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HomeMy WebLinkAbout2015/01/22 - Minutes - Special January 22, 2015 • CITY OF RANCHO CUCAMONGA CITY COUNCIL AND FIRE PROTECTION DISTRICT SPECIAL MEETING MINUTES I • A. CALL TO ORDER I • A special meeting of the Rancho Cucamonga City Council was held on Monday, January 22,2015, in Celebration Hall at the Rancho Cucamonga Cultural Center located at 12505 Cultural Center Drive, Rancho Cucamonga, California. Mayor L. Dennis Michael called the meeting to order at 9:10 a.m. Present were Councilmembers: Bill Alexander, Lynne Kennedy, Diane Williams, Mayor Pro Tern Sam Spagnolo and Mayor • L. Dennis Michael. Also present were: John Gillison, City Manager; Jim Markman, City Attorney; Lori Sassoon, Deputy City Manager/Administrative Services; Jeff Bloom, Deputy City Manager/Community and Economic Development; James C. Frost, Treasurer. Dr. Bill Mathis, facilitator,was also present. B. PUBLIC COMMUNICATIONS I • No communication was made from the public. I C. ITEM(S) OF BUSINESS I C1. DISCUSSION, CONSIDERATION AND ADOPTION OF CITY COUNCIL GOALS AND CONSENSUS BUILDING—Dr. Bill Mathis, Facilitator Dr. Bill Mathis, Facilitator, led the discussion on strengthening team relations and consensus building. The theme for the meeting was"Continuing City Progress and Vision." Following discussion pertaining to the major topics for 2015, discussion ensued regarding the following goals for the City Manager: 1. Internships 2. One major improvement in the Animal Center 3. Program for Employee Development and Morale 4. Future Innovation (public safety; threats to schools) 5. Evolution of Community Improvement Division (Code) The City Council adopted the following Norms by a majority roll call vote (4-1) Councilmember Alexander abstained: 1. Work as a team, not as individuals against each other. It's time to set politics aside and move into business and visionary mode. 2. Don't speak ill of your Colleagues (Council or Staff) in public; best for City image. 3. Can disagree on issues, but don't personalize. 4. Share opinions.and share information with all Council or key staff. 5. Respect best practices even when not satisfied with outcome. 6. Commit to clear communications. 7. Maintain decorum and act in a business-like manner at all times (not just Mayor's responsibility). 8. Personal attacks with staff should be handled in private with the City Manager. Recess: The meeting recessed at 11:41 a.m. for lunch. Reconvene: The meeting reconvened at 12:20 p.m. January 22, 2015 I City Council and Fire Protection District Special Meeting Minutes City of Rancho Cucamonga I Page 1 of 5 Present were Councilmembers: Bill Alexander, Lynne Kennedy, Diane Williams, Mayor Pro Tem Sam Spagnolo and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; Jim Markman, City Attorney; Linda Daniels, Assistant City Manager; Lori Sassoon, Deputy City Manager/Administrative Services; Jeff Bloom, Deputy City Manager/Community and Economic Development; Candyce Burnett, Planning Director; Nettie Nielsen, Community Services Director; Mike Costello, Fire Chief; Michelle Perera, Library Director; Mark Steuer, Director Engineering Services/City Engineer; Police Chief Danielle Boldt; Trang Huynh, Building and Safety Services Director; Bill Wittkopf, Public Works Services Director;Veronica Fincher,Animal Services Director;Tamara Layne, Finance Director; Robert Neiuber, Human Resources Director; Fabian Villenas, Principal Management Analyst; Erika Lewis-Huntley, Management Analyst II; Francie Palmer, Communication Manager and Marie Macias, Interim City Clerk Services Director. Dr. Mathis provided a brief overview of the morning session. City Manager John Gillison provided an update on several projects in the works, noting that a number of these projects would require staff return to Council with a study session to discuss in detail. He mentioned that key themes for the future were how to communicate with the community and ways to leverage technology to use as a force multiplier, as well as how to accomplish this more efficiently. He mentioned that the City's staffing level was still down by 20% and that staff was still doing more with less. From an economic/budget perspective, he noted that the Inland Empire was lagging in comparison to other areas in the State; however, this did not apply to Rancho Cucamonga. He stated that property values were almost up to the pre-recession peak. Public Safety(Police/Fire/Animal Services1 Police Chief Danielle Boldt updated the City Council on the progress of a 2013 goal to conduct a security assessment of City and school facilities, noting that security assessments for all elementary, middle/junior and high school facilities had been completed with recommendations given to the schools and school districts. She mentioned that results were just now coming back. She updated the City Council on a 2010 goal to implement programs to provide security and prevent crime on the Pacific Electric Trail,noting that this goal had been completed and there were now enhanced patrols with Deputy Sheriffs on bicycles, three gem cars had been upgraded and were ready for use, as well as volunteer patrols spending more time on the trails. At Chief Boldt's request,Community Services Director Nettie Nielsen informed that as part of the FY 14/15 budget, the City was implementing a Park Ranger Pilot Program that would provide public safety oversight to the parks, trails and Cucamonga Canyon areas. Police Chief Danielle Boldt provided the City Council with an update pertaining to a new objective to develop and deploy a traffic dashboard that would allow public safety to identify traffic trends in "relative" real time for a more prompt and appropriate response time. Council Member Alexander inquired and Chief Boldt responded that this was a force multiplier and was still being built. She also reported on another new objective to develop and deploy a transient/homeless/panhandler incident dashboard that allows the appropriate personnel to identify, respond, investigate and document efforts to address the issue. She mentioned that this dashboard was in use already and was working fabulously. She provided an overview of how the dashboard actually works. Council Member Williams inquired about trash pickers and Chief Boldt advised that this could be added to the dashboard. Mayor Pro Tem Spagnolo requested quarterly updates on the progress of this dashboard. Fire Chief Mike Costello announced that all they do must tie in to the Healthy RC Vision and that all their goals required Team RC. He explained that maximizing technology allows them to maximize what they do and how they respond in order to reduce risk. He reported on the goal to complete construction drawings for a training facility at Jersey Station, noting that the architect was nearing completion of the plans for submittal to the City in April,in order to begin the design review process. He noted that this type of investment would make them a premiere organization. He discussed the benefit of GIS and its positive effect on their service,as well as the relocation of Station 172 and the final location of Station 178. He discussed a new opportunity for a location for Station 178 in the central core of the community at Haven and Spruce. He also updated the City Council regarding a new objective to review the Fire District 2005 Strategic Plan and maintain high levels of standards noting that the Strategic Plan consisted of 52 goals. Veronica Fincher, Animal Services Director, informed the City Council that goals A3 and A4 were active goals. She noted that staff had identified candidates for the Animal Center Foundation Board, and anticipated the first meeting of the board would be held early this year. She noted that staff was compiling data and statistics and evaluating the community's response to a community cat program,to cease euthanizing and work to only spay, neuter and release feral cats. She mentioned that the program began in November, 2014, and has been successful. She advised that staff would provide the City Council with an update on the program in two months. January 22, 2015 I City Council and Fire Protection District Special Meeting Minutes City of Rancho Cucamonga I Page 2 of 5 Administrative Services Tamara Layne, Finance Director, provided an update on Goal A16,to improve the City's credit rating from the current AA to AA+or AAA. She noted that staff was currently working with a Financial Consultant to develop policies and procedures,and would work with other cities in an effort to not reinvent the wheel. She noted that the City's AA rating had been confirmed. She provided an update on a new goal to review the possibility of an open data technology system that would provide access to the City's budget and financial information in order to promote transparency and public trust. She noted that the program would go live at the end of March 2015. Lori Sassoon, Deputy City Manager/Administrative Services, updated the City Council on Goal A20,to develop and present a long term financial plan for the fiscal sustainability of the City's special districts. She noted that good efforts had been made and that staff was currently focused on the west side districts' restructuring plan. She advised that staff would be making a presentation to the City Council on February 18th. She reported on a new goal to create a Department of Innovation and Technology in order to build on the City's success in GIS and investments in technology. She mentioned that staff was working to accomplish this without increasing the head count, but creating a director position. She also discussed the telephone infrastructure, which is 20 years old, and mentioned that staff was currently going through the process to go out to bid for this project. Council Member Alexander inquired and Deputy City Manager Sassoon responded that the shelf life for a new telephone system would run between 20 to 25 years. The idea of a Department of Innovation and Technology was well received by the City Council. Community Development Candyce Burnett, Planning Director, talked about the Homeless Dashboard previously discussed by Police Chief Boldt, noting that the program had been utilized that morning by San Bernardino County Probation Officers. She mentioned this was a County-wide effort, and that Rancho Cucamonga had been referred to as one of the most organized and well run groups in the County. She updated the City Council on Goal A21, to review areas with industrial zoning along arterials for possible rezoning to permit more commercial/office uses. She mentioned that there had been a significant change in industrial users and that there was a need to encourage more retail opportunities. She stated that staff was formulating land use and development standards for improvements to the next Development Code Update in December 2018. In addition, she discussed Goal A25,noting that staff was evaluating opportunities for mixed use villages and districts in conjunction with Development Code amendments. She stated that it had been determined that in order to protect foothills,there was a need to create an additional mechanism and take on a larger scope plan to complete the request for proposals in mid-February. She noted that this was moving forward and July, 2016 had been earmarked as the anticipated completion date. She spoke about Goal A24 to develop standards to address mixed use, high density, Transit Oriented Development and underperforming or underutilized areas, and initiate a Development Code amendment to incorporate new development standards. She mentioned this had been pushed back to the end of 2015 or May, 2016. She briefed the City Council on Goal N9, to develop and release an RFP for a Transit Oriented Development on City/SANBAG property at the Milliken Metrolink Station,noting that the area around the Metrolink was more valuable for a proposed Transit Oriented Development. Jeff Bloom, Deputy City Manager/Economic and Community Development Services, spoke with regard to Goal All, to prepare and present to the City Council a long term Economic Development Strategy to optimize the value and contribution of all city and public safety departments and capitalizing on GIS technology to promote the City as the premier business community of the Inland Empire. He noted that the background report had been completed and that staff was currently reviewing a draft strategies report. He stated that in the next few weeks staff would be wrapping up the internal draft for the City Council's review. Bill Wittkopf, Public Works Services Director, updated the City Council on Goal A27, to replace the Council Chamber infrastructure, noting that this project had been completed, with the exception of problems that occurred at the last City Council meeting, for which he apologized. He updated the City Council on the issues being experienced with the system. He provided an update on Goal A18,to establish a cooperative agreement with Metrolink to allow the City access to Metrolink right-of-way as needed for graffiti removal. He noted that staff continued to work with Metrolink and that SANBAG was in a position to give the City right-of-way to take care of graffiti abatement. Mr. Wittkopf announced that a lot of progress had been made with respect to Goal A14,to complete construction drawings for the redesign of Landscape Maintenance District No. 2, 4R and the Civic Center landscape for water and maintenance efficiency. He mentioned that some of the medians had been re-landscaped and explained "Space by Design" process for re-landscaping. Mark Steuer, Director of Engineering Services/City Engineer, discussed Goal A13, to complete the design drawings for a proposed widening of Hellman Avenue at the Metrolink tracks, including a traffic signal at 8th Street, and construction of January 22, 2015 I City Council and Fire Protection District Special Meeting Minutes City of Rancho Cucamonga I Page 3 of 5 improvements. He mentioned that funding had been lost with the taking of Redevelopment; however, a design had been submitted to Southern California Railroad Authority (SCRRA) for their approval. He mentioned that the City and SCRRA had applied for a grant from the Trade Corridors Improvement Fund which is necessary in order to fund the project. He stated that SCRRA is awaiting notification of grant funding prior to completing approval of the plans. He provided an update on Goal A15 to explore the feasibility of purchasing 17,000 existing City street lights from SCE. He noted that in July, 2014, the City had provided funding to SCE for them to prepare a study, which has not been done. He noted that if SCE provides the field analysis by February 2015, staff anticipates that a final cost and recommendation could be ready by the second quarter in 2015. Trang Huynh, Building and Safety Services Director, spoke about his 2014 goal to provide training in damage assessment in the event of a major disaster, and reported that training had been conducted in October 2014,with almost thirty individuals from different departments having passed the exam and certified in damage assessment. He added that he would like to provide follow-up training this year as a refresher. He provided an update on a new goal to update the Community Development and Fire District's plan check and inspection fees to ensure cost recovery and present the information to Council for their consideration, as well as a goal to implement an E-Plan process for the majority of construction projects in order to streamline and coordinate the permit process with applicants more effectively. Recess: The meeting recessed at 2:07 p.m. Reconvene: The meeting reconvened at 2:20 p.m. Michelle Perera, Library Director, presented a new goal to complete construction drawings, finalize construction timeframe, operations budget, and plan of service, in order to begin the bid process for construction of Phase I of the second floor of the Library. Nettie Nielsen, Community Services Director, provided an update to Goal A10 to develop a plan for enhancements to the Cultural Center Courtyard, noting that Victoria Gardens was not ready to begin discussion for their North Main Street renovations. She stated that staff hopes to begin discussions in the first quarter of 2015. With respect to Goal Al2 to negotiate updated joint use agreements with the elementary school districts, she informed that Central and Cucamonga School Districts had requested a Memorandum of Understanding in lieu of a Joint Use Agreement and that staff was currently working on this. She reported on the status of Goal AS (N5) Southwest Park, noting that this was on schedule, refining the conceptual plan and paying close attention to long term maintenance. She said that the Parks and Recreation Commission was scheduled to discuss potential names in February and that construction drawings would start in April for completion by September 2015. She stated that staff was in close contact with the State to ensure all paperwork was completed appropriately. She provided an update on Goal A9(N6) Family Sports Center, noting that the lease was scheduled to expire in December, 2017. She mentioned that staff and architects were completing an analysis of two potential sites for a City- owned gym, Central Park and the Epicenter Lot G,and that staff would get back to Council in a few months. She added that this was a long term, multi-year goal. The Mayor inquired and Ms. Nielsen responded that funding for the Central Park design came from this fiscal year budget and that the Park Master Plan would be reviewed towards the end of next year. She confirmed that the City would always rely on schools for use of gymnasiums. City Manager's Office/City Clerk Linda Daniels,Assistant City Manager, reported that the City was currently working with Behr Communications to develop a Healthy Rancho Cucamonga Communications Plan (Goal A19) and that the City had recently been notified by SCAG that they were ready to move forward to fund the City's Sustainability Action Plan. She mentioned that the City had received a grant in the amount of$150,000 from SCAG and anticipated that a consultant would be selected by April,2015. She reported on Goal A26, noting that the Board of Supervisors had taken action in October, 2014, and the City Council had expressed support to offer property tax relief for seniors and disabled moving into or within San Bernardino County. She reported on Goal N4, to explore feasibility of additional measures that would allow the Police Department to limit pedestrian access during the Thoroughbred holiday lights display; Goal N7,to develop a Public Art Master Plan to consider how significant art pieces can be incorporated into future public and private development,to include funding options for both art installation and long-term maintenance. She mentioned that staff was looking at the Cities of Claremont and Brea and would be working collaboratively with Planning. She added that there was no formal policy at present. She updated the Council on Goal N10 to develop a citywide performance measurement program that communicates service and program goals and objectives and reports progress to the public through an interactive,online dashboard website. She stated that this would begin with a pilot program with Police and Fire and hoped to complete this goal by December, 2015. She provided information regarding Goal N14, to develop a system to incorporate Health Impact Assessment tool(s) to January 22, 2015 I City Council and Fire Protection District Special Meeting Minutes City of Rancho Cucamonga I Page 4 of 5 measure and evaluate health impact of policies, programs, plans, strategies, and initiatives citywide. She updated the Council on Goal N17,to initiate discussions with the Friends of the PE Trail to determine their interest in partnering on a long term relationship with the City to improve the Etiwanda Train Depot as an event venue and a trail head for the PE Trail, noting that there were structural issues and ADA requirements that had to be met. She also provided an update on Goal N18, to explore the feasibility of entering into a large solar procurement for the installation of solar photovoltaic system at five identified city facilities and develop a financing plan to pay for the installation. Council Member Kennedy commended staff and stated that the level of excellence was shown in the work they have done and the plans that they have for the future. She thanked staff for their hard work. Mayor Pro Tem Spagnolo indicated that it had been a productive day. He echoed comments made by Councilmember Kennedy. He also thanked City Attorney Markman for keeping the City out of trouble. Council Member Williams announced that this had been the best team building session she had experienced. She stated that goals were very refreshing and that she was very excited for the next few years. Council Member Alexander stated that he had enjoyed the afternoon session more than the morning session. He commended staff, but indicated that he was still disappointed with the lack of keeping commitment to the development of Central Park. He enjoyed the technology presentations. Mayor Michael stated that he believed in his heart that the City's Management Team was the strongest he has seen in the history of the City. He applauded staff for their efforts. Mayor Michael reported that he had attended a meeting on behalf of the League of California Cities in Austin,Texas,where he had seen the"In God We Trust" logo. He asked staff to look into this and provide the City Council with some designs for future consideration to place the logo alongside the City Seal in the Council Chambers. It was moved by Council Member Williams, seconded by Council Member Kennedy, and carried by a 5-0 vote to adopt the goals as presented, including the five goals presented by the City Manager. D. ADJOURNMENT I The meeting adjourned at 3:15 p.m. Respectfully submitted, Re I , - Marie Macias, MMC Interim City Clerk Services Director ' Approved: Wednesday, February 4, 2015 January 22, 2015 I City Council and Fire Protection District Special Meeting Minutes City of Rancho Cucamonga I Page 5 of 5