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HomeMy WebLinkAboutMinutes 06-02-16 Special MeetingMINUTES OF THE CITY COUNCIL OF THE CITY OF DOWNEY SPECIAL MEETING JUNE 2, 2016 The City Council of the City of Downey held a Special City Council Meeting on June 2, 2016, at 4:00 p.m., in the Council Chamber of the Downey City Hall, 11111 Brookshire Avenue, Downey, California, Mayor Saab presiding. PRESENT: Council Members:: Alex Saab Fernando Vasquez Sean Ashton Roger C. Brossmer Luis Marquez Mayor Mayor Pro Tern Council Member Council Member Council Member ALSO PRESENT Gilbert Livas, City Manager Yvette M. Abich Garcia, City Attorney Adria M. Jimenez, MMC, City Clerk John Oskoui, Assistant City Manager Shannon DeLong, Assistant to the City Manager Carl Charles, Chief of Police Mark Gillaspie, Fire Chief Mohammad Mostahkami, Public Works Director Monica Ortiz, Interim Recreation Manager Aldo Schindler, Community Development Director Anil Gandhy, Finance Director (excused) Mayor Saab opened the meeting for Public Comment. Having no one come forward Mayor Saab closed Public Comment. 1. PRESENTATION AND DISCUSSION OF FISCAL YEAR 2016-2017 PROPOSED CITY BUDGET: Fim-ice. City Manager Livas presented a brief overview of the proposed annual operating budget. He announced the budget is balanced at $155 million and there are no new staffing proposals for next fiscal year. The City is 20% less in staffing which reduces retirement and health costs. The proposed budget is steady and better than it was the last couple of years. The budget has been augmented by grants and other funding sources. He stated the City continues to do well and steady and is moving forward. He announced Finance Director Gandhy will continue with the City's proposed budget presentation followed by a brief presentation by each of the Department Heads. Director Gandhy began his presentation by advising Council the proposed FY 2016/2017 budget reflects $29,647,351 in beginning reserves; $79,780,334 in proposed operating revenue; and, $79,776,488 in proposed operating appropriations, which leaves a budget surplus of $3,846. He explained the budget is lean and no new positions are being added for the next fiscal year. Though the budget is balanced it is becoming tighter. The previous year's budget closed with about $500,000 in surplus. He continued with the General Fund Revenue and said the major sources of revenue for the 1 City Council Minutes Special Meeting — June 2, 2016 City are property tax, sales tax and utility user's tax. This makes up about 65% of the budget; public safety alone takes 65% of the budget. The remaining 35% is for the rest of the City. Mayor Pro Tern Vasquez asked what the sales tax increase or decrease is from last year to year to date. Director Gandhy said there was a 3% to 4% increase. In regards to the General Fund Revenue, the City is on track for FY 2015 -2016 with the exception of the Utility Users Tax which is down by $150,000 for the current FY. Mayor Pro Tern Vasquez asked what the decrease is attributed to. Director Gandhy said it attributes to telephone, changes in rates and plans. Gas and Electric are doing consistently well. Mayor Saab asked Director Gandhy to explain the discrepancy in the last column on the right of the General Fund Revenue slide. Director Gandhy clarified there is $2 million for properties sold in the current fiscal year that will be moved from the general fund to Proposition A/Proposition C accounts. He provided a breakdown of the City's revenue. Mayor Pro Tern Vasquez asked if building permits are a franchise fund. City Manager Livas explained the building permits are a general fee and help fund Community Development staff. The money goes into the general fund. Director Gandhy said it is considered cost recovery. City Manager Livas said every year a fee schedule is adopted. The City is not making money, it is just a cost recovery for the estimated staff time for processing applications or permits. Mayor Pro Tern Vasquez asked if the fees collected are net neutral. City Manager Livas said one of the goals is to hire a consultant and analyze what the actual cost is to issue a permit or perform a_ particular task. Fees need to remain business friendly. Mayor Pro Tern Vasquez asked if the balance in the Joint Powers Communications Center and Ambulance is due to the two Basic Life Support Systems not being in place. Director Gandhy said that balance is strictly based on billing and the City provides dispatched services for the City of Compton and Santa Fe Springs. Vernon is leaving the JPCC starting next year. Mayor Pro Tern Vasquez asked what the City's percentage recovery for ambulance services is. Chief Gillaspie said he met with Wittman to review billing and collection percentages and they are in the 60% ratio at this time. Director Gandhy explained the City budgets the net number, not the gross number therefore whatever is budgeted is collected. City Manager Livas said he has tasked the Chief to look at ways to increase the recovery rate to an acceptable number such as 80 %. This is currently being reviewed and staff will return to Council to inform them what the actual recovery rate is and provide options on what can be done to augment it. Director Gandhy provided details of the general fund revenue by numbers. The property tax increase between the two years was $871,000, which is a 1% increase. The City collects $0.16 from the $1.00 collected for property tax and the remainder goes to the state and school, district. The City anticipates an increase of $1 million in sales tax coming from The Promenade. In regards to Utility Users Tax Director Gandhy said he is down trending the revenue estimates for next year by $130,000. $7.6 million budgeted for UUT. Property tax revenue estimate is $800,000 and sales tax revenue estimate is $1 million. Director Gandhy provided a breakdown of general fund expenditures as follows: Fire and Police 65 %; Public Works 7 %; Community Services 10 %; Community Development 7 %; Transfers out 1 %; and, General Government 13 %. Mayor Saab asked if $1 million was the anticipated tax revenue from The Promenade. City Manager Livas explained $1 million is a projection for this fiscal year because not all stores have opened but, the sales tax is estimated to be $2.5 million once it is fully stabilized. 2 City Council Minutes Special Meeting — June 2, 2016 Mayor Pro Tern Vasquez asked about the Public Works budget and said he believed the budget for that department had an additional increase of $1.1 million for streets. Director Gandhy said that increase is projected under Capital Improvement Projects. Mayor Saab asked about increases by department. Director Gandhy stated the $3 million increase is strictly salary and benefits. Director Gandhy stated revenue and expenditures for FY 2015 -2016 are aligning with the budget; the economy continues to show growth; unemployment is at the lowest since September 2008; taxable sales and property value continue to grow; and, construction is doing well Some challenges ahead are: catching up on deferred maintenance; revenue growth needed to keep track with expenditure growth; continue to re -align budget based on what City can truly afford; ongoing increases in pension costs; growth in expenditures has out -paced the growth in revenues; backlog of unfunded needs that if not addressed will inevitably deteriorate the quality of infrastructure and services provided to the community; and, Governor's message of preparing for an inevitable recession. He mentioned monitoring the State budget which is currently balanced to forecast if the State will be taking monies away from cities. He provided information regarding PIERS impacts on the General Funds and contributions to PIERS from employees. Mayor Pro Tern Vasquez asked what is considered a healthy reserve fund. Director Gandhy said 40% to 50% of the General Fund. Council Member Ashton asked what is considered that the City cannot afford in order to keep the budget aligned. City Manager Livas explained currently there is a growth in PIERS costs and public safety. Should there be a recession; the City will not be able to afford spending in certain areas such as street repairs or recreation events. The City will continue to pay their bills but certain items will need to be cut. City Manager Livas stated the Department Heads will provide a presentation of their department budgets and Council may ask any questions. Director Gandhy provided abrief overview of the Finance Departments Accomplishments for FY 2015- 2016. He highlighted the automated water billing feature and said the subscription to automated bill pay is currently 17 %. Council Member Marquez said it took about seven years to implement the automated water billing feature. He asked Director Gandhy to elaborate and explain how the automated billing and increase in dog license fees have brought more efficiency and revenue to the City. Director Gandhy explained three years ago the City's revenue for dog license fee administration was $40,000 and it has increased to $100,000. In regards to the on -line water billing there is a 17% subscription and the goal is to reach a 40% subscription. There have been no issues with the on -line bill pay and efficiency has increased with less customers coming to City Hall. This allows staff to be assigned to other work. Director Gandhy highlighted the new telephone system upgrade which will bring a savings of $200,000 to $300,000. Lastly, Director Gandhy announced the hiring of the new Assistant Finance Director and said he is excited to be able to complete projects such as the cash flow and long range financial forecast model; the city -wide fee study and review of City cost allocation plan; and,; review and update City Financial policies. Mayor Pro Tern Vasquez asked if the city -wide fee study will include a development fee schedule. Director Gandhy said it will be included. Mayor Saab asked when the fee study will be completed. Director Gandhy said he is working on the RFP now and should be completed within six to eight months after it is awarded. City Clerk Jimenez provided a brief overview of the City Clerk's Department. City Clerk Department goals have been to create efficiencies in the office which will save staff time. This year's 3 City Council Minutes Special Meeting — June 2, 2016 accomplishments include adopting an MOU with Los Angeles and Orange Counties enabling the City Clerk's Department to record documents _on-site a savings in staff time for Public Works and Community Development Departments. With the hiring of the Deputy City Clerk and part -time Administrative Clerk the Department is now fully staffed and they will be able to assist with the recording of documents in the office. Goals for the upcoming year are: managing the City Election, November 8; implementing digital Fair Political Practices Commission 700 Statement of Economic Interests filing; and, updating the City's Records Retention Schedule and creating internal and external policies. Mayor Saab asked if there has been an increase in public records requests. City Clerk Jimenez stated there is an increase in public records by 200 annually, especially during election year. Mayor Saab asked about the on -line accessibility for the public to get to the City Council agenda. City Clerk Jimenez said currently there is a proposed bill in Sacramento that will mandate Cities to place the City Council Agenda on front page of the City's website rather than providing a link. Mayor Pro Tern Vasquez said he has enjoyed seeing the City Clerk's Department become modernized. He asked if the Records Retention Schedule will encumber all City records. City Clerk Jimenez explained her proposal is to hire a consultant who will be meeting individually with every department to take inventory of the department's records and needs. She will then provide an analysis of her recommendation on how to move forward with keeping and maintaining the records. There are many laws that determine how the City must maintain records. The consultant will create an internal policy indicating how records should be inventoried; how to deal with damaged records; and, how to store documents for easy inventory. Mayor Pro Tern Vasquez asked if the City Attorney will be involved in the process. City Attorney Abich Garcia stated she has been discussing this with the City Clerk for a couple of years now and she will be involved in the process. City Attorney Abich Garcia provided a brief overview of the City Attorney's Department budget. City Attorney Abich Garcia stated some of the accomplishments for the City Attorney's Office this year have been bringing to completion the lawsuit against Los Angeles County for overpaid property tax administration fees which resulted in the City being awarded $669,799; and, six City lawsuits covered under third party insurance companies with reimbursement to the City for attorney's fees. Mayor Saab asked if the City Attorney's Office previously sought reimbursement from third party insurance companies for lawsuits filed against the City. City Attorney Abich Garcia stated since she became City Attorney she has tracked insurance certificates and if there is a claim, she sends the claim to the insurance company and has been able to obtain reimbursement of attorney fees as well as having them be responsible for the claim. Mayor Pro Tern Vasquez asked if this also includes reimbursement for her as the in -house City Attorney. Ms. Abich Garcia stated she does not bill and her work is minimal as it only consists of supervision and input on strategy with the outside attorneys. She said she can generate an invoice and tender it to the insurance companies for payment. She will discuss updating her hourly rate with Director Gandhy on the next update to the City's fee schedule. City Attorney Abich Garcia also mentioned another goal attained this year was the City scoring 100% on ICRMA Audit regarding the City's Management of Claims /Lawsuits. In regards to goals for the upcoming year, City Attorney Abich Garcia said she will continue to work on reducing the number City lawsuits /legal fees; updating City Policies and practices to reduce litigation risks; assist Finance Department with update to City Purchasing and Credit Card Policies; and, prepare a City Council Handbook which addresses Brown Act, Conflict of _Interest, Public Records Act; and, other practical issues. She will continue to work as she does every year to reduce lawsuits and legal fees. 4 City Council Minutes Special Meeting — June 2, 2016 Mayor Pro Tern Vasquez asked for information regarding ICRMA's state of fiscal affairs and how it will impact the City financially. Director Gandhy explained ICRMA has two components of its pools, one for workers compensation and one for general liability. The City is part of the general liability which currently has -a deficit of $4 million. Based on a recent study the general liability pool should have an estimated $15 million in the reserve. There will be an assessment conducted with the member cities for the next seven years and between the assessment and capitalization they will bring back the reserves to the general liability fund._ 1CRMA's governing board will be meeting to discuss the assessment and capitalization. Director Gandhy stated he assisted with increasing the City's premium with ICRMA by 15 %. Mayor Saab asked what financial safety nets the City has in place. Director Gandhy stated there is accountability in the Finance Department and three to four accountants review the numbers every day. Bank accounts are reviewed every morning for deposits and withdrawals and there are secure financial policies in place which will be reviewed by the City Attorney for any necessary modifications. Mayor Saab would like staff to provide a financial update to the City Council after the budget. City Manager Livas said he met with the City's auditing firm recently about meeting with the Budget Subcommittee and the City Council. He assured the Council he meets with Director Gandhy and reviews the numbers as well on a daily basis. Council Member Marquez asked who monitors purchasing for the Fire and Police Department. Director Gandhy stated the purchasing is decentralized, therefore every department handles their own purchasing but prior to that they need to have a purchase order from Finance, who ensures there is money in their budget and they obtained three bids. After approval from Finance, all purchases are approved by the City Council. Assistant to the City Manager DeLong provided the highlights of the City Manager's Department. She announced with the collaboration of both the City Manager's and Finance Departments the City received the second award for the budget document from the Government Finance Officers Association. Some accomplishments include successful grant management for various contracts and awards; and, organizational training for both Department Heads and line supervisors. Goals for next year are more organizational succession planning; assist Finance with budget forecasting models; undertaking employee engagement and city values project; and, implementation of Council's goals and priorities. Council Member Marquez commended the City Manager for what has been accomplished with staff training. He is impressed with the level of training starting from the top to improve the system and the City. City Manager Livas said it is very critical to continue to emphasize ethics and it begins from the City Council and trickles down to the organization. He thanked the Council for being role models. Director Youssefieh provided an overview of the Human Resources Department. Accomplishments for this fiscal year include completion of labor negotiations with two sworn safety units and three miscellaneous bargaining units; completed; 81 recruitment and selection processes to meet City staffing needs resulting in the hiring of 27 full -time and 224 part-time employees; and, processed 850 Personnel Status Reports (PSRs) for authorized payroll action changes. Goals for the next year include completing labor negotiations with the two sworn safety units; implementing supervisory training and putting together a supervisory certificate program; and, making the department more efficient through the implementation of technology. Mayor "Saab asked what the biggest challenges are in the Human Resources Department. Director Youssefieh stated some challenges include staffing and technology enhancements. Mayor Pro Tern Vasquez said over a year ago there was a subcommittee meeting in regards to the City's insurance policies. One of the discussions at the meeting was in regards to worker's compensation and how claims were being lumped together and staff was not able to identify which claims were worker's compensation related and which were general liability. 5 City Council Minutes Special Meeting — June 2, "2016 He asked for an update on how that issue was addressed. Director Youssefieh said at this time she is only focusing on worker's compensation. In terms of claim settlements and combining of general liability claims staff has not addressed that issue. Mayor Pro Tern Vasquez asked Director Gandhy if this issue was still causing concern to ICRMA because it was affecting the City's premiums. Director Youssefieh recalled it was due to the manner in which claims were being reported. Director Gandhy said general liability claims are now being reported to Carl Warren. Mayor Pro Tern Vasquez asked if the City provides annual harassment and discrimination training. Director Youssefieh responded yes. Mayor Pro Tern Vasquez asked how long the hiring process is for full -time and part-time employees. Director Youssefieh stated process is three to four months to hire public safety personnel and two to three months for full -time regular personnel. It also depends on the type of recruitment and how long the recruitment is open. Assistant to the City Manager DeLong provided an overview of the Downey Library. Some accomplishments include a total of 375,000 visitors to the library; 42,000 computer lab sessions; the City's 1St Annual Mini -Comic Con assisting 118 literacy students; and, enough volunteer hours equivalent to two full -time positions. Goals for next year include: 1 -GB Broadband Internet and Wi -Fi at the Library; virtual libraries at three City parks; reservable meeting /study rooms; applying for funding to install an 18- laptop kiosk; and, updating outdated Library policies. She commented on the children's summer program being moved from the Cormack Room to the Downey Theatre to accommodate the number of attendees. Mayor Saab asked if access to the expanded Cafe was a goal for next year. Ms. Delong stated they had acquired security gates that would allow check -ins and check - outs at the North doors. Council Member Marquez asked Ms. Delong where the Library is now in regards to technology. Ms. Delong stated the Library is not at the latest or most advanced stage of technology. Staff has applied for many grants to bring more programs and technology into the Library but there are opportunities for growth. Next year staff will be implementing electronic magazines and is also planning to expand the a -book collection. Council Member Marquez commented on the importance of investing to keep Library technology advanced for the sake of the youth and keeping them prepared for the future. He asked Ms. Delong to keep the Council updated and advise them where they need to invest in the Library. Mayor Saab asked if the Library Master Plan previously discussed is budgeted in next year's budget. Assistant City Manager Oskoui stated the Library Masterplan was not budgeted. Staff will bring and agenda item forward to address a one -time expense for the needs of the Library. Director Schindler provided an overview of the Community Development Department's accomplishments and goals. One of the Department's major accomplishments this year was the grand opening of large and small tenants at The Promenade. The Promenade is now 65% to 70% percent occupied and it is anticipated it will be 100 % occupied by Black Friday. The theme of the department's accomplishments is the facilitation of redeveloping underutilized parcels. The southeast and southwest corners of Gallatin are currently under development. Council Member Ashton asked when these new developments are expected to open. Director Schindler said it is anticipated that the sites should be open by the end of the year. Director Schindler referenced the hotel site on Firestone Blvd. and stated there is a potential developer who has met with the Development Review Committee and discussed the site plan. It is anticipated the - developer will submit a land use development permit and will begin building in the Spring of 2017. Project accomplishments this fiscal year include: The Commons, SE Corner of Lakewood Blvd. and Gallatin Rd. and Downey Crossroads, SW Corner of Lakewood Blvd. and Gallatin 6 City Council Minutes Special Meeting — June 2; 2016 Rd. Upcoming projects are: Valvoline Instant Oil; Starbucks at Imperial /Bellflower; Aldi Market; Vallarta- Market and Starbucks; Cielo Restaurant; Benihana; Olson Downtown Housing Development; KB Homes; and, Habitat for Humanity. Accomplishment for the Housing Rehabilitation Program is facilitating 20 rehabilitation loans. Goals for the Department include: Continuing to revitalize commercial corridors; continue focusing on Downtown; assessments and audits on development permit process; Economic Development Strategic Plan for Imperial Hwy.; continue negotiations with federal government regarding redevelopment of the remaining 20 acres at The Promenade. Mayor Saab inquired about the Imperial Hwy Strategic Plan. Director Schindler explained the RFP was distributed to eight different parties; five responses were- received; -two- parties have been interviewed; and, staff will request Council's approval of a contract with John Wong and Associates to prepare the Strategic Plan. Council Member Marquez asked about weekend staffing to assist with yard sale permit inspections. Director Schindler stated currently there is no need for additional staffing. His Department will make modifications to their existing monitoring of yard sales to work more efficiently. Mayor Pro Tern Vasquez asked when the Marriott Hotel will begin construction. Director Schindler stated will be coming before the Planning Commission in November. Chief Charles provided an overview of the Police Department Budget. Some accomplishments include soliciting and receiving $250,000 in grants; initiated Coffee with a Cop program; purchased body worn cameras for all police officers; and, provided active shooter training to all City staff. Goals include: Continuing to foster Neighborhood Watch Program; address quality of life issues; add new police officers; replace- current police radio system with modern interoperable system; and, expand license plate reader system by adding readers at key locations assuming additional funding becomes available. Mayor Pro Tern Vasquez stated if Council concurred he would like to move forward with adding additional license plate readers and using reserve funds to cover a $500,000 cost to add readers to all major ingresses to the City. City Manager Livas stated Chief Charles was working on obtaining cost estimates and bringing an item before Council at the next meeting. Chief Charles commented on the effectiveness of having the license plate readers installed at the major corridors. The highest crime in Downey is stolen cars and burglarized vehicles. The average hits with the license plate readers are four to five a week and those vehicles are recovered. Mayor Saab asked if the license plate readers incur an ongoing cost. Chief Charles stated there a minimal warranty cost of $50,000 a year. The Council discussed adding the expenditure for the license plate readers to the budget tonight as a reserve item. Council Member Ashton asked if any asset forfeiture funds could be used. City Manager Livas stated there is no funding at this time. Council Member Marquez said one of Council's priorities is adding new police officers to the department to meet the size of the City. He asked Chief Charles how many Police Officers he believes will be added next year and also inquired about the Park Ranger Program previously approved by Council. He asked if the Program was included for this new budget. Chief Charles stated the department is currently in the process of hiring for the Park Ranger Program. They have completed the initial testing and are now in the background phase of hiring four rangers. The Park Rangers will be using the Community Resource Officer vehicles and will be dressed 7 City Council Minutes Special Meeting — June 2, 2016 in polo shirts and uniform pants. They will be able to communicate with police officers. The vehicles will be modified to read Downey Park Rangers. Mayor Saab asked how training for the Park Rangers will be implemented. Chief Charles stated the training will be implemented in house and Park Rangers will be riding with the Community Services Officers initially to teach them how to take reports and write tickets and a_couple of days with Police Officers to get them acclimated to the City. They will be authorized to issue citations at City parks. Council Member Marquez asked how many officers will be added this particular year. Chief Charles stated it would depend on added funding. There are five to six officer retirements this fiscal year and most likely all will be replaced. Mayor Saab asked Chief Charles if he has requested additional police officers in previous years. Chief Charles stated he has made it known but understands the budget constraints. He explained the need for additional officers to keep up with the population and AB109 and Proposition 47. Mayor Saab asked if there has been increased activity with the opening of The Promenade and asked how things are going in the Downtown area. Chief Charles said there has not been an increase in activity at The Promenade and things are going well in the Downtown area and with the added security there are periodic patrols by the Department. Mayor Saab asked if the having the security company has been effective. Chief Charles said it has been effective and said another option could be absorbing the money from the security company and have an overtime detail in Downtown during the peak hours. Council Member Marquez asked if the budget for the Downtown security would cover the cost of actual Police Officer patrolling in the Downtown without an increase to the budget. Chief Charles stated it would not be the same amount of hours covered by the security company because of the hourly rate but they would be able to patrol. Mayor Saab asked if the security was full time.- Director Schindler stated the security company was full time and they patrolled the parking structure and a two -mile radius around the structure. Mayor Saab asked if they were needed full time. Director Schindler explained the previous concern was break -ins at the parking structure and patrons not wanting to park there because it was not safe. Business owners were also concerned with people running in and out of alleys and vandalizing buildings in the area. The security company has helped to alleviate those issues. Mayor Saab asked about replacement of the radio system. Chief Charles explained the system is antiquated and the department is not able to communicate with neighboring agencies. The cost to replace the system is about $1.2 million and it was not included in the budget because there is no funding available. The cost does not include radio system for Fire. Council Member Ashton asked Chief Gillaspie what the cost to replace the radio system for the Fire Department would be. Chief Gillaspie stated the cost would be more because they also provide services to a larger area. Chief Charles stated communication is lost when officers travel outside the City. The new system would alleviate that issue. Mayor Pro Tern Vasquez asked Chief Charles about his recommendation to start advertising for 10 additional officers, screen them and have them ready for hire should funding become available. Chief Charles stated they are continuously recruiting and are on pace. He reminded Council after hiring it will be about one year before the new officers are on the street because they have to train at the academy. 8 City Council Minutes Special Meeting — June 2, 2016 Interim Director of Parks & Recreation Meacham provided an overview of the Parks & Recreation Budget. Some accomplishments for the department include: Rio Hondo Golf Course named the "Best Overall Golf Course" by Southland Golf for 2015; hosted six events /activities, including the TLC 5k and Walk to School Day; received $300,000 grant from L.A. County Regional Park and Open Space District to fund future playground renovation at Apollo and Independence Parks; hosted Special Olympics Team; established Special Olympics Sports Spring 2016 Basketball Team; coordinated 16 community wide events; replaced two new playgrounds at Temple and Rio San Gabriel Parks; parks attendance expected to be 1,620,000 for FY 2015/2016; and, secured MTA Open Streets grant for hosting the Open Streets Ride & Stride event. Goals for the Department include: Park Ranger Program and working with PD to increase safety; foster and expand Community and Cultural activities; and, complete Park and Open Space Master Plan. Council Member Marquez requested an update for the Rio Hondo Golf Course in regards to user and revenue including the replacement of the carpet and flooring. Interim Director Meacham explained the carpet;_ painting; and, Wi -Fi is budgeted. It is a Capital Improvement Project that will be carried over for the new fiscal year. These projects are moving forward and will be completed by Fall. In regards to play at the golf course, Interim Director Meacham stated it is steady.. Director Gandhy stated $200,000 is subsidized every year for the golf course.- Council Member Marquez commended Parks & Recreation staff for their expertise in programming events and being aggressive on grants. Interim Director Meacham provided an update on the Rivers and Mountain Conservancy Grant. It is expected the grant will move forward once staff and the Rivers Mountain Conservancy review the Department's projects and criteria. Mayor Pro Tern Vasquez also commended Parks & Recreation staff for improving the City's events and bringing them up to date. He asked if the Wi -Fi at the golf course would cover the entire building of the golf course. Interim Director Meacham stated the current quote they have covers the entire building. Mayor Pro Tern Vasquez asked for an update regarding the operating agreement for the Golf Course. Interim Director Meacham stated she is in the process of meeting with Mr. Shelton to review the agreement. She will have the City Attorney review and bring to City Council for approval. Mayor Pro Tern Vasquez asked for a status of the fixed route proposal. Assistant City Manager Oskoui stated there had been issues with MTA but the RFP will now be released and they expect to come to Council for approval of fixed route and taxi services in about three months. The RFPs for both services have been combined. It is expected the contract will be awarded by December. Mayor Pro Ter Vasquez stated he has received many requests for futsal courts. He asked staff to research the cost of installing futsal courts. Chief Gillaspie provided an overview of the Fire _ Department's Budget. In regards to accomplishments, Fire responded to 10,571 emergency incidents a 6% increase from the previous year. The following new equipment was placed into service: two new fire engines; one new paramedic ambulance; new hydraulic extrication equipment; and, new rope rescue equipment. Other accomplishments include: Completion of Engineer's promotional exam and Captain's promotional exam; promotion of Fire personnel; activated five new firefighter /paramedics; completed two firefighters probationary processes; hired six new firefighter /paramedics; and, trained personnel on active shooter incidents and firefighter survival skills training. Other accomplishments by the City's Emergency Preparedness Manager are: Updating the City's Hazard Mitigation Plan; providing NIMS training to City Employees; conducted two CERT academies; conducted City Emergency Operations Center exercise; 9 City Council Minutes Special Meeting — June 2, 2016 upgraded City's mass notification system; instituted El Nino preparedness measures; and, improved Federal Ground Emergency Medical Transportation revenues. Goals for the upcoming year include: Improving emergency medical response capabilities; strengthen fire life safety inspection capabilities; update and adopt Municipal Fire Code; address Fire Station infrastructure needs; improve diversity throughout the Department; update Department policies and procedures; improve Departmental training program; and, pursue grant opportunities. Mayor Saab asked if the Municipal Fire Code would be updated in house. Chief Gillaspie said they have reviewed it and feel comfortable it falls in place with the California Fire Code. Council Member Marquez asked Chief Gillaspie if he is working with staff to identify the improvements needed at the Fire Stations. City Manager Livas said there have put together a committee to review this project and an RFP will be issued. Mayor Saab asked Chief Gillaspie what challenges or wish list he has for the upcoming year. Chief Gillaspie stated the Department's priority is to meet the public's needs. There is a need for additional support staff and employee development, and, a need to address the infrastructure and the inoperable communication system. Currently, the Department has good apparatus and equipment. Mayor Saab asked what will happen to old fire engines that were replaced._ Chief Gillaspie stated they will either sell or replace the old fire engines. In the past they have been donated to local fire academies or Sister Cities; some have been auctioned. Mayor Pro Tem Vasquez asked what percentage of the Fire personnel is bilingual Chief Gillaspie stated about 20% are bilingual. Mayor Pro Tern Vasquez would like to see that percentage increased. Director Mostahkami provided an overview of the goals for the Public Works Department: complete street improvement projects on Firestone Blvd, Lakewood Blvd Phase 3C, Brookshire Ave and, Imperial Hwy /Bellflower Blvd; complete annual sidewalk and other concrete improvement (Area A); complete upgrades of existing traffic signals and implement various safety improvements at nine intersections; continue implementing the city -wide, multi -year street name sign replacement; initiate design phase of Florence Ave. at the San Gabriel River Bridge Replacement Project; complete Phase ll construction of walking /jogging trails at Furman and Apollo Parks; increase volunteer participation for Keep Downey Beautiful; painting of rusted galvanized sign posts through volunteers; and, conversion of 614 traffic signal safety and street lights to LED lighting. Goals for Maintenance Division include: Completing LED light retrofit at Apollo, Golden and Furman Parks; implement Energy Action Plan and energy conservation efforts; install biometric electronic system at City Hall for employee access; complete thermoplastic striping and pavement markings on major roadways citywide; complete drought tolerant landscape improvement at Civic Center (Phase 11) modernize fueling facilities at Maintenance Yard; and, continue replacement of city -wide name signs. Goals for Utilities Division include: Construction of sewer lift station project; repaint 800 City fire hydrants; construction of two new groundwater wells; rehabilitation of critical water /sewer infrastructure; and, implement State required water conservation mandates. Mayor Saab acknowledged the amount of work and projects by the Public Works Department, Council Member Marquez commended the Public Works for the amount of work and projects they have completed. Mayor Saab asked if the bike Jane on Gardendale would be painted green. Director Mostahkami stated it would not be painted green and was not required. Council Member Marquez commented regarding the location of the bike lanes on Gardendale. Director Mostahkami stated this type of lane allow parking on the street for residents. 10 City Council Minutes Special Meeting — June 2, 2016 Mayor Pro Ter Vasquez asked if Lakewood Blvd. north of Gallatin Rd. was part of Capital Improvement Projects. Director Mostahkami stated it is included in the Capital Improvement Projects and is currently being designed and will be constructed next year. _Staff has been working with Metro and the project is ready to go out to bid. Mayor Pro Tern Vasquez requested to see the design plans prior to the project going out to bid. Mayor Pro Tern Vasquez asked about local street resurfacing. Director Mostahkami stated local street resurfacing has been included in the budget. Council Member Ashton asked how many more streets will be resurfaced with the increase in budget. Director Mostahkami said usually they resurface approximately two miles, this year they will resurface approximately six miles. Mayor Saab asked if Florence Ave. between the bridge and Lakewood Blvd. was also included in the resurfacing. Director Mostahkami said it is not. Council Member Marquez asked if we are replacing City "street lights with LED Fights and asked if there are any issues with Edison regarding the street lights on Lakewood Blvd. Director Mostahkami said Edison does not allow the City to change lights on their facilities, and they want the City to pay for them. Executive Director Dickow provided a brief overview of the Columbia Memorial Space Center Budget. Accomplishments this year include: Increase in field trip attendance and events; doubled summer camp participation; forged new partnerships; began Columbia Memorial Space Science Learning Center Board; increased outside funding support; established Girls in STEM Club _and _3D printing program; expanded City of STEM event; hosted special exhibit "Impossible Science Lab' participated in L.A. STEM Hub; established comprehensive staff training week in September; and, began free Downey student admission program. Goals for the new fiscal year include: Building Awareness and relevancy in the community; revamp and rethink programs and exhibits; support and develop staff; strengthen foundations and board; and, stabilize and increase funding. Mayor Saab thanked the Department Heads for their hard work. He said residents notice the hard work and accomplishments. City Manager Livas thanked the Budget Subcommittee for reviewing the budget on a quarterly basis. He thanked the Department Heads and Director Gandhy. He acknowledged Shannon DeLong, Juddy Montenegro, Maria Rivas, and Chad Haupt for their work. Mayor Saab adjourned the Special City Council Meeting at 6:37 p.m. ADRIA , JIME MMC City Clerk 11 City Council Minutes Special Meeting — June 2, "2016 ALEX SAAB Mayor