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HomeMy WebLinkAboutMinutes - December 12, 1996 - CC (2)CITY OF AZUSA MINUTES OF THE CITY COUNCIL AND THE REDEVELOPMENT AGENCY ADJOURNED REGULAR MEETING DECEMBER 12, 1996 - 6:30 P.M. lie City Council/Board of Directors of the City of Azusa met in adjourned regular session at the above date and time in the Azusa Light and Water Department Conference Room. Mayor/Chairman Alexander called the meeting to order and led in salute to the Flag. PRESENT: COUNCILMF,MBERS: HARDISON, NARAN.JO, BEEBE, ALEXANDER ABSENT: COUNCILMEMBERS: MADRID 01-111119TTWH City Administrator/Executive Director Garcia, Chief of Police Broderick, Community Development Director Bruckner, Director of Finance Craig, Utilities Director Hsu, Community Services Director Guarrem, Recreation superintendents Noriega and Jacobs, Park Maintenance Supervisor Rivera, Personnel Analyst Wallace, Superintendent of Public Works Pedroza, Administrative Analyst Dadaian, City Librarian Maghsoudi, Interim redevelopment Director Steel, City Treasurer Talley, Deputy City Clerk Toscano. Members of the Azusa �novations and Efficiency Committee were also present. lege 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 for future information. Mr. Art Morales addressed Council suggesting that the AIEC Committee be more of a reflection of the community, perhaps long time residents and that the process of selecting the members be similar to that of selecting Board and Commission members. Ile also requested that the Police Department provide information regarding the proposed beer and wine license for the property located at 915 East Arrow Highway, at the next meeting and that staff research the matter to see if there is time to deny the license for that property. Call to Order Roll Call Also Present Pub Part. A. Morales comments Chief of Police Broderick responded stating that he would be providing a report regarding the COP matter. response City Administrator/Executive Director Garcia introduced the Azusa Innovations & Efficiency City Admin ITimittee report, thanked members of the committee, and provided background information intro the process that was used to compile the report based on the Committee's review, which s: observation of City Departments, recommendations, and Staff responses, time lines and costs. Counci I member/Di rector Madrid entered the meeting at 6:38 p.m. Madrid ent. Ms. Helen Uitermark, Chairperson of the Committee, stating that she was pleased to read the 11. Utermark responses to recommendations and introduced Dr. Cliff Hamlow of the Committee to provide comments a detailed observation. Dr. Cliff I lam low addressed the issue expressing his thanks for the opportunity to reconvene C. Hamlow and for the fact Ihat the observations and recommendations were considered and responded comments to in a thorough manner. He stated that the committee tried to be objective and expressed the excitement of the process. Ile thanked the City for being receptive and allowing the Committee to participate in providing input to the City operations. Mayor Alexander expressed his appreciation to and thanked the Committee and staff for their Alexander work in making the City a more efficient place to live. comments Community Development Director Bruckner addressed Observation and Recommendation 2 relating to combining the Redevelopment Department and Community Development tepartment in order to work more closely and as a way to address efficiency. Ile stated that staff agrees with the merger and advised, as stated in the report that the 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 the 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 the Redevelopment Agency a division of Community Development Department and during the budget explore options as they pertain to the Project Manager position. He responded to Observation 43 relating to the Economic Development Specialist maintaining a schedule of weekly hours at the Chamber of Commerce, stating 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 the Chamber office and that staff is proposing the Economic Development Specialist maintain three hours per week at the Chamber office. It is proposed that the Economic Development Specialist and the Director of the Chamber of Commerce would be working jointly to promote the City. City Administrator/Executive Director Garcia responded to Observation and Recommendation 1, relating to maintaining document files on the LAN to enable all employees and/or the Council to review when necessary. lie stated that all Councilmembers as well as City departments are online and that a -Mail will facilitate the exchange of information. He noted That the City has been working on new computerized technology for some time and is urrently upgrading network infrastructure. City Librarian Maghsoudi responded to Observation and Recommendation 2A relating to a central clearinghouse for inventorying and assigning volunteers. She stated 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 the 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 1 City Lib Observation 2A Personnel Analyst Wallace responded to Observation and Recommendation 2B, which Personnel recommended hire and pay for interested students from local universities to serve as interns. Analyst She expressed excitement over the concept and advised that she is looking forward to working Observation with local colleges and developing guidelines for the Antsa Internship Program. 2B City Adnrinistrator/Executive Director Garcia responded to Observation and Recommendation City Admin 3, stating that the Ilot News will be distributed on E-mail beginning January 1997 in order to Observation 3 avoid outdated information distributed regarding departments. Further, he stated that Council will receive all information prior to public review via E-mail by August 1997, but advised that V would research that information. nperintendent of Public Works Pedroza responded to a portion of Observation and Supt Pub Wks Recommendation 4 relating to the Master Plan addressing the Five Year Facility Maintenance Observation 4 Master Plan (towards the end of the report), partially detailing projected improvements. As part of response to Observation and Recommendation 4, City Administrator/Executive City Admin Director Garcia advised that staff has recommended not to merge the Library and Community Observation 4 Services Department to create a Cultural & Leisure Services Department. 12/12/96 PAGE TWO Community Services Director Guarrem responded to the proposed merging of library & Coin Svs Dir Community Services Department stating that 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 Recommendation 5, relating to staggering the current 4/10 workweek in order to maintain Observation 5 municipal services on a 5 -days per week basis. fie noted that the City currently has Memorandum of Understandings with nine bargaining groups through FY 1999/2000, therefore the recommendation was not feasible at this time, but pointed out that many Ipartments currently make City services available on a 5 to 7 day per week basis. ouncilmember/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 back to an 8 hours workday should remain on the bargaining table. City Administrator/Executive Director Garcia responded to Observation and Recommendation City Admin 6, that 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 development/re-tmining and Observation and Recommendation 8, relating to cross- Analyst training between departments. She noted the training opportunities, procedures, incentives Observation for training and nlso stated that staff would work to identify areas where cross training should 7&8 occur. Lengthy discussion was held among Councilmembers/Directors, Committee members and Discussion staff regarding Observation - Recommendation 9, relating to merging various existing City Observation departments. City Administrator/Executive Director advised that the Redevelopment Agency 9, merging and Public Work's Department will be merged with Community Development in January departments tit97. y Administrator/Executive Director 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 the facility should be transferred back to Community Services Departments. 10 Community Development Director Bruckner responded to Observation and Recommendation I I relating to proposed merger of the Cultural and Ilistorical Landmark Commission and the Com Dev Dir Planning Commission, stating that staffs response is to keep the Historical Commission as Observation is, but an alternative for future consideration might be to have the Historical Commission I I remain as an informal volunteer advisory committee to the Planning Commission, with elimination of the Historical Commission. After further discussion on the subject, it was determined that the Historical Commission should remain as is. City Administrator/Executive Director Garcia responded to Observation and Recommendation City 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 the electorate, he responded that no lobbying is permitted on a publicly voted upon item. Discussion was held regarding Observation and Recommendation 12B which states that when Discussion e opportunity arises to streamline and/or simplify the Brown Open Meetings Act, the Observation ouncil should participate in lobbying the appropriate State Legislators. It was consensus of 12 B ouncil that 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 won't be timely; if a cable show is to be created, there will be a need to hire Recommendations another Rill time employee, and recommends a twice a year cable show, highlighting 13-16 activities, such as Recreation. 12/12/96 PAGE Tl1RF,E Discussion was held among staff, Council, and audience regarding past cable shows hosted Discussion by RFI, timely information on a cable show, parks and recreation information, updates of city activities being placed on utility bills, central location in Library on City activities, and possible a community information center. Counci I member/Di rector Madrid thanked all for the work on the report, advised that she had previously requested a one page mattrix of same, and voiced her dissenting vote and opposition to taking action on the report at this time and left the meeting at 7: 42 p.m. Additional discussion was held regarding an information room at the Library, the structure of tty Administrator's salary, the challenge to utilize cable television, using the cable system the city's advantage, obtaining someone to monitor cable events, utilizing local universities d colleges to run our cable shows, design programs, do quarterly shows regarding the City and use the $7,000, that was budgeted for the extra edition of the Azusa At A Glance newsletter. Other comments consisted of community 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 -identifying information relating to the Chamber of Commerce. City Administrator/Executive Director Garcia stated that with regards to Observation and Recommendation 16A, there 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 Gazette, and Azusa Attitudes, with newsworthy stories and upcoming events, subject to Council approval. Councilmembers/Directors Iiardison, Naranjo and Mayor/Chairman Alexander voiced their opposition to the Azusa Gazette. It was suggested that discussion should begin with Azusa Herald, and Tribune/Ilighlander publications relating to press releases, coverage of Azusa, etc. Further, that update and information should be announced at meetings with Chamber, Iarher meetings, and City functions. It was consensus of the Councilmembers to cease ticipation with the Azusa Gazette. Director of Finance Craig responded to Observations and Recommendations 17, 18, and 19, stating that with respect to periodic Treasury Committee meetings, they were resumed in September, and discussed safety of cash handling and cash deposits at the bank; at the January quarterly meeting the bank has been invited to bring its Government Investment Expert to meet the committee and discuss options available. lie advised that in response to 17B, the City now owns a one million dollar T -Bill. Director of Finance responded to Observation and Recommendation 18 relating to the development and implementation of a master plan for 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 time, with a recommendation for implementation by May 1. Councilmember/Director Beebe questioned the $120,000 budget, which Director of Finance Craig responded was for software and hardware combination. And with regard to Observation and Recommendation 19, to submit to the electors the question of whether the elective office of City 'Treasurer should be appointed by the Council, he advised that the question was formerly put to the electorate and by a vote of over two to one the voters advised that they want to continue to elect their own people to the position. Madrid comments left mtg Additional discussion community promotion City Admin 16A, 16B & 16C Council comments re: publications Dir of Fin Observation 17 Dir of Fin Observation I8 & 19 iscussion was held between Councilmembers and staff concerning the requirements of the Discussion ffices of City Clerk and City Treasurer and the need for trained people in those positions. City Clerk/ It was suggested that an advisory vote on the establishment of criteria for those positions be Treasurer's considered. Lengthy discussion was held regarding the issue. positions 12/12/96 PAGE FOUR Personnel Analyst Wallace responded to Observations and Recommendations 20-26. Recommendation 20 A. suggesting that the City conduct annual pooled recruitments for anticipated needs within classification groups among all City departments, of which Ms. Wallace responded that the City currently does conduct a type of recruitment pooling which establishes an eligible list from which several departments may draw from. She also stated that in an effort to conduct recruitments as efficiently as possible, staff will, as stated in the staff report, review those job classes with whose essential functions and knowledge, skills and abilities requirements are similar and research the feasibility of test 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 eligibility list is valid. Observation and Recommendation 20B is related to giving part- mers credit in the initial qualification process. Personnel Analyst responded (hat 1) staff provide and review an informational packet at time of appointment relating to the Civil Service process, 2) develop a mentoring program; provide and monitor the experience necessary for successful job performance, 3) provide funds for appropriate training to part- time staff, and lastly 4) consider revising the Civil Service Rules to permit part-time employees to participate in promotional recruitments (currently restricted to full-time classified employees). Lengthy discussion was held between Councilmembers, audience, AIEC members and staff regarding the subject of part-liners in general and all noted that option 4 is a very viable option. She responded to Observation and Recommendation 21 relating to seeking advice of professionals from the private sector and/or the Azusa business community when interviewing candidates for management positions, by stating that this is already a 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 CouncilmembersBoardmembers relating to clarification on response to Observation and Recommendation 22, that all recruitments should include demonstration of an appropriate level of proficiency with computers. Personnel Analyst responded that 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 a computer to those classifications identified in the above whose essential functions require computer skills. In response to Observation and Recommendation 23 & 24, installation of a bulletin board in the cmity of the West Wing and directing potential applicants to PD or Library, Personnel nalyst Wallace stated that staff will budget for 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&B relate to mandatory training sessions for all who have responsibility to evaluate work of subordinates and the transmission of performance evaluations via the E-mail. Personnel Analyst responded, as noted in the staff report, that staff and the Employee Development Team has developed new performance appraisal procedures, conducted city-wide mandatory training in April, 1996, and are currently utilizing the E-mail (o notify when performance appraisals are due. In response to Observation 26 relating to updating and modernizing the Civil Service Rules, the response was as follows: staff will establish negotiating team, conduct ten-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 Administrator/Executive 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 CouncilBoardmembers, and/or Committee members might have regarding the responses by staff. ECESS: 9:05 P.M. Recess ECONVF,NE,D: 9:10 P.M. Reconvened Observations and Recommendations 27 -29, related to the City Clerk's Office and 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 the near future. Observation and Recommendations 30-36 were responded to by Utilities Director Hsu; he Observation & provided information on reserves and computer services. Rec 30-36 12/12/96 PAGE, FIVE, Observation and Recommendation 32, relating to exemptions from Fire Safety Benefit Assessment, the Landscape Maintenance Benefit Assessment and the Utility Tax being too liberal, was responded to by Director of Finance. lie noted that there would be changes in City finances with the passage of Prop 218, and the exemptions would be less of an issue. He noted that staff would return with the matter in April/May budget. Observation and Recommendation 37A, relating to merging the Public Works Department with the Community Development Department was responded to by Community Development Director Burckner who stated, as in the staff report, that the merger is feasible, that some budgetary aspects would be transferred between departments, that the Superintendent of ublic Works and his Secretary would be transferred to the City Yard and become a Division the Community Development Department, along with the Streets Department and Building aintenance, the function of landscape contracts the City has, would also remain with the Street Department, and the Parks Division will be transferred to the Community Services Department. Community Services Director Guarrera responded at this time to Recommendation 37B, staling that he is in favor of the merger and has met with the members of the Parks Division. Superintendent of Public Works Pedroza responded to Observation and Recommendation 38, relating to the City's beautification projects, referring to the attached Five Year Facility Maintenance Master Plan, 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 organization, 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 Ilardison 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 after April. Community Development Director Bruckner responded to Observation and Recommendation 39, relating to the cost/benefit, advantages and liabilities of resuming responsibility for Highway 39, stating that, as stated in the staff report, once it's brought up to standards, the rual maintenance will be approximately $30,000, which can be absorbed using the city's al gas tax funds. Some doubt was raised from member of the AIEC, that the low amount was correct, City Administrator/Executive Director advised that he would be coming back with a 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 the staff report stated that staff will be prepared to submit a draft 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. Observation & Rec 32 Observation & Rec 37A, 37B, & 38 Observation & Rec 39 Observation & Rec 40&41 Mr. Art Morales requested status of community committee to be involved concerning CDBG A. Morales funding of summer projects. He was advised that nothing formal was brought about regarding comments a possible committee to address CDBG projects and he was directed to submit ideas writing and also contact Supervisor Gloria Molina regarding other funds. Observation and Recommendation 45, relating to ABC and Mobile I lome Rent Stabilization merging with Planning, has the following recommendation: 1) Architectural Barriers Commission (ABC), is recommended to remain status quo, 2) Mobile Home Rent Stabilization Board, that the ordinance be amended to convene a Board meeting only when lcessary, and that such a Board be constituted at the time of need, comprised of two mobile me tenants representative, two park owner representatives, and one neutral independent ird party. City Librarian Maghsoudi responded to Observations and Recommendations 46-54, summarizing responses listed and stating that the Library will develop a Center for the Community, have updated technology, center for volunteers, training, recreation, work with School District, have student participation, high school tutors, will be presenting organized information and will have Internet access readily available, she then provided an update on the building structure to date. 12/12/96 PAGE SIX Observation & Rec 45 Observation & Rec 46-54 Observation and Recommendation 55, relating to the Head Start State Preschool Program Observation & Rec stated that "in future, the City should carefully consider the cost/benefit and risk of a venture 55 before it embarks upon it." Community Services Director Guarrera responded citing, the importance to the families and community, of the Bead start State Preschool program and the long range positive effects on the whole community. Ile recommended retaining the Head 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. bservations and Recommendations 60 & 61, were received as written with a request from Observation & Rec Councilmember/Di rector for the criteria that Senior Advisory Counsel uses to make the 60&61 decision on who uses the Senior Center. Observations and Recommendation 63-67 relating to Police operations were responded to by Observation & Rec Chief of Police Broderick. He thanked the committee for its in-depth visit to the Police 63-67 Department and advised that all recommendations suggestions were good ideas. He stated that ADA requirements are changing and with regards to the physical fitness, the standards will become a reality in approximately eighteen months. His response to Mr. Morales' comments regarding the creation of a citizens commission, was that the City Council is filling the role of a proposed commission, and that it's better note to create an unnecessary level of Government or bureaucracy that may confuse direction of the City Council Dr. Cliff Hamlow, on behalf of the AIEC, thanked Council and staff for the opportunity to C. Ilamlow work with the City on the report. thanks Moved by Mayor/Chairman Alexander, seconded by Council member/Di rector Naranjo and unanimously carred by roll call to adopt the Azusa Innovations and Efficiency Report, with noted changes. Councilmember/Director Madrid absent. Councilmember/Director Naranjo stated that he abstained on items 10, 44, and 53. loved by Councilmember/Director Naranjo, seconded by Mayor/Chairman Alexander and nanimously• 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. 1 Indicates Madrid absent. 12/12/96 PAGE SEVEN Approve AIEC report, with noted changes Adjourn