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Home My WebLink About2018/10/15 - Agenda Packet - West-Side Citizens' Oversight Committee 6 ® l t t OCTOBER 15, 2018 WEST-SIDE CITIZENS' OVERSIGHT COMMITTEE AGENDA RANCHO CUCAMONGA CITY HALL, RAINS ROOM 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA, CA 91730 A 6:,00 P.M -CALL TO ORDER Al. Pledge of Allegiance A2. Roll Call: David DeMauro, Chair Velma Gilbert, Vice-Chair Denise Garzaro Theresa Marji A3. Approval of Minutes: March 13, 2018 Page 2 September 18, 2018 Page 5 ,;, B,. PUBLIC COMMUNICATIONS This is the time and place for the general public to address the West-Side Districts Citizens' Oversight Committee on any item listed or not listed on the agenda. State law prohibits the Committee from addressing any issue not previously included on the Agenda. The Committee may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual. e C._ ITEM„ S FOR DIISCUSSION , C1. Review and Discuss Lessons Learned List C2. Discussion of Stakeholder Outreach Activities and Engagement D. ADJOURNMENT I, Melinda Garcia, Executive Assistant of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on October 11, 2018 at 5:30pm per Government Code Section 54954.2 at 10500 Civic Center Drive, Rancho Cucamonga, CA 91730. Melinda Garcia Page 1 CITY OF RANCHO CUCAMONGA WEST-SIDE DISTRICTS CITIZENS' OVERSIGHT COMMITTEE MEETING MINUTES AIloilo WIN WIN . CALL,TO ORDER PUBLIC WORKS SER\/ICE CENTER; The City of Rancho Cucamonga West-Side Districts Citizens' Oversight Committee held a meeting on Tuesday, March 13, 2018 at the Public Works Service Center, 8794 Lion Street, Rancho Cucamonga, California. Committee Member Marji called the meeting to order at 6:04p.m. Al. Pledge of Allegiance: Led by Committee Member Marji A2. Roll Call: Present: Joey Catuara, David DeMauro, Velma Gilbert and Theresa Marji. Absent: Janet Ryerson Staff Present: Tamara Layne, Finance Director; Bill Wittkopf, Public Works Services Director; Jason Welday, Engineering Services Director; Noah Daniels, Finance Manager; Chris Bopko, Management Analyst III; Kirk Hamblin, City Auditor; and Melinda Garcia, Administrative Secretary. A3. Approval of Minutes: Committee Member DeMauro motioned to approve the minutes from the meeting of September 7, 2017. The motion was seconded by Committee Member Gilbert and unanimously approved by the Committee. C U CO PUBLIM M,UNICAT,I ONS Committee Member Marji asked if any members from the public would like to address the Committee. Cassie Sanchez, Martha Cowan, Joe Cowan and John Sanchez, all members of the Alta Loma Riding Club, were present. Mr. Cowan addressed the Committee concerning the condition of the arenas at the Heritage Park Equestrian Center, 5546 Beryl Street. Director Wittkopf stated the item is scheduled to be discussed by the Committee under Item C3 and encouraged the members to wait for the item to be addressed. SC SSION Cl. Review and Discussion of Annual Independent Auditors' Report and Approval of Annual Written Report to the City Council The City's Auditor, Kirk Hamlin, provided detailed information about the role of the auditor, procedures, the various letters they issue and the results. Committee Member Catuara apologized for once again requesting clarification pertaining to the City's contribution towards the operating budget. Director Layne explained the City's policy established by the City Council. Without further comments, Committee Member Marji moved to discuss Page 2 WEST-SIDE DISTRICTS CITIZENS'OVERSIGHT COMMITTEE MEETING MINUTES MARCH 13, 2018 PAGE 2 the approval of the written report to the City Council. A discussion ensued. Committee Member Marji agreed to present the report to the City Council on April 4, 2018. Committee Member Gilbert motioned to approve the report. Committee Member DeMauro seconded the motion and was unanimously approved by the Committee. C2. Discussion of Capital Improvement Project—Street Light Installations Director Welday informed the Committee of the administrative policy the Engineering Department is in the process of creating concerning the installation of new street lights in the City. The policy would consist of installing conduit under new sidewalks, but not installing the street lights, except where safety was an issue. The policy would apply to areas where budgets cannot currently absorb the additional cost of lights. The policy would include three different scenarios where the City would consider installing the street lights. The first would be incorporating new lighting to capital projects and, if applicable, asking the neighboring residents to annex into the district to offset the maintenance costs. The second would be if residents asked the City to install new street lights. The City would ask residents to assume the capital costs associated with the installation, as well as the on-going maintenance costs. The third would be having developers pay for the new street lights as a condition for a new development, which is currently implemented. A discussion ensued concerning the cost of new street lights, the on-going maintenance costs and the possibility of asking residents not paying into the district to annex into the district to pay for other costs, not just for the installation of new street lights. Staff to check if residents are able to voluntarily annex into the district, as well as the cost. C3. Discussion of Equestrian Ring at Heritage Park Director Wittkopf provided information pertaining to the request by the Alta Loma Riding Club to repair the deteriorating arenas at the Heritage Park Equestrian Center as a Capital Improvement Project (CIP). As proposed, the repairs would cost $20,000-$50,000; however, the amount could change if the request is added to the CIP list and were to go out for bid. Joe Cowan and John Sanchez from the Alta Loma Riding Club addressed the Committee explaining the deterioration of the arenas and safety concerns. They provided background information concerning the partnership between the City and the Riding Club. Committee Members expressed confusion about items other than the audit being brought before the Committee. Director Wittkopf explained the City's interest in obtaining the Committee's feedback prior to placing the Equestrian Center on the CIP list. C4. Discussion of Ball Field Lights at Old Town Park Director Wittkopf advised the Committee of the light bulbs for the light fixtures at the little league fields being discontinued and no longer available. Rather than purchasing new light fixtures, staff is proposing replacing with used ones — a very cost-effective solution. A discussion ensued. Director Wittkopf explained the City's interest in obtaining the Committee's feedback prior to proceeding with the light fixture replacement. The Committee agreed with staff's decision to save money, resolve a safety issue and continue to maintain a good partnership with the little league community. Page 3 WEST-SIDE DISTRICTS CITIZENS' OVERSIGHT COMMITTEE MEETING MINUTES MARCH 13, 2018 PAGE 3 C5. Discussion of Community Outreach Survey Staff presented the Committee with a printed copy of the survey they created with the corrections they requested. Director Layne asked what the Committee's goal is and a discussion ensued. The Committee suggested adding field lighting, street lighting and equestrian arena/center to the survey to help identify the demand in the community. Staff to incorporate additional corrections and work with the Communications Division for suggested distribution manner and dates. Director Layne to email Survey Monkey link to Committee for distribution, along with recommendations from Communications Division. Staff to prepare distribution material for Committee. To avoid confusion, Directors Wittkopf and Welday to ensure no other surveys distributed by City at same time. C6. Election of Committee Chair and Vice-Chair Committee Member Catuara informed the Committee of his resignation and wished the Committee well. Committee Member Marji motioned for Committee Member DeMauro to be the Chair. The motion was seconded by Committee Member Gilbert and unanimously approved by the Committee. Committee Member Marji motioned for Committee Member Gilbert to be the Vice-Chair. The motion was seconded by Committee Member DeMauro and was unanimously approved by the Committee. E: ADJOURNM NT Committee Member Marji motioned to adjourn the meeting. The motion was seconded by Committee Member Gilbert. The meeting adjourned at 7:47p.m. Respectfully submitted, David DeMauro, Chair Date: Page 4 CITY OF RANCHO CUCAMONGA WEST-SIDE DISTRICTS CITIZENS' OVERSIGHT COMMITTEE MEETING MINUTES A: ALL TOfORDER TRI'COMMUNI IES`/CONFERENCE ROOM ' The City of Rancho Cucamonga West-Side Districts Citizens' Oversight Committee held a meeting on Tuesday, September 18, 2018 at the Rancho Cucamonga City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. Chair DeMauro called the meeting to order at 6:03p.m. Al. Pledge of Allegiance: Led by Chair DeMauro A2. Roll Call: Present: David DeMauro, Denise Garzaro and Velma Gilbert Absent: Theresa Marji Staff Present: Lori Sassoon, Deputy City Manager; Tamara Layne, Finance Director; Bill Wittkopf, Public Works Services Director; Noah Daniels, Finance Manager; Kelly Guerra, Special Districts Technician; and Melinda Garcia, Executive Assistant. A3. Approval of Minutes: Committee Member Garzaro abstained. Due to lack of quorum, the Committee agreed not to act on the minutes for the meeting of March 13, 2018 until the next meeting. ' " r B1. No public communications were made. ,,,, 1 //oi ri/i�/i/////�/iipi�r �iG% r /l% /r i l/I/�Ir„ ;.; i/1r %/✓l/ „ /v,/ r / ,>, /„�, „rain c� ,,,,//� „/,t,,,...,,L r,/,,.,..,. A,,a ,,.,�, .t J/o, ,,�i c,,,, ,. ,c, „%�/� ,i✓ !//! Cl. Results of Community Outreach Survey The Committee was surprised by the lack of comments received from the survey. A discussion ensued regarding differences in results, for example residents still not aware of funds needed to pay for the maintenance of the district when discussed in-person but survey showed the opposite. Staff to compile emails of residents that responded to the survey, to receive future communication from the Committee activities and other information. C2. Discussion of Lessons Learned List The idea of creating an informative fact sheet to educate residents was suggested. Chair DeMauro volunteered to prepare a draft of the fact sheet with staff's assistance and discuss at the next meeting. Vice-Chair Gilbert suggested handing out the fact sheet at various locations throughout the City. Committee Member Garzaro suggested reaching out to residents that responded to the survey to thank them for participating, as well as to get their feedback. Page 5 WEST-SIDE DISTRICTS CITIZENS' OVERSIGHT COMMITTEE MEETING MINUTES SEPTEMBER 18, 2018 PAGE 2 C3. Discussion of Stakeholder Outreach Discussed inviting sports groups, little league and equestrian group to the Committee meetings for input. Since the Sports Advisory Group has direct contact with these groups, staff suggested the Committee meet with the Group and request their assistance. Staff to schedule the Committee on the Group's agenda after the fact sheet is emailed and distributed. Staff suggested the Committee prepare itself prior to meeting with the Group, by determining their goal, best solution and what assistance they would request of the Group. The Committee discussed the lack of trust by residents and their concern of parks deteriorating. Also discussed was the need for residents to better understand the tax increase. Need to show residents the difference between east and west side parks. C4. Discussion of Deferred Maintenance of Parks PW Director Wittkopf provided a list of projects requiring attention that lack funds. A priority list is created every year, with broken items and safety issues being addressed first. The Committee suggested providing residents with information to help them understand that services will be reduced if they choose not to pay for the maintenance of park services. Also suggested was highlighting improvements completed. Staff informed the Committee that new developments will help, but not resolve the District's problems. i//OURNMENT / r ° r l .r „c. ,,.sic,„fir ,,,,,i ,roe ,✓i „,,,,,,,�r „,,,..., .o„:. ,,.„r.,„ r ,,,.�-,a ,/.,o,,,,,,, „�� ,/ Chair DeMauro motioned to adjourn the meeting. The motion was seconded by Vice-Chair Gilbert. The meeting adjourned at 7:08p.m. Respectfully submitted, David DeMauro, Chair Date: Page 6