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HomeMy WebLinkAbout2016-05-09MINUTES OF A REGULAR MEETING OF THE CYPRESS CITY COUNCIL HELD May 9, 2016 A regular meeting of the Cypress City Council was called to order at 6:01 p.m. by Mayor Yarc in the Executive Board Room, 5275 Orange Avenue, Cypress, California. Members present: Mayor Marielien Yarc Mayor Pro Tem Paulo Morales Council Member Stacy Berry Council Member Rob Johnson Council Member Jon Peat Staff present: City Manager Peter Grant City Attorney Anthony Taylor Assistant City Attorney Lindsay Tabaian Director of Finance and Administrative Services Matt Burton Chief of Police Rodney Cox Director of Community Development Doug Dancs Director of Recreation and Community Services June Liu Assistant Director of Finance and Administrative Services Donna Mu!!ally Police Commander Tom Bruce Police Commander Steve Ramsey City Engineer Kamran Dadbeh Public Works Superintendent Kirk Streets Management Analyst Anna Sanchez Recreation Superintendent Dena Diggins Recreation Supervisor Jeff Draper Recreation Supervisor Shelly Myers Recreation Supervisor Jenni Worsham Senior Management Analyst Ariana Kennedy Senior Management Analyst Alisha Farnell Deputy City Clerk Rhonda Barone City Clerk Denise Basham ORAL COMMUNICATIONS: None. WORKSHOP SESSION: The City Manager reported that the City Council would be presented with a workshop on the Fiscal Year 2016 -17 Proposed Budget and Capital Improvement Program. He indicated that the City Council would consider the approval of the budget at the meeting of June 13, 2016. The City Manager commented that the budget is the single most important action the City Council takes all year and that it aligns resources with the City Council's Financial 168 F CITY COUNCIL MINUTES MAY 9, 2016 The City Manager provided an overview of the General Fund expenditures and indicated that maintenance and operations and legislative and administrative costs would increase. He stated that the General Fund expenditures would be approximately $27.5 million for FY 2016 -17, with the Police Department proposed at $16 million. The City Manager reviewed the Capital Outlay and indicated that technology investments would include new desktop computers and vehicle replacements. The City Manager spoke of significant on -going budget increases that include CaIPERS contributions, Other Post - Employment Benefits (OPEB) funding, Geographical Information Systems (GIS) mapping, minimum wage increase, and new Police vehicle replacement which is a transition from sedans to Sport Utility Vehicles (SUV). Mayor Yarc asked if the OPEB funding is due now. The City Manager responded no. Mayor Yarc asked if the funding is in the bank. The City Manager responded that the OPEB funding has been set aside and maintained internally for several years. The City Manager clarified that the O.C. Animal Care increase is partially due to the increased annual amount paid to the Animal Care Services, as well as the new facility construction. Mayor Pro Tem Morales asked if the facility construction payment is a one -time payment. The City Manager replied that the payments would be made over the next 10 years and not pre -paid. Council Member Johnson asked if the GIS mapping budget includes pipes, drainage, and sewage. The City Manager responded in the affirmative. Council Member Johnson asked if the landscape contracts budget includes Mackay Park. The City Manager responded that a separate budget line item includes additional funding for Mackay Park. The City Manager reviewed the significant non - recurring increases that include Building plan check & inspections which is offset by revenues, $100,000 for a Citywide fee study, and $46,000 for election costs. The City Manager discussed the CaIPERS contributions which reflect a 115% cost increase over the last 11 years. Mayor Yarc asked how other cities handle the increase. The City Manaaer responded that other cities have cut services. 169 CITY COUNCIL MINUTES MAY 9, 2016 The City Manager reviewed the Cypress Recreation and Park District budget and clarified that it is its own legal entity with legally restricted property taxes. He stated that the budget includes Mackay Park construction. The City Manager provided an overview of the Cypress Recreation and Park District Revenues which reflects an approximate 7% increase. He stated that contract class revenues have decreased and that grants and corporate sponsorship would be pursued. The City Manager reviewed the Cypress Recreation and Park District expenditures which include a 49.4% increase largely due to the construction of Mackay Park. He further stated that re- investment in the parks should be considered in the near future. He indicated that the Capital reserves at June 30, 2017 would be approximately $4.3 million, which is enough to build a three -acre park. The City Manager spoke of the significant Cypress Recreation and Park District increases that include $15,000 for auxiliary air conditioning at the Senior Citizens Center this summer. Council Member Berry asked when the fee study would be done. The City Manager responded that a fee study Request for Proposal (RFP) would be done this fall, and that it is hoped that fee study results would be presented with the FY 2017 -18 budget. Council Member Johnson spoke of the fee study done during his service as a Recreation and Community Services Commissioner. Council Member Peat asked about the Myra Avenue second pump station. The City Manager responded that funding is in the storm drain projects and indicated that storm drains would be a major investment over the next seven years. The City Manager stated that the CIP highlights include $3.3 million budgeted for Mackay Park, $725,000 for Police station renovation design, and funding for City Hall HVAC replacement, City Hall collaborative workspace, and Cedar Glen Park parking lot. The City Manager indicated that City Council would be requested to receive and file the FY 2016 -17 Technology Master Plan on May 9, accept the FY 2016 -17 Capital Improvement Plan (CIP) Presentation on May 23, and adopt the FY 2016 -17 City, CIP, and Cypress Recreation and Park District budgets on June 13. Mayor Yarc asked if there are major changes to the budget. The City Manager responded that the PowerPoint reflects a minor clerical error with regard to $15,000 for the Senior Citizens Center air conditioning. Council Member Johnson asked about other cities' CaIPERS actions and its impact to City services. The City Manager spoke of the future need to decide between paying for services versus setting monies aside for infrastructure. 170 CITY COUNCIL MINUTES MAY 9, 2016 Council Member Berry asked about the placement of the two street sweeping employees. The City Manager indicated that the two street sweeping employees would replace two currently vacant positions in Public Works. The City Attorney stated that contracting out for street sweeping would also create a reduction of liability. It was moved by Council Member Johnson and seconded by Mayor Pro Tem Morales, to receive and file the Fiscal Year 2016 -17 Proposed Budget. The motion was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Johnson, Peat, Morales and Yarc NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None At 6:56 p.m., the Mayor recessed the meeting. 7:00 P.M. SESSION: The 7:00 p.m. session of the City Council meeting was called to order at 7:04 p.m. by Mayor Yarc. Members present: Mayor Marielien Yarc Mayor Pro Tem Paulo Morales Council Member Stacy Berry Council Member Rob Johnson Council Member Jon Peat Staff present: City Manager Peter Grant City Attorney Anthony Taylor Director of Finance and Administrative Services Matt Burton Chief of Police Rodney Cox Director of Community Development Doug Dancs Director of Recreation and Community Services June Liu Police Commander Tom Bruce Police Commander Jim Olson Police Commander Steve Ramsey Senior Management Analyst Ariana Kennedy City Engineer Kamran Dadbeh City Planner Doug Hawkins Management Analyst Anna Sanchez Public Works Superintendent Kirk Streets Recreation Superintendent Dena Diggins Recreation Supervisor Jeff Draper Recreation Supervisor Shelly Myers Recreation Supervisor Jenni Worsham Recreation Specialist Andrea Terry Senior Management Analyst Alisha Farnell Deputy City Clerk Rhonda Barone 171 CITY COUNCIL MINUTES REPORT OF WORKSHOP AGENDA /CLOSED SESSION: The Mayor asked for the report of the Closed Session Agenda items discussed earlier in the evening. MAY 9, 2016 172 The City Manager reported that the City Council met regarding the Fiscal Year 2016 -17 Proposed Budget and Capital Improvement Program. He stated that the City Council acted to receive and file the proposed budget. PRESENTATIONS: Mayor Yarc recognized the Youth Action Committee. Mayor Yarc presented a Proclamation to the Cypress Police Department proclaiming the week of May 15 -21, 2016 as "National Police Week." Frank Sherrin, Los Alamitos Race Course, and Jack Rubens, Sheppard, Mullin, Richter & Hampton, representing the Los Alamitos Race Course, spoke regarding the recent community meetings for its proposed master plan. ORAL COMMUNICATIONS: LIMITED TO ONE -HALF HOUR. (THREE MINUTES PER SPEAKER, SPEAKING ONCE.) Mayor Yarc asked anyone who wished to speak on any topic not included on the meeting Agenda to come forward. Mark Kersake, Barton Place Developer, spoke in support of the Los Alamitos Race Course proposed master plan. Doug Bailey, Cypress, spoke in support of the Los Alamitos Race Course proposed master plan. PUBLIC HEARINGS: 7:00 P.M. (PUBLIC COMMENTS RESTRICTED TO TEN MINUTES PER SPEAKER, UNLESS EXTENDED BY THE CITY COUNCIL). No items. CONSENT CALENDAR: All matters listed on the Agenda under "Consent Calendar" are to be considered by the City Council to be routine and will be enacted by one motion approving the recommendations listed on the Agenda. Mayor Pro Tem Morales stated that Agenda Item No. 6, the Warrant Register, includes warrant no. 38235 for $441.53 for reimbursements he receives as a retired employee of the City of Cypress. He indicated that in voting for any motion to approve the Warrant Register, he would not be voting on warrant no. 38235 for the reason disclosed. Council Member Johnson requested Agenda Item No. 5 be pulled from the Consent Calendar. Council Member Berry requested Agenda Item No. 4 be pulled from the Consent Calendar. CITY COUNCIL MINUTES Item No. 1: APPROVE MINUTES. MAY 9, 2016 173 Recommendation: That the City Council approve the Minutes of the Meeting of April 25, 2016, as submitted. Item No. 2: MOTION TO INTRODUCE AND /OR ADOPT ALL ORDINANCES AND RESOLUTIONS PRESENTED FOR CONSIDERATION BY TITLE ONLY AND TO WAIVE FURTHER READING. Item No. 3: PROCLAIM THE WEEK OF MAY 15 -21, 2016 AS "NATIONAL POLICE WEEK." Recommendation: That the City Council officially proclaim the week of May 15 -21, 2016 as "National Police Week." Item No. 6: APPROVE WARRANTS, ELECTRONIC FUNDS TRANSFERS AND WIRES FOR THE PERIOD APRIL 11, 2016 THROUGH APRIL 22, 2016. Recommendation: That the City Council approve the warrant register and wire transfers. Regarding Item No. 4: TECHNOLOGY MASTER PLAN: FY 2016 -17 THROUGH FY 2020 -21, Council Member Berry asked how the Technology Master Plan projects were prioritized. The Senior Management Analyst replied that departmental recommended timelines influenced the priority of the projects. Council Member Berry asked when live streaming of the City Council meetings is expected to be implemented. The Senior Management Analyst responded that live streaming of the City Council meetings is expected to be implemented by October 2016. Council Member Berry asked about the budgeted amounts for desktop /notebook computers. The Senior Management Analyst responded that the budgeted amount for desk /notebook computers includes projected replacements within five years. It was moved by Council Member Berry and seconded by Council Member Johnson, that the City Council receive and file the Technology Master Plan: FY 2016 -17 through FY 2020 -21. The motion was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Johnson, Peat, Morales and Yarc NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None Regarding Item No. 5: RECEIVE AND FILE REQUEST FOR QUALIFICATIONS FOR CONTRACT STREET SWEEPING SERVICES, Council Member Johnson asked for further clarification on this item. CITY COUNCIL MINUTES MAY 9, 2016 1 74 Council Member Johnson commented that the proposed qualifications are restrictive, and asked if staff has a pre- determined vendor. The Director of Community Development responded no, and clarified that the best qualified vendor would be selected for this contract. Mayor Yarc asked about the Request for Qualifications (RFQ) submittal deadline of Thursday, May 19, 2016. The Director of Community Development responded that the RFQ is a limited package and that 10 vendors have been contacted for a basic submittal that meets the qualifications, then review and interviews by City staff. He indicated that an addendum could be done for a time extension. Mayor Yarc spoke of the short RFQ timeframe. The City Manager indicated that the RFQ submittal deadline could be extended by the City Council. Mayor Pro Tem Morales requested that the RFQ submittal deadline could be extended to the end of the month. The City Manager clarified that the RFQ submittal deadline would be extended to Friday, May 27, 2016. Council Member Peat asked about the possibility of an amendment to the Valley Vista Services, Inc. contract before going out to bid for the street sweeping services, The City Manager responded that the current vendor would not be precluded from submitting an RFQ and that a reduced amount of experience or an exception by the City Council could be considered for inclusion of Valley Vista Services, Inc. It was moved by Council Member Johnson and seconded by Mayor Pro Tem Morales, that the City Council authorize staff to send a RFQ to street sweeping contractors including Valley Vista Services, Inc., and extend the submittal deadline to Friday, May 27, 2016. The motion was carried by the following roll call vote: AYES: 4 COUNCIL MEMBERS: Berry, Johnson, Morales and Yarc NOES: 1 COUNCIL MEMBERS: Peat ABSENT: 0 COUNCIL MEMBERS: None END OF CONSENT CALENDAR NEW BUSINESS: Item No. 7: POLICE DEPARTMENT SUBSTATION LEASE AGREEMENT. The Chief of Police provided background information on this item. Council Member Berry asked about costs. CITY COUNCIL MINUTES MAY 9, 2016 175 Council Member Peat congratulated the Police Department on this enhancement. Mayor Pro Tem Morales thanked Warland Investments Company for their lease space. Mayor Yarc asked when the substation would be operational. The Chief of Police responded that the substation would be operational within the next two to three weeks. Mayor Yarc thanked Warland Investments Company for their lease space. It was moved by Mayor Pro Tem Morales and seconded by Council Member Johnson, that the City Council authorize the City Manager to enter into a lease agreement with Warland Investments Company for a Police Substation. The motion was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Johnson, Peat, Morales and Yarc NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None RECREATION & PARK DISTRICT MATTERS: The Cypress City Council, Acting as the Ex Officio Governing Board of Directors. It was moved by Council Member Berry and seconded by Council Member Johnson, that the City Council, acting as the ex- officio governing Board of Directors for the Cypress Recreation and Park District, approve Consent Calendar Item No. 8. The motion was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Johnson, Peat, Morales and Yarc NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None CONSENT CALENDAR: Item No. 8: CONSIDERATION OF APPROVAL OF AGREEMENT WITH ANAHEIM UNION HIGH SCHOOL DISTRICT FOR TRANSPORTATION SERVICES. Recommendation: That the City Council, acting as the ex- officio governing Board of Directors for the Cypress Recreation and Park District, approve the agreement for transportation services and authorize the City Manager to execute the same. END OF CONSENT CALENDAR NEW BUSINESS: Item No. 9: CONSIDERATION OF AGREEMENT FOR THE ACCEPTANCE AND PLACEMENT OF TWO STATUES FOR THE ART IN PUBLIC PLACES PROGRAM. The Director of Recreation and Community Services provided background information on this item. CITY COUNCIL MINUTES ITEMS FROM CITY COUNCIL MEMBERS: Item No. 10: CYPRESS COLLEGE AD HOC COMMITTEE APPOINTMENT. Mayor Yarc provided background information on this item. MAY 9, 2016 176 Council Member Peat spoke in support on this item and requested to be a member of the ad hoc committee. It was moved by Council Member Johnson and seconded by Mayor Pro Tem Morales, that the City Council establish an ad hoc committee with Cypress College, invite the College to participate, and appoint Mayor Yarc and Council Member Peat to serve on the committee. The motion was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Johnson, Peat, Morales and Yarc NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None Mayor Yarc requested reports from the Council Members on their respective committee assignments. Council Member Peat: Attended the Kiwanis Club of Cypress Red Ribbon Week dinner. Mayor Pro Tem Morales: Attended the FOCCA Scholarship Reception at the Cypress Senior Citizens Center. Attended the Long Beach Mayor's Golf Tournament. Attended the Kiwanis Club of Cypress Red Ribbon Week dinner. Attended A Night Among the Stars awards at the Youth Center in Los Alamitos. Attended the St. John Bosco High School Annual fundraiser. Attended the Holocaust Day of Remembrance program at Cypress College. Council Member Berry: Attended the FOCCA Scholarship Reception at the Cypress Senior Citizens Center. Attended an O.C. Vector Control Budget meeting. Attended the STEAM groundbreaking at Arnold Elementary School. Attended the Mother's Day bake sale at the Cypress Senior Citizens Center. Attended the Woman's Club of Cypress Installation meeting. Attended the Holocaust Day of Remembrance program at Cypress College. Volunteered for the Mother's Day Tea at the Cypress Senior Citizens Center. Attended the Cypress Recreation and Park District Father /Daughter Dance. Participated in the O.C. Habitat for Humanity Women Build Week. Attended the Cypress Farmers Market. Council Member Johnson: Attended the FOCCA awards. Attended an O.C. Fire Authority Board of Directors meeting. Attended the Cypress Chamber of Commerce Board of Directors meeting. Attended the Vans volunteer clean -up at Oak Knoll Park. Attended the Kiwanis Club of rvnrace Rind Rihhnn \A /male rlinnar Parfininafarl in tha nnnata 1 ifa \A /alk of ('al Cfata CITY COUNCIL MINUTES MAY 9, 2016 177 SMART Girls Awards Banquet. Attended the Woman's Club of Cypress Installation meeting. Attended an O.C. Sanitation District Committee meeting. Attended the Holocaust Day of Remembrance program at Cypress College. Participated in the O.C. Habitat for Humanity Women Build Week. ORAL COMMUNICATIONS: For Matters Not on the Agenda. Katie Wiedel, Cypress, spoke in support of Agenda Item No. 7. Shelley Henderson, Cypress, spoke regarding the Cypress Chamber of Commerce Networking breakfast. ITEMS FROM CITY MANAGER: The City Manager announced the Cypress Police Appreciation luncheon to be held on Tuesday, May 17, 2016, at the Cypress Community Center. Spoke of the successful prescription medicine collection held at the Cypress Police Department on April 30, 2016. Wished Council Member Peat a happy birthday. ADJOURNMENT: Mayor Yarc adjourned the meeting at 8:25 p.m. to Monday, May 23, 2016, beginning at 5:30 p.m. in the Executive Board Room. MA OR OF THE CIT ATTEST: Ale i't ' OL l ` -ka. 141 CITY CLERK OF THE CITY OF CYPRESS F CYPRESS