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HomeMy WebLinkAboutMinutes - December 12, 1996 - RA0 CITY OF AZl1SA • MINUTES OF THE CITY COUNCIL ANTI THE REDEVELOPMENT AGENCY ADJOURNED REGULAR MEETING I2, 1996 - 6:311 P.M. The City Council/Board of Directors of the City of Azusa mel in adjourned regular session at the above date and time in the Azusa Light and Water Department Conference Room. Mayor/Chairman Alexander called (he meeting to order and led in salute to (he Flag. Call to Order ROLL CALL Roll Call PRESENT: COUNCILMEMBERS: HARDISON, NARANJO, BEEBE, ALEXANDER ABSENT: COUNCILMEMBERS: MADRID ALSO PRE .NT: Also Present City Administrator/Executive Director Garcia, Chief of Police Broderick, Community Development Director Bruckner, Director of Finance Craig, Utilities Director Ilsu, Community Services Director Ouarrern, Recreation superintendents Noriega and Jacobs, Park Maiulemmce Supervisor Rivera, Personnel Analyst Wallace, Superinlendenl of Public Works Pedroza, Administrative Analyst Dadaian, City Librarian Maghsoudi, Interim redevelopment Director Seel, Cily Treasurer Tal Icy, Depuly Cily Clerk Toscano. Members of the Azusa Innovations and Efficiency Committee were also present. 'These minutes reflect discussion that took place between Councilmembers/Directors, Azusa Innovations and Efficiency Committee members, and Azusa City staff regarding observations, recommendations and responses to the AIEC report. Although many items were discussed, some were not discussed in detail and not all items were approved, the minutes reflect this, and a copy of the detailed report is attached R1r future information. PUBLIC PARTICIPATION Pub Part. Mr. Art Morales addressed Council suggesting (1111( the AIEC Commi(lee be more of a A. Morales reflection of the community, perhaps long (innc residents and ilia( the process ol'sclecling (lie conunents members be similar to that of selecting Board and Commission members. Ile nlso requested that (lie Police Deparhnenl provide infonm1(ion regarding (he proposed beer and wine license for the property localed at 91.5 East Arrow Highway, a( the next meeting and (lit staff research the nu1(ler to see if there is lime to deny the license for Ilial property. Chief of Police Broderick responded staling that lie would be providing a report regarding the COP mallet. response City Adminislrit(or/Executive Uireclor Garcia inlroduccd the Ai•.usa Innovations & Eflicicncy Cily Admin Comntllee report, thanked members of the couunillee, and provided background information intro on (he process (hal was used to compile the report based on 111e Committee's review, which was: observation of Cily Deparlmenls, recommendations, and Staff responses, time lines and costs. Councilmcmber/Uireclor Madrid entered [lie meeling at 6:38 p.m. Madrid ent. Ms. l lelen Uilermark, Chairperson of (he Commillee, slating Ihat she was pleased to read the 11. Utennark responses to recommendations and introduced Dr. Cliff' I Iannlow of the Committee to provide comments a detailed observation. 0 0 Dr. CIil3 I lauduw nddresscd the issue expressing his [hanks fir II►e oppor[nnily to reconvene C. I lamlow and lir the fact that the observations and recommendations were considered and responded comments to in a thorough manner. I le stated that the conuuillee tried to be objective and expressed the excitement of the process. Ile thanked the City for being receptive and allowing the Conmmittec to participate in providing input to lite Cily operations. Mayor Alexander expressed his appreciation to and thanked the Committee and staff for their Alexander work in making lite City a more efficient place to live. comments Community Development Director Bruckner addressed Observation and Recommendation 42 relating to combining the Redevelopment Department and Community Development Department in order to work more closely and as a way to address efficiency. I le slated (lint staff agrees with (lie merger and advised, as stated in the report that lite workload activities of the Redevelopment Agency have been very intensive in the past few years, and are expected to continue in this manner for at least lite next two to three years, which will require a Project Manager in place of Redevelopment Director position. Staffs interim approach is to retain Mr. Steel as Project Manager, make (he Redevelopment Agency a division of Community Development Department and during the budget explore options as they pertain to the Project Manager position. I le responded to Observation 43 relating to the Economic Development Specialist maintaining a schedule of weekly hoots at [he Chamber of Commerce, staling that the work that the Economic Development Specialist does and will be doing in conjunction with the Chamber of Commerce, could easily be done at lite Chamber office and that staff is proposing the Economic Development Specialist maintain Three hours per week at the Chamber office. It is proposed (lint the Economic Development Specialist and the Director of the Chamber of Commerce would he working jointly to promote the City. Cily Atli inishalor/I?xeculive Director (hucia responded to Observation and Recommendation I, relating to maintaining document files on the LAN to enable all employees and/or the Council to review when necessary. Ile slated that all Councilmembers as well as City departments are online and that a -Mail will facilitate the exchange of information. I le noted [hal the City has been working on new computerized technology lin some line and is currently upgrading network infrastructure. City Librarian Maghsoudi responded to Observation and Recommendation 2A relating to a central clearinghouse f'or inventorying and assigning volunteers. She staled that she is currently working on a manual for the Azusa Volunteer Program (AVP), which will provide guidelines to coordinate volunteer work, provide rules and regulations, procedures, process for filing out applications, etc., in order to facilitate activities throughout the city, combining volunteers from lite Senior Center, Parks and Recreation, Police Department, etc., with the Library being a central clearinghouse for volunteers. Further, that an annual recognition event will occur and the manual will be coming to Council for consideration soon. Com Dev Dir Observation 42 and 43 City Admin Observation I City Lib Observation 2A Personnel Analyst Wallace responded to Observation and Recommendation 213, which Personnel recommended hire and pay for interested students front local universities to serve as interns. Analyst Site expressed excitement over Ilse concept and advicsed that site is looking forward to working Observation with local colleges and developing guidelines for lite Azusa lu(emship Program. 213 Cily Achninistrator/Isxccotive Director (iarcia reslxnalcd to Observation and Itccoum►endation Cily Admin 3, slating that the I lot News will be distributed on E-mail beginning January 1997 in order to Observation 3 avoid outdated information distributed regarding departments. Further, he staled [hal Council will receive all information prior to public review via E-mail by August 1997, but advised that he would research [hat information. Superintendent of Public Works Pedroza responded to a portion of Observation and Supt Pub Wks Recommendation 4 relating to the Master Plan addressing the Dive Year facility Maintenance Observation 4 Master Plan (townrds the end of the report), partially delailing projected improvements. As par( of response to Observation and Recommendation 4, City Administrator/Executive City Admin Director Garcin advised that staff has recommended not to merge lite Library and Community Observation 4 Services Department In create a Cultural & Leisure Services Department. 12/12/96 PAGE TWO 0 0 Community Services Director Ouarrera responded to the proposed merging of Library & Com Svs Dir Community Services Department staling tial conditions placed on the Community Services Observation 4 Department and the many, many activities that both departments have ongoing, such as the new Library structure, Literacy Program, etc., and it is not practical. City Administrator/Executive Director Garcia, responded to Observation and City Admin Reconmiendalion 5, relating to staggering the current 4/10 workweek in order to maintain Observation 5 municipal services on a 5 -days per week basis. Ile noted that the City currently has Memorandum of Understandings with nine bargaining groups through FY 1999/2000, therefore the recommendation was not feasible at (his time, but pointed out that many departments currently make City services available oil a 5 to 7 day per week basis. Councilmember/Director Beebe noted the inefficiency in working the 4/10 workweek and the Beebe advantages of an 8 hours work day. She stated that a staggered 4/10 is a good comments recommendation, but that the change hack to an 8 hours workday should remain on the bargaining table. City Administrator/Executive Director Garcia responded to Observation and Recommendation City Admin 6, (fiat each department should develop and publish a detailed procedural manual, stating that Observation this shall be incorporated in each department's goals and objectives for the new fiscal year. 6 Personnel Analyst Wallace responded to Observation and Recommendation 7, relating to job Personnel skills developmenl/re-training and Observation and Recommendation 8, relating to cross- Analyst training between departments. She noted the training opportunities, procedures, incentives Observation for training and also slated (fiat staff would work to identify areas where cross training should 7&8 occur. Lengthy discussion was held among Councilnnennlxers/Directors, Committee members and Discussion sluff regnrding Observation - Recommendation 9, relating to merging various existing City Observation departments. City Administrator/Execulive Director advised that the Redevelopment Agency 9, merging and Public Work's Department will be merged with Community Development in January departments 1997. City Administrator/Executive Direclor Garcia responded to Observation and Recommendation City Admin 10 relating to the management, maintenance and scheduling of the Woman's Club facility Observation stating that (lie facility should he transferred hack to Community Services Departments. 10 Community Development Director Bruckner responded to Observation and Recommendation I 1 relating to proposed merger of the Cultural and I lislorical Landmark Commission and the Com Dev Dir Planning Commission, stating that staff's response is to keep the I listorical Commission as Observation is, but an alternative for future consideration might he to have the I listorical Commission I I remain as an informal volunteer advisory committee to the Planning Commission, with elimination of the Ilistorical Commission. Ager further discussion on the subject, it was determined that the I listorical Commission should remain as is. City Administralor/Execulive Director Garcia responded to Observation and Recommendation Cily Admin 12A relating to actively "lobby" the lawmakers in charge of Prop A and C in an effort to Observation broaden the allowable uses of the monies; he advised that these propositions were voted on 12A and passed by (he electorate, he responded that no lobbying is permitted on a publicly voted upon ilem. Discussion was held regarding Observation and Recommendation 12B which states that when Discussion the opportunity arises to streamline and/or simplify the Brown Open Meetings Act, the Observation Council should participate in lobbying the appropriate State Legislators. It was consensus of 12 B Council (hal perhaps when and if the opportunity arises, Brown Act changes will be pursued. Administrative Analyst Dadaian addressed Observations and Recommendations 13 through Observations 16, combined, stating that to publish Azusa at a Glance three times a year, the cost is too high, & the information wont be limely; if a cable show is to he created, there will be a need to hire Recommendations another full time employee, and recommends a twice a year cable show, highlighting 13-16 activities, such as Recreation. 12/12/96 PAGE THREE Discussion was held among staff; Council, and audience regarding past cable shows hosted by 11f1, limely informalion ou a cable show, parks and recreation information, updates of city activities being placed on utility hills, central location in Library on City activities, and possible a community information center. Councilmcmher/Director Madrid Ibankcd all for the work on the report, advised That she had previously requested it one page maMix of same, and voiced her dissenting vote and opposition to taking action on the report at (his time and left the meeting at 7: 42 p.m. Additional discussion was held regarding an information room ail (lie Library, the structure of City Administralor's salary, the challenge to utilize cable television, using the cable syslem to (he city's advantage, obtaining someone to monitor cable events, utilizing local universities and colleges to run or cable shows, design programs, do quarterly shows regarding the City and use the $7,000, that was budgeted fir the extra edition of the Azusa At A Glance newsleller. Other comments consisted of cmmnunily participation, Community promotion, resources, such as $40,000 into Chamber of Commerce and the amount of public exposure received, placing agenda on cable television on Fridays, cable television capabilities and advertising on utility bills. It was also suggested that the City should consider prioritizing items, functions and re-idenlifying information rely ing to the Chamber of Commerce. t City Administrator/Executive Director Garcia slated (hat with regards to Observation and Recommendation 16A, (here will be publication of the Master Calendar on the City's Web Site; 1613, an Azusa Information phone number will be established for residents for up to the minute information: 16C, staff has participated with editors of hometown editors such as Azusa Oazetle, and Azusa Altitudes, with newsworlhy stories and upcoming events, subject to Council approval. Counciln►cn►bers/I)irectors I lardison, Naranio and Mayor/Chairman Alexander voiced their opposition to the Azusa Gazelle. II was sugges(ed That discussion should begin with Azusa I lerald, and Tribune/I lighlander publications relating to press releases, coverage of Azusa, etc. further, that update and information should be announced at meetings with Chamber, other meetings, and City functions. It was consensus of the Councilmembers to cease participation with the Azusa Geze(le. Director of finance Graig responded to Obse valions and Recommendations 17, 18, and 19, slating that with respect to periodic Treasury Commitee meetings, (hey were resumed in September, and discussed safely of each handling and cash deposits al the bank; at the January quarterly meeting file bank has been invited to bring its Government Investment Expert to meet the committee and discuss options available. I le advised flim in response to 1711, the City now owns a one million dollar T -Bill. Director of fiance responded to Observation and Recommendation IR relating to (he development and in►plementalion of a master plan lir its financial information systems, by stating that in the fall the finance Department conducted investigation and interviews of several software vendors, which are being evaluated at this lime, with a recommendation for implementation by May I. Councilmember/Direculr Beebe questioned (lie $120,000 budget, which Director of f inance Craig responded was lir sollware and hardware combination. And with regard to Obscrvalion and Recmmnendalion 19, (o submit to the electors the question of whether the elective office of City Treasurer should be appointed by (lie Council, be advised that file question was formerly put to the electorale and by a vole of over two to one the voters advised that they want to continue to elect their own people to the position. Discussion Madrid comments leli mug Additional discussion community promotion City Admin 16A, 16B & 16C Council conunen[s re: publications Dir of fin Observation 17 Dir of fin Observation 18 & 19 Discussion was held between Councilmembers and staff concerning the requirements of the Discussion offices of City Clerk and City Treasurer and II►e need for trained people in (hose positions. City Clerk/ II was suggested (fill[ a► advisory vote on the establishment of criteria lir those positions be Treasurer's considered. Lengthy discussion was held regarding the issue. positions 12/12/96 PAGE FOUR 0 0 Personnel Analyst Wallace responded to Observations laud Recommendations 20-26. Recommendation 20 A, suggesting that the City conduct annual pooled recruitments for anticipated needs within classification groups among till City departments, of which Ms. Wallace responded (hat the City currently does conduct a type of recruitment pooling which establishes an eligible lis( from which several departments may draw from. She also staled that in an effort to conduct recruitments as efficiently as possible, staff will, as stated in (he staff relxirl, review (hose job classes with whose essential functions and knowledge, skills and abilifics rcapuircuacnls are similar and research the feasibility of lest pooling, contact neighboring cities to explore the concept and interest in establishing a consortium for testing applicants, and lastly, consider the feasibility of permitting a longer period of time in which an eligibility list is valid. Observation and Recommendation 2013 is related to giving part- timers credit in the initial qualification process. Personnel Analyst responded that 1) staff provide and review an informational packet at time of appoinimenl•relnting in the Civil Service process, 2) develop a mentoring program; provide and monitor the experience necessary for successfid job performance, 3) provide finds liar appropriate training to part - (fine stall, and lastly 4) consider revising the Civil Service Rules to permit part -lime employees to participate in promotional recruitments (currently restricted to fill -time classified employees). Lengthy discussion was held between Councilmembers, audience, AIEC members and staff regarding the sullied of part-timers in general and all noted flint option 4 is a very viable option. She responded to Observation and Recommendation 21 relating to seeking advice of professionals from (he private sector and/or the Azusa business community when interviewing candidates lift management positions, by stating that this is already it practice of the interview process and participation from the private sector will be more regularly solicited for management positions. Discussion was held between staff and Councilmembers/iloorilmembers relating Io clarification on response [o (Observation and Recrnnmendalion 22, Ilial all recruitments should include demonstration of an appropriate level of proficiency with computers. Personnel Analyst responded dial staff will conduct a survey to identify classifications who essential functions require computer skills and also would meet and confer with units to include the ability to operate n computer to those classilicaflons identified in (he above whose essential functions require computer skills. In response to Observation and Recommendation 23 & 24, installation of a bulletin board in the vicinity of the West Wing and directing potential applicants in 111) or Library, Personnel Analyst Wallace slated ilia( staff will budget lirr an exterior bulletin board and staff has coordinated with Police Department, Chamber of Commerce and Library, to provide applications and job flyers to interested parties on Fridays and Saturdays. Staff will also seek an inexpensive bulletin board. Observation and Recommendation 25 A&13 relate to mandatory training sessions for all who have responsibility to evaluate work of subordinates said the transmission of performance evaluations via Ilse E-mail. Personnel Analyse responded, as noted in the staffreport, (fiat staffand the I3mployee Developmenl Team has developed new perli)rnuuice appraisal procedures, conducted city-wide mandatory training in April, 1996, and are currently utilizing the Gnaail to notify when performance appraisals are due. In response to Observation 26 relating to updating and modernizing file Civil Service Rules, the response was as follows: staff will establish negotiating [coal, conduct fen -year review and update where appropriate and negotiate and propose changes for Council considerations with a time line of FY 1998-99, 1999-2000. Personnel Analyst Observation and Recommendations 20-26 City Adminislrator/fixeculive Director suggested that the format be changed after the recess City Admin and instead of staff members detailing responses, staff members will respond only to questions comments that Council/13oar nicuihers, and/or Conuuince members might have regarding the responses by staff. RECESS: 9:05 P.M. RECONVENED: 9:10 P.M. Recess Reconvened Observations and Recommendalions 27 -29, related to the City Clerk's Office said there were Observation & no specific questions, but Mayor/Chairman Alexander questioned the status of scanning Recommendations documentation relating to election materials. The City Clerk's Office does anticipate 27-29 obtaining scanning capabilities sometime in tee near future. Observation and Recommendations 30-36 were responded to by Utilities IN rector Iisu; he Observation & provided information on reserves and computer services. Ree 30-36 12/12/96 PAGE FIVE • 1 i Observation and Recommendation 32, relating to exemptions from fire Safely Benefit Assessment, the Landscape Maintenance Benefit Assessment and [fie thilily Tax being too liberal, was responded to by Director ol" Finance. I le noted that there would lie changes in City finances with the passage of Prop 218, and the exemptions would be less of an issue. fie noted that staff would return with the matter in April/May budget. Observation and Recommendation 37A, relating to merging the Public Works Department with file Community Development Deparlment was responded to by Community Development Director Ilurckner who stated, as in (be staff report, that (lie merger is feasible, that some budgetary aspeels would be Iransferred between departments, that the Superintendent of Public Works and his Secretary would be transferred to the City Yard and become a Division of the Community Development Department, along with the Streets Department and Building Maintenance; the f inction of landscape contracts the City has, would also remain with the Street Department, and the Parks Division will be transferred to the Co►nnuu►ity Services Department. Community Services Director Guarrera responded al this time to Recommendation 371), slating [hal he is in favor of the merger and has mc( with the members of the Parks Division. Superintendent of Public Works I'edroza responded to Observation and Recommendation 38, relating to the City's beautification projects, referring to the attached Five Year Facility Maintenance Master flan, and he also stated that staff will calculate the cost of maintaining each center median with the new contract landscape maintenance cost in April of 1997. The three year contract will set the length of time for a civic group, service organimlion, business or individual to Adopt -a -Median for the duration of the landscape maintenance contract. The City may offset maintenance by all or part of the cost. A sign to recognize the median sponsor will be placed on median for a three year period. Councilmember/Director I lardison voiced his objections to sign pollution, that he is in favor of the above stated program and requested a detailed report on the finances for the program alter April. Community Development Director Bruckner responded to Observation and Recommendation 39, relating to the cosl/hcnefit, advantages and liabilities of resuming responsibility for lighway 39, staling that, as stated in the staff report, once it's brought up to standards, the annual maintenance will be approximately $30,000, which can be absorbed using the city's annual gas lax finds. Some doubt was raised from member of the AIDC, ilial the low amount was correct, City Administrator/lixecutive Director advised that he would be coming back with it synopsis of the meeting and would address that issue. Observation and Recommendation 40 and 41 relating to contracting out garage operations and developing a multi-year plan to replace its equipment and rolling stock on a regular basis, was responded to by Superintendent of Public Works Pedroza, and a [fie staff report stated that staff will be prepared to submil a dralf agreement between the City and private agency to maintain rolling stock. And By early February, 1997, specifications for proposal will include hourly cost and replacement program. Mr. Art Morales requested status of community committee to be involved concerning CDBO finding of summer projects. I le was advised ilial nothing formal was brought about regarding a possible committee to address CI)BG projects and he was directed to submit ideas writing and also contact Supervisor Gloria Molina regarding other finds. Observation and Recommendation 45, relating to A13C and Mobile I lome Rent Stabilization merging with Planning, has Ilse following recommendation: 1) Architectural Barriers Commission (ABC). is recommended to remain status quo, 2) Mobile llon►e Ren( Stabilization Board, ilia( the ordinance be amended to convene a Board meeting only when necessary, and that such a Board be constituted at the time of need, comprised of two mobile home tenants representative, two park owner representatives, and one neutral independent third party. City Librarian Maghsoudi responded to Observations and Recommendations 46-54, summarizing responses listed and stating that the Library will develop it ('enter for the Community, have updated technology, center for volunteers, training, recreation, work with School District, have student participation, high school lutors, will be presenting organized information and will have Internet access readily available, slip then provided an update on the building structure to date. 12/12/96 PAGE SIX Observation & Rec 32 Observation & Rec 37A, 3713, & 38 Observation & Rec 39 Observation & Rec 40&41 A. Morales comments Observation & Rec 45 Observation & Rec 46-54 Observation and Recommendation 55, relating to the I lead Start Slate Preschool Program Observation & Rec slated thal "in future, the City should carefully consider the cosUbenefit and risk of a venture 55 before it embarks upon it." Community Services Direclor Guarrera responded citing, the importance to the families and community, of the I lead start State Preschool program and the long range positive effects on the whole community. Ile recommended retaining the Iiead start program as an important educational tool. City Administrator/Executive Director Garcia sysnopsized Observations and Observation & Rec Recommendations 56-59, which was followed by discussion between staff, AIEC member 56-59 and audience regarding responses as well as other suggestions. Observations and Ileconm►endalions 60 & 61, were received as written with a request from a Councilmember/Uireclor for II►e criteria that Senior Advisory Counsel uses to make the decision on who uses the Senior Center. Observations and Recommendation 63-67 relating to Police operations were responded to by Chief of Police Broderick. Ile thanked the committee for its in-depth visit to the Police Department and advised that tall recommendations suggestions were good ideas. Ile staled (lint ALTA requirements are changing and with regards to the physical f►Iness, the standards will become a reality in approximately eighteen months. His response to Mr. Morales' comments regarding the creation of a citizens commission, was Ilia( the City Council is filling (lie role of a proposed commission, sand (lint it's better note to create an unnecessary level of Government or bureaucracy that may confuse direction of the City Council Dr. Cliff I lamlow, on behalf of the All -C, thanked Council and staff for the opportunity to work with the City on the report. Observation & Rec 60&61 Observation & Ilea: 63-67 C. I lamlow thanks Moved by Mayor/Chairman Alexander, seconded by Cnuncilmen►ber/Uireclor Naranjo and Approve AII'sC unanimously carried by roll call to adopt (he Azusa Innovations and Hiciency Report, with report, with noted noted changes. Councilmember/Director Madrid a0sent. Councilmember/Director Naranjo changes staled that he abstained on items 10, 44, and 53. Moved by Councilmember/Di rector Naranjo, seconded by Mayor/Chairman Alexander and Adjourn unanimously* carried by roll call to adjourn. TIME OF ADJOURNMENT: 10:12 P.M. DEPUTY CITY CLERK/DEPUTY SECRETARY NEXT RESOLUTION NO.96-C191. NEXT ORDINANCE NO. 96-012. * Indicates Madrid absent. 12/12/96 PAGE SEVEN