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HomeMy WebLinkAbout01-09-2010 - Special MeetingCITY OF NEWPORT BEACH City Council Minutes Newport Coast Community Center 6401 San Joaquin Hills Road January 9, 2010 — 8:00 a.m. 1. Welcome -Mayor Curry 2. Ro11 Can Present: Council Member Selich, Council Member Rosansky, Mayor Pro Tern Henn, Mayor Curry, Council Member Webb, Council Member Gardner, Council Member Daigle 2. Review Agenda Interim Assistant City Manager Perkins provided an overview of what will be discussed, stated that the public will be allowed to speak at the end of each agenda item, and encouraged everyone to participate. 3. Review Status of Priorities Set in January 2009 City Manager Kiff discussed the goals and status of the following 2009 City Council Priorities: Implementation measures to minimize the adverse impacts of John Wayne Airport Benchmarking and Performance Measures Development and adoption of a FY 2009 -2010 budget Updated Facilities Finance Plan Enforcement of the City's group homes regulations Alignment of the City's codes with the General Plan Reduction of fire hazards in Lower Buck Gully Implementation of an effective Traffic Management Plan Completion of the schematic design phase and the Environmental Impact Report (EIR) for the Newport Beach Civic Center Providing more public parks and recreation facilities Acquiring the Banning Ranch property Implementation of water quality improvement projects Dredging of the Lower Newport Bay City Manager Kiff also discussed the goals and status of the following 2010 City Manager Priorities: Assessment of the overall organization Recruitments and reorganization Addressing the budget challenges Continuance of the implementation of performance measures Advancement of the City's Airport Policy Keeping the Lower Newport Bay dredging on schedule Volume 59 - Page 350 City of Newport Beach City Council Minutes January 9, 2010 Keeping the Civic Center project on schedule Ensuring that the projects have a clear line of responsibility Maintaining a high level of communication with the City Council Ensuring that the City's hiring and recruitment processes are in compliance with laws and codes Implementation of the Facilities Finance Plan Incorporating Performance -Based Budgeting into the budget Revising Harbor fees Improvement of Council staff reports and the agenda process Providing efficient and effective staff meetings In response to Council questions, City Manager Kiff stated that he is preparing a Community Newsletter to send to residents. Regarding the Banning Ranch appraisal, he stated that residents were not satisfied with the results and indicated that staff will be requesting appraisals from more than one appraiser. Regarding the Traffic Management Plan, Public Works Director Badum stated that staff is working with Caltrans relative to the conditions of Coast Highway from Jamboree Road to the Santa Ana River, and the Back Bay bridge. He believed that an additional phase will be needed to convert the Caltrans signals to the City's system and noted that the City will ask the State for funding to assist with the conversion process. He discussed the Traffic Signal Modernization Phases and their locations, and noted that he has adequate staff resources to work on the system at this time. In response to Council Member Selich's question regarding dredging the Lower Newport Bay (LNB), City Manager Kiff stated that the goal is to take the contaminated sediment to the Port of Long Beach or a confined water disposal site. He noted that Anchor QEA is currently working on the process. Assistant City Manager Wood stated that a Mitigated Negative Declaration (HIND) is being prepared for the disposal of contaminated materials so the process can move quickly. Mayor Pro Tem Henn noted that the City should celebrate successes. In response to Virginia Anders- Ellmore's question, Utilities Director Murdoch stated that the City continuously replaces underground pipes, indicated that a recently updated study from 1999 required staff to look at every pipe in the City to confirm that they are functioning properly, and noted that the 2010 priority for his department relates to wastewater. City Manager Kiff stated that the plan is to dredge Newport Shores after the Federal government completes their portion of the dredging and reported that, through lobbyists in Washington, the City is trying to get the Santa Ana River Main Stem Project expanded to restore the marsh area. Iri response to Novell Hendrickson's question regarding benchmarking and performance measures, City Manager Kiff stated that approximately $200,000 has been spent on the project, believed that the process is needed, and noted that the consultants recommended conducting surveys every two years. 4. What to Expect in 2010 a. Economy, Budget, and Sustaining the City's Fiscal Condition Mayor Curry stated that Council will address fiscal problems, provide a strategy, and ensure that the City maintains fiscal stability. He stated that the elements of the Fiscal Sustainability Plan requires that Council affirm their commitment to fiscal sustainability by supporting businesses and residents, staying committed to budget measures and not use reserves, and managing government better. Volume 69 - Page 351 City of Newport Beach City Council Minutes January 9, 2010 Council Member Gardner indicated that when the City gives money to organizations, then those entities should make every effort to support other businesses in the City. Council Member Daigle believed that Public Safety should be maintained during the fiscal sustainability process and suggested that the Finance Committee monitor the grant writing process. Council Member Rosansky suggested that the wording "and other shakedown schemes" be removed from Item 14 (Frivolous Lawsuits). In response to General Services Director Harmon regarding Item 9 (Competitive Contracting), Mayor Curry explained competitive contracting and when the City will utilize it. City Manager Kiff stated that the City will make a focused attempt to look at what other City's are doing and noted that some contracts will be changed to the Request for Proposal (RFP) process. Mayor Pro Tem Henn emphasized that the City needs to maintain an objective, even - handed view relating both outsourcing and in- sourcing work for the City, and noted that the City is looking for the best outcome. In response to Council Member Daigle's question, City Manager Kiff explained the professional services contract and the bid process. City Attorney Hunt stated that it is appropriate for the City to look at qualified professional contractors, discuss the contract, and conduct negotiations. In response to Council Member Selich's question regarding Item 10 (Energy Efficiency), Mayor Curry explained that LEED certification is an option and stated that there are other energy saving methods that also provide cost savings. In response to Virginia Anders- Ellmore's question, City Attorney Hunt explained the difference between the bid process and a Professional Services Agreement (PSA). Regarding Item 13 (Employee Compensation and Benefits), Human Resources Director Cassidy suggested that staff meet with the employee bargaining groups to explain the reasons for reviewing City services. Richard Luehrs, Newport Beach Chamber of Commerce, commended Council for their efforts in maintaining economic sustainability for businesses and suggested that the City consider establishing an economic impact analysis when adopting ordinances. b. Organizational Changes After Initial Restructuring Mayor Curry discussed the changes, noted that 36 employees opted to participate in the Early Retirement Incentive Program (ERIP) which would save the City approximately $3 million, and indicated that staff will focus on how to provide the same level of service with a reduced workforce. Utilities Director Murdoch described the services the Utilities Department provides and noted that the department had 12 employees participate in ERIP. He discussed the elimination of one division within the department, possible contracting out of meter readers, consolidation of jobs, cross- training, and monthly utility meter reading. In response to Council Member Rosansky's question, he explained Volume 59 - Page 352 City of Newport Beach City Council Minutes January 9, 2010 that monthly billing will not be cheaper, but will be more efficient. Further, it will lead to less cut -offs, allow residents to see how much water they have used/conserved, and noted that study will need to be conducted before they know the full benefit of the program. Council Member Rosansky expressed concern about the loss of part -time positions. Council Member Webb believed that the summer work will benefit the youths in the community. City Manager Kiff clarified that the Utilities Department will still need part -time workers. In response to Mayor Pro Tem Henn's.question, Utilities Director Murdoch stated that automated meter readers are costly, believed that it will take a long time to implement, and explained cost and labor issues. General Services Director Harmon explained the services provided by the General Services Department, noted that 13 positions were eliminated, and stated that the loss of employees will result in no impact in routine services, but impacts to unplanned projects. He discussed the changes to routes and indicated that there will be more cross - training and agreements with contractors. He noted that the response time for services will be lengthened. In response to Council Member Daigle's question, General Services Director Harmon stated that two refuse drivers retired, so the early work dismissal incentive will not be available to the remaining drivers. Richard Luehrs commended the General Services Department for their hard work. Public Works Director Badum discussed the services that the Public Works Department provides, noted that one engineer retired, highlighted the CIP program, discussed Public Work's core projects, briefly explained the current Assessment District projects, and provided a brief update on water quality and the Buck Gully. Recreation and Senior Services Director Detweiler discussed the services that the Recreation and Senior Services Department provides and noted that the department did not lose any employees to ERIP. She discussed the summer camps, the UCI Sailing and Tennis Program, the autism pilot program, Marina Park and Sunset Ridge Park, OASIS Senior Center, and working with the community. In response to Council Member Daigle's question, she stated that the new OASIS Senior Center will create revenue opportunities and noted that the programs are affordable to residents. e. Key Performance Measurements Assistant City Manager Wood discussed benchmarking, performance measures, citizen surveys, first quarter results, and the adopted ordinance. Mayor Pro Tern Henn commended staff for their progress. Human Resources Director Cassidy stated that the Civil Service Board is dedicated to increasing the percentage of employee performance evaluations, indicated that staff is working on a new online system, and noted that there is a committee of staff members working on pinpointing issues that some departments are incurring. Building Director Elbettar explained the services provided by the Building Department and stated that counter service has improved. He noted that requirements from applicants will change to ensure that the process of approving plans will be fast and efficient. Public Works Director Badum explained the Public Works Department's Volume 59 - Page 858 City of Newport Beach City Council Minutes January 9, 2010 benchmarking process and provided a copy of the CIP Project Construction Report. He noted that the report will aid staff in identifying problems to ensure that they are worked out for future projects. In response to a Virginia Anders- Ellmore's question, City Manager Kiff stated that some landscaping projects are managed by the City and funded by the Redevelopment Agency. In response to Council Member Daigle's question, Public Works Director Badum explained the process for project scheduling and noted that work is distributed according to need. City Manager Kiff commended staff for working hard on benchmarking. b. Determinine Priorities for 2010 Mayor Curry talked briefly about reducing the impacts of John Wayne Airport (JWA), group homes concentration, and maintaining strong fiscal health. He explained the potential goals and projects for 2010 and indicated that the projects and initiatives were organized into five goals and .is categorized with previous and new priorities. He believed that the City could achieve the goals and objectives with effective management and by providing great customer service. Interim Assistant City Manager Perkins explained the information in the staff report. In response to Council Member Gardner's question, City Manager Kiff clarified that Goal 5 (Environmental Sustainability) refers to potable water. Council Member Gardner stated that an economic analysis could be costly. Council Consensus Items Regarding Fiscal Sustainability, it was the consensus of Council to divide the Harbor fees into two bullets: 1) Update the City's Harbor fees in an manner that is fair, and 2) Secure a mechanism for funding harbor projects such as dredging and harbor amenities. Council Member Rosansky believed that the revenue accumulated from the fees should be used strictly for Harbor projects, expressed concern about increasing Harbor fees, and noted that Council needs to further discuss the allocation of the fees. Regarding Effective Management, Council Member Selich emphasized the importance of finishing the Zoning Code Update in 2010. Assistant City Manager Wood suggested that the City complete the Transportation Fair Share Fee. City Attorney Hunt emphasized the importance of getting the Housing Element certified. Regarding Economic Sustainability, Mayor Pro Tem. Henn suggested adding the Balboa Village visioning process and parking study, the acquisition of Coast Highway, and the implementation of a Fourth of July Celebration to the fiat. He added that there is no revitalization proposal in Lido Marina Village and suggested that when revitalization is explored, it should include Via Oporto. He also suggested that staff lead a planning process to assist land owners. Council Member Selich stated that the whole area would need to be included in the vision process. Council Member Gardner suggested that residents be allowed to provide input during the process. Planning Director Lepo believed that the City Attorney would need to weigh in on the_ process to ensure that property rights are not violated. City Attorney Hunt stated that completing the Zoning Code Update is a priority for Volume 69 - Page 354 City of Newport Beach City Council Minutes January 9, 2010 the City Attorneys Office. In response to concerns raised by Council Member Webb relating to staffs capacity to take on these planning efforts, City Manager Kiff stated that he can bring a report to Council on a proposed process to stimulate revitalization of Lido Marina Village and Balboa Village. Mayor Pro Tem Henn stated the he does not intend for the Balboa Village study to be a major planning study, but envisioned a community outreach effort in which he would like parking incorporated. He suggested that they update the current plan. City Manager Kiff clarified that the clean -up.of Mariners Mile is between Dover Drive and the McDonalds. Richard Luehrs suggested that the wording be changed to support other businesses. Council Member Rosansky suggested that "such as Restaurant Week" be removed. Assistant City Manager Wood suggested adding "as outlined in the Strategic Plan for Fiscal and Economic Sustainability." Council Member Gardner expressed concern about sea level rise and Council Member Selich agreed that the seawalls will need to be raised to handle the high levels of water. Council Member Webb stated that adjustments are needed to ensure that new houses are built at a higher elevation. Building Director Elbettar reported that FEMA revised the elevation map. In response . to Philip. Bettencourt's question relative to the Traffic Mitigation Settlement Agreement with the City of Huntington Beach, City Attorney Hunt stated that the litigation is closed and the City is monitoring the EIR. In response to Public Works Director Badum's questions regarding Mariners Mile, Council Member Webb stated that the Master Plan allows for six lanes on Coast Highway, indicated that the City should consider generating an implementation plan, and believed that a planning study should be implemented in 2010. Mayor Pro Tem. Henn expressed support for the project. Acting Administrative Services Director Kurth encouraged Council to consider using the current City Hall site .as a revenue source. Mayor Pro Tem. Henn suggested that stab provide: more information when the option is evaluated. Steve Ray, Banning Ranch Conservancy, suggested that Council request a specific plan to create a vision, development, and building standard. He also suggested that the property, business, and residents be allowed to provide input. He noted that the residents voted for open space, emphasized that the project has to be a dual track, and asked that the City include a more proactive approach in its strategies to acquire funds. Karen Tringali commended Council for communicating a valuable and clear message that is easy to understand. In response to Ron Hendrickson's question, Mayor Curry stated that the City does not have a date of completion for the Facilities Finance Plan and noted that the order in which the priorities are placed on the list does not determine their priority. Tim Collins, Harbor Commissioner, expressed concern about the rising water levels, building heights, and staying in compliance with Coastal Commission regulations. In response to Virginia Anders- Ellmore a question, Mayor Curry referred her to the Fiscal Sustainability Plan to see the efforts that the City has taken to improve the budget Volume 59 - Page 355 City of Newport Beach City Council Minutes January 9, 2010 shortfall. He stated that the City has $80 million in reserves and assured her that Council is focused on the budget. 6. Adjournment - 11:64 a.m The agenda for the Regular Meeting was posted on January 6, 2010, at 4:46 p.m. on the City Hall Bulletin Board located outside of the City of Newport Beach Administration Building. Mayor City Clerk Volume 59 - Page 856 V4 it W rA City Clerk Volume 59 - Page 856