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HomeMy WebLinkAboutSupplemental Information Received After Posting of Agenda - Item B, E, I and JRobin Roberts From: Jill Ingram Sent: Monday, April 24, 2017 1:54 PM Cc: Executive Team; Craig A. Steele (CSteele @rwglaw.com) Subject: RE: questions for tomorrow's meeting Attachments: CM- 04- 24- 2017.pdf BCC: CITY COUNCIL Attached are staff responses to Councilman Moore's questions regarding tonight's agenda. Please call if you have any additional questions and /or staff can address at the Council meeting tonight as well. Jill R. Ingram, City Manager City of Seal Beach - 211 Eighth Street, Seal Beach, CA 90740 (562) 431 -2527, Ext. 1300 For Information about Seal Beach, please see our city website: http: / /www.sealbeachca.gov NOTICE: This communication may contain privileged or other confidential information. If you are not the intended recipient of this communication, or an employee or agent responsible for delivering this communication to the intended recipient, please advise the sender by reply email and immediately delete the message and any attachments without copying or disclosing the contents. Thank you. From: Thomas Moore [ mailto:tjmoore5150(obgmail.com] Sent: Sunday, April 23, 2017 9:52 PM To: Jill Ingram; Patrick Gallegos Subject: questions for tomorrow's meeting Thank you! Sincerely, r%ri7 Thomas Moore Council Member, District 2 — Leisure World, City of Seal Beach - 211 Eighth Street, Seal (562) 431 -2527 x1502 M College Park West and Rossmoor Center Beach, CA 90740 For Information about Seal Beach, please see our city website: http: / /www.sealbeachca.aov NOTICE: This communication may contain privileged or other confidential information. If you are not the intended recipient of this communication, or an employee or agent responsible for delivering this communication to the intended recipient, please advise the sender by reply email and immediately delete the message and any attachments without copying or disclosing the contents. Thank you. 4/24/2017 Questions for Council meeting Item B: 1) What is the overall methodology for a public request? Does one person put everything together and then the lawyer reviews it? There are various types of requests for public records. For requests where the City Clerk's office is not the office of record, requests are received and logged, and sent to the staff /department that is the subject matter expert. Often this is multiple departments. After review of responsive records, the City Clerk determines if redactions or exemptions apply. If any documents that require legal review, the records are provided to the City Attorney's office. While the City Clerk's office works diligently to provide most of the review and summarized information prior to providing to the City Attorney's office, due to the volume and types of current requests, recently the City Clerk's office has provided all records to the City Attorney for determination of a) responsiveness, b) required redaction and c) potential exemption. When complete, the City Clerk provides the responsive records to the requestor and updates the log that the process is complete. 2) Have we looked at optimizing the process with software/ technology to make it easier? The City Clerk's office is in the process of reviewing software solutions that assist in CPRA processing as well as receiving input from other cities that have implemented these solutions. 3) Could this be an internship or lower -level position that does most of the leg -work? The position as recommended requires an experienced professional with knowledge of applying the California Public Records Act which is complex legislation. 4) Have we looked at what other cities do to handle these large requests? In the City Clerk's 13 years of experience in this profession and being a part of a professional network of City Clerks, the approach varies on the agency's size, staffing, funding and needs. Further the CPRA process transitions as legislative changes occur. When the City Clerk recently surveyed the City Clerk's Association of California, several cities indicated they have moved forward in dedicating either a Deputy City Clerk or Senior Deputy City Clerk as the Public Records Act Advocate or Administrator. Several cities have also implemented software that includes a workflow and public portal component. Item E: Check # 116301 What is A- Throne? A- Throne is a portable toilet provider at various City locations. Check # 116315 Why do we pay City of Tustin? The City of Tustin coordinates the membership for the Orange County Human Relations Committee of which Seal Beach is a member. Check # 116318 What is CMY? CMY is the business name for Collette Yelvertyon who provides services at the Tennis Center. Check # 116369 Action Services What is this for? Action Services is a contractor working on a private party contract at the specified address. This is a refund of the deposit that they paid the City for construction & demolition. The deposits are released once confirmation is made that the debris hauling guidelines (project clean- up) have been met. Item I: Item J: Can you explain the $331K mentioned in the November 12" council meeting? The $331K was a calculation of anticipated utility savings. Over $590K in principal was paid down to satisfy the $331K pay down authorized from the November 2016 meeting. Does the city still owe this and does the 46,975.37 go towards this loan? The City still owes the $46,975.37 retention payment and will be paid to Climatec directly and will not be a part of the loan. This will save the City approximately $9,400. Can you explain in a bit more detail what "Maintenance & Operations' will be for the $77,600? Maintenance & Operations consists of providing signal timing support, field review of operations, driving Seal Beach Blvd. monthly to observe and further fine -tune the signal timing and provide assistance with maintaining the Traffic Management Center fully operational by monthly preventative visits and telephone support for a period of two years. Is this possibly something where a bit more training could occur so we can handle this part? City staff will be receiving training and eventually once the two year period is complete continue with the necessary support.