Loading...
CC - Minutes - 06-27-17 MINUTES OF THE CITY COUNCIL SPECIAL MEETING AND CITY COUNCIL AND THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION REGULAR JOINT MEETING JUNE 27, 2017 Closed session The special meeting of the Rosemead City Council was called to order by Mayor Low at 5:32 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PRESENT: Mayor Low, Mayor Pro Tern Ly Council Members Alarcon, Armenta, and Clark STAFF PRESENT: City Manager Manis, City Attorney Richman, Assistant City Manager McKinney, Director of Community Development Ramirez, Director of Finance Lieu, Director of Parks and Recreation Chacon, and City Clerk Donohue 1. CLOSED SESSION The City Council will meet in Closed Session to discuss the following items: A. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) Number of Cases: 2 B. CONFERENCE WITH LEGAL COUNSEL - POTENTIAL LITIGATION Pursuant to Government Code Section 54956.9(d)(4) Number of Cases: 1 Mayor Low recessed the meeting at 5:33 p.m. to closed session and reconvened at 7:05 p.m. Mayor Low announced the City Council did not conclude the closed session discussions and would recess to closed session at the end of the meeting. RECONVENE TO REGULAR MEETING The regular meeting of the Rosemead City Council,and the Successor Agency to the Community Development Commission was called to order by Mayor Low at 7:05 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PRESENT: Mayor Low, Mayor Pro Tem Ly Council Members Alarcon, Armenta, and Clark STAFF PRESENT: City Manager Manis, City Attorney Richman, Assistant City Manager McKinney, Director of Community Development Ramirez, Director of Finance Lieu, Director of Parks and Recreation Chacon, and City Clerk Donohue PLEDGE OF ALLEGIANCE was led by Mayor Pro Tem Ly Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes ofJune 27, 2017 Page 1 of 19 INVOCATION was led by Councilmember Armenta 2. PUBLIC COMMENT Renaldo Ludibya of Remax Pasadena, inquired on a property within the Garvey Avenue Specific Plan for a possible variance to allow various types of business options. City Manager Manis referred Mr. Ludibya to the Planning staff to address his questions regarding the Garvey Avenue Specific Plan. Maria Wirth spoke about issues surrounding the development of the Jay Imperial Park, she stated there was an increase of homeless encampments along the Alhambra Wash. Mrs. Wirth questioned how the City planned on addressing noise concerns, illegal dumping near the park site at Falling Leaf Avenue and Pine Street,and deterring homeless from sleeping on park benches. Lastly, she spoke on past mail burglaries in her neighborhood and illegal fireworks. City Manager Manis explained to Mrs. Wirth, staff could implement bench improvement plans to deter people from sleeping on the park benches. As for the illegal fireworks, the Chief of Police has increase patrol of Sheriff Deputies for July 3'd and July 4`"due to the City receiving reports on illegal fireworks. Mr. Manis stated the postal service and Sherriff Deputies were aware of the mail robberies occurring and asked Mrs. Wirth to speak to Assistant City Manager McKinney to address her concerns. Genevieve Urquidi, Special Project Coordinator for the Red, White, and Blue Team, Los Angeles Chapter, thanked the City Council and staff for partnering with Walmart and the Red, White,and Blue Team in coordinating the 4'^ofJuly run for veterans. The Red,White, and Blue Team is a non-profit organization whose mission is to enrich veterans lives through social and physical interaction. Ray Jan, Executive Director of the Rosemead Chamber of Commerce, thanked the City Council for their support of the Red, White, and Blue Team. The Red, White, and Blue Team along with the Chamber of Commerce presented an American Flag to the City. Ms. Urquidi stated at the request of Honorable Congresswoman Judy Chu, an American Flag was flown over the United States Capitol on June 12d',2017,for the City of Rosemead. Mayor Pro Tem Ly stated he brought forward the idea back to incorporate the 4'd of July run again to provide a recreational activity to help veterans get engaged and participate in the community. lie commended and thanked the Red, White, and Blue Team for their efforts in helping veterans. 3. PRESENTATIONS A. Rosemead Queen Presentation Director of Parks and Recreation Chacon introduced 2017 Rosemead Queen Kayla Trinh. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27, 2017 Page 2 pi19 Kayla Trinh, Rosemead Queen, thanked City Council and staff for the opportunity to represent the City of Rosemead. The City Council presented Ms. Trinh with congratulatory roses and a crown. B. Beautification Award Winners James Berry Beautification Committee Member announced the 2017 Beautification Award winners. The winners included Louis Lora for maintenance and visually appealing overall landscape and Blanca Bautista for her xeriscaping a sustainable turf tolerant landscape. Council Member Armenta recognized the Beatification sub-committee Liaison Pat Piatt for his work on the committee. She commended Mr. James Berry for his integral part on the committee as well as, and Mr. Brian Lewin and the Beautification Committee for their dedicated work. 4. PUBLIC HEARINGS - None 5. CONSENT CALENDAR A. Claims and Demands • Resolution No. 2017-28 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $781,094.92 NUMBERED 96475 THROUGH NUMBER 96624 INCLUSIVELY, WHICH IS ATTACHED HERETO AND MADE A PART HEREOF Recommendation: Adopt Resolution No. 2017-28 • Resolution No. 2017-10 SA A RESOLUTION OF THE CITY OF ROSEMEAD AS THE SUCCESSOR AGENCY TO TIIE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION OF THE CITY OF ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS IN THE SUM OF $3,350.00 NUMBERED 10214 INCLUSIVELY, WHICH IS ATTACHED HERETO AND MADE A PART HEREOF Recommendation: Adopt Resolution No. 2017-10 SA B. City Council Meeting Minutes Rosemead Cily Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27,2017 Page 3 of 19 Recommendation: That the City Council approve the minutes from the regular meeting on June 13, 2017 and the special meeting on June 19,2017. C. Landscape Maintenance Services for City Parks, Facilities and, Public Right-of- Way: Award of Contract Recommendation: That the City Council authorize the City Manager to enter into a contract with Mariposa Landscape. Inc. for a fixed annual cost of$246,288 for the first two (2) years, with an option of three (3) one-year extensions. D. Probation Officer Contract Renewal Recommendation: That the City Council approve the agreement with the Los Angeles County Probation Department and authorize the City Manager to sign any necessary documentation. E. School Resource Officer Program Funding Recommendation:That the City Council approve the agreement with the El Monte Union High School District for assistance in funding the SRO position in the amount of$98,841 F. Adoption of the City of Rosemead's Fiscal Year 2017-18 Appropriation Limit Recommendation: That the City Council adopt Resolution No. 2017-25 approving the FY 2017-18 Appropriation Limit according to Article XIII-B (Gann Initiative) of the Constitution of the State of California. G. Safe Routes to School Program, Savannah Elementary: Award of Contract Recommendation: That the City Council (1) approve the plans and specifications for the Safe Routes to School Program,Savannah Elementary; and(2)authorize the City Manager to enter into a contract with Green Giant Landscape Inc. in the amount of$660,640.00 and authorize a contingency in the amount of$ 66,000.00 (Approximately 10%) to cover the cost of any unforeseen construction expenses. H. Installation of Reb Curb—East Side of the Driveway Apron at 8849 Mission Drive Recommendation: It is recommended that the City Council approve the Traffic Commission's recommendation to paint 2-feet of red curb on the east side of the driveway apron at 8849 Mission Drive. I. Installation of Reb Curb—Rockhold Avenue and Marshall Street Recommendation: It is recommended that the City Council approve the Traffic Commission's recommendation to paint 20-feet of red curb on the southeast and southwest corners of the Rockhold Avenue and Marshall Street intersection along Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27. 2017 Page 4 of 19 the south side of Marshall Street. J. Approval of Parcel Map No. 74334—9352 &9354 Valley Blvd Recommendation: It is recommended that the City Council approve Parcel Map No. 74334 and direct the City Clerk to arrange for the recordation of the map. Mayor Pro Tem Ly explained under the California Military Veterans Code a Council Member seat serving in the military was not considered vacant for one meeting. I Ie requested to amend the minutes to state he was not absent for the meeting. ACTION: Moved by Mayor Pro Tern Ly and seconded by Council Member Alarcon to approve the Consent Calendar items A, B, C. D, E, F, G, H, I, and J, with amendments to the minutes. Motion was carried by a unanimous vote: AYES: Alarcon, Armenta, Clark, Low, and Ly 6. MATTERS FROM CITY MANAGER & STAFF A. Chamber of Commerce Funding Request Recommendation: It is recommended that the City Council discuss and provide direction to staff. City Manager Manis announced the Rosemead Chamber of Commerce were following up with updated information to present to the City Council. Scott Collins, Executive Board Member to the Chamber of Commerce, stated the Board was present to answer any questions the City Council may have regarding their previous request for funding. Mayor Pro Tern Ly asked the Board to highlight key items, explain the overall request amount and what the funding would be going towards. Mr. Collins explained the amount the Chamber of Commerce was asking for is a one-time payment of $200,000 to be used to hire additional staff for marketing events as well as to help bring in other businesses into the City. Robert Oehler, President of the Chamber of Commerce stated the Board was building a plan to take the chamber's activities to the next level and conduct special outreach programs bid proposal. Also, the implementation of digital products and services such as a map, a dedicated person to facilitate promotion of hotels and restaurants. The goal of the Chamber is to be self-sufficient and enhance the revenue of the City through the Transient Occupancy Tax. Paul Chen Chamber Board Member stated the City Council expressed concerns on their return on investment. He explained, the Board forecast continued memberships,new memberships, implementation of digital services and maps and Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27. 2017 Page 5 of 19 marketing partnerships,the Board was confident to forecast an increase of sales tax revenue to the City. Lastly, the Chamber would become financially self-sufficient. Council Member Armenta inquired as to what guarantee the Chamber is offering the City on their investment. Mr. Chen replied with the funding, the Chamber was going to invest in new equipment, new professional staffing, and professional consultants to provide services and related work.The additional staff would work to drive up membership, which would increase fee revenues and become more sufficient. In addition, creating more programs with the hotels,motels and restaurant members to drive up revenues in two to three years. Mayor Pro Tern Ly inquired as to the methodology of how the Chamber projected $300,000 in additional sale tax, license fees and Transient Occupancy Tax revenue to the City under the performance indicators. Mr. Oehler replied the Chamber reviewed past trends; in the past the City has had an increase on the Transient Occupancy Tax revenues without the additional promotion the Chamber was planning to implement. He stated the Chamber could match or double the T.O.T revenues depending on the economy. Mayor Pro Tem Ly asked for samples of the type of programs or activities the Chamber was planning on implementing. Mr. Oehler explained the Chamber would like to implement digital services for a map to attract and facilitate tourists and visitors. As well as,improve the Chamber's visitor center bureau services, and possible transportation services from hotels to businesses. Mayor Low inquired on the digital map program the Chamber was proposing. Mr. Oehler stated the digital map would allow visitors to click on a location of the map and provide information specific to the City. Mr. Chen added there would be customized QR codes for various member facilities for visitors to scan to obtain services and goods and service as an overflow city to other nearby events. Council Member Armenta asked how the City was guaranteed the Chamber would not run out of the money they are requesting. She asked how many Chambers of Commerce have asked their City for $200,000. Mr. Chen stated the Board has been trying to work with the City and figured the one-time approach for requesting funding. The Board has worked on the budget to assure the Chamber can be self-sufficient. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27, 2017 Page 6 of19 Mayor Pro Tern Ly asked Executive Director Jan what the steps would be taken with the funding source and what return is projected over the next 24 months. Ray Jan, Executive Director to the Chamber of Commerce, explained the Chamber is actively recruiting business to the city. We work with businesses who are not members,such as Rose City Pizza to help them with promoting to increase business and in return they will be hosting fundraising efforts to help children in the school district and the military banner program. She went onto describe how the Chamber would be spending funding by promoting hospitality by working with the Chinese media to promote supporting local businesses by shopping and dining locally. The Chamber will be hosting a job resource fair to showcase Rosemead. Without funding the Chamber would work at a slower pace due to lack of funds. Mayor Pro Tem Ly asked what other staff members work at the Chamber. Mr. Jan replied she is the only staff member at their facility. City Manager Manis asked the Chamber Board if they have allocated funds to hire a consultant, which could cost approximately $30,000 to $40,000 for the process. There is a cost factor associated as it relates to a bid process. Council Member Clark asked if the business improvement tax district is an assessment on the businesses, which could repay some of the $200,000. City Manager Manis stated the funds generated from a bid would have to be spent within the project arca. Council Member Alarcon asked how many current Chamber Members there are. Ms. Jan replied they have 175 business members and recruit 25 new members each month. Mayor Low expressed concern with the requested fund and asked what their back- up plan was. Ms. Jan replied they would have to forgo some of the projects planned and focus on other projects which would provide a return for the Chamber to survive. The Chamber would work more with businesses, and continue the hospitably event to show visitors what the City has to offer. Brian Lewin suggested a phase-in approach and provide the funding in stages depending on benchmarks placed and as they complete one benchmark they will then receive more of the $200,000 funding. Council Member Armenta agreed with Mr. Lewin, and suggested $100,000 as the initial amount to the Chamber to see how well the Chamber does. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27, 2017 Page 7 of 19 Council Member Clark added the$100,000 would be paid back with new revenues they would generate as a guarantee. Mayor Low explained it would be a challenge for the Chamber to work with only the $100,000. The $200,000 would allow them to hire the staff they need. She reiterated her concerns on lack of details of their work plan. Mr. Oehler explained there are hard dollars and soft dollars being used to promote hotel hospitality and restaurants. The most direct benefit to the Chamber is to double the business membership by developing technical products. Mayor Pro Tem Ly stated there is an intangible benefit the Chamber provides in promoting the City. I le agreed giving the Chamber a one-time payment was best because there is a startup cost. They need to focus on building the Chamber up and having both tangible and intangible benefits. He requested to add benchmarks and have the City Manager as the city representative on the board. He asserted they have to coordinate a professional strategic plan. Council Member Armenta expressed support to grant the $200,000 one-time payment to the Chamber and reiterated the Chamber will generate some revenue on the investment and hopefully they become sustainable. Ms. Jan reiterated half the funding would be used to hire staff and the other half would be invested to help the Chamber make more money in return. Mayor Low asked what impact on the budget the $200,000 would make. City Manager Manis stated the funds are not allocated in the budget and would need to be taken out of the general funds or Fund reserve. Finance Director Lieu explained $10,000 was already allocated for the Chamber and would leave a balance of$178,500 which needed to be allocated. City Manager Manis reiterated a three year agreement with the assistance of the City Attorney would have to be created. The scope of services would be tied to a new strategic plan. The goals which result from the strategic plan process would them be part of the contract. There would be a one-time payment of$200,000 with a three year work plan. Mayor Low clarified the Chamber would receive$10,000 first. City Manager Manis explained the contract between the City and the Chamber expired in 2011 and the City continued to pay through 2016. Also, the direction from the Council is for the Chamber to report out on quarterly basis. Mayor Low requested the Chamber to report back once they have their strategic plan ready. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27, 2017 Page 8 of 19 City Manager Manis reiterated the City would go into an agreement with the Chamber for the $200,000 one-time payment. Before the contract is signed they will start the strategic plan process and report back to the City Council. Council Member Armenta asked if there is a timeline. City Manager Manis stated it could take up to four months to complete the strategic plan. The agreement is a straightforward agreement the City Attorney can facilitate. Council Member Armenia asked if the Chamber could be fronted $20,000 since they did not receive funding last year to start with. Mayor Pro Tern Ly explained the Chamber would need to create the strategic plan development scope of services and add it to the final contract. He proposed authorizing the City Manager to sign a contract with approved scope of services pending completion of a strategic plan. Council Member Armenia asked for clarification if the City was going to give the Chamber S20,000 first and the remaining balance later. Mayor Low replied yes, the remaining balance would be given to them after the strategic plan is completed. • City Attorney Richman clarified the direction and motion was to authorize the City Manager to enter into an initial agreement for $20,000 to allow the Chamber to engage in strategic plan services. Further direction, once the strategic plan is completed the City Council authorizes the City Manager to enter into contract on behalf of the City in the amount not to exceed $180,000 for a term of three years, that is consistent with the scope of services as developed by the strategic plan. ACTION: Moved by Council Member Clark and seconded by Mayor Pro Tem Ly to authorize the City Manager to enter into an initial agreement for$20,000 to allow the Chamber to engage in strategic plan services; and once the strategic plan is completed the City Council authorizes the City Manager to enter into contract on behalf of the city in the amount not to exceed $180,000 for a term of three years that is consistent with the scope of services as developed by the strategic plan. Motion was carried by a unanimous vote: AYES: Alarcon,Armenta,Clark, Low and Ly B. Annual Comprehensive Fee Resolution Update Recommendation: It is recommended that the City Council approve Resolution No. 2017-22 "Annual Comprehensive Fee Schedule." Finance Director Lieu stated at the request of the City Council staff revised the Comprehensive Fee Schedule to address some concerns. Under the Parks and Recreation Department staff proposed to correct a description of the Garvey Center and Rosemead Center room rental and rental fees. She clarified there was a staff oversight to remove room 103, 104, 108, and 109 which were not supposed to have Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes()Pune 27, 2017 Page 9 of 19 been red strikethrough. The room rentals would remain in the fee resolution. There were no increases to the security deposit fees and would remain as prior years. Parking vehicle citation fees would reflect minimal increases below $5 per fine. Animal care control fees would remove bees on the City's fee schedule for services already provided by the San Gabriel Humane Society. Clarification on the description between a small animal below 30 pounds and a large animal above 30 pounds. Council Member Clark asked if public agencies would be charged rental fees for use of a city facility. Director of Parks and Recreation Chacon replied a community center used during business hours for government agencies, City recognized nonprofits and community organizations, the costs are to he waived. If a room is used outside of regular working hours, they would have to pay for the staff fee. Council Member Clark inquired on the new military banner fee. Director of Parks and Recreation Chacon explained when the military banner program was created, the fees were not on the fee schedule. Council Member Armenta expressed concerns with reducing meeting space at the Garvey Community Center. She stated the partitions would have to be replaced; however, in the meanwhile she did not agree with eliminating the current meeting space. Director of Parks and Recreation Chacon clarified it was staff oversight on the fee schedule and the rooms would not be removed. Mayor Low reiterated staff had clarified rooms 103, 104, 108 and 109 would be keeping the smaller room options. She also, asked how much a wall divider would cost to upgrade. Director of Parks and Recreation Chacon stated the repairs would include two wall dividers, railings, and floors. Staff did not have an estimate yet on updating the rooms. Council Member Armenta asked for clarification of the elimination for room 8 at the Rosemead Community Recreation Center. Director of Parks and Recreation Charon replied room 8 is the computer lab which is not for rent and would need to be removed from the fee schedule. ACTION: Moved by Mayor Pro Tem Ly and seconded by Council Member Alarcon to approve the recommended action with amendments to keep rooms 103, 104, 108 and 109 at the Garvey Community Center. Motion was carried by a unanimous vote: AYES: Alarcon,Armenta, Clark, Low and Ly Mayor Low asked how staff calculated the percentage to increase parking fees. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27, 2017 Page 10 of 19 Finance Director Lieu explained staff surveyed cities and compared the citation fees. An average citation fee was calculated based on the lower cost fees. C. Adoption of the Fiscal Year 2017-18 Operating and Capital Improvement Budget Recommendation: It is recommended that the City Council take the following actions: (1)adopt Resolution 2017-26 approving the City of Rosemead's Operating and Capital Improvement Budget for the 2017/18 Fiscal Year; (2)adopt Resolution 2017-27 approving the I lousing Development Corporation's Operating and Capital Improvement Budget for the 2017/18 Fiscal Year. Finance Director Lieu reviewed the staff report and reported the City of Rosemead's operating budget of $33,535,600 and total appropriations of $32,195,700 also includes the total Capital Improvement Projects funding of$2.2 million. She noted the budget would have to be adjusted to reflect the current approval for the$200,000 funding to the Chamber of Commerce. Mayor Pro Tern Ly explained the additional funding of the $200,000 for the Chamber of Commerce from the General Fund reserves is consistent with the City's strategic plan which states the fund balance should only be used for either capital improvements projects or a one-time expenditure. The one-time expenditure of $200,000 falls within the city's fiscal policy. He added there has been project expenses on the general fund reserve, however, it's never been for operating expenses. Council Member Armenta expressed concerns with the funding of the Parks and Recreation Manager position. She reiterated she had pushed for the position in the past and realized the money could have been allocated to other departments. After meeting with the Director of Parks and Recreation Chacon, she was assured of the specific duties of the Parks and Recreation Manager. For example, it took six months to coordinate the Farmer's Market event. The Manager was hired to help and backfilled for a prior parks position. She stated in a meeting with the Director of Parks and Recreation, she also included Mayor Pro Tem Ly as a witness, where she was shown a work plan for the Parks and Recreation Manager. She reiterated the work plan described the position assisting with projects. The original job description slated the Manager would plan, manage, and coordinate special city wide events and not to assist. Council Member Armenta stated the Parks and Recreation Department has three Recreation Supervisors, three Recreation coordinators, an Administrative Specialist and a Director of Parks and Recreation. She explained when she worked in Parks and Recreation, every supervisor was in charge of an event and the supervisor oversaw their program. No new programs have been presented to the City Council, other than the Camp which has not been approved in the budget. She added the Manager has been working on the Camp even though it has not been approved in the budget. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27, 2017 Page 11 of 19 Mayor Low asked if the Parks and Recreation Assistant Director was equivalent to the Parks and Recreation Manager. Council Member Armenta stated in title, they are equivalent but not in job duties. City Attorney Richman advised Council to keep discussion on the budget and not discuss employment details on whom or mention names. Mayor Pro Tem Ly added he agreed with Council Member Armenta on the need of the position. He clarified he opposed the budget last year specifically on the manager position item. He asked if there was a need to have a Recreation Manager when there are other staff who perform the duties of the position. Parks and Recreation Department is the most visible and important department because they interact the most with the public. Although there had been great staff prior, we should not lower the quality standard of what is expected from the Council of employees. He indicated he had not seen a return on the investment of the position. The concerns on the manager positions were mentioned by Council Member Armenta at the budget study session and in meetings with the City Manager and Director of Parks and Recreation,therefore they could not support the continuation of the position. Council Member Armenta asked how many participants are in the new camp program and how long was the planning process. She requested a copy of the participants' roster. Director of Parks and Recreation Chacon replied the program started with 8 and has increased to 18 participants. The program took four months to plan and coordinate. City Manager Manis acknowledged the work plan of the manager position did not mirror the job description accurately; and asked Director of Parks and Recreation Chacon to speak on the positive benefits and perks the manager position has brought to the department. Mayor Low asked Mr. Chacon to explain the difference between the Recreation Manager and the Recreation Supervisor job duties. Council Member Armenta addressed she was not stating negative comments, but rather the facts about the position. Director of Parks and Recreation Chacon explained with the assistance of the Human Resources division, they took into account the old Parks and Recreation Assistant Director title and determined it was too high for the department size and scope of job. A survey of 1 I cities was conducted and 9 out of the 11 cities had a current classification at a minimum a Recreation Manager position who directly assists the department head. The recreation supervisors are usually involved directly with a program and/or oversee a facility and a coordinator. The manager position is an assistant to the director and department as a whole in bringing all Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27. 2017 Page 12 of 19 supervisors together looking at the total level of the department to make analysis and recommendations on a higher level. Including monitoring program effectiveness, participation levels, revenue and budget, analysis; forecasting program recommendations and ultimately improve both staff and our customer service to patrons. Challenges identified have been staff development and working with less staff He clarified the Recreation Manager was not tied directly to the coordination of the Farmers Market, but rather the Director. He indicated updated information pertaining to the Farmers Market was sent to the City Council prior to finalizing the event. Council Member Armenia asked what special events and programs has the position been in charge of or developing. Director of Parks and Recreation Chacon stated there was a difference between job performance and needing a position within the department. Mayor Low reiterated the Council should evaluate if the position is necessary and not what the person has done. Director of Parks and Recreation Chacon stated different cities do not tie certain programs to the Recreation Manager, unless they are in a bigger city. Rosemead being a smaller city, the Recreation Manager monitors different programs and supervisors and meet with staff to go over budget numbers, staffing levels, revenues, strategic plan goals and department goals. She has become a mentor to some of the staff and works on developing their professional skills. He clarified the reason why she has been involved with the summer camp was due to the current retirement of a supervisor and there was a need to have somebody available to assist on site. As for the funding of the camp,due to the timing, the camp falls under two fiscal years and therefore, staff projected the anticipated cost and started the program with surplus funding from other programs. Part-time staff being used for the camp were hired to work the camp to assist in running the day to day hands on groups. Mayor Pro Tem Ly stated his concern was not the camp program, but rather the City Council was not informed of the camp until the budget workshop. In the past the previous Parks and Recreation Director would bring before the Council information or programs before they were adopted in the budget. In addition, he reiterated he did not see the need for the funding of the Recreation Manager. In meeting with the Parks and Recreation Director, Mr. Ly expressed the interest of creating a Parks Commission which he was assured the Parks Manger could do. Yet, it took Mr. Ly to formally propose the idea of a Parks Commission. If there is no additional benefit or additional resources based off the investment the City is putting in, then it's not worth the investment and therefore, he cannot support the budget. Council Member Armenta stated she was given a list of what the Recreation Manager does and what she was hired to do. In a meeting with the Director of Parks and Recreations she indicated he stated the Recreation Manager was going to bring in new programs. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27, 2017 Page 13 of 19 Mayor Low clarified the approval of the budget was up to the City Council. Council Member Armenta added the City of Alhambra, City of La Puente, City of Montebello,and Temple City have no match on the compensation of the Recreation Manager, yet the manager was going to surpass the pay range of the City of El Monte which is a bigger city than Rosemead. Council Member Armenta asked how many pool managers are going to be hired. Director of Parks and Recreation Chacon replied it was discussed staff was going to ask for six or four and adjust the salary range. Council Member Armenia stated she discussed with Mr. Chacon she was not going to approve six pool managers and he indicated he was going to bring it down to four. Director of Parks and Recreation Charon stated he said staff was going to look at the salary range to see if it could be improved. Council Member Armenta requested the record to show, on the meeting with the Director of Parks and Recreation she told him specifically she was not going to approve six pool managers and he said he would bring it down to four. Director of Parks and Recreation Chacon stated the pool manager request has been changed to four. He explained he had expressed six pool managers but because of the budget it was brought down to four. Council Member Armenia reiterated because she was very adamant during the conversation she had with the Director of Parks and Recreation she was not going to approve six pool managers. Mayor Pro Tem Ly reiterated he and Ms. Armenta were not going to get the relief we want on the budget. Mayor Low stated she wanted to cover other items such as the Parks and Recreation Manager position. If it's the will of the Council to remove the position and even if staff may not agree, we shall remove the position and that would be the budget. Council Member Clark asked if the asked if the recently vacated Recreation Supervisor position was going to be backfilled and would it be something which could be negotiated with this issue. Mayor Low replied the Recreation Supervisor position is in the budget and someone needs to be hired. Mayor Pro Tem Ly reiterated his concern was the Recreation Manager position is not needed. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of.June 27, 2017 Page 14 of 19 Council Member Clark asked if there was a way to move the current Recreation Manager into another position due to the recently vacated Recreation Supervisor position. Council Member Armenta stated the position would still have to be eliminated as well as the salary. City Manager Manis explained as the City looks into recruiting new employees, we want to be sensitive to taking away somebody's position. The Recreation Manager has been here for about a year and as we try to recruit quality employees, and we do take positions away like this depending on the direction of the Council, there is a perception on how the City will be perceived. Council Member Clark understood the concerns with the positions however, agreed with Mr. Manis that this was not the way to eliminate ajob. Council Member Armenta stated when she meet with Director of Parks and Recreation she was told what the Recreation Manager was going to do and it did not happen. She reiterated she convinced the rest of the City Council to support the position. Inaudible comments recorded due to technical issues. City Attorney Richman stated generally the budget is approved with one motion, if the City Council did not agree with staff recommendations and you wanted to make changes to what is proposed, then you can do that. Mayor Low explained the Council could further discuss other areas of the budget and a motion could be made to approve the budget with the changes. Council Member Clark expressed concerns with approving the budget with the concerns on the position. City Attorney Richman explained the Council could approve the budget and make changes at the mid-year review if the position is no longer filled and decide to eliminate it. In addition, she indicated she was not aware on what rules are in place for eliminating a position. The City does not have a union; however,the City does agree to terms with the Rosemead Employee Association. Mayor Pro Tern Ly reiterated Ms. Armenta had expressed her concerns on the position and it's still on the budget. He stated staff disagreed with Council Members discretion at least should have notified them. City Manager Manis explained staff did not disagree with Council but this is a staff driven administrative decision. The City Council sets policy and staff drives the policy implementation and we also manage the Team, and staff is not managed by the City Council. Director of Parks and Recreation provided his thoughts and justifications on the position, which is why it is still in the budget. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes of June 27, 1017 Page 15 of 19 Council Member Armenta stated she had met with him and it was the first time she had heard him make that directive. Mayor Pro Tern Ly stated staff has the right to bring before the City Council their recommendation. However, there arc consequences which come with that if they know council members oppose a recommendation to begin with. Council Member Armenta inquired about the on-call services budget being high. She expressed many times staff may overuse the on-call services for work which is part of the employee job description. City Engineer Fajardo explained there are about five on-call agreements with different consulting firms until 2018, which was approved by the City Council in 2016. Although the budget is for $150,000, staff is not planning on spending $150,000. The Capital Improvement Projects proposed are very low and the biggest project is the Garvey Avenue Resurfacing project. Staff has been in communication with the Rivers and Mountains Conservancy and they indicated there would be grants available for the City. Council Member Armenia asked if the grant writer received a percentage of what the grant is,therefore they are not getting paid through the general fund. City Engineer Fajardo replied staff requests proposals for the grant writers. Grant writers get paid though Measure R monies or the general fund if the grant is applied for Parks. Council Member Clark reiterated her concerns in eliminating a position when someone holds it. Council Member Armenta stated it should be done now, rather than later because it will be harder. Council Member Armenta stated the position was not a vested position. Mayor Pro Tem Ly asked for a brief recess to allow the City Attorney to review the Memorandum of Understanding with the Rosemead Employees. Mayor Low announced the City Attorney and Assistant City Manager would review some information first before concluding on the budget discussion. D. Consideration of Senate Bill 415 and Consolidation with a Statewide Election Date Senate Bill 415 (SB 415),is also known as the California Voter Participation Rights Act. SB 415 amended the State Elections Code pertaining to municipal election dates. The bill requires cities currently hold standalone municipal elections, to change their election dates to coincide with statewide election dates, unless voter turnout rates for past standalone elections meet a certain threshold. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes ofJune 27, 2017 Page 16 of 19 Recommendation: That the City Council discuss the options available and provide direction to staff Mayor Pro Tern Ly requested the item to be postponed to the next meeting. Council Member Clark stated she agreed to postpone the item and stated the choice is to go with a June or November election in even years. Inaudible comments made due to power outages. Mayor Pro Tern Ly requested to recess the meeting until the system rebooted due to the power outage. Mayor Low recessed the meeting due to power outages during the meeting. The meeting reconvened back at 9:46 p.m. to continue discussions on the Adoption of the Fiscal Year 2017-18 Operating and Capital Improvement Budget. C. Adoption of the Fiscal Year 2017-18 Operating and Capital Improvement Budget City Attorney Richman stated due to the power outages, she was only able to access some information through her phone. She indicated the position was added at a later period in time after the MOU was approved. The Recreation Manger may have not been added to the resolution as a position. If this was the case,then the position does not have a vested right, however most employees do have the right to file grievances or the retaliation claims. Mayor Pro Tern Ly stated the Rosemead Employee Association applies to general services and the language of the MOU applies to the mid-management positions on a separate resolution. City Attorney Richman stated if no one makes a motion the item fails to pass at the meeting. Mayor Low reiterated staff proposed the position and the position should perform the functions listed on the job description. City Manager Manis stated based on the comments made by the Director of Parks and Recreation Chacon, staff feels the position is justified. Mayor Low stated the employee should be able to perform the functions as the job description. City Manager Manis employees should be able to perform according to their job specifications and if they are not meeting performance measurements, then we take appropriate employee related actions. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes ofJune 27, 2017 Page 17 of 19 Council Member Armenta stated what the purpose was of having a person apply and interview based on the job description. How did this person qualify for the job if they are going by the work plan. ACTION: Moved by Council Member Alarcon seconded by Mayor Low to adopt Resolution 2017-26 approving the City of Rosemead's Operating and Capital Improvement Budget for the 2017/18 Fiscal Year as is: Motion was carried by the following roll call vote: AYES: Alarcon and Low; NOES: Armenta and Ly; ABSTAIN: Clark City Attorney Richman stated where there is an abstention the motion carries. ACTION: Moved by Mayor Pro Tern I.y and seconded by Council Member Armenta to adopt Resolution 2017-27 approving the Housing Development Corporation's Operating and Capital Improvement Budget for the 2017/18 Fiscal Year. Motion was carried by the following roll call vote: AYES: Alarcon,Armenta, Clark,Low and Ly 7. MATTERS FROM MAYOR& CITY COUNCIL A. City Council Comments Council Member Clark stated she attended a National League of Cities conference in Cleveland Ohio and there was concern of the take away of the CDBG funds and how it would affect communities. Council Member Armenta reported she attended the NALFO conference. Mayor Low stated she has received an increase of calls concerning illegal fireworks. She asked Chief of Police to monitor the illegal fireworks within the city. Council Member Clark announced there is a citrus tree disease workshop in the City of San Gabriel for the public to attend. Mayor Low recessed the meeting to continue the closed session discussion and reconvened back to open session. City Attorney Richman announced there was no reportable action taken during closed session. 8. ADJOURNMENT The meeting adjourned at 10:50 p.m. The next regular City Council meeting is scheduled to take place on July 11, 2017, at 7:00 p.m. in the Rosemead City Hall Council Chamber. Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes ofJune 27, 3017 Page 18 of 19 77 C Marc Donohue,City Clerk APPROVED Polly Low�Mayor Rosemead City Council and the Successor Agency to the Rosemead Community Development Commission Joint Meeting Minutes ofJune 27, 2017 Page 19 of 19