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HomeMy WebLinkAboutSEPTEMBER 15,1995 I I I 37:0257 OliO _ <:'0 ' Oqls.-q~- cc CITY COUNCIL PROCEEDINGS ARE TAPE RECORDED AND ON FILE IN THE OFFICE OF THE CITY CLERK ROLL CALL ()~I';-::~' NSf' MINUTES CITY COUNCIL OF THE CITY OF ARCADIA and the ARCADIA REDEVELOPMENT AGENCY ADJOURNED REGULAR MEETING (STUDY SESSION) SEPTEMBER 15, 1995 The City Council and the Arcadia Redevelopment Agency met in an Adjou~ned Regular Meeting (Study Session) at 8:00 a.m. on Friday, September 15, 1995 at the Arcadia Community Center. The primary purpose of the meeting to discuss Council goals, team building, and City goals and objectives. PRESENT: ABSENT: Councilmembers Chang, Kuhn, Ulrich, Young and Lojeski None OTHERS IN ATTENDANCE: William Lewis, Lewis Partners William Kelly, City Manager Michael Miller, City Attorney June D. Alford, City Clerk SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS The City Manager distributed two reports prepared by the Administra- tive/Finance Director regarding revenue enhancement programs and major revenue sources. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE COUNCIL Bruce Dumbacher, 1124 Panorama Drive, stated in part, that he is con- cerned that Santa Anita Race Track is planning to install a casino/ card club on race track property. Further, that it is his under- standing that this type of facility would h&ve to go to a vote of the people. Major Lojeski commented that Santa Anita has not filed an application with the City for any type of a casino or card club. The City Attorney verified that if a card club were proposed it would have to be voted on by the people. Roberta Gordon, 42 East Norman Avenue, stated in part, that she has been a citizen and a homeowner in Arcadia for the past eleven years. Ms. Gordon related several incidents in which she felt she had been terrorized, physically assaulted, and had her home vandalized. Many of her Windows have been broken, she boarded them up and someone tore the boards off. The City sent her a letter that she was in violation of the building codes. She replaced the windows and they were broken again. The Arcadia police have been called to her home several times. She knows the person who has been vandalizing her home and breaking -1- 9/15/95 CLOSED SESSION NO. 1 0/(0 'to A. B. WORKSHOP COUNCIL/ LEWIS 0110-,1,- 37:0:158 in, and had obtained a restra~nlng order. This same woman physically assaulted her, the police were called and the woman said that Ms. Gordon I had assaulted her... they were both taken to the police station. She was in jail for five hours. Ms. Gordon said she has never before been in jailor arrested. She stated that this person who came into her home seems to have more rights than a property owner. At the conclusion of her testimony, Mayor Lojeski said that this information would be passed along to the police department. Bill Lewis of Lewis Partners, facilitator for the workshop, announced that the City Manager and City Attorney had requested thar the Closed Session be moved forward on the agenda. Pursuant to Government Code Section 54957.6 for conference with labor negotiators regarding the Arcadia Firefighters Association, Teamsters, Arcadia Police Relief Association, AFSCME, management and non-represented employees. Pursuant to Government Code Section 54956.9(b) to discuss with City legal counsel pending (anticipated) litigation involving a situation of significant exposure to litigation based on threats made by the president of Sully-Miller and their legal counsel at a meeting with City officials on August 28, 1995 pertaining to City action to address the emergency situation described by City Council Resolution 5877 with reference to the Arcadia Downtown 2000 Streetscape Project. At 8:25 a.m. the City Council RECESSED to the first CLOSED SESSION, which concluded at 9:10 a.m. and the Adjourned Regular Meeting (Study I Session) RECONVENED. PRESENTATION AND DISCUSSION OF GOAL SETTING, TEAM BUILDING, AND CITY GOALS AND OBJECTIVES Bill Lewis, facilitator of the workshop, presented an overview of the topics for discussion and established guidelines for an informal, open exchange of ideas and comments. The topics were the result of Mr. Lewis' interviews with individual Councilmembers and the "themes" on which each Councilmember had focused. The topics and a summary of the discussions follow in order of priority to the Council as time permitted: CITY STAFF * How is it going? * Expectation of City Manager ... review last year * Employee morale ... raising staff comfort and esteem In the discussion of this topic, Councilmember Young felt that a lot of last year's expectations of the City Manager had been carried out. The City Manager explained his management style. His reorganization of City departments is going very well... there is stability within the organization which he felt had been lost when he took over a year ago. There was a general ,discussion of staff morale which most thought I -2- 9/15/95 37:0259 I had improved. Council briefly considered its effect on employee morale. Staff resignations were noted... employees leaving to go to higher positions and increased salary... some receiving training and then going elsewhere. A r~assessment of position classifications and a shift in responsibilities in some departments was mentioned by staff, in the City Manager's office, in particular. Bill Lewis noted that it may seem like everything is stable, but there are a lot of employees out there who still haven't felt that... it's only been a year and we have to give it more time. The issue of the Library Board and staff was discussed. The City Charter Revision Committee is looking into the structure of the Library Board... should this board be changed to an advisory body to the City Council? To effect a change in the autonomy of the Library Board the issue must go to a vote of the electorate of the City. The subject of the employee suggestion program was mentioned. The City Manager described a new suggestion program. Councilmember Chang felt that each department should have a suggestion box for public input also. Councilmember Young noted that suggestions from the public usually come in by letter. Further ideas were exchanged. At 10:08 a.m. Mayor Lojeski called a RECESS. The Adjourned Regular Meeting (Study Session) RECONVENED at 10:20 a.m. LONG TERM FISCAL STRENGTH I * Revenue enhancement programs * Alternatives In the discussion of this topic Council briefly reviewed graphs which had been provided by staff charting the City's major revenue sources and a ten year comparison of revenues versus expenditures, FY-1990-1991 through FY 1999-2000. The ten year graph included budget projections for FY 1995-1996 through FY 1999-2000, including salary increases for all employee group~ and a 4% increase yearly for supplies and services to approximate the rate of inflation. The report indicated that revenue increases were based on historical trends. In reference to the ten year graph, the City Manager noted that if nothing changes in these for- casts the City will barely break even, and pointed out that if $1 million yearly were to be set-aside for public buildings (improvements) the budget would be in a negative cash flow again for that three year period. Additional revenue sources must be identified. In reference to the report previously provided by the Administrative Services/Finance Director, "Revenue Enhancement Programs for Long Term Fiscal Strength", Mayor Lojeski commented that he had some real concerns about the impact of some of these revenue enhancement programs, if implemented. The Mayor suggested that a study session be scheduled for this item after the Council has had the opportunity to review the report. The City Manager noted that a public relations program would be necessary to educate the residents of the City as to what their money pays for. At the proposed study session Mayor Lojeski indicated that he would like to see staff incorporate discussion of two items... to renegotiate a contract with a refuse hauler, and the bid process. The Mayor noted also that the City has a similar situation with the cable franchise I -3- 9/15/95 37:0260 contract. The City Manager advised that there will be a special study session on the residential refuse issue... that particular I contract has approximately one more year to run. In reference to the refuse recycling program, the Mayor commented that Arcadia should receive credit for the recycled items residents place in the recy- cling bins for pickup, and credit also for those items residents take to a recycling facility. CAPITAL IMPROVEMENT STRATEGIES * Master Plan for public buildings * Street lighting * Auditorium * Utility undergrounding * Streets and sidewalks In planning a strategy for the improvement of City facilities, staff began by analyzing all City public buildings. All the needs were estimated to be approximately $25 million for a new police facility, renovation of city hall and other minor buildings. Financing options were considered dnd staff concluded that renovation and expansion of the police facility and city hall was viable. These two facilities could be renovated/expanded over time. The City Manager commented that the plan for renovation of city hall would entail moving all de- partments out of the facility into modular buildings during the reno- vation period, and then the departments would be repositioned in the renovated buildings. Staff explained in detail the plan to increase the size of the City jail and possibly housing prisoners from other agencies as a way to relieve the City's crowded jail and bring in revenue to the City. I A discussion developed on the use of the Armory site... continue to lease or sell; the possibility of relocating the Santa Anita Municipal Court to this site could be pursued. In reference to street lighting... many residents do not want street lights although lights provide a safety element. The cost of under- grounding utilities was considered. The lack of an auditorium and the previous programs to obtain such were discussed. Streets and sidewalks and city trees were considered. RESIDENT/BUSINESS INVOLVEMENT * Working with multi-cultural community * Creating greater participation * Building sense of community * Maintaining "Arcadia Beautiful" A discussion ensued of the involvement of the various ethnic groups with- in the community. The language barrier, in particular, and the respon- bibility for learning English. Participation in the community will in- crease over time. Asian crime problems' were considered to be under- reported. Education is needed to improve this cultural issue. Having Council meetings on television helps to educate the community about City government and is producing more participation. 'The City Manager noted there is a high penetration of residents watching the Council cablecasts. He noted also that people participate more in government when there is an issue. I -4- 9/15/95 I I I 37:0261 At 12:10 p.m. the meeting RECESSED to luncheon and CLOSED SESSION which concluded at 1:20 p.m. and th~ Adjourned Regular Meeting (Study Session) RECONVENED. The City Attorney provided a statement, "Reporting out from CLOSED SESSION: 5-0 vote of APPROVAL of up to $10,000 to assist City Attorney with initial litigation preparation through legal ~ services of attorney Richard Terzian and the services of Kane, Ballmer /O(PO, '> ,) and Berkman; AUTHORIZE the appropriation of $10,000 from the General 06'60- a,1.:. Fund for this purpose (Sully-Miller litigation threat)." CLOSED SESSION NO. 2 Bill Lewis opened the afternoon session with an announcement that there is a subject that came up at the Council/Lewis interviews which Council may wish to discuss. The Councilmembers have received invitations to attend a function at Santa Anita Park and concern has been expressed that if Council attends this function there may be a misconception by the public, since the Council will be dealing with applications filed by Santa Anita Realty regarding the proposed Santa Anita Entertainment Center develop- ment on race track property. The City Attorney advised that legally the function to which Councilmembers has been invited is a social event and Council would not be discussing City business while in attendance. However, a perception exists... it is a matter of appearance to the public and Council's attendance may be construed as a violation of the Brown Act. Mayor Lojeski requested that the City Attorney put his comments in writing to the Councilmembers. Council then continued with the "Discussion Topics". COUNCIL LEADERSHIP * How are we doing ... review of last year's "expectationsll * Can we improve * "Rules of conduct" * Council-staff leadership roles * "Decision making" -- merit VB "politics" In this discussion, Major Lojeski stated, in part, that a good p~r- cent age of the Council has attempted to review the items listed on the Lewis report under the title "From Councilmembers, We Want and Expect". The list contains expectations of Councilmembers of each other. He has some strong feelings that, as noted earlier, Council should discuss an item, then make a decision on that item... and yet, there are some individuals who have their own separate agenda and go off their own way. He would like this practice to stop.. Council should be working together as a team. A discussion ensued of the approach or style of individual Councilmembers as Council deals with agenda items or non-agenda items spoken at "Matters From Elected Officials". A Chinese newspaper article reporting Council actions was discussed at length; also, the matter of the proposed staff trip to Taiwan, which Council had postponed: checks had been presented to the City to fund this trip; City policy regarding gifts and donations presented to the City. Council went into the issue of what they perceived as "grandstanding" in front of the television cameras at Council meetings. Bill Lewis commented that this perception may lead other Councilmembers to believe that one person may be trying to take credit for Council action when Council is working together as a team. In reference to monies given to the City, Councilmember -5- 9/15/95 Ji:0262 Chang felt that Council should form a policy which may be followed... and that the public could understand.. the policy could be very simple. I Mayor Lojeski explained the procedure followed in the past.. these types of gifts/donations for a specific purpose or program are brought to the Council when placed on an agenda by staff. COUNCIL ADMINISTRATIVE MATTERS * Commendations/certificates * Acceptance of private funds policy * Changing election dates * Voting by mail * Stationery, forms, etcetera * Selection of commission~rs The City Manager raised the issue of informational packets, City pins, certificates, resolutions and brochures which are prepared at the request of Councilmembers. Because of an increase in such requests for these items the City Manager requested that Council set some guide- lines as to when and for whom these materials should be prepared. He noted the number of such materials prepared in the past and the great amount of staff time involved. Mayor Lojeski noted that Certificates of Commendation and resolutions are generally given to people in the community who have subs~antial achievement. Councilmember Chang com- mented that the informational packets are usually given to visitors and certificates presented to organizational presidents who do not necessarily live in Arcadia. Councilmember Young suggested that packets or brochures be provided by the Chamber of Commerce. Considerable dis- cussion ensued and Council determined that, basically, these requests I should go through the Mayor. The City Manager displayed the new design for City badges. This is an effort to have all City badges uniform and issue only one badge per person while in service. In reference to Councilmember badges, Council determined to engrave each badge with the name of the Councilmember and change the title when the Councilmember's position has changed with some- thing which could be inserted into the badge. Council briefly discussed the official city stationery; Council personal note paper and the appropriate use of such. Staff's goal is to have all City stationery, City seals on vehicles, badges, etcetera standardized. In further discussion, Mayor Lojeski noted the City election next April and suggested that a City Council handbook would be very helpful to newly elected Councilmembers. This handbook could explain protocol, what a Councilmember can and cannot do, etcetera, specifically designed for Arcadia. Mayor Pro tem Kuhn commented that the League of California Cities produces such a booklet. Council briefly discussed the "Voting by mail" topic, Councilmember Ulrich felt that voting by mail would be the standard in a couple of years. A great many voters now use the absentee ballot. The City should be prepared for all mail ballot elections. Mayor Lojeski felt that all voters should re-register to vote and take an oath before an official registrar. Mayor Pro tem Kuhn felt the City should wait until various problems are worked out before having such an election. Council- I member Young agreed. Councilmember Chang agreed with Councilmember Ulrich -6- 9/15/95 37:0263 I and added that voting by mail would encourage voter participation. He also felt that the problems are in the voters registration process. In reference to the topic "Selection of Commissionersll, Councilmeber Chang felt that each Councilmember should be entitled to name one commissioner to each commission. This would help the Councilmember to have better communication with that commission. He would like to have more information from the commissions. Councilmember Young commented on the problems encountered over the years with the appointments of commissioners. Bill Lewis advised that the law changed from the 70's to allow any resident to apply for a commission.. that everyone has the right to apply for a commission. The City is required to post the openings on the commissions. Mayor Pro tem Kuhn and Councilmember Young noted that each Councilmember now has the right to nominate persons, and then Council votes on the nominations. Mayor Lojeski and Councilmember Young felt that the applications for commission membership should be updated. It was noted that the rotation process ~ould be a problem if the appointment procedure was to change.. also the Council may change every two years. Bill Lewis explained the pro- cedure suggested by Councilmember Chang could work if each Council- members seat on the Council were numbered, though the rotation of com- missioners would make a difference, he noted. Mayor Lojeski felt that the current system is working fine.. Council has not had any problems ~ith this procedure. By general consensus there will not be follow-up on the idea of selecting commissioners as proposed by Councilmember Chang at this time. In reference to the question of Councilmember field liaisons, Mayor Lojeski asked what would this entail? Councilmember Chang believes he needs people to help him communicate with the public to find out ~hat people are thinking. These people would represent him, not the Council.. he needs more contact with the community. Bill Lewis com- mented that these persons would not be formal field representatives. The City Attorney advised that nothing about this could be formal because it is not an officially sanctioned City position. If Council- members individually want to have people that they know bring them information, it would have to be a very private personal thing, and legally speaking, they cannot make representation on behalf of the City... A discussion ensued, problems were noted, Councilmember Chang further clarified his position. The City Attorney questioned the terminology. Councilmember Chang said the correct wording would be "community liaison person". The City Attorney reiterated that these persons should not be associated with the Council but should be "community liaison for Dr. chang". Bill Lewis advised that Council- member Chang would have to make sure the title would be personal to himself . I I CRIME AND PERCEPTIONS OF SAFETY Councilmember Ulrich stated, in part, that he is concerned about the significant increase in crime in the City over last year as noted in the monthly Police Department report. In the discussion Councilmember Ulrich noted that increase in crime may be a national problem and he does not know if anything can be done to offset this increase. It was noted that the Police Department P.A.C.E. program should be effective; the police sub-station at Fashion Park during the holidays helps as do -7- 9/15/95 3i:0263a the "ham watch" operators on the roof of the Mall. In response to Council's comments regarding the Police Department monthly report. I the City Attorney noted that there is some information that cannot be disclosed even to Councilmembers under the penal code. NEEDS AND SERVICES FOR YOUTH Mayor Pro tern Kuhn reported that she has been working with a core of people and the PTA Council of Presidents. They have some real concerns, primarily with school age children and gang related issues. They have been working very closely with such programs as P.A.C.E. 2000 and D.A.R.E. This group is very anxious to put together a group of adults who are interested in focusing on the particular needs of the youth of the community, not only gang issues, but the entire spectrum of the needs of the youth. Mayor Lojeski noted that this program was started at the joint meeting of the City Council and the School District governing board last year when direction was given to Recreation Director Collins and School District personnel. Sue Keavney. These issues will be discussed at a soon to be scheduled joint City Council/School Board meeting. Considerable discus~onensued centered on activities in the City for young people; a potential ice rink in the Santa Anita Entertainment Center project; the drop in attendance at Camp Buckhorn this summer; the increase in enrollment in the AYSO program; sidewalk art festivals; using the Armory for recreational activities; affordable housing in the City for young families. Mayor Pro tem Kuhn commented that the group she mentioned would like to see a Youth Commission formed of I adults to focus on youth programs for the full spectrum of ages. This could be a study group or a task force which would work with the Recre- ation Department and Police Department programs, service groups, the School District and other interested parties. Councilmember Young provided past City experience of a previous Youth Commission and other programs and activities for youth which had been implemented. Mayor Lojeski added information also related to the previous Youth Commission and considerable amount of City staff time spent in these efforts. Bill Lewis stated, in part, that he would give an action item to City Manager Kelly for Mayor Pro tem Kuhn and the City Manager to meet and talk about this proposal and bring the information back to 'the Council. WORKING WITH THE SCHOOLS * What would we like to accomplish ... how? Mayor Lojeski briefly noted that the Council and the School District governing board held a joint meeting last year. As follow~up to that meeting another joint meeting is soon to be scheduled. This will be another opportunity to discuss matters of mutual concern and give some direction regarding committees which were formulated by both City staff and School District staff to find answers to various questions which were discussed at that meeting.. such as the School District after school extended daycare and summer child care programs. The City will host the next joint meeting, which will not be televised at the request of the 1- School Board. -8- 9/15/95 3i:0263b I FUTURE OF THE COUNTY PARK AND THE ARBORETUM In discussion of the Arcadia County Park, Mayor Lojeski noted that Recreation Director Collins is much in touch with County Recreation staff on the County situation regarding the County Park. The City has gone on record with the County that the City would take over the park if County would give the city the golf course also. The City is not interested in maintaining this park with nothing generating the cost of upkeep. With regard to the County Arboretum, Councilmember Young noted that the Arboretum Foundation is maintaining this facility. The foundation will soon sponsor an International Flower Show which will be a major event. It was noted that the Arboretum needs more publicity. The subject of the Arboretum came up at a past meeting with L.A. County Supervisor Antonovich and Sarah Flores. Mayor Lojeski noted, that Super- visor Antonovich has been a tremendous help to Arcadia, in particular, County funds for the Orange Grove and Huntington Drive projects, he has shown a real interest in this City. IMPACTS OF HILLSIDE DEVELOPMENT IN SIERRA MADRE Councilmember Young said she put this item on the "topic list" because the City of Sierra Madre has been having many public hearings on a pro- posed hillside development which abuts Arcadia. Mayor Pro tem Kuhn noted that the project will crossover into Arcadia. The Mayor commented that Arcadia City staff has been following the progress of this proposed development.. the E.I.R. studies and such. I PROTECTING AND STRENGTHENING EXISTING BUSINESS DISTRICTS A brief discussion occurred on the impact of the Santa Anita Enter- tainment Center development on other business districts in the City. The City financial consultant for the proposed development will provide a financial analysis of the impact on all districts in the City. This report will be part of the Environmental Impact Report for the proposed proj ec t. Referring to the Sizzler site on Baldwin Avenue, the City Attorney noted a project has been approved for that site. In reference to commercial property maintenance, Councilmember Ulrich noted that that property was not being maintained.. other Council said that Burlington Coat Factory on Baldwin is stacking cardboard boxes on the sidewalk. The City Attorney will relay this information to Code Enforcement. Mayor Pro tem Kuhn commented that, with he change of demographics the City has lost a sense of community that the City once had... and we need to build on that. The City of Monrovia was noted as an example of community spirit; the many events; downtown Monrovia; street parties; when Downtown 2000 is complete the City could close off Huntington Drive in that area and hold such a community event. Various activities could be advertised on Channel 20 to bring people out. Mayor Lojeski mentioned the weekly television show in Monrovia hosted by two sisters which has been very successful... I -9- 9/15/95 ADJOUIU"~ENT (Sept. 19, 1995) ATTEST: 37:0263c The study session concluded with Council, staff and Bill Lewis in agreement that this had been a very good day and very useful to all participants. At 4:00 p.m. the meeting ADJOU~~ED to 7:00 p.m. Tuesday, September 19, 1995 in the City Council Chambers for a regular meeting to conduct the business of the City Council and the Arcadia Redevelopment Agency and any Closed Session necessary to discuss personnel, litigation matters or evaluation of properties. ~ of the City of Arcadia -10- 9/15/95 ,~ I I I