Loading...
HomeMy WebLinkAboutItem A - Minutes DF SEA( 9 _.1_021 AGENDA STAFF REPORT it DATE: July 10, 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 Closed Session/Regular City Council meeting held on June 26, 2017. e 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 Closed Session/Regular City Council meeting held on June 26, 2017. SUBMITTED BY: NOTED AND APPROVED: Robin L. Roberts,City Clerk J3'. Ingram, City eager Agenda Item A Seal Beach, California June 26, 2017 The City Council met in a Closed Session at 5:35 p.m. in the City Hall Conference Room. 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 Victoria L. Beatley, Director of Finance/City Treasurer 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. CONFERENCE WITH LEGAL COUNSEL Existing Litigation pursuant to Government Code Section 54956.9(d)(1) City of Seal Beach v. Gentner, et al. OCSC Case Number 30-2016-00864096- CU-PO-CJC B. CONFERENCE WITH LABOR NEGOTIATOR Government Code §54957.6 City Negotiator(s): City Manager/ Assistant City Manager Employee Organization(s): Police Officers Association (POA) Police Management Association (PMA) Seal Beach Marine Safety Management Association (SBMSMA) Seal Beach, California June 26, 2017 The City Council met in regular session at 7:05 p.m. in the City Council Chambers. Council Member Moore 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 City Clerk. Robin Roberts read into the record that the following items were received after the posting of the agenda: changes to Item B Attachment A page 4 adding section 3.20.030 (M), PowerPoint distributed regarding the 2017/2018 Budget, PowerPoint regarding Item B, Purchasing System and Contract Administration update; email communications between Council Members and staff regarding items on thel agenda, and email communications from Robert Goldberg regarding items on the agenda. PRESENTATIONS/RECOGNITIONS " Introduction of Orange County Fire Authority Division Chief Acosta " Orange County Water District Presentation " Run Seal Beach Grant Recognition ORAL COMMUNICATIONS Mayor Massa-Lavitt opened oral communications. Speakers: Shannon Switzer spoke on behalf of the Seal Beach Chamber of Commerce inviting the community to the Seal Beach. Summer Concert Series on Wednesday's at 6 p.m. Leland Jay spoke in opposition ofthe proposed LA Fitness project. Robert Goldberg spoke regarding Item B on the agenda. Laura Wilson spoke regarding climate action plans. CITY ATTORNEY REPORT City Attorney Craig Steele indicated that the City Council met in Closed Session regarding the two items listed on the agenda. Council received a report from staff and took no reportable action regarding Conference with Labor Negotiator. Council unanimously approved the terms of a settlement in the Seal Beach. v. Gentner case. The settlement is contingent on the agreement of the other party and pursuant to the Brown Act once execution of the settlement agreement is received from the other party, the settlement will be made public and available upon request. CITY MANAGER REPORT City Manager Ingram introduced Chief Joe Bailey who explained the lifesaving event that took place at the Seal Beach Community pool. He acknowledged Lifeguards Alex Cargo and Hunter Outlaw as well as Seal Beach Police Officers Brian Gray and John Ainley who rescued a lap swimmer who had an emergency medical event. COUNCIL COMMENTS Council Member Deaton acknowledged the great team work of the public safety departments as well as asked for a shark update. Chief Joe Bailey indicated that there have been zero sightings in the last three weeks however; the shark experts from Long Beach State tagged the sharks and recently received a report that indicated there were two in the San Gabriel River and have since moved south. All sharks spotted in Seal Beach have been juveniles. Mayor Pro Tern Varipapa gave kudos to the Lifeguards for a great job rescuing the lap swimmer. Additionally, he indicated he attended the Annual Flag Day Salute in Irvine. He then stated that he observed the successful first day of the Junior Lifeguard program. Council Member Moore acknowledged the great team work of the rescue at The pool. Additionally, he complemented the City on the new electronic community newsletter that can be viewed on the City of'Seal Beach website. He encouraged those interested in the proposed LA Fitness project to attend the Planning Commission meeting to be held on June 27, 2017 at 7 p.m. in the Council Chambers. Mayor Massa-Lavitt attended the Orange County Vector Control meeting and reported on daytime biting mosquitos and the need to take a proactive approach to prevent mosquito bites. She stated her attendance at the San Gabriel and Lower Los Angeles Rivers and Mountains Conservancy noting that she looks forward to bringing more focus to connecting Orange County areas. Lastly, she acknowledged Leisure World residents, Mary and .Gary, for their helpful comments regarding City Council meetings and everything they do for the community. COUNCIL ITEMS A. City Of Seal Beach Strategic Plan — Six Month Strategic Objectives Update — Receive and file the City of Seal Beach Six-Month Strategic Objectives update. City Manager Ingram went through each line item of the Six-Month Strategic Objectives Matrix, introducing Department Directors who provided information on objectives with significant updates. Mayor Massa-Lavitt stated that the City Council will receive and file the report. B. Ordinance Amending Chapter 3.20 Purchasing System — Introduce Ordinance No. 1667, an Ordinance of the City Council of the City of Seal Beach Amending Chapter 3.20 of Title 3 of the City of Seal Beach Municipal Code to update and restate the City's comprehensive purchasing requirements, read by title only and waive further readings. City Clerk Robin Roberts provided a PowerPoint presentation titled Purchasing System and Contract Administration Updates and discussed the various Charter and Municipal Code sections and Resolutions which relate to the City bidding, contract signature authority and procurements. She then discussed the proposed changes to Chapter 3.20 as indicated in proposed Ordinance No. 1667, highlighting the formal and informal bidding threshold would be established pursuant to Charter Section 1010, as both are the Public Works contracting and City Manager thresholds. She concluded with information regarding the recently implemented contract administration program and staff recommendations. City Clerk Roberts addressed Council Member questions regarding contract expiration dates, purchases exempt from bidding requirements, contract management! software options and Chapter 3.25 Civil Defense and Disaster. Deaton moved, second by Varipapa, to introduce Ordinance No. 1667, an Ordinance of the City Council of the City of Seal Beach Amending Chapter 3.20 of Title 3 of the City of Seal Beach Municipal Code to update and restate the City's comprehensive purchasing requirements, read by title only and waive further readings. AYES: Massa-Lavitt, Varipapa, Deaton, Moore, Sustarsic NOES: None ABSENT: None ABSTAIN: None Motion carried CONSENT CALENDAR Varipapa moved, second by Sustarsic, to approve the recommended actions on the Consent Calendar. C. Regular City Council meeting June 12, 2017 minutes —Approve by minute order. D. Demands on City Treasury (Fiscal Year 2017) — June 26, 2017 — Ratification. E. Monthly Investment Report— May 2017 — Receive and file. F. Plans and Specifications for 2017 Annual Concrete Repair Program Project CIP No. ST1704 - Approve the plans and specifications for the 2017 Annual,Concrete Repair Program Project CIP No. ST1704 and authorize the solicitation for bids. AYES: Massa-Lavitt, Varipapa, Deaton, Moore, Sustarsic NOES: None ABSENT: None ABSTAIN: None Motion carried ITEMS REMOVED FROM THE CONSENT CALENDAR There were no items removed from the consent calendar. PUBLIC HEARING G. Approve a Resolution Adjusting the Bidding Thresholds for Public Works Contracts - Conduct a public hearing, and, after considering all testimony and evidence presented, adopt Resolution No. 6744 confirming the adjustment of the bidding threshold for public works contracts to $32,267 pursuant to the City Charter Section 1010. City Engineer Michael Ho provided a comprehensive overview of the staff report. In response to Mayor Pro Tem Varipapa's inquiries, City Clerk Roberts indicated when reviewing thresholds for public works construction contracts, there were no known surrounding cities that made use of the Engineering News Record Construction Cost Index (ENR) average process. She then indicated that several surrounding cities have opted in to the State's Uniform Public Construction Cost Accounting Act for public works construction and that current threshold for informal bidding is $175,000. City Engineer Michael Ho indicated this (ENR) process, with a newly established threshold of $32,267; does not waive the competitive bidding process and anything above this threshold would go to City Council. Mayor Massa-Lavitt opened the public hearing. Speakers: None. Having no requests to speak, Mayor Massa-Lavitt closed the public hearing. Mayor Massa-Lavitt commented that we have a system that operates well and feels that the Public Works Director needs to have the authority to approve contracts above the current threshold due to rising costs. Council Member Deaton indicated that she feels the budget is really tight and the City needs to live within the budget; however, the Public Works Director needs to keep things moving along and allow City government to be more efficient. Council Member Sustarsic confirmed that approving this item doesn't set up an automatic increase and any additional increases will be brought back to Council. Varipapa moved, second by Deaton, to adopt Resolution No. 6744 confirming the adjustment of the bidding threshold for public works contracts to $32,267 pursuant to the City Charter Section 1010. AYES: Massa-Lavitt, Varipapa, Deaton, Sustarsic NOES: Moore ABSENT: None ABSTAIN: None Motion carried H. Adopt the Operating Budget and 5-Year Capital Improvement Program (CIP); Approve the CIP Budget for FY 2017.2018; Set the Appropriations, Limit for Fiscal Year 2017-2018; and Authorize Appropriations by Fund — Adopt Resolution No. 6745 adopting the Fiscal Year 2017-2018 Operating Budget and 5-Year Capital Improvement Program; approving the Capital Improvement Program budget for Fiscal Year 2017/2018; setting the Appropriations Limit for Fiscal Year 2017-2018; and authorizing appropriations by fund. Finance Director Beatley provided a brief presentation and PowerPoint highlighting the City of Seal Beach Mission Statement, Core Values / Guiding Principles, City Council Goals, overview of the General Fund Projected Revenues ($30,195,900), General Fund Proposed Expenditures not including the Capital Improvement Projects (CIP) ($30,184,900), General Fund Summary, and Supplemental requests (2 Police Officers). Director Beatley addressed Council Member Sustarsic's questions regarding cell towers, gas,tax/M2 money, estimated annual fund balance and signage improvements throughout the City. Council Member Deaton indicated she feels signage is a high priority and will', increase revenue emphasizing the importance of changing beach parking signage to read public parking and more unified signage in Old Town. She indicated she would like to approve the two additional Police Officers but doesn't want to pay their salaries out of reserves and would like to staff to provide a long term plan. She then stated her concerns regarding paying for upcoming matters out of reserves. Council Member Deaton also suggested a new philosophy on paying for CIP out of reserves suggesting an automatic inflation adjuster. Director Beatley addressed Council Member Deaton's inquiry regarding the pier utility project and what insurance will cover. Interim Community Development Director Crystal Landavazo addressed Council Member Deaton's question regarding the Coastal Plan Grant and what services the consultant provides. Director Beatley addressed Council Member Moore's question regarding updates to the city-wide financial information system, Accela Group (Springbrook) and potentially a replacement system and the community pool. Council Member Moore suggested that staff look at alternative IT companies or the possibility of renegotiating the current contract. Additionally, he stated he would like to move the electric charging stations to the unfunded CIP account. Director Beatley noted her professional recommendation is that the project remain as is in the budget and staff will return after further consideration for further direction. At the direction of Council Member Deaton the minutes will reflect the Council's desire to remove the electric charging station project from the budget and move those funds to the unfunded projects. Council Member Moore suggested that priority one items in the playground be, to the unfunded CIP list with a three year plan and review in six months. At the direction of the Council, the priority one items will be added to the unfunded CIP list and at the six month review, if there is money in the CIP budget the City can complete some of those projects. Mayor Pro Tem Varipapa stated his support of the two additional Police Officers however, agrees with Council Member Deaton that the City needs a long term plan. Additionally, there was discussion between Mayor Pro Tem Varipapa and Director Beatley regarding contract professional line items, additional items added to the Lifeguard Department, oil revenue and pier insurance coverage. At the inquiry of Council Member Deaton, Interim Chief of Police Joe Miller discussed compensation regarding the two additional Police Officers. Mayor Massa-Lavitt indicated that the Police Officers need to be fully funded before adding them to the budget and that it's prudent that a Consumer Price Index (CPI) adjustment be added to CIP (Capital Improvement Projects) budget costs. Additionally, there was discussion regarding the Local Coastal Plan and General Plan update. Council directed staff to include a CPI adjustment for all CIP projects to be implemented in the next Fisca •Year. Mayor Massa-Lavitt opened the public hearing. Speakers: Robert Goldberg spoke regarding the funding of the two additional Police Officers and the Marine Safety rescue boat. Having noi other requests to speak, Mayor Massa-Lavitt closed the public.hearing. In response to Council Member Deaton's inquiry regarding the Marine Safety boat, Marine Safety Chief Bailey indicated the boat is scheduled to be delivered in November 2017. Director Beatley indicated that the boat funding can be found in the Vehicle Replacement Fund. Deaton moved, second by Massa-Lavitt, to adopt Resolution No. 6745 adopting the Fiscal Year 2017-2018 Operating Budget and 5-Year Capital Improvement Program; approving the Capital Improvement Program budget for Fiscal Year 2017/2018; setting the Appropriations Limit for Fiscal Year 2017-2018; and authorizing appropriations by fund. AYES: Massa-Lavitt, Varipapa, Deaton, Moore, Sustarsic NOES: None ABSENT: None ABSTAIN: None Motion carried UNFINISHED/CONTINUED BUSINESS There were no unfinished/continued business items. NEW BUSINESS There were no new business items. ADJOURNMENT Mayor Massa-Lavitt adjourned the City Council meeting at 10:48 p.m., to Monday, July 10, 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