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HomeMy WebLinkAboutItem AJ� Y AGENDA STAFF REPORT DATE: May 8, 2017 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Robin L. Roberts, City Clerk SUBJECT: APPROVAL OF CITY COUNCIL MINUTES SUMMARY OF REQUEST: That the City Council approve the minutes of the Study Session /Regular City Council meeting held on April 24, 2017. BACKGROUND AND ANALYSIS: This section does not apply to this item. ENVIRONMENTAL IMPACT: There is no environmental impact related to this item. LEGAL ANALYSIS: No legal analysis is required for this item. FINANCIAL IMPACT: There is no financial impact for this item. RECOMMENDATION: That the City Council approve the minutes of the Study Session /Regular City Council meeting held on April 24, 2017. SUBMITTED BY: NOTED AND APPROVED: Robin L. Roberts, City Clerk JiLW Ingram, City M n ger Agenda Item A Seal Beach, California ApH124,2017 The City Council met in a Study Session at 5:30 p.m. in the City Hall Council Chambers. ROLL CALL Present: Mayor Massa -Lavitt Council Members: Varipapa, Deaton, Moore, Sustarsic Absent: None City Staff: Craig A. Steele, City Attorney Jill R. Ingram, City Manager Patrick Gallegos, Assistant City Manager Interim Chief Joe Miller, Seal Beach Police Department Chief Joe Bailey, Marine Safety/Lifeguard Victoria L. Beatley, Director of Finance /City Treasurer Steve Myrter, Director of Public Works Crystal Landavazo, Interim Community Development Director Robin L. Roberts, City Clerk ORAL COMMUNICATIONS Mayor Massa -Lavitt opened oral communications. Speakers: None. There being no requests to speak, Mayor Massa -Lavitt closed oral communications. CLOSED SESSION A. Oil Revenue Recovery Director of Finance Vikki Beatley provided a comprehensive overview of the Oil Revenue Recovery program and requested direction from Council on how they would like to move forward. Throughout the presentation there was general discussion between Council and staff regarding decreased oil prices, how much money has been collected each year, updating the Municipal Code, what years the pipelines were installed and what pipelines are located whitin the city, different types of tax revenue, database reporting, creating a process for the selection of the consultants, scope of the project and slant drilling rights. City Council directed staff to request proposals/send out a scope of service to the three professional resumes that were given to staff from residents in the community. Those resumes were from Donald Dean Clarke, Richard Finken, P.E., William N. Greene, Phd/CPA and Curtis P. Henderson. Council determined that they are looking for a contractor that is the best qualified. ADJOURNMENT Mayor Massa - Lavitt adjourned the Study Session meeting at 6:10 pm. Approved: Sandra Massa - Lavitt, Mayor Attested: Robin L. Roberts, City Clerk Robin L. Roberts, City Clerk City of Seal Beach Seal Beach, California Apri124,2017 The City Council met in regular session at 7:00 p.m. in the City Council Chambers. Mayor Sandra Massa -Lavitt led the Pledge of Allegiance. ROLL CALL Present: Mayor Massa -Lavitt Council Members: Varipapa, Deaton, Moore, Sustarsic Absent: None City Staff: Craig A. Steele, City Attorney Jill R. Ingram, City Manager Patrick Gallegos, Assistant City Manager Interim Chief Joe Miller, Seal Beach Police Department Chief Joe Bailey, Marine Safety/Lifeguard Victoria L. Beatley, Director of Finance /City Treasurer Steve Myrter, Director of Public Works Crystal Landavazo, Interim Community Development Director Robin L. Roberts, City Clerk APPROVAL OF AGENDA & WAIVER OF FULL READING OF RESOLUTIONS & ORDINANCES Council Member Moore asked that Item I be pulled from the consent calendar for separate consideration. City Clerk Robin Roberts read into the record that three email communications were received regarding various agenda items and two PowerPoint presentations were received regarding Animal Care Services and the Pier Fire Incident Update. PRESENTATIO NSIRECOG N ITI ONS • Local Emergency— Pier Fire Incident Update • Public Service Recognition Week (May 7 -13, 2017) • Drowning Prevention /Water Watcher Tag ORAL COMMUNICATIONS Mayor Massa -Lavitt opened oral communications. Soeakers: Scott Levitt (representing the Seal Beach Chamber of Commerce) announced that the change of date of the Be More Healthy Expo will now be on June 3, 2017 and invited everyone to attend the Classic Car Show on April 29, 2017. Sharman Snow spoke regarding Item K, meet the Mayor event in Leisure World and spoke in opposition of the proposed LA Fitness project. Dave Powell and Shannon Brennan spoke in favor of the proposed LA Fitness project. Brenda Gorman, Enea Ostrich, Joanne James, John Stairs, Mike (last name not provided), Zoey Hagman, Kevin Pierce, Carol Peterson, Sherry Wokowski, Dave Burgess, Steve Havens, Bruce Bennett, Jan Arboit, Karen Shults, and two others who did not provide their names spoke in opposition of the proposed LA Fitness project. Joyce Ross - Parque spoke regarding oil recovery, the Seal Beach Pier and Main Street. Seth Eaker recognized staff, spoke regarding public records requests and several upcoming community events. Having no further requests to speak, Mayor Massa -Lavitt closed oral communications. CITY ATTORNEY REPORT City Attorney Craig Steele addressed a public comment regarding low bidding on public works projects noting, Seal Beach City Charter section 1010 requiring that contracts in excess of $20,000 must be awarded to the lowest responsible bidder. CITY MANAGER REPORT City Manager Jill R. Ingram indicated that the City of Seal Beach received a certificate of excellence for financial reporting by the Government Finance Officers Association (GFOA) of the United States and Canada for the City's Comprehensive Annual Financial Report ended June 30, 2016. City Manager Ingram commended Finance Director Vikki Beatley and Finance Manager Alayna Hoang for this significant accomplishment. COUNCIL COMMENTS Council Member Moore indicated he attended the Seal Beach Police Department Swearing in Ceremony and thanked the Police Department for everything they do for the City. Moore noted he is excited for the Seal Beach Car Show on April 29, 2017 and will be serving pancakes with the Seal Beach Lions Club. Additionally, he indicated he and the Mayor attended their first Leisure World Committee meeting and felt this partnership will help strengthen the relationship between the City and Leisure World. Council Member Sustarsic indicated she attended the Seal Beach Police Department Swearing in Ceremony thanking Interim Police Chief Joe Miller and Amanda Webber for putting on a great event. Council Member Sustarsic also attended the Spring Fling event at Heather Park thanking the College Park East Neighborhood Association and volunteers for a successful event. Additionally, she noted she went on a bird walk in Gum Grove Park with the Audubon Society. Council Member Deaton thanked Finance Director Vikki Beatley and Finance Manager Alayna Hoang for their financial leadership. Additionally, she noted that she went to the Orange County Sanitation District with Public Works Director Steve Myrter for a tour of Plant 2 (Huntington Beach Plant). At the request of Council Member Deaton, Steve Myrter made a few comments about the tour indicating he was impressed with the scale and management of the operation. Mayor Pro Tem Varipapa reported that he attended the Seal Beach Police Department Swearing in Ceremony noting their camaraderie and thanked them for their service. Mayor Massa -Lavitt indicated she attended the Seal Beach Police Department Swearing in Ceremony noting she was impressed by the amount of support received at the event. Mayor Massa -Lavitt provided information regarding the "Ask the Mayor' events that will be held Wednesday, April 26, 2017 from 9am -11am in front of Club House 6 in Leisure World and Thursday, May 11, 2017 at the Starbucks outside Boeing. Additionally, she announced the Drug Take Back event that will be held on Saturday outside Leisure World. COUNCIL ITEMS A. Six Month Strategic Objectives — Approval of the Six Month Strategic Objectives and Core Values. City Manager Jill Ingram gave a summary of the staff report and briefly reviewed the matrix in follow -up to the Strategic Planning Workshop held on April 4, 2017 and announced that the next Strategic Planning Workshop will be held on October 18, 2017. Council Member Moore noted he thought the Core Values; excellent customer service, mutual respect, team work, professionalism, and honest and ethical behavior were very impressive. Mayor Massa -Lavitt indicated she thinks the City has already accomplished all of the Core Values and the City will continue to accomplish them. B. Deputy City Clerk - Public Records Act Request(Citywide Records Management - Discuss funding of an additional Deputy City Clerk to serve as a California Public Records Act RequesUCitywide Records Management administrator in the City Clerk's Office. City Clerk Robin Roberts provided a comprehensive summary of the staff report. There was general discussion between Council Members regarding the demand of California Public Records Act requests, deadline requirements and staffing needs. Council indicted that addressing the additional staff would be discussed at the upcoming budget sessions. CONSENT CALENDAR Deaton moved, second by Vadpapa, to approve the recommended actions on the Consent Calendar, except Item I, pulled from the Consent Calendar for separate consideration. AYES: Massa- Lavitt, Varipapa, Deaton, Moore, Sustarsic NOES: None ABSENT: None ABSTAIN: None Motion carried C. Special City Council Special Study Session meeting April 4, 2017 minutes — Approve by minute order. D. Special Closed Session /Regular City Council meeting April 10, 2017 minutes — Approve by minute order. E. Demands on City Treasury (Fiscal Year 2017) — April 24, 2017 — Ratification. F. Monthly Investment Report — March 2017 — Receive and file. G. Council Meeting Cancellations — Summer 2017 - Approve the cancellation of the July 24, 2017 and August 28, 2017 City Council Meetings. H. Street Lighting Assessment District - Adopt Resolution No. 6726, 6727, and 6728 1) Initiating the annual levy of the street lighting assessment, 2) setting the date for the public hearing for May 22, 2017, and 3) approving the Engineers Report. No increase in assessments are projected for Fiscal Year 2017 -2018. (Pulled from the consent calendar for separate consideration) I. Notice of Completion for the 2014 Energy Efficiency Project —Adopt Resolution No. 6729 accepting the 2014 Energy Efficiency Project by Climatec Building Technologies Group in the amount of $955,018.62; and direct the City Clerk to file a "Notice of Completion" with the Orange County Clerk- Recorder within ten (10) days from the date of acceptance, and to release the retention of $46,975.37 35 days following the filing of the Notice of Completion. J. Notice of Completion for Construction Phase and Authorization for Maintenance and Operations Services for Traffic Management Center and Intelligent Transportation Systems Upgrades Turnkey Project CIP NO. ST1408 - Adopt Resolution No. 6730 accepting the Traffic Management Center and Intelligent Transportation Systems Upgrades Turnkey Project CIP No. ST1408 by Flatiron Electric Group, Inc. in the amount of $582,509; directing the City Clerk to file a "Notice of Completion" with the Orange County Clerk- Recorder within ten (10) days from the date of acceptance, and to release the retention of $58,250.90 35 days following the filing of the Notice of Completion; and authorizing the City Manager to execute a purchase order to Flatiron Electric Group, Inc., for a total cost not to exceed $77,600, for maintenance and operations services, with payment to be made quarterly from said $77,600 over the two -year period following acceptance of the Project. ITEMS REMOVED FROM THE CONSENT CALENDAR I. Notice of Completion for the 2014 Energy Efficiency Project — Adopt Resolution No. 6729 accepting the 2014 Energy Efficiency Project by Climatec Building Technologies Group in the amount of $955,018.62 and direct the City Clerk to file a "Notice of Completion" with the Orange County Clerk- Recorder within ten (10) days from the date of acceptance, and to release the retention of $46,975.37 35 days following the filing of the Notice of Completion. Deputy Public Works Director /City Engineer Michael Ho provided a summary of the staff report. Council Member Moore inquired about a $331,000 amount that was mentioned in the November 14, 2016 staff report for this item. Deputy Director Ho stated that the $331,000 identified by staff was a utility savings calculation and that the $590,000 amount is a cost savings by eliminating the purchase of Edison street lights. City Attorney Steele stated that there is a misunderstanding that the City is required to pay down $331,000 in addition to the $590,000 (in principal). He stated that the $590,000 identified by staff includes the $331,000 amount and they are not two separate amounts or payments due and the $590,000 savings is greater than the $331,000. Deaton moved, second by Sustarsic, to adopt Resolution No. 6729 accepting the 2014 Energy Efficiency Project by Climatec Building Technologies Group in the amount of $955,018.62 and directing the City Clerk to file a "Notice of Completion" with the Orange County Clerk- Recorder within ten (10) days from the date of acceptance, and to release the retention of $46,975.37 35 days following the filing of the Notice of Completion. AYES: Massa - Lavitt, Varipapa, Deaton, Moore, Sustarsic NOES: None ABSENT: None ABSTAIN: None Motion carried UNFINISHED /CONTINUED BUSINESS K. Agreement with the City of Long Beach to Provide Animal Control Services - Adopt Resolution No. 6731 authorizing the City Manager to execute the agreement between the City of Seal Beach and the City of Long Beach to ensure continuous animal control services, and to implement CPI adjustments. Commander Steve Bowles provided a comprehensive staff report and introduced Ted Stevens who provided a PowerPoint presentation of Animal Control Services. Council Member Deaton indicated she feels we get what we pay for as far as service is concerned. Ted Stevens reported the response times for priority one and priority two calls in response to Council Member Moore's inquiry. Council Member Sustarsic indicated she was happy to hear about the upgrades to the phone system and the ease of the dog park permits. Additionally she thanked Ted Stevens for the canvassing in College Park East, the low cost clinic and coyote monitoring. In response to Mayor Pro Tern Varipapa's question, Ted Stevens estimated that there are roughly 20,000 dogs and cats in Seal Beach. Additionally, there was discussion as to the best way to get the information out to the public. Council Member Deaton indicated she looks forward to the 90 day review and suggested that Animal Control Services is reviewed during the budget process. Sustarsic moved, second by Massa - Lavitt, to adopt Resolution No. 6731 authorizing the City Manager to execute the agreement between the City of Seal Beach and the City of Long Beach to ensure continuous animal control services, and to implement CPI adjustments. AYES: Massa - Lavitt, Varipapa, Deaton, Moore, Sustarsic NOES: None ABSENT: None ABSTAIN: None Motion carried NEW BUSINESS There were no scheduled New Business items. ADJOURNMENT Mayor Massa - Lavitt adjourned the City Council meeting in memory of Mary "Mae" McGylnn at 9:25 p.m., to Monday, May 8, 2017 at 5:30 p.m. to meet in closed session, if deemed necessary. Robin L. Roberts, City Clerk City of Seal Beach Approved: Sandra Massa- Lavitt, Mayor Attested: Robin L. Roberts, City Clerk