City Manager and staff for information on surplus and all the good work done. Kudos to all. Committee Chair Michele Martinez: On comments made and issues to be addressed would like response as soon as possible and minutes. In particular funding that is needed as we're moving forward with the surplus. Strategies for one -time money should be given to Robert or Jorge to put on list if additional dollars needed to do this work. Adjournment -7:01 p.m. Teresa �, September 14, 2015 1 Finance, Economic Development, & Technology Minutes 13A -7 13A -8