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HomeMy WebLinkAboutMinutes - April 27, 2015 - CC, Special MeetingCITY OF AZUSA j MINUTES OF THE SPECIAL MEETING OF THE CITY COUNCIL ' MONDAY, APRIL 27, 2015 — 7:11 P.M. Mayor: Joseph Romero Rocha Mayor Pro -tem: Edward J. Alvarez Councilmember: Angel A. Carrillo Councilmember: Uriel Edward Macias Councilmember: Robert Gonzales City Clerk: Jeffrey Lawrence Cornejo, Jr. City Treasurer: Arthur M. Vasquez i The City Council, of the City of Azusa, met in special session at the above date and time in the Azusa Light & Water Conference Room, located at 729 North Azusa Avenue, Azusa, CA 91702. i A copy of the Notice of said Special Meeting was delivered to the Mayor and Councilmembers on April 23, 2015, between 5:00 p.m. and 5:30 p.m., by Senior Office Specialist Bautista and e-mailed by Deputy City Clerk Hernandez. Mayor Rocha called the meeting to order at 7:11 P.M. Call to Order ROLL CALL: Roll call was taken by City Clerk Comejo. Roll Call I PRESENT: COUNCH.MEMBERS: GONZALES, CARRILLO, MACIAS, ALVAREZ, ROCHA Present ABSENT: COUNCH MEMBERS: NONE I ALSO PRESENT Also Present Elected Officials: City Treasurer Vasquez, City Clerk Cornejo. Staff Members: City Manager Butzlaff, City Attorney Ferre, Police Chief Gonzalez, Finance Director Paragas, Information iServices/Library Director Graf, Economic and Community Development Director Christiansen, Interim Public Works Director/City Engineer Bobadilla, Human Resources and Risk Management Director Ayala, Recreation and Family Services Director Jacobs, Utilities Director Morrow, Senior Administrative Analyst Yang, Public Information Officer Quiroz, Assistant/Deputy City Clerk Hernandez. THE CITY COUNCIL RECESSED FOR A BREAK AT 7:11 P.M. AND RECONVENED AT 7:17 Recess P.M. i PUBLIC PARTICIPATION Public Participation None given. GOAL SETTING WORKSHOP City Manager Butzlaff stated that the workshop was for the purpose of discussing goals and objectives in T. Butzlaff order to adjust -the budget for the next Fiscal Year 2015-2016 (FY 2015-16). Each department head Comments would present their respective department's accomplishments in the last 12 months and goals for FY 2015-16, and Council would also set their specific goals. He explained that goals set the Council's vision and core values on specific issues that can be used to measure performance; they represent commitments on specific targets and specific time frames, and the best effort to achieve them. Council's goals determine the benefits of the community and staff focuses on those goals to ensure that they carry them through by setting priorities, and allocating staff and financial resource. The best process to use is the smart goals system that specifically sets strategic direction in determining priorities; it is specific, measurable, attainable, relevant, time based and easy to understand. rmance Uirector Paragas presented the department's accomplishments and goals: Finance . Department Accomplishments in the last 12 months: Accomplish- ments and Goals i • As a result of the reduction in personnel, responsibilities were re -assigned; changes will continue to be made in order to be more efficient and attain the projected goals. • Two Former Redevelopment Agency Bonds were refunded with an approximate $4 million in savings over the life of the Bonds; three (3) additional Bond refundings are being processed. • The inter -fund loan policy and the general fund reserve policy were adopted, and an internal department procedures policy was created, to help meet the finance reports deadlines. Goals for FY 2015-16: I • Complete the Comprehensive Annual Financial Report (CAFR) report in a timely manner in order to meet reporting deadlines. • Complete and implement the financial system upgrade. '• Scan finance archives in order to produce an efficient document retrieval system. • Eliminate Iron Mountain storage services by destroying eligible documents and transfer of permanent documents to the Finance's storage container. • Continue to create Finance Department Polices and Procedures to be more efficient in providing customer service to the departments. Utilities Director Morrow presented the department's accomplishments and goals: I Accomplishments in the last 12 months: i • Water leases thatlgenerated $3 million. Emergency water' purchases. • Activation of the Phase III Water Shortage Plan Implementation. • Developed the Water Supply Strategic Initiatives Planning and Drought Management Program. • Third Party Watei Leases that generated approximately $2.9 million. • The first solar project became operational. • Completed the Energy/Water Exploration Center Conceptual Design for a City owned property on San Gabriel Avenue. • Implementation of two technology customer service programs that include the iCloud-based phone management System and an Electronic Agreement Enhancement Program. • Continue to work on the water modernization project, smart meters, smart communications, and eventually smart devices in the distribution network. ' • Updated the Water Reserve Policy. • Continued with the RP3 Reliable Public Power Provider Designation. i I Goals for FY 2015-16: • Continue with the Phase III Drought Program Management. • San Juan Power Plant divestiture. • Electric/Water Utility Grid Modernization (AMI) Proposals review. • Water Supply sufficiency/Reliability Strategic Options. • Athens Refuse Contract Long-term Options. I Library accomplishmi nts in the last 12 months: i • Wrote and received grants totaling $143,425, for various literacy programs. • A grant of $30,000 was awarded for the Neighborhood Connections Program. • Created an online) digital copy collection of the local newspapers. • Expanded the library card program. • Increased the number of bookmobile stops. • Concluded the second year of the One -Book -One -Azusa Program. Library Goals for FY�2015-16: • Continue providing Community Events and Programs. • Expand the boolanobile and library card program to all the schools. • Continue with the Grassroots ESL (English as a Second Language) Program. Information Services accomplishments in the last 12 months: • Wrote grants for the E -Rate Funding. • Will work on providing a faster broadband capacity at the Library. • Began the upgrading of the Finance system in partnership with the Human Resources Department. • Completed implementation and configuration of the hardware and software operating system. 04/27/2015 PAGE TWO Utilities Accomplish- ments and Goals Library and IT Accomplish- ments and goals J • Completed business payroll process review for the Human Resources and Finance Departments. • Provided hardware and software implementation and installation for Light and Water iCloud Center. • Assisted to manage the 911 computer system in the Police Department. I Information ServiceslGoals for FY 2015-16: • Continue with the upgrade of the Finance system. • Work with the Los Angeles County Consortium to update the Geographic Information Systems (GIS) Mapping. 11 • The City's Website upgrade. • Integrate a mobile application. • Upgrade the e-mail system. • Integrate an e-mail system to e-mail library overdue notices. Accomplishments in the last 12 months: • Improvements were made to 6.1 miles of the sewer system with a new technology called Cured -hi - Place -Piping (CIDP). • Improved a blighted area at Azusa Avenue and the 210 Freeway. • With the assistance of a federal grant, implemented the Safe Route to School Projects, which included patterning with the Azusa Unified School District (AUSD) to do art outreach to educate students, teachers and parents on safe ways to walk and bike to and from school. • Started the construction of the Intermodal Parking Structure to be completed December 2015, in conjunction with'the Gold Line Project. Goals for FY 2015-1 • Reconfiguration of the area at the Foothill Boulevard, Alosta Avenue and Rockvale Avenue, to have better flow of traffic and better pedestrian crosswalks. • Street improvements at Alosta Avenue between Citrus Avenue and Barranca Avenue. • Street improvements at Tenth Street between Todd Avenue and Vernon Avenue. • Street improvements at Sierra Madre Avenue, between Todd Avenue and San Gabriel Avenue. • Additional restroom at City Hall for men and women. accomplishments and goals: Accomplishments in the last 12 months: • Began the Specific Plan with the Dhamakaya Center to upgrade and construct a new meditation center. • Rosedale Housing Project will be 75% completed by July 2015. • A Development Agreement for a new hotel at the Enterprise Site. • A Development Agreement for a new gymnasium at the Edgewood Center. • Completed the 10th and Todd Industrial Project. • Completed the first marathon. Goals for FY 2015-16: I • Completion of the Transit Oriented Development (TOD) Specific Plan. • Hilton Hotel Project at the Enterprise Site. • Completion of the Long Range Property Management Plan. • Solicit developers for Block 36, Southeast comer of Foothill Boulevard and Azusa Avenue. • Continue contesting with the State to allow the City to keep the Eastside of Azusa A-2 property. Accomplishments in the last 12 months: • Part 1 Crime Rate was down 10% in 2014, with an increase of 3% in the first quarter of 2015, due to the passage of Proposition 47. • Launched the live interoperable radio System via Joint Powers Agency with six other agencies. • Installed the newlRecords Management System. • Launched the azusapd.org Website, which includes social media such as facebook and Twitter. • Launched Coffee with a COP event. 04/27/2015 PAGE THREE I Public Works Accomplish- ments and Goals Community Development Accomplish- ments and Goals Police Department Accomplish- ments and Goals Goals for FY 2015-16: I • Establish a non-profit Police Foundation. • Implement bodylwom cameras. • Set up a "complete a police report" on-line feature for certain crimes. • Establish a grassroots Homeless Assistance Liaison Officer position. • Develop a Community Emergency Response Team (CERT) program with Area -D, to include 23 other Cities in the San Gabriel Valley. and goals: Accomplishments in the last 12 months: 1 • Met with each de partment head to find out their perspective of the Human Resources Department. • Changes are being implemented to better serve the departments. • Reached out to the bargaining units to build a better relationship. Goals for next Fiscal Year 2015-16: I • Develop a Citywide Administrative Policy Manual. • Develop an Employee Recognition Policy. • Reduce the City's financial liability for employment retirement and medical benefits. Recreation and Family Services Director Jacobs presented the denartments accomplishments and goals: Accomplishments in the last 12 months: I • Celebrated 20 Year Anniversary of the Azusa Aquatic Center at Slauson Park and the 65 Year Anniversary of Memorial Park. • Senior Center LED Lighting Enhancement Project. • Procured a $289,000 grant from Los Angeles Secretary Gloria Molina various improvements at City Parks. - • Tree City USA Designation for the 12th consecutive year. ' • Department Generated over $75,000 through several fundraisers to augment Department Programs and Community Improvements Projects (CIP). Goals for FY 2015-16, which are subject to CIP approval through the budget process: I • Fencing Project at Gladstone Park. • Heating Ventilation and Air Conditioning (HVAC) Replacement at the Senior Center, for energy efficiency. • Ficus Tree Removal and Palm Tree Installation on the sidewalk in front of City Hall. • Synthetic Turf Median Island Pilot Program, to mitigate water use and maintenance cost. • Installation of new exercise equipment at Northside Park. i Discussion was held! regarding the reduction of staff and additional duties inherited by the Finance Department, which has had an impact on staff not being able to meet the deadline to submit the CAFR reporting requirements, and duties being reassigned in order to perform more efficiently; the formation of a non-profit to receive donations and fund raise for the Police Department will require the filing of an Exempt Organization 501(c)(3) Form; the upgrade of the Finance system to be completed by April 2016, staff training and testing will be conducted up until that time; Finance documents will be retrieved from Iron Mountain to be; reviewed and destroyed in accordance with the Records Retention Policy, and permanent records will be stored at a City's site; Webpage services have not been upgraded since 2008, CivicPlus will provide an upgrade that will meet the current technologies demands; reporting certain crimes on the Police Department's Website will be an additional service for the community and will be managed by staff; Ficus Trees are replaced in areas throughout the City, based on residents notification that the roots are a risks for liability and/or they cause damage to property; the old Train Depot Station design will be completed by June 2015, with the goal to finalize the improvements in conjunction with the opening of the GoldLine in December 2015; the Homeless Liaison Project; the Human Resources Employee Development Programs will provide employees succession planning; Council requested that staff find out what the Fire Department's goals and priorities are to serve the City; setting up a long-term plan to maintain the Downtown; the Police participation at community events in order to build positive relations with the reslidents; efforts to have current policies for each department as well as a Citywide Policy. I City Manager Butzlaff stated that the City Council submitted their priority goals prior to the workshop; they were compiled in specific areas, each area with a list of the goals, and he asked the Council to note their top priorities from that list and add goals if needed. 04/27/2015 PAGE FOUR Human Resources Accomplish- ments and Goals Recreation Department Accomplish- ments and Goals Discussion Council Sets Goals THE CITY COUNCIL RECESSED FOR BREAK AT 8:46 P.M. TO REVIEW THE LIST AND CHOOSE TOP PRIORITIES ON THE FOCUS AREAS, AND RECONVENED AT 9:04 P.M. City Manager Butzalff announced the City Council Priority Goals for Fiscal Year 2015-16: ECONOMIC DEVELOPMENT: • Encourage new Business investment and development of Block 36, Block 37, A-2 and A-3 Areas to diversify the City's tax base. • Attract, retain arid, grow a diverse and stable economic base that supports City revenues, goods, services and jobs !for residents. • Attract a specialty food market/grocery store. • Conduct a survey to gather input from the business community on how the City is performing and to determine what more can.be done to improve business. • Plan for and implement practices to achieve financial sustainability. • Maintain a balaneed budget. • Continue to work with the City's labor groups to reduce retirement and benefit costs. 1 3. ENVIRONMENT: • Evaluate, develop, and implement short and long term strategies to address the environmental and financial impacts of drought conditions. • Continue to monitor Vulcan Mining to ensure compliance with the terms and conditions of the Development Agreement. 1 4. PLANNING/DEVELOPMENT: • Complete the Intermodal Parking Structure and rehabilitate the former train depot. • Continue to work with Rosedale Land Partners on the completion of all remaining development obligations. • Complete the hotel on the former Enterprise Site. • Complete the build -out of World Gym at Edgewood Shopping Center. I 0 • Enhance and sustain public facilities and infrastructure. 5. 'PUBLIC SERVICES: • Maintain core services levels to keep up with growing community requirements. • Explore the potential for a Police sub -station at Edgewood Center. • Improve and enhance Downtown Maintenance. City Manager Butzlaff stated that staff will work on a plan to achieve Council's goals, and how they will be structured using the smart goals system to have specific items that are measurable, time based and relevant; once a plan is in place, a study session will be conducted to inform the Council how the budget will be impacied by incorporating the goals into the FY 2015-16 Budget. ADJOURNMENT It was consensus of the City Council to adjourn the meeting. I TIME OF ADJOURNMENT: 9:10 P.M. NEXT RESOLUTION NO. 2015-C21. I I 04/27/2015 PAGE FIVE I Recess Council's Goals FY2015-16 Economic Development Financial Sustainability Environment Planning/ Development Infrastructure Public Services T. Butzlaff Comments Adjourn