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AGENDA
CITY COUNCIL, AND THE
REDEVELOPMENT AGENCY
AZUSA AUDITORIUM MONDAY, AUGUSTI6, 2004
213 EAST FOOTHILL BOULEVARD 6:30 P.M.
AZUSA CITY COUNCIL
CRISTINA C. MADRID
MAYOR
DIANE CHAGNON IOSEPH R. ROCHA
COUNCILMEMBER COUNCILMEMBER
DICK STANFORD DAVE HARDISON
MAYOR PRO-TEMPORE COUNCILMEMBER
I. CLOSED SESSION
A. REAL PROPERTY NEGOTIATIONS (Gov. Code Sec. 54956.8).
Address: 726 N. Dalton Avenue, Azusa, CA 91702
Agency Negotiators: City Manager Gutierrez, and Assistant City Manager Person
Under Negotiation: Price and Terms of Payment
B. REAL PROPERTY NEGOTIATIONS (Gov. Code Sec. 54956.8).
Address: 100 East Foothill Boulevard, Azusa, CA 91702
Agency Negotiators: City Manager Gutierrez, and Assistant City Manager Person
Under Negotiation: Price and Terms of Payment
C. PUBLIC EMPLOYEE APPOINTMENT (Gov. Code Sec. 549571
Title: Park Maintenance Worker III
7:30 p.m. - Convene to Regular Meeting of the City Council.
• Call to Order
• Pledge to the Flag
• Invocation - Reverend Beverly Alexander of Jerusalem Christian Worship Center. `
• Roll Call
11. PUBLIC PARTICIPATION E•
PersonlGroup shall I allowed to speak without interruption up to five (5) minutes,
subject to compliance with applicable meeting rules. Questions to the speaker or
responses to the speaker's questions orcomments,shallbe handled after the speakerhas
completed his/her comments. Public Participation will be limited to sixty(60) minutes.
III. REPORTS. UPDATES. PENDING ITEMS AND ANNOUNCEMENTS FROM COUNCIL AND STAFF
IV. SCHEDULED ITEMS
A. One Year Contract with Azusa Chamber of Commerce. Recommendation: Approve a one
year contract with the IAzusa Chamber of Commerce for an annual amount of $75,000 to
support economic development through marketing, services, and legislative advocacy.
V. CONSENT CALENDAR
The Consent Calendar adopting the printed recommended actions will be enacted with one
vote. if Staff or Councilmembers wish to address any item on the Consent Calendar
individually, it will be considered under SPECIAL CALL ITEMS.
A. Approval of Minutes. Recommendation: Approve minutes as written.
B. Authorization to Contract with Michael St. Vincent for Information Technolo-gy Analysis.
Recommendation: Authorize the City Manager to enter into a professional services contract
with Mr. Michael St. Vincent in an amount not to exceed $10,000 without competitive bidding
related to completing en information technology assessment.
C. Reco¢nition of $5.000 to the City's "Scholarship Fund". Recommendation: Recognize
and appropriate revenue in the amount of $5,000 to the City's "Scholarship Fund" (Account
#10 101 100007050) resulting from contributions by fireworks sellers.
D. The City Treasurer's Report as of fully 31, 2004. Recommendation: Receive and file the
Report.
08/16/04 PAGE TWO
E. Approval of Employment Contract with Michael P. Busch to Carry Out the Duties of
Director of Finance and Administrative Services. Recommendation: Approve an
employment contract with Michael P. Busch to carry out the duties of Director of Finance and
Administrative Services.
F. Reguest for Annuity Option for Health Insurance During Retirement. Recommendation: 1)
Approve a request by Mr. Iwasczwszyn to receive an annuity option for health insurance
during retirement. 2) Approve a budget amendment transferring $133,619 from the General
Fund Reserve for Compensated Absences (10) to the Employee Benefits Fund (41).
G. Request for Lump Sum Option for Health Insurance During Retirement. Recommendation:
Approve a request by Mr. Bruckner to receive his lump sum option for health insurance during
his retirement. Mr. Bruckner is also requesting this payment be made after January 1, 2005. 2)
Approve a budget amendment transferring $80,523.02 from the General Fund Reserve for
Compensated Absences (10) to the Employee Benefits Fund (41).
H. Amendment to the Police Department's FY 2005 Operating Budget Recognizing and
Appropriating $15,3;16 in Homeland Security Grant Funds. Recommendation: Recognize
and appropriate $15,376 in revenue from Homeland Security Grant to#28-20-320-023-6220
for training in the use of specialized equipment.
1. Approval to Recruit a Senior Librarian and Library Assistant 111. Recommendation:
Approve an open and competitive recruitment for a Senior Librarian and Library Assistant 111.
J. Monrovia Nursery [Professional Services Agreement: infrastructure Improvements
Inspection Services. Recommendation: Approve the Professional Service Agreement for the
Monrovia Nursery Infrastructure Improvement inspections and award it to Quantum
Consulting, Inc. in the annual amount not-to-exceed 58,1 10.00.
K. Resolution Authorizing Payment of Warrants by the City. Recommendation: Adopt
Resolution No. 04-C62.
VI. REDEVELOPMENT AGENCY CONSENT CALENDAR
The Consent Calendar adopting the printed recommended actions will be enacted with one
vote. if Staff or Directors wish to address any item on the Consent Calendar individual/y, it will
be considered under SPECLU CALL ITEMS.
A. Minutes of the Redevelopment Agency. Recommendation: Approve minutes as written.
B. Agency Treasurer's Report as of lune 30. 2004. Recommendation: Receive and file report.
C. Resolution Authorizing Payment of Warrants by the Agency. Recommendation: Adopt
Resolution No. 04-R23.
08/16/04 PAGE THREE
VII. ORDINANCES/SPECIAL RESOLUTIONS
A. Proposed Ordinance I to Extend the Life of the Redevelopment Plans by One Year in
Accordance with Senate Bill 1045. Recommendation:
I. Waive further readii g and adopt Ordinance No. 04-06, extending the Plan effectiveness
deadline and the tax increment receipt deadline for the Redevelopment Plan for the
amended and restated Redevelopment Plan for the Merged Central Business District and
the West End Redevelopment Project area.
2. Waive further reading and adopt Ordinance No. 04-07, extending the Plan effectiveness
deadline and the tax increment receipt deadline for the Redevelopment Plan for the Ranch
Center Redevelopment Project Area.
Vlll.ADIOURNMENT
A. Adjourn.
UPCOMING MEETINGS: September 7, 2004, City Council Meeting
September 13, 2004, City Council Workshop
September 20, 2004, City Council Meeting
September 27, 2004, Utility Board Meeting
in compliance with the Americans with Disabilities Act, if you need special assistance to
participate in a city meeting,please contact the City Clerkat 616-811-5229. Notification three
(3) working days prior to the meeting when special services are needed will assist staff in
assuring that reasonable arrangements can be made to provide access to the meeting.
08/16/04 PAGE FOUR
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1ZUSA1
CONSENT CALENDAR
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROBERT K. PERSON, ASSISTANT CITY MANAGER
VIA: JULIE A. GUTIERREZ, CITY MANAGER
DATE: AUGUST 16, 2004
SUBJECT: AUTHORIZATION TO CONTRACT WITH MICHAEL ST. VINCENT IN AN
AMOUNT NOT TO EXCEED $10,000 WITHOUT COMPETITIVE BIDDING
FOR PROFESSIONAL CONSULTING SERVICES RELATED TO
INFORMATION TECHNOLOGY ASSESSMENT
RECOMMENDATION
It is recommended that City Council authorize the City Manager to enter into a
professional services contract with Mr. Michael St. Vincent in an amount not to
exceed $10,000 without competitive bidding related to completing an information
technology assessment.
BACKGROUND
Currently, the city provides information technology in a distributed environment in
that departments other than the utility are serviced from a central information
technology division of the City Manager's Office while the utility operates somewhat
autonomously. It was the intent of the City to entirely centralize information
technology operations including the utility, however, questions regarding appropriate
capacity from a centralized operation have been raised in the recent past. These
questions, coupled with the fact that management of information technology has
never been professionally analyzed, staff is recommending the retention of a
professional information technology professional to perform a city-wide assessment.
Mr. St. Vincent is used in this capacity by the City of Claremont which performs this
type of self-assessment every couple of years to maintain best practices in the
organization and comes highly recommended by that city's management.
Attached is the scope of services negotiated with Mr. Michael St. Vincent. This
contract for professional services would not normally be presented to City Council
since it is under the $10,000 administrative authority of the City Manager. However,
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since we are asking for an exemption to the competitive selection process, staff is
requesting authority from City Council to move forward.
FISCAL IMPACT
The assessment will be funded through the utility and adequate funds have been set
aside in its FY2005 operating budget.
12 July 2004
Mr.Robert Person �p J
Assistant City Manager vv
City of Azusa
213 E.Foothill Blvd. Michael S.St.Vincent
Azusa,CA 91702
PO Box 292939
Nashville,TN 37229
(888)453-1949
Mr.Person: mstvincent@secure-idea.com
As we recently discussed, the City of Azusa is reviewing its current state of information
technology(IT) services. I appreciate your interest in providing me with the opportunity to serve
the City through a review of existing systems and staffing to assist the City in preparing a future
technology approach. If the City decides to engage my services, the specific areas for this effort
would be:
■ Infrastructure review—Recognizing that the City desires to ensure full support for core
systems while avoiding excessive investment in limited areas,a review of existing systems
will help surface issues to address in a high-level plan. With the assistance of appropriate
City staff, I will collect general documentation to determine the appropriateness and
function of existing core computing systems and networks. Interviews with staff will
provide detail that is not apparent in the documentation or visual inspection, including
near-term expected uses, future needs, utilization, and success/failure histories of
equipment deployed.Outcomes include::
➢ High-level diagram and inventory of systems in-place
➢ Identification of significant technology issues
➢ Technology risks and opportunities (obsolete systems, technologies reaching
end-of-life in industry)
➢ Prioritized areas for improvement to accommodate future use
➢ Determination of whether opportunities for outsourcing IT systems or support
is appropriate and for which areas
(20040712 COA.doc 1/3)
• Information systems support — Through interviews with the current technology
support leaders, I will determine the current staffing model used and the perceived
challenges faced by that staff. Additional interviews with key internal"customers" of the
support will be used to identify perceived strengths and weaknesses in the support
provided. Information regarding the planned future technology deployments will also be
gathered. Based on baseline industry staffing practices, the current opportunities for
improved service,and the combination of current and future technology support plans,a
recommendation for appropriate staffing changes will be made. Outcomes include:
➢ Current and future staffing models, with a migration plan recommended to
accommodate future needs
• Major strengths and weaknesses, and significant opportunities to strengthen
support
➢ Supporting data regarding appropriate costs/staff levels for municipalities similar
to the City
• Balanced Scorecard — Based upon the information gathered in both technical and
staffing areas, a model will be developed to present a balanced view of the existing IT
services state and the list of wants and needs from various key divisions/departments.
Outcomes include:
• Mapping of IT support areas to demonstrate cost and value to the City
• Classification of identified gaps into near-term achievable,long-term achievable,
and unrealistic
With the interrelation of the research and analysis of these areas, I propose a single fee of$8600
for the services plus actual expenses incurred (estimated at $1100), subject to change should the
scope increase or decrease. If you would like to alter the scope of work before I start,I can revise
this number appropriately.
The project would start on 30 August 2004 and be complete within sixty days,with a planned on-
site visit to the City in mid-September.This proposal assumes:
➢ Initial telephone interviews and transmission of materials via Internet and/or
mail/courier for preparation reviews
• Three days of on-site visits to further meet with staff and directly observe
relevant City systems and operations
➢ A period of integration and working draft(s) preparation,including transmission
of materials via Internet and/or mail/courier for final report reviews
• A telephone conference call to present and discuss the report materials with the
appropriate City staff.
Any significant costs incurred due to specific negotiated contractual requirements may alter the
fees for the project; the final fee arrangement will be established by the statement of work and
contract.
While a number of technology lists, risks and recommendations are included in the outcomes,
these materials will generally be at an summary (executive) level and will not include detailed
project or implementation plans. Development of the materials into detailed project plans or
(20040712 Co4doc 2/3)
requests for proposals (RFPs) would be significant work over an extended period of time that
would require clear mandate before being generated. As such, detailed project plans or
assessments are beyond the scope of this proposed effort and may be requested as a subsequent
work at the discretion of the City.
I trust this outline of services and outcomes is useful in determining the need for my support. I
have included a brief summary of my qualifications to allow you to assess my ability to meet your
needs. Please let me know if you have any questions or would like to discuss moving forward
with this work.
Sincerely,
„.2944244-M.
Michael S.St.Vincent,CISSP
(20040712 CoAdoc 3/3)
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CONSENT CALENDAR
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: CATHY A. HANSON, DIRECTOR OF HUMAN RESOURCES
VIA: JULIE A. GUTIERREZ, CITY MANAGER
DATE: AUGUST 16, 2004
SUBJECT: ROBERT IWASCZWSZYN ANNUITY OPTION FOR HEALTH INSURANCE
DURING RETIREMENT
RECOMMENDATION
It is recommended that City Council :
1. Approve a request by Mr. Iwasczwszyn to receive an annuity option for health
insurance during retirement.
2. Approve a budget amendment transferring $133,619 from the General Fund
Reserve for Compensated Absences (10) to the Employee Benefits Fund (41).
BACKGROUND
The current IBEW MOU section 23.2 states, "Employees who, at the time of
retirement from the City of Azusa, have at least twenty (20) cumulative years of
service with the City of Azusa, shall have the opportunity to choose one of the
following options. The employee must indicate his or her choice within 30 days of
retirement from the City of Azusa and such chose shall be considered irrevocable."
Options include City paid health insurance or a City paid annuity.
Section 23.2.02 states "The City will purchase, in the employee's behalf, a paid-up
annuity income policy with benefits paid monthly, in an initial amount equal to the
monthly single coverage premium in the PERSCare health plan. The annuity shall
include an allowance for increases due to inflation."
Mr. Iwasczwszyn has requested the Annuity option. The present value of this option
is approximately $133,619 whereby Mr. Iwasczwszyn would be paid $544.77
monthly adjusted each July by the Consumer Price Index. The City has the option of
self funding this annuity or purchasing an annuity from a third party. By self funding
the annuity, the City is saving fees that would be paid to the third party vendor and
receives the interest accrued on this investment.
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FISCAL IMPACT
Approval of the above recommendation sets aside the total amount of the annuity of
$133,619. There is sufficient funding in the General Fund Reserve for Compensated
Absences to cover this amount. The reserve will be reduced monthly by an amount
equal to the monthly single coverage premium in the PERSCare health plan. The
annuity included an annual allowance for increases due to inflation.
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AZUS
CONSENT CALENDAR
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: CATHY A. HANSON, DIRECTOR OF HUMAN RESOURCES
VIA: JULIE A. GUTIERREZ, CITY MANAGER
DATE: AUGUST 16, 2004
SUBJECT: ROY BRUCKNER LUMP SUM OPTION FOR HEALTH INSURANCE DURING
RETIREMENT
RECOMMENDATION
It is recommended that City Council:
1. Approve a request by Mr. Bruckner to receive his lump sum option for
health insurance during his retirement. Mr. Bruckner is also requesting this
payment be made after January 1,2005.
2. Approve a budget amendment transferring $80,523.02 from the General
Fund Reserve for Compensated Absences (10) to the Employee Benefits
Fund (41).
BACKGROUND
The current Executive MOU section 17.3 states, "As an irrevocable option, not later
than 30 days after separation from employment with the City of Azusa, an employee
may choose to receive in a lump sum the present value of his or her health insurance
during retirement, to the extent that he or she is so entitled (amount to be
determined by actuarial tables and will vary with age, years of service and other
factors). The present value calculation shall be based upon the monthly premium for
PERSCare insurance or for the plan in which the employee is actually enrolled,
whichever is higher."
The present value calculation for this benefit for Mr. Bruckner is $80,523.02, as
determined by an actuarial.
FISCAL IMPACT
The fiscal impact to the '04-'05 budget is $80,523.02. There is sufficient funding in
the General Fund Reserve for Compensated Absences to cover this amount.
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AZUSA
CONSENT CALENDAR
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: KING DAVIS, CHIEF OF POLICE
VIA: JULIE A. GUTIERREZ, CITY MANAGER
DATE: AUGUST 16, 2004
SUBJECT: AMENDMENT TO THE POLICE DEPARTMENT'S FY2005 OPERATING BUDGET
RECOGNIZING AND APPROPRIATING $15,376 IN HOMELAND SECURITY
GRANT FUNDS
RECOMMENDATION
It is recommended that the City Council recognize and appropriate $15,376 in revenue from
Homeland Security Grant to #28-20-320-023-6220 for training in the use of specialized
equipment.
BACKGROUND
Subsequent to the adoption of the FY2005 operating budget, staff identified funds from the
Homeland Security Grant that should have been included in the Police Department budget.
This action recognizes an additional $15,376 in funds from the subject grant and appropriates
those funds to the FY2005 Police Department budget to be used for training in the use of
specialized equipment. This training will enhance the capability of the City to respond to
incidents of terrorism.
FISCAL IMPACT
This action will increase the Police Department's FY2005 operating budget by $15,376.
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CITY OF AZUSA BUDGET AMENDMENT REQUEST
(New Appropriation)
Department: EMERGENCY SERVICES Fiscal Year: 04/05 *Round to the highest$10
Requested by: E. Wanstrath Date: 8-5-04
PROJECTED EXPENDITURE(S): FUNDING SOURCE:
Account# Project# Amount* Account# Project# Amount*
28-20-320-023-6220 15,376 28-20-320-023-4540 15,376
Total: 15,376 Total: 15,376
Reason for Amendment: HOMELAND SECURITY GRANT: 2003 PART II Impact on other programs: NONE- Grant Funds specifically for police use
Amendment to cover training as offered through the State of California 2003
Part II Homeland Security Grant Program.Approved by Council 2-2-04.
NOTE:1.Amendments of$25,000 or less require approval of the Finance Director.
2.Amendments between$25,000 and$100,000 require approval of the City Manager and the Finance Director.
3.Amendments between$100,000 and$1,000,000 require adoption of a resolution by City Council.
4.Amendments of$1,000,000 shall be approved by City Council following a public hearing.
APPROVAL FINANCE ONLY
Department Head: Date: Processed By: Date:
Finance Director: _ Date: �/ GL Batch: GL Budget Ref:
City Manager: Date: /AAJL Batch: JL Budget Ref:
t. Council Approved on:
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ZUSA
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: CATHY A. HANSON, DIRECTOR OF HUMAN RESOURCES
VIA: JULIE A. GUTIERREZ, CITY MANAGER
DATE: AUGUST 16, 2004
SUBJECT: APPROVAL TO RECRUIT A SENIOR LIBRARIAN AND LIBRARY ASSISTANT
III.
RECOMMENDATION
It is recommended that City Council approve an open and competitive recruitment for
a Senior Librarian and Library Assistant III.
BACKGROUND
As part of balancing the City's FY2005 budget, a separation incentive plan was offered
to eligible employees through the Public Agency Retirement System. Employees who
were at least 50 years old with five (5) years of CaIPERS service were eligible to
participate.
Employees filling the Senior Librarian position and Library Assistant III position took
advantage of the incentive, thereby leaving two openings in the Library. These
particular positions were not part of the planned vacancies for 2004-2005, and
therefore need to be filled in order to continue providing services to the City. The
Library Director has asked for open and competitive recruitments for these budgeted
positions.
Under normal circumstances, the Personnel Board approves recruitment requests and
they do not go to Council. However, the Personnel Board was scheduled to meet on
Tuesday, August 10, 2004 but the meeting was canceled due to a lack of quorum.
Given the recent reductions in staff in the library and illnesses of staff (one which is
serious and extended illness) staff is requesting the Council approve these
recruitments. The Personnel Board does not meet again until August 24, 2004 and
a-tku_d 57h6 7?-00 c/
• waiting until that time will slow the recruiting process and will continue to hamper the
Library's operations.
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FISCAL IMPACT
These positions are budgeted for in the 2004-2005 budget.