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2015-05-11449 MINUTES OF A REGULAR MEETING OF THE CYPRESS CITY COUNCIL HELD May 11,2015 A regular meeting of the Cypress City Council was called to order at 5:00 p.m. by Mayor Johnson in the Executive Board Room, 5275 Orange Avenue, Cypress, California. Members present: Mayor Rob Johnson Mayor Pro Tem Mariellen Yarc Council Member Stacy Berry Council Member Paulo Morales (arrived at 5:04 p.m.) Council Member Jon Peat (arrived at 5:04 p.m.) Staff present: City Manager Peter Grant City Attorney Anthony Taylor Director of Finance and Administrative Services Matt Burton Interim Police Chief Rodney Cox Director of Community Development Doug Dancs Recreation and Community Services Director June Liu Police Commander Tom Bruce Police Commander Steve Ramsey Human Resources Manager Cathy Thompson Recreation Superintendent Dena Diggins City Engineer Kamran Dadbeh City Planner Doug Hawkins Water Quality Manager Gonzalo Vazquez Information Systems Manager Don Casados Redevelopment Project Manager Steve Clarke Management Analyst Anna Sanchez Video Production Coordinator John Olson 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 2015 -16 Proposed Budget and Capital Improvement Program. He indicated that the City Council would consider the approval of the budget at the meeting of June 8, 2015, spoke of the importance of the budget and indicated that it would be the single most important action that the City Council could take all year. He spoke of encouraging and cautionary economic trends, as well as the economic recession, current drought, and housing shortage. He stated that major budget assumptions include maintaining service levels, providing for employees and maintaining a reserve for infrastructure. The City Manager stated that the proposed budget would include revenues of approximately $37 million, expenditures of approximately $45 million, and the use of approximately $11 million in reserves which is infrastructure monies set aside from previous City Councils. Council Member Berry asked about the infrastructure set aside monies. The City Manager responded that the infrastructure set aside monies could be used for a specific project, depending upon the needs. CITY COUNCIL MINUTES May 11, 2015 The City Manager indicated that there is approximately $3.2 million in surplus funds with $2 million set aside for future infrastructure projects and the remainder in restricted funds. He stated that the General Fund Budget is approximately $31 million with a surplus of approximately $235,000 available for one -time costs, unanticipated projects or new direction from the City Council. Council Member Morales asked if the reserves could be netted and decreased to $8.7 million and eliminate the $3.2 million surplus. The City Manager responded in the affirmative. The City Manager reviewed the General Fund Revenues which gives the City the ability to provide service to the community, and stated that sales tax has become the City's largest revenue source. He reviewed the General Fund Expenditures and indicated that there is approximately $18 million budgeted for personnel expenditures which is 70% of the General Fund Operating costs. He stated that internal service charges include the purchase and replacement of items such as vehicles, computers, and chairs. The City Manager stated that General Fund Expenditures includes all City departments, excluding the Cypress Recreation and Park District, with approximately 60% of the total budgeted in the Police Department. Mayor Pro Tem Yarc asked if it would be more cost effective to contract with the Orange County Sheriff's Department for police services. The City Manager responded that contracting with the Orange County Sheriff's Department for police services would not reduce costs nor would it provide a level of service like the City currently has. The City Manager provided an overview of the General Fund Balance and spoke of the importance of maintaining reserves and that City Council policy dictates a 25% reserve. He stated that some specific reserves are maintained should a large City sales tax provider leave the City. He commented that monies have been set aside for the Technology Master Plan. The City Manager reviewed the Capital Outlay budget which include technology investments and vehicle replacements, which includes the replacement of the Police Department sedans with sport utility vehicles (SUV). Mayor Johnson asked about the police vehicle replacements and if it is a gradual replacement process. The City Manager responded that it would be a gradual vehicle replacement process, and that annual vehicle evaluations are done. Mayor Pro Tem Yarc asked about the fuel efficiency of SUV's as compared to the current sedan vehicles. The City Manager indicated that fuel costs associated with the purchase of SUV's would not significantly impact the budget. The City Manager reviewed the recommended one -time increases that include the Technology Master Plan, Citywide Fee Study, Business Recruitment, and a Farmer's Market feasibility study. Council Member Peat asked if the $101,000 Technology Master Plan budget includes on -going costs. The City Manager replied that there would be minimal significant additional on -going costs related to the Technology Master Plan. 2 450 CITY COUNCIL MINUTES May 11, 2015 The City Manager provided a brief overview of the individual Operating Budgets provided to the City Council, and indicated that the budgets include detailed line item budget information. The City Manager reviewed the Finance & Administrative Services budget that includes general accounting, Information Systems, Business Licenses, and Print Shop. He stated that the Police Department budget includes 57 sworn employees and 19 civilian personnel, including one frozen position and an increase related to two over -hire positions. He indicated that those over -hire positions will be funded with salary savings and a study that was done 20 years ago that recommended the over -hire positions. Council Member Yarc asked for clarification on the over -hire positions. The City Manager responded that vacant position personnel costs would be used to offset the over -hire position. The City Manager clarified that the Police Services Officer position has been frozen since the recession. The City Manager reviewed the Community Development budget and indicated that there are 40 full -time employees with a $9 million budget due to combining the Community Development and Public Works Departments under a single director. The City Manager reviewed the Cypress Recreation and Park District budget and stated that it is a separate legal entity and that their revenues are approximately $5.5 million with Operating Expenditures of approximately $4.7 million. He complimented the Cypress Recreation and Park District staff for living within its means, keeping expenditures below revenues, and maintaining a good level of service. Mayor Johnson asked about the feasibility of a Capital Improvement Projects overview of all City parks. The City Manager replied that review of City parks would be incorporated into the City Strategic Plan which would be brought back to the City Council for consideration and recommendation. Mayor Johnson asked if the Cypress Recreation and Park District would be included in the Fee Study. The City Manager responded that the Cypress Recreation and Park District would be included in the Fee Study. Mayor Pro Tem Yarc if the Mackay School Park is included in the budget and Capital Improvement Projects. The City Manager responded in the affirmative. The City Manager indicated that the Cypress Recreation and Park District budget reflects approximately $300,000 for the Redevelopment Agency loan repayment to the City. The City Manager reviewed the Cypress Recreation and Park District revenues and indicated that it includes facility rentals and contract class charges. He stated that the Cypress Recreation and Park District expenditures include City contract personnel maintenance charges. He indicated that the department budget includes 13 full -time employees and several part-time employees whose personnel costs were impacted by the State mandated minimum wage increase. The City Manager reviewed the Cypress Recreation and Park District Fund Balance which is approximately $9 million and stated that it maintains a large cash flow reserve. He stated that the proposed additions to adult and youth sports programs costs are not fully recoverable. 3 451 CITY COUNCIL MINUTES May 11, 2015 Mayor Johnson asked if the costs are associated with contracts with the Cypress School District. The City Manager replied that uniforms and officials are the majority of adult and youth sports program costs. The City Manager stated that the Cypress Recreation and Park District increases include the Challenger Youth Basketball and the Kids Corner Program relocation from Darrell Essex Park to Swain Elementary School. The City Manager stated that the Capital Improvement Project (CIP) budget is approximately $17 million with over $75 million projected over seven years to include various on -going storm drain projects including design and construction. He indicated that the CIP includes the Mackay School Site design, as well as the $9 million Myra Avenue Storm Drain. Mayor Johnson asked if one out of three pump stations had been completed. The City Manager replied that one pump station has been completed with one pump station location yet to be determined. Mayor Pro Tem Yarc asked if the Myra Avenue Storm Drain has already been approved. The City Manager replied that the pump station bids, specifications, and award of contract would be submitted to City Council in various stages. Mayor Pro Tem Yarc asked how the pump station projects are prioritized. The City Manager responded that the pump station locations are based on health, safety, and the needs of the community. Mayor Pro Tem Yarc asked about the priority of pump stations versus drought compliance. The City Manager indicated that monies would be set aside for drought response and spoke of flooding concerns in a small housing area of the City. Mayor Johnson asked if the staff recommendation for the next regular City Council meeting of June 8, 2015 would include a wish list of secondary ideas. The City Manager responded no, unless otherwise directed by a consensus of the City Council at this time. He clarified that a budget response Agenda Report would be specific to the needed improvements and liability concerns should flooding occur. Mayor Pro Tem Yarc asked for clarification on the delay of the second pump station. The Director of Community Development responded that the second pump station has been completed. The City Manager spoke of inevitable flooding and necessary budgetary prevention measures. Council Member Morales asked if storm drain costs would increase should they be delayed. Council Member Peat spoke of the 1995 Nature Park flooding and impacts to residents. The City Manager indicated that the first drought compliance Agenda Report would be presented to the City Council at its regular meeting of May 26, 2015, and indicated actions taken towards drought compliance. Mayor Pro Tem Yarc asked about drought compliance penalties. 4 452 CITY COUNCIL MINUTES May 11, 2015 The City Manager stated that City non - compliance fines could be up to $10,000 per day and residential non - compliance fines would be $500. The Director of Community Development stated that at its next regular meeting of May 26, 2015, staff would introduce the City Council to the drought compliance requirements, as well as related penalties. The City Manager encouraged the City to set a positive drought compliance example by using reclaimed water and limited water usage. He spoke of a drought compliance response that may include working jointly with Cypress College on a water pipeline project. Mayor Pro Tem Yarc asked about the budgeted amount for drought response. The City Manager indicated that $510,000 is proposed in the budget for drought response, and stated that the amount will continue to increase. The City Manager spoke of the necessary heating and cooling unit upgrades at the City Hall, Council Chambers, and Senior Citizens Center, and indicated that the replacement of the unit in the Council Chambers would be $310,000, assessment of the Senior Citizens Centers unit would be $35,000, and assessment of the City Hall unit would be $50,000. The City Manager indicated that at tonight's regular meeting, the City Council would consider the Technology Master Plan, and that the proposed Fiscal Year 2015 -16 Budget would be submitted for City Council consideration at its regular meeting of June 8, 2015. At 6:05 p.m., the Mayor recessed the meeting. At 6:20 p.m., the Mayor reconvened the meeting. Council Member Peat asked about the increase in the Legislative Budget. The City Manager responded that the Legislative Budget increase is due to the newly hired Executive Assistant. Council Member Peat asked if there is a list of unfunded projects should monies become available. The City Manager responded no. Council Member Peat asked is such a list could be created. The City Manager responded that staff would provide the City Council with a list of items for future consideration at a future City Council meeting. Council Member Berry asked about the budgeted amount for the Police Department license plate readers. The Interim Police Chief indicated that the Cypress Police Foundation may assist with funding and that the amount would be determined at its meeting of May 13, 2015. Mayor Pro Tem Yarc asked about the function of the license plate readers. The Interim Police Chief responded that the license plate readers assist with identifying stolen vehicles, as well as tracking and data on vehicles. Council Member Berry asked about other cities' usage and success with the license plate readers. The Interim Police Chief responded that several local cities use the license plate readers with success. 5 453 CITY COUNCIL MINUTES May 11, 2015 454 Council Member Berry asked about the Police Department training amount increases. The City Manager replied that training and professional development funding is being restored across the budget, and that the Police Department increases are due to Police recruits and trainees. Council Member Berry asked about the Police Department lab costs. The Interim Police Chief indicated that lab costs are associated with technology updates and licensing, as well as reallocation of a Police Services Officer Crime Scene Investigator. Council Member Berry asked if the amount for anticipated grants is decreased due to unavailability. The Interim Police Chief responded in the affirmative. Mayor Pro Tem Yarc asked about the increase in the Police Department budget, as compared to prior year's budget. The City Manager stated that the Police Department is affected by multiple year salary savings due to position vacancies, and indicated that the budget amount would increase with each year. Mayor Pro Tem Yarc asked about the General Fund balance and the longevity of Capital Projects, and if reserve funds would deplete over the years. The City Manager spoke of the useful life -span of infrastructure projects. Mayor Pro Tem Yarc asked about the General Fund balance of seven years ago. The Director of Finance and Administrative Services indicated that the General Fund balance of seven years ago was significantly less than current. Mayor Pro Tem Yarc about the General Fund balance prior to the pump stations. The City Manager stated that staff would provide the City Council with a report on the General Fund balance trend versus uses for infrastructure projects. He indicated that costs are slowly approaching revenue sources and that the two may catch up with each other. Mayor Johnson asked if the State back -fill is related to property tax. The City Manager responded in the affirmative. Mayor Johnson asked about the 24% revenue decline. The City Manager replied that there is a $400,000 revenue decline. The Director of Finance and Administrative Services clarified that the revenue decline is due to the gas tax monies being moved into the General Fund on an as- needed basis, and that it would not be done this fiscal year. Mayor Johnson asked about General Fund expenditures and a decline of $200,000 in Community Development Maintenance. The Director of Community Development indicated that graffiti removal would become part of the solid waste franchise agreement and that there would be a decrease to water and labor costs. Mayor Johnson spoke in support of the Technology Master Plan. Mayor Pro Tem Yarc asked for clarification on the true definition of a balanced budget and if there are exceptions to it. 6 CITY COUNCIL MINUTES May 11, 2015 455 The City Manager replied that a balanced budget indicates that ongoing costs would be paid using ongoing revenues. Mayor Pro Tem Yarc asked about the proposal for a paperless meeting agenda system and if it would be optional. The City Manager responded in the affirmative, and clarified that the goal would be to decrease the number of printed documents. Council Member Peat asked about revenue stream concerns. The City Manager spoke of sales tax concerns, as well as the low housing market and turnover rate. Council Member Berry asked about the $400,000 Warland Drive reimbursement. The City Manager indicated that the reimbursement was created to incentivize Shaw Carpets to remain in the City. Council Member Morales asked about the CaIPERS liability payment. The City Manager indicated that the CaIPERS liability payment is a Strategic Plan goal, however it could be delayed with the Assistant Director of Finance and Administrative Services vacancy. He stated that consideration would be given to either a one -time cash payment or annual lump sum payments. Mayor Johnson thanked staff for the workshop presentation and implementation of the Strategic Plan goals. At 6:45 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 7:02 p.m. by Mayor Johnson. Members present: Mayor Rob Johnson Mayor Pro Tem Mariellen Yarc Council Member Stacy Berry Council Member Paulo Morales Council Member Jon Peat Staff present: City Manager Peter Grant City Attorney Anthony Taylor Director of Finance and Administrative Services Matt Burton Interim Police Chief Rodney Cox Director of Community Development Doug Dancs Recreation and Community Services Director June Liu City Engineer Kamran Dadbeh City Planner Doug Hawkins Water Quality Manager Gonzalo Vazquez Information Systems Manager Don Casados Management Analyst Anna Sanchez Associate Planner Kori Sanders Senior Management Analyst Alisha Farnell Deputy City Clerk Rhonda Barone City Clerk Denise Basham PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Council Member Berry. INVOCATION: The invocation was given by Mohammad Patel, Islamic Center of Cypress. CITY COUNCIL MINUTES May 11, 2015 456 REPORT OF WORKSHOP AGENDA/CLOSED SESSION: The Mayor asked for the report of the Workshop Session Agenda items discussed earlier in the evening. The City Manager reported that the City Council met in a Workshop Session regarding the Fiscal Year 2015 -16 Proposed Budget and Capital Improvement Program. He stated that the City Council asked questions and provided direction to staff. PRESENTATIONS: The City Manager introduced Executive Assistant Sara Salazar. Mayor Johnson presented a proclamation to the Cypress Police Department proclaiming the week of May 10 -16, 2015 as "National Police Week" in the City of Cypress. Mayor Johnson presented a Certificate of Special Recognition to AYSO Girls Under 10 Extra Program "Cypress Crush" for winning the Western States Championship. Steven Nguyen, California Senator Bob Huff's Office, presented a Certificate of Special Recognition to AYSO Girls Under 10 Extra Program "Cypress Crush" for winning the Western States Championship. Jenelle Bader, Southern California Edison, presented a Certificate of Special Recognition to Southern California Edison Scholarship recipient Kevin Ji Whan Yoon. Steven Nguyen, California Senator Bob Huff's Office, presented a Certificate of Special Recognition to Southern California Edison Scholarship recipient Kevin Ji Whan Yoon. Division Chief Dave Steffen and Captain Alan Wilkes, Orange County Fire Authority, spoke regarding the Cypress apartment structure fire of May 5, 2015. ORAL COMMUNICATIONS: LIMITED TO ONE -HALF HOUR. (THREE MINUTES PER SPEAKER, SPEAKING ONCE.) Mayor Johnson asked anyone who wished to speak on any topic not included on the meeting Agenda to come forward. None. PUBLIC HEARINGS: 7:00 P.M. (PUBLIC COMMENTS RESTRICTED TO TEN MINUTES PER SPEAKER, UNLESS EXTENDED BY THE CITY COUNCIL). Item No. 1: CONDITIONAL USE PERMIT NO. 3023 AND VARIANCE NO. 3024, A REQUEST TO APPROVE A PREVIOUSLY INSTALLED ROOF - MOUNTED WIRELESS COMMUNICATION ANTENNA FACILITY ON THE COURTYARD BY MARRIOTT HOTEL AT 5865 KATELLA AVENUE. The Associate Planner provided background information on this item. Council Member Berry asked for clarification on the location of the antenna facility. The Associate Planner explained that there will be 28 varieties of antenna facilities including microwave dishes and whip antennas, and stated that flush- mounted panel antennas would be placed on the end of the elevator shafts of the hotel building. Council Member Berry asked if the new antenna facilities are taller than the existing antenna facilities. The Associate Planner responded that the antenna facilities would be visible. Council Member Peat asked if the vendor, Global Pacific Internet, owns other antenna facilities in Cypress. 8 CITY COUNCIL MINUTES May 11, 2015 457 The Associate Planner replied that TelePacific Communications purchased Global Pacific Internet and made good faith efforts for compliance. Council Member Peat asked if the vendor owns other antenna facilities in Cypress. The Associate Planner responded no. Mayor Johnson spoke regarding antenna facilities on top of fixtures and concern standards related to earthquakes and floods. The Associate Planner responded that project must go through a plan check process that includes compliance with California Codes. The applicant's representative, Scott Southerland, VeloTero Services, stated that he agrees with the Conditions of Approval. Council Member Morales asked if there are other antenna facilities in Cypress that are not in compliance. Mr. Southerland responded no. It was moved by Council Member Peat and seconded by Council Member Morales, that the City Council adopt the Resolutions by title only, approving Conditional Use Permit No. 3023 and Variance No. 3024, subject to the conditions in Exhibit "A" of the Resolutions. The motion was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Morales, Peat, Yarc and Johnson NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None RESOLUTION NO. 6497 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CYPRESS APPROVING CONDITIONAL USE PERMIT NO. 3023 — WITH CONDITIONS. RESOLUTION NO. 6498 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CYPRESS GRANTING A VARIANCE FROM THE TERMS OF THE ZONING ORDINANCE OF THE CITY OF CYPRESS, SECTION 16.050.B.1.B TO ALLOW UNSCREENED ROOF - MOUNTED AND BUILDING - MOUNTED ANTENNAS. 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. It was moved by Mayor Pro Tem Yarc and seconded by Council Member Berry, to approve Consent Calendar Items No. 2 through 11. The motion was carried by the following roll call vote: AYES: 4 COUNCIL MEMBERS: Berry, Peat, Yarc and Johnson NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None ABSTAIN: 1 COUNCIL MEMBERS: Morales 9 CITY COUNCIL MINUTES May 11, 2015 Council Member Morales stated that Agenda Item No. 10, the Warrant Register, includes warrant 34285 for $395.87 and warrant 34286 for $1,484.14, reimbursements I receive 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 warrants 34285 or 34286 for the reasons disclosed. Item No. 2: APPROVAL OF CITY COUNCIL MINUTES OF THE MEETING OF APRIL 27. 2015. Recommendation: That the City Council approve the Minutes of the Meeting of April 27, 2015, as submitted. Item No. 3: MOTION TO INTRODUCE AND /OR ADOPT ALL ORDINANCES AND RESOLUTIONS PRESENTED FOR CONSIDERATION BY TITLE ONLY AND TO WAIVE FURTHER READING. Item No. 4: AUTHORIZE EXECUTION OF COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) CONTRACTS FOR FISCAL YEAR 2015 -2016. Recommendation: That the City Council adopt the Resolution by title only, approving the City's participation in the Community Development Block Grant (CDBG) program and authorize the execution of the contracts and documents required for participation in the program. RESOLUTION NO. 6499 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CYPRESS AUTHORIZING THE EXECUTION OF TWO CONTRACTS FOR THE AWARD OF COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS THROUGH THE COUNTY OF ORANGE FOR THE PROGRAM YEAR SPANNING JULY 1, 2015 THROUGH JUNE 30, 2016. Item No. 5: ADOPTION OF RESOLUTION CONFIRMING COMPLIANCE OF THE CITY OF CYPRESS CIRCULATION ELEMENT WITH THE ORANGE COUNTY MASTER PLAN OF ARTERIAL HIGHWAYS. Recommendation: That the City Council adopt the Resolution by title only, confirming compliance of the City of Cypress Circulation Element with the Orange County Master Plan of Arterial Highways. RESOLUTION NO. 6500 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CYPRESS CONCERNING THE STATUS OF THE CIRCULATION ELEMENT AND MITIGATION FEE PROGRAM FOR THE RENEWED MEASURE M (M2) PROGRAM FOR THE CITY OF CYPRESS. Item No. 6: AWARD OF CONTRACTS FOR THE SENIOR CENTER AMERICANS WITH DISABILITIES ACT EXTERIOR IMPROVEMENTS, PROJECT 113. Recommendation: That the City Council: 1) Award a contract in the amount of $159,408.40 to Martinez Construction, Inc.; authorize a contingency of $24,000 (15% of bid amount); and direct the Director of Community Development to issue an necessary change orders to complete additional work within budgetary authority; and 2) Approve a Task Order for Construction Management and Inspection Services, in the amount of $22,617, to Vali Cooper and Associates, Inc. (VCA); and authorize a contingency of $3,400 (15% of contract amount). Item No. 7: APPROPRIATION OF FUNDS FOR POLICE ACADEMY RECRUIT TRAINING. Recommendation: That the City Council appropriate $12,846 in the Police Department's budget to fund unanticipated recruit training costs. 10 458 CITY COUNCIL MINUTES May 11, 2015 459 Item No. 8: APPROPRIATION OF FUNDS FOR POLICE AMMUNITION. Recommendation: That the City Council appropriate $9,800 in the Police Department's budget to purchase ammunition. Item No. 9: ACCEPTANCE OF THE URBAN AREA SECURITY INITIATIVE (UASI) SUB - RECIPIENT AGREEMENT. Recommendation: That the City Council: 1) Approve the FY 2014 Urban Area Security Initiative (UASI) sub - recipient agreement; and 2) Authorize the City Manager to execute such application(s) as may be necessary to obtain the FY 2014 Urban Area Security Initiative grant funds. Item No. 10: APPROVAL OF COMMERCIAL WARRANT LIST AND WIRE TRANSFERS FOR FISCAL YEAR 2014 -15 FOR WARRANTS NO. 34195 THROUGH 34350. Recommendation: That the City Council approve the attached warrant register and wire transfers for Fiscal Year 2014 -15. Recreation and Park District Matters: Item No. 11: APPROVAL OF AGREEMENT WITH CYPRESS SCHOOL DISTRICT FOR USE OF SWAIN SCHOOL CLASSROOMS. Recommendation: That the City Council, acting as the ex- officio governing Board of Directors for the Cypress Recreation and Park District, approve the proposed agreement with Cypress School District and authorize the City Manager to execute the same. Council Member Morales stated that it was not his intent to abstain from the entire Consent Calendar, only the two warrants. It was moved by Mayor Pro Tem Yarc and seconded by Council Member Morales, to reopen the vote to approve Consent Calendar Items No. 2 through 11. The motion was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Morales, Peat, Yarc and Johnson NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None It was moved by Council Member Berry and seconded by Council Member Peat, to amend the vote to approve Consent Calendar Items No. 2 through 11. The motion was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Morales, Peat, Yarc and Johnson NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None END OF CONSENT CALENDAR NEW BUSINESS: Item No. 12: AWARD OF CONTRACT FOR ON -CALL PROJECT MANAGEMENT SERVICES TO SUPPORT THE ENGINEERING DIVISION. The Director of Community Development provided background information on this item. Mayor Pro Tem Yarc asked how the on -call project management services would be obtained. 11 CITY COUNCIL MINUTES May 11, 2015 The Director of Community Development replied that various firms were surveyed on what types of project manager would be available, and that an equivalent Senior Civil Engineer was found who would be able to manage the construction projects. He indicated that the City Senior Civil Engineer position is currently vacant. Mayor Pro Tem Yarc asked if the services would be provided on a temporary basis. The Director of Community Development responded in the affirmative, and clarified that the services would be paid on an as- needed basis for the current backlog and to maintain the current Capital Improvement Projects schedule. Council Member Peat asked if key personnel would be hired or if it would be a variety of personnel on a rotating basis. The Director of Community Development indicated that there would be one Project Manager. Council Member Morales asked if the $75,000 contracted amount would remain even if additional personnel were hired. The Director of Community Development responded in the affirmative. Council Member Berry asked if there has been use of an on -call Project Manager in the past. The Director of Community Development responded that an on -call Project Manager has not been used in the past, however it has been done with other cities. It was moved by Council Member Berry and seconded by Council Member Peat, that the City Council award an agreement for On -Call Project Management Services and approve a Task Order in an amount not to exceed $75,000 to CivilSource, and direct the Director of Community Development to act as Contract Officer. The motion was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Morales, Peat, Yarc and Johnson NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None Item No. 13: TECHNOLOGY MASTER PLAN: FY 2015 -16 THROUGH FY 2019 -20. The Senior Management Analyst and Information Systems Manager provided background information on this item. Council Member Peat asked about efficiency improvements anticipated cost savings. The Senior Management Analyst indicated that the efficiency cost savings have not yet been calculated, however there would be ongoing costs for the paperless meeting agenda system and that the remaining projects would be one -time expenditures. Council Member Peat asked about cost savings benefits of the efficiency improvements. The City Manager responded that the Technology Master Plan would allow the ability to redirect resources and stated that there would be transaction costs that are worth investments with regard to the ability to connect with customers. Mayor Pro Tem Yarc asked about personnel costs. The Information Systems Manager indicated that labor costs would be factored into the plan costs and that approximately 300 staff hours would be needed for establishment of a social media presence. 12 460 CITY COUNCIL MINUTES May 11, 2015 461 Mayor Pro Tem Yarc asked if the personnel hours are part of or in addition to the total plan costs. The Information Systems Manager clarified that the personnel hours have not been factored into the plan costs. The City Manager indicated that some staff hours would be absorbed into existing regular works hours and that for efficiency redirection, a contractor may be considered in the future Mayor Pro Tem Yarc asked about the Police Vehicle Mobile Data Computers Replacement and if those items were already due for updates. The Information Systems Manager indicated that that the Police Vehicle Mobile Data Computers Replacement useful life expires in January 2016. The City Manager clarified that most of the projects are part of an existing inventory replacement. Mayor Johnson spoke in support of the Technology Master Plan. It was moved by Council Member Peat and seconded by Council Member Morales, that the City Council receive and file the Technology Master Plan: FY 2015 -16 through FY 2019 -20. The motion was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Morales, Peat, Yarc and Johnson 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. Item No. 14: APPROVAL OF AGREEMENT WITH CYPRESS COLLEGE FOR USE OF POOL. The Director of Recreation and Community Services provided background information on this item. Council Member Peat asked if there are expenses in the current agreement with the Anaheim Union High School District for use of the Cypress High School pool. The Director of Recreation and Community Services responded no. Mayor Pro Tem Yarc spoke in support of the use of the Cypress College pool, and expressed appreciation to Cypress College for its use. Council Member Morales asked if additional summer aquatics classes would be offered due to the larger pool. The Director of Recreation and Community Services responded that additional summer aquatics classes would not be offered, however a duplicate schedule as in past years is allowable due to the larger pool. Mayor Johnson spoke regarding the Cypress High School pool refurbishment. The Director of Recreation and Community Services stated that use of the Cypress High School pool has been secured for summer aquatics programs for several years and that, typically, uses outside of the Joint Uses Agreement would not be allowed, however several of the high school pools are being refurbished. She indicated that it is fortunate that Cypress College is allowing the use. 13 CITY COUNCIL MINUTES May 11, 2015 Mayor Johnson spoke of the success of the City's summer aquatics program and thanked Dr. Robert Simpson, Cypress College President, for his cooperation. It was moved by Council Member Berry and seconded by Council Member Peat, that the City Council, acting as the ex- officio governing Board of Directors for the Cypress Recreation and Park District: 1) Approve the Cypress College Pool Use Agreement and authorize the City Manager to execute the same; and 2) Appropriate funds in the amount of $5,000 from the District's General Fund Unassigned Fund Balance to account 212- 90305.4188_100 (Contract Services — Public) for reimbursement of pool chemical costs to Cypress College. The motion•was unanimously carried by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Morales, Peat, Yarc and Johnson NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None SUCCESSOR AGENCY TO THE CYPRESS REDEVELOPMENT AGENCY MATTERS: The Cypress City Council, Acting as the Successor Agency to the Cypress Redevelopment Agency. No items. ORAL COMMUNICATIONS: For Matters Not on the Agenda. None. ITEMS FROM CITY COUNCIL MEMBERS: Mayor Johnson requested reports from the Council Members on their respective committee assignments. Council Member Peat: Attended the Rising Stars and Youth Juried Arts Awards. Attended the FOCCA scholarship awards. Attended an O.C. Fire Authority Academy for Directors. Council Member Yarc: Attended the Rising Stars and Youth Juried Arts Awards. Attended the FOCCA Scholarship awards. Attended the Tip -A -Cop fundraiser at Chili's Restaurant. Attended a BRACE /AGENT Workshop. Attended a tour of the Joint Forces Training Base. Participated in the Pancreatic Cancer fundraiser walk. Attended the welcome breakfast for the Executive Assistant. Attended a Woman's Club of Cypress Installation luncheon. Attended an O.C. Sanitation District Operations Committee meeting. Attended an O.C. Sanitation District Workplace Harassment training. Council Member Morales: Attended the Rising Stars and Youth Juried Arts Awards. Attended the Tip -A -Co fundraiser at Chili's Restaurant. Attended the St. John Bosco High School 75th Anniversary celebration. Attended an O.C. Government Leaders Prayer breakfast. Attended the John F. Kennedy High School 19th Annual Scholarship Foundation event. Complimented a local Cypress church on their financial support related to the Cypress apartment structure fire of May 5, 2015. Council Member Berry: Attended an O.C. Transportation Authority Special Needs Advisory Committee meeting. Attended the Rising Stars and Youth Juried Arts Awards. Attended the FOCCA Scholarship awards. Attended the Anaheim Union High School District Ad Hoc Committee meeting. Attended the Tip -A -Cop fundraiser at Chili's Restaurant. Attended the welcome breakfast for the Executive Assistant. Attended a Woman's Club of Cypress Installation luncheon. Attended an O.C. Sanitation District Workplace 14 462 CITY COUNCIL MINUTES May 11, 2015 Harassment training. Attended an O.C. Government Leaders Prayer breakfast. Attended a Mother's Day Luncheon at the Cypress Senior Citizens Center. Attended the Boys & Girls Club of Cypress Summer Open House. Attended the Cypress College Scholarship awards. Mayor Johnson: Attended the Rising Stars and Youth Juried Arts Awards. Attended the Tip -A -Cop fundraiser at Chili's Restaurant. Attended a BRACE meeting. Attended an O.C. Fair event for local cities. Attended a tour of the Joint Forces Training Base. Attended an O.C. Government Leaders Prayer breakfast. Attended an O.C. Fire Authority Academy for Directors. ITEMS FROM CITY MANAGER: The City Manager announced the Valley Vista Services, Inc. community outreach meetings to be held on May 19, 2015 and June 6, 2015, at the Cypress Community Center. He informed that Golden State Water Company would be holding a public hearing on mandatory water conservation and drought response on May 20, 2015, at the Courtyard by Marriott Hotel. He reminded of the American Red Cross Blood Drive to be held on Tuesday, May 12, 2015, at the Cypress Community Center. Mayor Johnson announced the Relay for Life in Cypress on August 1 — 2, 2015, at Grace Christian School. ADJOURNMENT: Mayor Johnson adjourned the meeting at 8:23 p.m. to Tuesday, May 26, 2015, beginning at 5:30 p.m. in the Executive Board Room. ATTEST: {tLL 1 Z0:.P1'1 MAYOR It HE CITY OF CYPRESS CITY CLERK OF THE CITY OF CYPRESS 15 463