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HomeMy WebLinkAboutMinutes 11-07-16 Regular MeetingMINUTES OF THE CITY COUNCIL OF THE CITY OF DOWNEY REGULAR MEETING NOVEMBER 7, 2016 The City Council of the City of Downey held a Regular City Council Meeting on November 7, 2016, at 6:33 p.m., in the Council Chamber of the Downey City Hall, 11111 Brookshire Avenue, Downey, California, Mayor Saab presiding. PRESENT`: Council Members: Alex Saab Mayor Fernando Vasquez Mayor Pro Tern Sean Ashton Council Member Roger C. Brossmer Council Member Luis Marquez Council Member (excused) 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 Sonya Meacham, Interim Director of Parks & Recreation: Aldo Schindler, Community Development Director Anil Gandhy, Finance Director Alicia Duarte, CMC, Deputy City Clerk The Invocation was delivered by Michelle Vilarino, Miss Teen Princess, Downey Rose Float Association Court. The Flag Salute was led by Emely Lopez, Miss Downey Queen, Downey Rose Float Association Court. COUNCIL • FOR REPORTS Council Member Ashton reported attending the Dia de los Muertos event and the Lower L.A. River Working Group meeting, formed by Assembly Member Rendon. The group focuses on revitalizing the L.A. River. He announced Upcoming events: Veteran's Day Memorial; Lower L.A. River Revitalization Plan Kick Off event; District 2 Town Hail meeting; and, Keep Downey Beautiful Clean -up. He encouraged everyone to vote on Election Day. Council Member Brossmer encouraged the audience to vote. Mayor Pro Tern Vasquez reported attending the Gateway Council of Governments meeting. He briefly commented on the negative impact Measure M will have in the Downey region if it passes; and, he encouraged the audience to consider supporting Measure S. He invited the audience to attend the upcoming Mayoral Inauguration and encouraged the audience to exercise their right to vote. Mayor Saab acknowledged members of the audience: Mrs. Saab; Michael Calvart Michael Chirco; Eric Pierce; Joanna Peterson; and, Jennie Wood. Mayor Saab thanked City Clerk Jimenez for her efforts in preparing for the City's election. He announced upcoming events: Chamber Women in Business Luncheon; 1-5 Valley View Interchange Project Informational meeting; Fe y Esperanza & City Council Minutes Regular Meeting — November 7, 2016 Ministerios Unidos Church ribbon cutting; Downey Library Family Game Night; Keep 'Downey Beautiful Smart Gardening Workshop; Engineering the Unlimited Future Opening Reception; Memorial Dedication Plaque in honor of fallen officer Ricky Galvez; Friends of the Library Fundraiser Dinner; Alpha Insurance Ribbon Cutting; Chamber of Commerce Holiday Boutique; and, Downey Assistance League Christmas Tree Brunch. 1 Mayor Saab presented City pins to the Downey Rose Float Association Court. 2. Mayor Saab presented a City tile plaque to Sam Olivito, Retired Executive Director of California Contract Cities Association. Maribel Zavala, commented regarding Council Member Marquez. John Lacey, resident, thanked Council Member Brossmer for his years of service on the City Council. Brian Hayman, resident, thanked Council Member Brossmer` for his service to the City and thanked the Council for identifying Orange Estates with new signage. He thanked Mayor Saab for his service. Art Gonzalez, resident, invited Council Member Ashton to come to the Senior Center and observe during the senior lunch hour. He commented regarding free lunch for the seniors. RECESS /RECOVENE Mayor Saab recessed the City Council Meeting of 7:10 p.m. Mayor Saab reconvened the City Council Meeting at 7:20 p.m. CONSENT CALENDAR Mayor Saab took this item out of order. City Clerk Jimenez announced Item No. 10 would be removed from the Consent Calendar and will be on a future agenda. r INTRODUCE 2016 BUILDING, BUILDING STANDARDS, AND RESIDENTIAL CODE 'r r SET A PUBLIC HEARING FOR NOVEMBER l 16: Community Development. -•r i-r • •-r i • •; •r r• r •r rrr • • ' r • ■ r • r i City Council Minutes Regular Meeting — November 7, 2016 2 i r• • • r• •r r• fr r .rr ri •r ri 1 Mayor Saab asked if there was anyone present who would like to comment on Consent Calendar items. Having no one come forward, Mayor Saab closed public comment. It was moved by Council Member Ashton, seconded by Mayor Pro Tern Vasquez and carried 4- 1 -0 with Council Member Marquez excused, to approve the remainder of the Consent Calendar. 4. WARRANTS ISSUED: Warrant Nos. 308205 — 308624; Payroll Wire Nos. 30003527 & 30003533 30003536; Manual Wire Nos. 1484 — 1491; .Cashier Check No. 91, in the total amount of $3,195,790.61: Finance. 5. •• r 358 IN EDWARD MEMORIAL FUNDS •' 2016-2017: • - 6. APPROVED AGREEMENT WITH EBSCO PUBLISHING FOR $13,125 FOR i DATABAS AND SERVICES FOR l• Administration. APPROVED AGREEMENT WITH SANTA FE SPRINGS FIRE & RESCUE DEPARTMENT TO PROVIDE • • AND DISPATCHING Fire. 8. APPROVED MEMORANDUM OF r r ING WITH THE LOS ANGELES HOMELESS AUTHORITY SERVICES l AGENCY FOR l LOS ANGELES WO 9. ADOPTED RESOLUTION NO. 16-7679, A RESOLUTION OF • OF OF DOWNEY APPROVING TRACT MAP NO. 74082 AT 8104 STEWART AND GRAY RD.; AND, AN AGREEMENT WITH RAUL ECHEMENDIA, DEVELOPER FOR CONSTRUCTION OF SUBDIVISION IMPROVEMENTS: • • City Council Minutes Regular Meeting — November 7, 2016 3 13. APPROVED A THREE YEAR AGREEMENT WITH THOSON REUTERS FOR WESTLAW -NEXT ONLINE LEGAL RESEARCH SERVICES FOR THE CITY ATTORNEY'S OFFICE: Administration. r • Mayor Saab took this item out of order. 14. RECEIVED AND FILED AN ASSESSMENT OF THE CITY'S DEVELOPMENT PERMIT PROCESS CONDUCTED BY MATRIX CONSULTING GROUP: Community Development. City Manager Lives stated Mr. Alan Pennington of Matrix Consulting Group would be providing 'a presentation on this item. Mr. _Pennington stated his firm was tasked with conducting an objective evaluation of the development permitting process to identify strengths and areas for improvement. The overall goal was to develop a set of recommendations for the City to consider providing a consistent, predictable, and best -in- class level of service to customers and applicants. Stakeholder input was obtained through individual interviews and an on -line survey. Staff input was obtained through individual interviews, data collection, and reviews of interim documents. Mayor Saab asked for the number of stakeholders who provided input. Mr. Pennington stated 158 stakeholders and 40 staff provided input. Mr. Pennington discussed the current strengths of the City's processes. Planning utilizes a Project Manager approach to route plans and compile comments from different reviews; a single permitting software program for permitting activities; key development review and permitting functions are located in a single location; service levels and review times are generally acceptable and at a level higher than surrounding communities; effective use of some outsourced services to supplement staff; and significant information regarding the process is available online. Items raised by stakeholders are: Approval processes are generally, predictable and customer- friendly; submittal, requirements are clear and understandable; review times are generally acceptable; technology utilization should _ be greatly expanded to streamline processes and provide online services; more consistency in the levels of service and communication to enable predictability in the process; and, faster response from staff regarding questions on application requirements and project status. Mayor Saab asked if stakeholders would like to be able to track their application online. Mr. Pennington stated stakeholders would like be able to know the status of their application, and any staff comments by checking online. Mayor Saab asked if most cities have that option. Mr. Pennington stated most best in class cities have that option. Mayor Pro Tem Vasquez asked if our current software has the ability to provide the stakeholders the option to review the status of their application online. Mr. Pennington stated the current system can have that capability with some modifications. They would also like to obtain smaller permits online without having to come to City Hall Council Member Brossmer asked Mr. Pennington if he would be providing a budget for these upgrades. Mr. Pennington stated there are budget numbers in the report. City Council Minutes Regular Meeting — November 7, 2016 4 Mr. Pennington provided key recommendations for the process. These include: Tracking review times for applications and permits and prepare a monthly performance report that is posted on the website; building inspection requests_ should be tracked and completion performance tracked and reported; staff training needs; assessment should be conducted; quarterly development review training session should be conducted with all staff; and, continue on -going surveys of customer satisfaction. Mayor Saab asked how the City is currently tracking applications and permits internally. Mr. Pennington stated it is currently being tracked by the system but not with a report that will show how well standards are being met. Mayor Saab asked if Accela is also used for Building and Planning. Director Schindler stated the Accela program is shared by Building, Planning, and Public Works. Police and Fire also have the ability to interact with the system. Mayor Pro Tern Vasquez asked if the software has the ability to submit a request online. Mr. Pennington stated it does not. Director Schindler stated it can be added. Mr. Pennington provided key recommendations for applicant resources. These are` Online application submittal, payments, and _permit issuance; increase with development community by interaction /dialogue by providing quarterly training sessions and a newsletter; develop a comprehensive development guide outlining key aspects of development process; application forms should be fillable in pdf format; document interpretations of development code, and building code to educate developers; and, centralize all development review /permit information on website. Mayor Saab asked if 'there is literature that explains the permit process. Director Schindler stated there is a development permit application that includes a flow chart that explains the system from submittal of the application. Mayor Saab asked if all forms are available online. Director Schindler stated not all forms are online and it is limited to the capacity of the current system. City Manager Livas stated he implemented Accela when he came to Downey. He explained for each service a new module needs to be purchased to scale the system. Mayor Saab asked how many forms need to be uploaded into the system. Director Schindler stated the forms are not only for the Community Development Department but also for the universal permit process in the City. Community Development alone would have between half a dozen to a dozen forms. Forms can be uploaded and made available on the City's website but those forms would not be fillable online. Mr. Pennington moved on to provide key recommendations for staffing. These are: City Planner role should be modified to provide focus on higher level duties; additional permit technicians should be hired to provide the level of staffing_ necessary to meet service expectations; and, filling the in -house Chief Building Official should be a priority. Council Member Brossmer asked if it is more cost efficient to hire a full -time Fire Inspector versus a having part-time Inspector. Mr. Pennington said in reviewing the stakeholder feedback, that was an area of concern: consistency in the fire inspections. It is harder to maintain consistency when you have a rotating individual. Mr. Pennington reviewed key recommendations for technology: fully utilize and expand functionality of available software by providing training to all staff and require all plan review and inspection staff to utilize the Accela permitting system for all development review and permitting functions; acquire additional functionality to enhance existing permitting system to enable online permitting for selected permits, online payments, online submittal for applications and plans; online City Council Minutes Regular Meeting — November 7, 2016 5 inspection_ schedule; online permit stats and comments and electronic plan review; and, implement mobile devise (pad) use in the field for inspectors. Council Member Brossmer asked if the purchasing would cost $250,000. Mr. Pennington stated that was the quote staff received from the vendor. Mayor Pro Tern Vasquez asked if the total cost includes the iPads and stands. City Manager Livas "stated it is a separate cost. City Manager Livas stated the iPads will be utilized to collect customer surveys and responses. Council Member Brossmer asked how many Inspectors are in the field. Director Schindler stated there are four Inspectors and one Building Official. There are also three Fire Inspectors. Mayor Saab asked what suggestions can be implemented now and do not require funding. Mr. Pennington stated reorganizing the website; updating forms; instituting public outreach through group letters and quarterly meetings; and, staff training and staff assessment. City Manager Livas stated there are staffing issues that need to be addressed but he believes the technology component is very important. He suggested including these technology upgrades in the next funding cycle or sooner if Council prefers to address them before the next budget cycle. Mayor Pro Tern Vasquez said he would like to pursue the technology portion and he supports a one -time cost to achieve more efficiency and becoming more business friendly. He asked City Manager Livas if there was any grant funding available that can cover some of the costs. City Manager Livas stated staff will look into any Community Development Block Grant Funding. Mayor Saab asked how many inspections are conducted in a year. Director Schindler stated there are thousands of inspections conducted a year. Mayor Saab asked how much time was freed when the paramedics began to use the iPads in the field. Chief Gillaspie stated the Department switched over to electronic patient car reporting two years ago and it has vastly improved their billing process, as well as documentation and records retention processes. Council Member Brossmer suggested researching the technology portion first to see how it will affect staffing. City Manager Livas said the cost would be approximately $250,000 to $275,000 to upgrade the technology. Council Member Ashton concurred with upgrading the technology because it is cost effective. Mayor Saab asked staff to work on updating the website and forms and, return to Council for the technology portion. Mayor Pro Tern Vasquez asked if the $250,000 was based on a quote or estimate. City Manager Livas stated the City would be purchasing a module from the current vendor, Accela. Mayor Pro Tern Vasquez asked for the length of the implementation process. City Manager Livas said it is a lengthy process because it requires staff training. It could take six months to a year. Mayor Saab asked Mr. Pennington based on efficiency where the City of Downey falls on a scale from one to ten compared to other cities. Mr. Pennington stated Downey would fall under a seven due to technology and limited staffing. City Council Minutes Regular Meeting — November 7, 2016 6 Mayor Saab thanked staff for bringing this item forward and said it is a good opportunity to look at the City's processes. He requested staff move forward and would like to ensure this item is not only received and file. City- Manager Livas said staff appreciates looking inward on how to improve on the current processes and will move forward. Mayor Pro Tern Vasquez asked staff to include the technology upgrade for the January retreat. Mayor Saab asked staff to bring this item for discussion to the Budget Subcommittee. It was moved by Mayor Saab, seconded by Mayor Pro Tern Vasquez, and carried 4 -1 -0, with Council Member Marquez excused, to receive and file. RECESS /RECONVENE Chair Saab recessed the City Council meeting at 7:57 p.m. The City Council meeting reconvened at 8:24 p.m. PUBLIC HEARING Mayor Saab took this item out of order;; 1. APPROVED THE PARKS AND OPEN SPACE MASTER PLAN: Parks & Recreation, Mayor Saab opened the Public Hearing at 8:24 p.m. City Clerk Jimenez affirmed receipt of the Proof of _Publication. It was moved by Council Member Brossmer, seconded by Mayor Pro Tern Vasquez and so ordered by the Mayor to receive and file. City Clerk Jimenez noted there was no correspondence received. City Manager Livas announced the staff report would be provided by Robert Mueting, Principal, RJM Design Group. Mr. Mueting stated the purpose of the Park Master Plan is a guide and implementation tool for the management and development of parks and recreation facilities and programs to be used to determine how to meet the future park and open space needs through development, redevelopment expansion, and enhancement of the parks system. The Master Plan process involves significant community involvement through a needs- assessment process and a community analysis of both parks and schools recreation facilities. RJM conducted a thorough analysis of the City's 13 existing recreation facilities and parks. One of the recreation amenities programmed in the City is soccer and there are four parks and four schools that accommodate soccer programming in the community. Comparisons of demographics from census data between 2000 to 2010 shows seniors ages 55 -64 had the highest population growth in the community, and children ages 5 -9 had the largest reduction. The community engagement process consisted of two focus groups; a series of three workshops; a city -wide telephone survey; an online questionnaire, and, a sports organization user questionnaire. The top responses to a series of questions from each of the various input groups include maintenance, infrastructure, and amenity improvements as top issues; programs accessible to adults, parents, teen and youth as top programs needed; appearance, maintenance and funding as top improvements needed. Indoor Multi -use Recreation Facility, Community Center and Sports Complex as City Council Minutes Regular Meeting — November 7, 2016 7 top facilities needed. Workshop number one talked about characteristics, issues and trends as it relates to parks and recreation. Workshop number two talked about sports. The group identified the best sports facilities as Furman Park and Downey and Warren High Schools; the worst sports facilities as Rio San Gabriel and Discovery Park. The top sports facility needs identified were upgrade and maintenance of facilities, soccer fields and multi- function sports complex. Improvements discussed were lighting, safety and walking trails. Workshop number three had a high turnout of youth. The groups discussed soccer, lighting and maintenance as top recreation facility needs. In regards to the telephone survey conducted, 2000 homes were called and 200 surveys were completed representing approximately 700 residents in the community. Some information gathered was the frequency of use by Downey residents of recreation facilities. 44% of Downey residents utilize the park facilities on a regular basis and 17% use facilities once a year or not at all. Furman and Apollo Parks were the top used facilities; 9% use facilities outside of Downey. Top facility needs identified were: Walking; jogging trails; softball fields; bike trails; soccer fields; baseball fields; basketball courts; gymnasium; community center; and, playgrounds. Mayor Saab asked how the online survey was advertised. Interim Director Meacham stated the online survey was advertised by sending it to the active net registered users, advertised online, press releases, City's Facebook page, events, and parks. Mr. Mueting said 280 responses were received from the online surveys. 72% of those who responded stated they visit recreation facilities once a week; 55 % responded they desire recreation facility improvements for soccer fields. Mr. Mueting discussed the sports organization questionnaire which addressed the usage of facilities by sports organizations in the district. The responses provided important information regarding facility usage group size, activity seasonality, and member volume which serves as the foundation of the facility needs calculation. The results were tabulated and used to verify and update the participation rates in these activities for use in the demand analysis. Next, Mr. Mueting - discussed and provided a flow chart regarding the demand and needs analysis, providing information regarding values and vision and community needs for all recreation facilities. He discussed facility recommendations at the various park sites and opportunity sites Mr. Mueting discussed maintenance and operation issues and mentioned significant improvements are needed to update park facilities to acceptable maintenance standards. He commented on the opportunity sites and said the County site is a great opportunity for the City and will meet many of the needs the City has for recreational facilities including: a soccer complex; spray play; gymnasium, and, adult softball fields. In conclusion, Mr. Mueting commented regarding capital cost for the proposed recommendations. The five year capital budget _ summary for minor park maintenance and capital improvement for the City of Downey is broken down by maintenance and site specific CIPs. It is based on a continuation of City funding at existing levels for capital replacement, renovation, and upgrades and a potential voter approved funding measure. Mayor Saab asked Mr. Mueting if facilities- for special needs groups were addressed. He responded not from the sports standpoint, but all facilities were reviewed relative to American Disability Act compliance. Mayor Pro Tern Vasquez asked if there was a reason why adult softball was measured, but not adult soccer. Mr. Mueting stated the City currently -does not provide adult soccer facilities in the community. Mayor Pro Tern Vasquez asked if the current use or capacity of youth soccer was measured. Mr. Mueting stated they measured the current use of youth soccer participation. City Council Minutes Regular Meeting — November 7, 2016 - 8 Mayor Saab asked about the La Reina Property 3 listed as an opportunity site. Interim Director Meacham stated those are opportunity sites that were identified as being vacant and either owned privately or by the City that could possibly be used for pocket parks or small parks, but not large enough for sports complexes. Mayor Pro Tern Vasquez asked if the Water Well sites listed as opportunity sites have been tested for contamination. Interim Director Meacham stated she was not aware if the sites have been tested. Mayor Saab asked if it is common for other cities to open school playgrounds for use by the community. Mr. Mueting stated it depends on the joint use agreement between the City and the School District and how well it is negotiated. Mayor Saab opened this item for public comment at 9:03 p.m. Joan Dolan, resident, thanked staff for reviewing the American Disability Act adjustments needed for the parks. She commented regarding accessibility of park facilities and making equipment for children with disabilities available. Art Gonzalez, resident, commented regarding the negative impact of allowing soccer games at school facilities such as Doty Middle School. Mayor Pro Tern Vasquez thanked staff for conducting the study. He asked Public Works staff to address the gravel issue at the Furman Park walking trail. He commented regarding child obesity issues in the community. He would like to move forward with making the necessary changes. Council Member Brossmer requested staff return to Council with a specific plan move forward with the next step in this process. Mayor Pro Tern Vasquez asked if there are any restrictions with having a walking trail at Wilderness Park connecting with the existing northern portion of the park. Director Meacham said due to the proximity to the Edison towers that area can be used for passive recreations activities such as a walking trail. Staff needs to work with Edison for any improvements. City Manager Livas asked Council if there was a particular park they would like staff to address first. Mayor Pro Tern Vasquez stated he would like to see Furman Park addressed first. Interim Director Meacham stated based on the survey Apollo Park also needs improvements for its fields. Council Member Brossmer said based on the City's budget, choices can be made on what improvements can be accomplished. Mayor Saab closed the Public Hearing at 9:16 p.m. It was moved by Mayor Saab, seconded by Council Member Ashton and carried 4 -0 -1, with Council Member Marquez excused, to receive and file. It; was -moved by Council Member Brossmer, seconded by Council Member Ashton and carried 4 -0 -1, with Council Member Marquez excused, to adopt Resolution No. 16 -7678, a Resolution of the City Council of the City of Downey adopting the Programmatic Initial Study /Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program pursuant to the requirements of the California Environmental Quality Act (CEQA); and, approving the Parks and Open Space Master Plan. City Council Minutes Regular Meeting — November 7, 2016 9 City Manager Livas stated the Park Rangers began to train and will be out at the City parks soon. r � City Council Minutes Regular Meeting — November 7, 2016 10