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Minutes 2005-03-21 364 MINUTES OF AN ADJOURNED REGULAR MEETING OF THE CYPRESS CITY COUNCI L HELD March 21,2005 The adjourned regular meeting of the Cypress City Council was called to order at 5:32 p.m. by Mayor McGill in the Board Room, West Wing of City Hall, 5275 Orange Avenue, Cypress, California. PRESENT: Council Members Luebben, McCoy (arrived at 5:38 p.m.), Seymore, Mayor Pro Tem Sondhi, Mayor McGill ABSENT: None Also present were Assistant City Manager, Director of Finance and Administrative Services, Chief of Police, Public Works Director, RecrElation and Community Services Director, Administrative Services Manager, FinancH Manager, Associate Traffic Engineer, Contracts/Environmental Affairs Manager, Recreation Services Manager, and City Clerk. ORAL COMMUNICATIONS: Sandy Purtle, Cypress Federal Little League, spoke regarding their grant request for the upcoming year. WORKSHOP SESSION: Review of Fiscal Year 2005-2006 Non-Profit Contribution Grant Requests The Recreation and Community Services Director stated this process allows an opportunity for the community non-profit organizations to be considered for direct or indirect funding support from the City and the Recreation and Park District without receiving a gift of public funds. She stated that last year, the District received support from the City in the amount of $62,500 and approximately $26,000 was earmarked for direct funding costs. This year, the District may lose, because of the ERAF shift, as much as $250,000 to $260,000 and it is likely that the District will look for support from the City. Mayor Pro Tem Sondhi asked about the amount of the indirect request from Cypress Girls Softball. The Recreation Services Manager stated their request is larger because of additional fields, lighting, maintenance to the fields, and the large size of the organization. The Recreation and Community Services Director stated that Cypress Girls Softball has several large fundraisers each year using City facilities and staff. She stated that all groups pay for the lighting of the fields. Mayor Pro Tem Sondhi asked that a dollar figure be assigned for the VFW and Boys and Girls Club lease values. Council Member McCoy asked how many Cypress residents use the Acacia Adult Day Care facility. The Recreation Services Manager stated that the numbers constantly change and they have not yet met their enrollment goal. Currently, there are four Cypress residents out of 18 total participants. 365 CITY COUNCIL MINUTES MARCH 21, 2005 The following groups submitted requests without any changes or additions: Acacia Adult Day Care, Boys and Girls Club of Cypress, Cypress Chamber of Commerce, Cypress Children's Advocacy Council, Cypress Futbol, Cypress High School Scholarship Fund, Cypress Kiwanis Club, Cypress Pony/Colt Baseball, Cypress Pops Orchestra, Cypress Rotary Club, Friends of Cypress Recreation and Parks, Hotline of Southern California, Senior Citizens Clubs, Veterans of Foreign Wars, and Woman's Club of Cypress. The Recreation Services Manager stated that the American Cancer Society/Relay for Life has requested fees waived for 11 meeting dates. Mayor Pro Tem Sondhi suggested reviewing the local organization membership and participation of local groups. The Recreation Services Manager stated that the request from A YSO has been reduced due to a lower number of meeting requests. Mayor Pro Tem Sondhi asked if the amount requested by A YSO includes the Temporary Use Permit fees. The Recreation Services Manager stated that it does not include the fees. The Recreation Services Manager stated that the Cypress Art League has requested a $400 direct support increase. The Recreation Services Manager stated that Cypress Girls Softball has requested a fee waiver for business license fees of $450, waivers for their Temporary Use Permits, and permission to display banners on the outfield fencing overnight. The Recreation Services Manager stated that the Cypress Civic Theater is requesting a $500 increase in direct funding for a special children's production. She stated that the Cypress Community Festival is also requesting a $500 increase in direct funding due to cost increases. Council Member Luebben stated that he would like to see the requested increase be given to the Cypress Community Festival because nothing speaks to the Cypress community more than the festival. It is the highlight of the year that benefits the community. The Recreation Services Manager stated that the Cypress Federal Little League is requesting a light fee waiver for their Challenger games. Council Member McCoy stated that Cypress Little League allows the Challenger Little League to play without charging them any fees. The Recreation Director stated that this would show up as a direct cost as an increase in lighting costs paid for by the District. The Recreation Services Manager stated that the Cypress High School Athletic Boosters did not request direct funding for the cost of security guards this year. The Recreation Services Manager stated that Cypress Pop Warner now meets the 50% residency requirement for the first time and that they have requested a fee waiver for lights. Mayor Pro Tem Sondhi asked when the organizations are notified about the grant program. The Recreation Services Manager stated that the organizations are notified late November/early December and given approximately three weeks to a month to submit their requests. 2 366 CITY COUNCIL MINUTES MARCH 21. 2005 The Recreation Services Manager stated that Friends of Cypress Cultural Arts has requested an additional $1000 due to band and sound costs increasing for the Concerts on the Green. The Assistant City Manager suggested Council directing staff to approve an increase up to the limit subject to confirmation of their costs. Council Member McCoy stated he would approve a request of $500. The Recreation Services Manager stated that St. IrenaE!US Church has requested a fee waiver for Christmas Eve overflow service at the Senior Center. It was moved by Council Member Luebben and seconded by Council Member McCoy, to approve staff's recommendation on the requests from non-profit organizations for direct and indirect grant funding for Fiscal Year 2005-2006, as amended. The motion was unanimously carried by the following roll call vote: AYES: 5 NOES: 0 ABSENT: 0 COUNCIL MEMBERS: Luebben, McCoy, Seymore, Sondhi and McGill COUNCIL MEMBERS: None COUNCIL MEMBERS: None The meeting was recessed at 6:35 p.m. The meeting was reconvened at 6:40 p.m. Review of 2005-2012 Capital Improvement Proiects The Contracts/Environmental Affairs Manager provided background information on the Capital Improvement Projects program. He stated that the Capital Improvement Program for Fiscal Year 2005-2006 is approximately $4 million. He stated that projects are reviewed under standards that include previous Council policy that puts aside $1.7 million for General Fund projects. Staff would like direction from the Council regarding the projects that are being proposed for the next fiscal year. A formal presentation will be made to the City Council at the April 11, 2005 meeting. Council Member Sondhi stated that she was glad to see a greater focus on left turn signals and feels this will aid movement at various key intersections. Council Member Luebben asked about the cost of pavinn the City Maintenance Yard. The Public Works Director stated that there are certain areas of the Maintenance Yard that have deteriorated to the point of reconstruction. He stated that the design lifespan will be 20 or more years. Mayor McGill asked about funding for sewer line rehabilitation. The Director of Finance and Administrative Services stated that the City will be setting aside funds for a Sewer Master Plan, which will identiify specific hot spots. This will provide more detailed information in the future. Council Member McCoy commended staff on the maintenance of City streets, especially during the recent rain storms. Mayor Pro Tem Sondhi asked about additional entry signage on arterial streets. The Director of Finance and Administrative Services stated that there is funding set aside for additional signage. He stated the issue is finding medians that are already built and where signage would fit. 3 367 CITY COUNCIL MINUTES MARCH 21, 2005 Council Member McCoy stated that possibly funding could be budgeted for a small median on Cerritos Avenue for monument signage. Mayor McGill asked about the progress of the sidewalk, curb, and gutter rehabilitation program. The Public Works Director stated that there is still some work to do. Additional areas that were not initially noted are being found, which is crHating somewhat of a backlog. Mayor McGill asked if there is sufficient funding for trees in the future budget. The Director of Finance and Administrative Services stated that, per Council policy, an additional amount of approximately $200,000 a year is set aside for tree maintenance. Mayor Pro Tem Sondhi asked about parkway rehabilitation and if it is part of the sidewalk repair package. The Public Works Director stated that it is included and that the City is considering updating the City's Tree Master Plan to ensure that the species of trees identified for an area is not going to continue damaging sidewalks based upon historical performance. ORAL COMMUNICATIONS: None. ITEMS FROM CITY COUNCIL MEMBERS: None. ITEMS FROM CITY MANAGER: None. ADJOURNMENT: Mayor McGill adjourned the meeting at 7:15 p.m., to Tuesday, March 22, 2005, beginning at 5:30 p.m. in the Executive Board Room, 5275 Orange Avenue, Cypress, California. /}U~ MAYOR OF THE CITY OF CYPRESS ATTEST: T CLERK OF THE CITY OF CYPRESS 4