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CC - Minutes - 05-09-17 MINUTES OF THE CITY COUNCIL CITY OF ROSEMEAD REGULAR MEETING MAY 9, 2017 Workshop The meeting of the Rosemead City Council was called to order by Mayor Low at 6:02 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 ABSENT: 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, Director of Public Works Garcia, and City Clerk Donohue 1. WORKSHOP A. Budget Study Session Brian Lewin, resident, expressed his support for street resurfacing projects. He asked the City Council to look into setting aside funds to allocate towards projects indicated in the Garvey Avenue Specific Plan, installing solar for proposed new lighting,and creating a ready access to reclaimed water when installing new piping. He expressed support for reclassifying the Public Safety Coordinator position to a Public Safety Supervisor position. Finance Director Lieu reviewed and presented a PowerPoint presentation on the Preliminary Annual Budget for Fiscal Year 2017-18. Council Member Armenta noted the name of Qiao Garden has recently changed. She asked if that should be updated in the report. Community Development Director Ramirez confirmed that the owners did submit for a name change from Qiao Garden to the Hanford Hotel. She noted that the name will be updated in future documents. Council Member Armenta noted the City has always had basketball and co-ed softball in the budget. She asked why it's being considered "new-. Director of Parks and Recreation Chacon noted that is in reference to adult sports only. He stated the City did not have adult basketball or softball in the previous budget. Council Member Clark inquired about the insurance increase with CJPIA. Rosemead City Council Meeting Minutes of May 9, 2017 Page 1 of 12 Finance Director Lieu noted the insurance cost increased because the City's property insurance cost increased and this is a one-time retrospective deposit of about $122,000. Mayor Pro Tern Ly clarified if the total reserve fund balance is 83%overall. Finance Director Lieu answered in the affirmative. Mayor Pro Tern Ly agreed with Mr. Lewin's previous comments about making street resurfacing a top priority. He asked why there are no resurfacing projects on the list of unfunded CIP projects. City Engineer Fajardo noted the City has several streets that will be requiring resurfacing in the next five years. Mayor Pro Tern Ly asked for future resurfacing projects be added to the unfunded CIP list even though there is no current funding for them. Mayor Low agreed with Mayor Pro Tem Ly's suggestion. Mayor Pro Tern Ly asked why the Public Works Department is in need of an additional Maintenance Worker. Director of Public Works Garcia stated it's because of the additional park space that the City has added. Council Member Clark asked if staff is preparing Jay Imperial Park to utilize reclaimed water. City Engineer Fajardo noted the reclaimed water currently stops are Rush Street and Walnut Grove Avenue. He stated a new line will have to be installed for it to be utilized at Jay Imperial Park. City Manager Manis noted that staff will look into utilizing reclaimed water for Jay Imperial Park. Council Member Armenta noted the 2016-17 Fiscal Year Budget included adult sports on page 2. She asked for clarification as to why it was said that the City did not budget for adult sports in the previous fiscal year. Director of Parks and Recreation Chacon stated the term adult sports was used as a place holder. He noted adult sports are contracted out by a third party vendor and there is no expenditure from the City. It is a revenue that is received from the vendor the City has selected in the past as a royalty. He noted staff was speaking specifically to the revenue. Mayor Low clarified the City did not have any adult sports programs last year even though the title included the term youth&adult sports. Rosemead City Council Meeting Minutes of May 9, 2017 Page 2 of12 Director of Parks and Recreation Chacon noted the City at one time had an adult basketball contractor and an adult softball contractor but in the last budget. the title of youth & adult sports stayed the same but staff did not budget any money to be used in adult basketball or softball programs nor did the City receive any revenue from an adult basketball or softball program. Council Member Armenta noted for audit purposes, the proposed title is very misleading. She stated the City has to be careful on how items are titled in the budget. City Manager Manis noted staff will look into the funded programs and the titles of those programs. Council Member Alarcon asked if the City will continue to have contractors for adult basketball and softball. Director of Parks and Recreation Chacon answered affirmatively. Council Member Armenta asked how staff arrived at the $45,000 increase for seasonal staff. Director of Parks and Recreation Chacon noted the new summer and seasonal camps costs is approximately $45,000, which includes the part-time salaries, excursions, and supplies to run the camps. Council Member Armenta asked how many employees are going to be hired to run the camps. Mayor Pro Tem Ly noted the PowerPoint states it's four staff members onsite at any given time. Councilmember Armenta asked how many staff members will be working at the Aquatics in the proposed budget. Director of Parks and Recreation Chacon noted that seasonal, there will be fifty- live employees working at the pools. Council Member Armenta asked how many staff members were budgeted previously. Director of Parks and Recreation Chacon noted he believes it was fifty-four employees. He noted there hasn't been any major changes to the part-time hourly structure at the pools. Mayor Low clarified if the number of employees and hours are the same as previously budgeted. Rosemead City Council Meeting Minutes of May 9, 2017 Page 3 of 12 Director of Parks and Recreation Chacon noted it's very similar. The difference being staff would prefer to have more lifeguards and instructors as it would allow the City to offer more classes. Council Member Armenta asked if the total number of employees is listed in the budget. Director of Parks and Recreation Chacon noted he believes there is an hourly breakdown instead of total number of employees. He noted he will send Council Member Armenta a complete breakdown of the scheduled positions. Council Member Armenta asked how many recreation staff members are anticipated for the proposed budget as compared to the previous budget year. Director of Parks and Recreation Chaeon noted the recreation staff is composed of the Recreation Leader l's, Recreation Leader II's, and Pre-school Teachers. Mayor Low asked if the proposed recreation staff is the same amount as the previous budget year. Director of Parks and Recreation Chacon noted the number is slightly higher for the community centers due to the high facility rentals. Council Member Armenta asked why staff is proposing six Assistant Pool Managers instead of the two from the previous budget cycle. Director of Parks and Recreation Chacon noted two Assistant Pool Managers at 40 hours a week proved not to be enough staff to cover all the programs the City offers. Council Member Armenta asked how she can be reassured that staff will not overlap their hours working at the pools. Director of Parks and Recreation Chacon stated he can share his staff schedule with Council Member Armenta after the meeting. He noted it is staffs goal that employees will not overlap for large periods of time. Council Member Armenta wanted to put on record that going from two Assistant Pool Managers to six is concerning and she is also concerned with staff overlapping their hours and paying two employees to do the job of one. Mayor Low asked if staff includes a projected year-end estimate of what was spent in the 2016-17 Budget. Finance Director Lieu noted the budget does include estimated year-end totals for each department. Mayor Low noted she wants to make sure that staff is budgeting items accordingly. Rosemead City Council Meeting Minutes of May 9, 2017 Page 4 of 12 Council Member Armenta asked staff to look into the Recreation Manager position. She noted she regrets pushing this position forward. She stated she was told the Recreation Manager position was needed because there would be new additional programs but she has not seen that. She noted there are three Coordinators, three Supervisors, one Administrative Specialist, and the Director of Parks and Recreation. She apologized to the City Council for pushing the Recreation Manager position forward. Mayor Low asked the City Manager and the Director of Parks and Recreation to look into the responsibilities of the Recreation Manager position and sec if it could be covered by other budgeted positions. City Manager Maths noted staff will bring that back when the final budget is presented to the City Council. Mayor Pro Tern Ly noted he will not be at the June 1.3 h meeting as he will be at Army Training from June 10th through the 24th. He asked the final budget be presented at the June 27th meeting instead of June 13`h. Mayor Low asked if the Measure M local return is a one-time tax. Mayor Pro Tern Ly noted it is an annual tax that was passed this past November 2016. Mayor Low asked if the Urban Greening Grant is a potential grant. Finance Director Lieu noted it is a potential grant and it was not included in the budget since staff is not sure if the City will get approval of the grant. City Manager Manis noted staff doesn't expect to hear a decision on the grant until September/October 2017. Mayor Low asked why consultant services increased by $100,000 in the Public Works Department. Director of Public Works Garcia noted it's mostly due to NPDES consulting services and part for emergency services. Council Member Armenta expressed her concern for the number of consultants the City is hiring to do work which could be accomplished by the department director. She noted she would like staff to look into how many consultants the City is currently utilizing. City Manager Manis noted he recently met with his department heads to watch what duties are delegated to consultants. Mayor Low thanked the Finance Director and staff for the preliminary budget. She asked each department to look how money can he saved for the future. Rosemead City Council Meeting Minutes of May 9, 2017 Page 5 of 12 City Manager Manis thanked the Finance Director for all the hours she spent putting the budget together. Finance Director Lieu thanked her staff for all their assistance in preparing the budget. RECONVENE TO REGULAR MEETING The joint meeting of the Rosemead City Council, Housing Development Corporation, and Successor Agency to the Community Development Commission was called to order by Mayor Low at 7:12 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 ABSENT: 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, Director of Public Works Garcia, and City Clerk Donohue PLEDGE OF ALLEGIANCE was led by Councilmember Alarcon INVOCATION was led by Councilmember Clark 2. PUBLIC COMMENT -None 3. PRESENTATIONS A. Civic Pride Day Honorees Senior Management Analyst Piatt recognized and presented certificates to the following individuals and organizations who volunteered their time and materials for Civic Pride Day: A&R Nursery,Benson Lee,Brandon Moya, I Iome Depot,Just Serve, Republic Services, Sakaida Nursery, Sanchez Elementary Student Council, Sanchez Elementary Teachers. Starbucks, Walmart, and West Coast Arborists. B. Presentation by I.os Angeles Community Choice Energy (LACCE) Gary Gero,County of Los Angeles,presented a PowerPoint presentation on the Los Angeles Community Choice Energy program. Community Choice Aggregation allows local governments to purchase and sell electricity to customers in their jurisdictions as an alternative to traditional investor owned utility power procurement. 4. PUBLIC HEARINGS -None i. CONSENT CALENDAR Rosemead City Council Meeting Minutes of May 9. 2017 Page 6 of 12 B. City Council Meeting Minutes Recommendation: That the City Council approve the minutes from the regular meeting on March 28,2017. C. Ordinance No. 973 — Second Reading and Adoption: Adoption of the 2016 Fire Code as Amended by Los Angeles County On April 25, 2017, the City Council introduced Ordinance No. 973, adopting by reference, pursuant to Government Code Section 50022.2, the 2016 California Building Standards Fire Code(Title 32 Los Angeles County Fire Code-2017 Fire Code), and adopting local amendments thereto. Recommendation: That the City Council approve the second reading and adoption of Ordinance No. 973. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA. ADOPTING BY REFERENCE, PURSUANT TO GOVERNMENT CODE SECTION 50022.2, THE 2016 CALIFORNIA BUILDING STANDARDS FIRE CODE (TITLE 32 LOS ANGELES COUNTY FIRE CODE—2017 FIRE CODE), AND ADOPTING LOCAL AMENDMENTS 'THERETO D. Approval of First Amendment to City Manager Employment Agreement The City and the City Manager entered into an Employment Agreement ("Agreement') on April 11, 2016. Section 3 of the Agreement permits the City Council to conduct performance evaluations and grant increases in salary. Pursuant to Section 3 (a)(ii) of the Agreement, the City Council conducted the City Manager's performance evaluation. The City Manager received a "meets expectation"review with a 3.8 rating. The City Council may grant a salary increase to the City Manager. A 3% increase would bring the City Manager's total annual salary to S199,617.60. Recommendation: That the City Council consider approving the First Amendment to the City Manager Employment Agreement granting a 3% salary increase to the City Manager. E. Approval of Undertaking Agreement for Tract Map No. 72347-8470 Garvey Avenue Tract Map No. 72347 is being submitted for consideration and approval along with an Undertaking Agreement to guarantee construction of public improvements subsequent to the recordation of the tract map. Rosemead City Council Meeting Minutes of May 9, 2017 Page 7 of 12 Recommendation: That the City Council approve Tract Map No. 72347 and the Undertaking Agreement and direct the City Clerk to arrange for the recordation of the map. C. Crossing Guard Services Agreement with all City Management Services, Inc., and Annual Cost Sharing Agreements with the School Districts The City Council will consider an amendment to an agreement with All City Management Services, Inc. (ACMS) for crossing guard services near local public schools, and annual cost sharing agreements with the Rosemead School District and the Garvey School District for crossing guard services for the upcoming 2017/18 Fiscal Year. Funds to cover the City's share of the annual costs, which total $71,580.60, are contained in the City's proposed 2017/18 Fiscal Year Budget. Recommendation: That the City Council authorize the City Manager to: 1. Execute an Amendment to an Agreement with All City Management Services, Inc. for crossing guard services through June 30, 2019; and 2. Execute the cost sharing agreements with Rosemead School District and the Garvey School District in funding the crossing guard services for the 2017/18 Fiscal Year. Council Member Armenta pulled items 5.A and 5.F for separate discussion. ACTION: Moved by Mayor Pro Tern Ly and seconded by Council Member Armenia to approve Consent Calendar items 5B, 5C, 5D, 5E, and 5G. The motion carried unanimously by the following vote:AYES: Alarcon,Armenta,Clark,Ly, Low A. Claims and Demands • Resolution No. 2017-19 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ALLOWING CERTAIN CLAIMS AND DEMANDS IN 'THE SUM OF $909,203.31 NUMBERED 96047 THROUGH NUMBER 96168 INCLUSIVELY, WHICH IS ATTACI IED HERETO AND MADE A PART HEREOF Recommendation: Adopt Resolution No. 2017-19 Council Member Armenta inquired as to why Transtech Engineers, Inc. invoices dating back to August 2016 are just now being paid. Public Works Director Garcia stated staff just received their invoices in the last month. She also noted some of the invoices received were in the wrong format and had to be corrected. Rosemead City Council Meeting Minutes of May 9, 2017 Page 8 of 12 ACTION: Moved by Mayor Pro Tem Ly and seconded by Council Member Alarcon to approve Consent Calendar item 5A. The motion carried unanimously by the following vote: AYES: Alarcon, Armenia, Clark, Ly, Low F. Park/Sports Facility Use Policy At the request of the City Council, staff was asked to update the existing Park/Sports Facility Use Policy to include language that would take historical usage into account for priority facility scheduling. Recommendation: That the City Council provide direction regarding the proposed amendment language to the Park/Sports Facility Use Policy. Council Member Armenta noted she was approached by someone asking to bring in youth baseball to the City. She expressed concern with the request since the Rosemead Youth Association (RYA) is still in existence. She noted the proposed policy will protect and provide a safe guard for historical sports teams in the City of Rosemead. ACTION: Moved by Council Member Armenta and seconded by Council Member Clark to approve Consent Calendar item 5F. The motion carried unanimously by the following vote: AYES: Alarcon,Armenia, Clark, Ly, Low 6. MATTERS FROM CITY MANAGER& STAFF - None 7. MATTERS FROM MAYOR&CITY COUNCIL A. Legislative Platform (Agendized by Mayor Pro Tern Ly) At a recent City Council Meeting, a request was made to create a City Legislative Platform("Platform")to provide a streamlined process for responding to legislative proposals that may impact the City. The proposed action adopts 2017 Legislative Platform and approves State and Federal Priorities for 2017. Recommendation: That the City Council adopt the proposed 2017 City's Legislative Platform. Mayor Pro Tern Ly noted this proposed legislative platform would give guidance to staff on what the City's position is on various issues and it would allow staff to send letters of support or opposition based on the criteria in the legislative platform. Council Member Clark asked bullet point#3 under Strategies be amended to state, "The City will take positions only on proposals that clearly impact our City and its Community, or are a threat to local control." Council Member Clark asked if this policy would prohibit the City Council from bringing positions on future bills to a future City Council meeting. Rosemead City Council Meeting Minutes of May 9, 2017 Page 9 of 12 Mayor Pro Tern Ly stated it would not. this would give staff flexibility for the time periods in between City Council meetings. Mayor Low encouraged the City Council to send in letters of support or opposition on behalf of themselves in the future as well. ACTION: Moved by Mayor Pro Tern Ly and seconded by Council Member Annenta to approve the recommended action as amended. The motion carried unanimously by the following vote: AYES: Alarcon,Armenta, Clark, Ly,Low B. Establishment of a Parks Commission Recommendation: That the City Council: I. Introduce for first reading, by title only, Ordinance No. 974, entitled: AN ORDINANCE OF THE CITY OF ROSEMEAD, CALIFORNIA, ADDING CHAPTER 2.33 TO 'TITLE 2 OF THE ROSEMEAD MUNICIPAL CODE AND PROVIDING FOR THE ESTABLISHMENT OF A PARKS COMMISSION FOR THE CITY OF ROSEMEAD 2. Approve Resolution No. 2017-20, establishing compensation for members of the Parks Commission. A RESOLUTION OF THE CITY COUNCIL OF TILE CITY OF ROSEMEAD, CALIFORNIA, ESTABLISHING COMPENSATION FOR MEMBERS OF TI IE PARKS COMMISSION Brian Lewin, resident, stated he agreed with the duties outlined for the potential Parks Commission but suggested that a committee be formed before a commission is created. Mayor Pro Tem Ly noted the City is still very deficient in parks space. The Parks Commission would be able to bring new ideas to the City Council with their primary focus being on new park space. Mayor Low asked what the benefit would be to have a commission instead of a committee. Mayor Pro Tem Ly stated a Parks Commission would be able to deal with issues that take a great amount of time and would allow the City Council to focus on bigger items. He referenced the 'Toolbox" item which the Traffic Commission dealt with for six months, while the City Council dealt with more important items. Mayor Low noted if the potential Parks Commission is not performing up to standards,the municipal code allows the City Council to eliminate the commission. Rosemead City Council Meeting Minutes of Miry 9, 2017 Page 10 of 12 Council Member Clark expressed her concern with forming a commission right away. She noted a commission would require a staff member to do the actual research for the commission. She suggested a committee be formed initially to see if it would be a success. She asked if staff has budgeted a staff member to assist the commission and the compensation which the potential commissioners would receive. Mayor Low clarified if a committee would require a staff person to assist as well. Council Member Clark stated it would, but a committee would be easier to eliminate than a commission, if it's not needed. She suggested a trial run as a committee first before becoming a commission. Council Member Armenta noted having a commission would allow it to be staffed by a Director, which a Director should have as part of their duties. Council Member Clark asked what the purpose of the commission would be if a staff member would be the one coming up with ideas for potential park space and grant funding. Mayor Pro Tern Ly noted dedicated Parks Commissioners would be focused only on parks and how we can solve the deficient park space problem. He stated the potential commissioners are going to have the mind-set to make the City better. Council Member Armenta noted a committee might actually pay more in terms of staff time. She referenced the staff liaison to the Beautification Committee who is not a director, is performing duties outside of his scope. She reiterated a Director should be performing these duties. Mayor Low noted a Commission would be more formal, staffed by a Director, and the members would be compensated and a Committee would be less formal, staffed by administrative staff, and would not receive compensation. Council Member Armenta asked staff to look into the Beautification Committee becoming a Commission in the future. ACTION: Moved by Mayor Pro Tem Ly and seconded by Council Member Armenta to approve the recommended action #1. 'the motion carried by the following vote: AYES: Alarcon, Armenia, Ly,Low NOES: Clark ACTION: Moved by Mayor Pro Tern Ly and seconded by Council Member Armenta to approve the recommended action #2. 'the motion carried by the following vote: AYES: Alarcon,Armenia, Ly, Low NOES: Clark C. City Council Comments Council Member Armenta congratulated the Sub-Committee from the Beautification Committee for their work at Civic Pride Day. She noted she will be Rosemead City Council Meeting Minutes of May 9. 2017 Page 11 of 12 attending the upcoming California Contract Cities Association Annual Municipal Seminar. She stated she will be the Secretary Treasurer again since she allowed one of her colleagues to move ahead since he will be running for higher office in the near future and this will give him a chance to serve as President before he leaves. 8. CLOSED SESSION A. CONFERENCE WITH LEGAL COUNSEL—INITIATION OF LITIGATION Government Code Section: 54956.9 (d)(4) Number of Cases: 2 B. CONFERENCE WITH LEGAL COUNSEL- EXISTING LITIGATION Pursuant to Government Code Section 54956.9 (d)(1) Case Name: Tan vs. Rosemead Case Number: CJP038818RM City Attorney Richman stated there was no reportable action taken in closed session. 9. ADJOURNMENT The meeting adjourned at 8:38 p.m. The next regular City Council meeting is scheduled to take place on June 13, 2017, at 7:00 p.m. in the Rosemead City Hall Council Chamber. Marc Donohue City Clerk APPROVED: %.J Polly,Yo , ayor Rosemead City Council Meeting Minutes of May 9, 2017 Page 12 of 12