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HomeMy WebLinkAbout01/27/2001 - adjourned regular meeting1 CITY OF NEWPORT BEACH City Council Minutes Adjourned Regular Meeting (Council/Staff Retreat) January 27, 2001 - 8:30 a.m. INDEX ROLL CALL Present: Ridgeway, Proctor, Glover, Bromberg, O'Neil, Heffernan, Mayor Adams Absent: None Oral Communication - None Overview and Discussion of City's Financial Status Administrative Services Director Danner provided an overview of the City's financial status, which included information related to the reserves and fund balance, as well as the 2001 -2002 budget development. He reviewed the fund structure (Governmental Funds, Proprietary Funds, Fiduciary Funds, and Account Groups) and explained that the structure will change beginning with FY 2001 due to the implementation of GASB. For the ten -year period from 1990 - 2000, he reviewed the General Fund revenues and expenditures, number of full -time employees, capital projects spending, fund closing balance, General Fund Stabilization, Contingency & Special Project Reserves, and the city -wide unfunded liabilities. In reviewing the budget process for FY 2001 -2002, he gave a brief overview of the assumptions to be used for estimating revenue and expenditures. He explained that staff will be proposing some policy revisions regarding the reserves /designations of fund balance, budget adoption and administration, and the investment policy. Staff was directed to have the Finance Committee review the capital projects reserve level. Overview and Discussion of Brown Act City Attorney Burnham reviewed with the Council the provisions of the Ralph M. Brown Act, California's open meeting law, and it's purpose. He explained what constitutes a seriatim meeting and what is not considered a meeting. He further explained what bodies are subject to the provisions of the Brown Act, as well as the requirements regarding the agenda, the public's right to attend the meetings, information regarding closed sessions, and violations /remedies. Staff was directed to have the Web Site Review Ad Hoc Committee work on drafting an email policy. Staff was also directed to revise Council Policy A -9, which states that the Mayor is a member of all committees. Discussion of Council/Staff Interaction City Manager Bludau provided Council with a handout outlining Sections 406 (Interference in Administrative Service), 500 (City Manager), 504 (Powers and Duties), 506 (Removal), 600 (Officers to the Appointed by the City Council) and 601 (Administrative Department) of the City Charter and briefly explained them and the appropriate way for the City Council to interact with the staff. Volume 54 - Page 82 Finance /Budget(40) City Council (33) City Council (33) City of Newport Beach City Council Minutes January 27, 2001 II►11]DI Status Report of General Plan Update Committee's Work City Manager Bludau reviewed the purpose of the General Plan and the establishment of the Ad Hoc General Plan Update Committee. He explained the duties and responsibilities of the committee, reviewed the issues identified by the committee, the public participation program and a sketch of the entire process. Discussion of Need for Public Communication Officer to Assist with Personnel (66) General Plan Community Outreach To assist with the General Plan community outreach program, City Manager Bludau reviewed the function of a Communications Coordinator, the need for the position, as well as the cost. He briefly reviewed the responsibilities and future need for the position. Staff was directed to put this item on the next Council agenda for discussion. Housine Element of General Plan/Senior Housine - Discussion [No report] Planning Director Temple provided an update on the Housing Element of the General Plan, as well as senior housing. Mayor Pro Tern Ridgeway also provided an update on the status of the senior housing plans for the City. Harbor Element as part of General Plan [No report] Deputy City Manager Kiff reported that the Harbor Element, prepared by the Harbor Committee, is almost in final form. The Harbor Element has five key goals and the Harbor Committee wants the Council to establish a Harbor Commission. He indicated that the Council would need to decide if it is appropriate to have the Harbor Element as part of the General Plan, and if so, should it be included now or should it wait until after the General Plan update process is completed. Staff was directed to put the draft Harbor Element on the City's website. Certified Local Coastal Plan - whether to initiate Local Coastal Plan (68) Planning Director Temple provided a history regarding the Local Coastal Plan and explained the reasons why the plan has not been certified. It was noted that it was the consensus of the General Plan Update Committee to integrate the certification of the Local Coastal Plan with the update of the General Plan. Discussion of Traditional Role of Council in Council Districts [No report] The City Council discussed the traditional role of Council in Council Districts and their preferences for handling contacts with constituents outside their respective districts. Annexation Update and Discussion Annexation (21) Deputy City Manager Kiff provided an update on the annexation process for Newport Coast, Santa Ana Heights and Bay Knolls, as well as the timing process for Volume 54 - Page 83 City of Newport Beach _ City Council Minutes January 27, 2001 filing the application with LAFCO. He explained that based on the timing of the proposed legislation, etc., the City is planning to file the application with LAFCO on February 24, 2001. He further explained the timing for when the application can be bifurcated to allow the City to proceed with the annexation of certain areas such as Santa Ana Heights if the annexation for Newport Coast is not ready to proceed. In addition, Mr. Kiff reviewed the proposed legislation on the Local Coastal Plan, the changes to the LAFCO law, and the Santa Ana Heights /Airport Area fire coverage. He indicated that staff needs direction from Council as to when to file, what should be filed (should the application be bifurcated), when and what should be communicated formally to the affected residents, and how should the fire needs in Santa Ana Heights be addressed given the damage to the Orange County Fire Authority (OCFA) station. Staff was directed to place an item on the next Council agenda to establish an ad hoc annexation committee. Review and Possible Additions to Legislative Platform Deputy City Manager Ki£f reported that on January 9, 2001 the Council confirmed the City's legislative platform for 2001, however at that time Council indicated that they would like an opportunity to discuss this issue at the retreat and possibly add to the list. It was the consensus of the Council that support of the Coad airport plan, as previously approved by Council, should be added to the aviation portion of the legislative platform. It was also determined that the aviation portion of the legislative platform should cross - reference the Newport Beach Aviation Policy (Policy A -17). The issue of responding to outside agencies request for support of various positions was also discussed and it was the consensus that there should be a policy that states that the City responds to these only when it will be beneficial to the City in the long run. Discussion of Draft Council Policy Regarding the Negotiation of Development Agreements City Attorney Burnham explained the purpose of development agreements and noted that in the past various staff and /or Council Members have participated in the negotiation of the terms and conditions. The draft policy, as presented, will ensure that development agreement negotiations are conducted in a consistent and orderly manner. The proposed policy states that the City Council shall designate an ad hoc committee comprised of the Council Member from the district in which the project is located and others members of the Council, Planning Commission and/or staff to participate in discussions with the applicant regarding the appropriate terms and conditions of a development agreement. In regard to conflicts of interest, Council also discussed ways in which the Council will be advised or alerted to possible conflicts. Volume 54 - Page 84 INDEX Legislative Platform (48) Development Agreement Policy (69) City of Newport Beach City Council Minutes January 27, 2001 City Manager Bludau and Administrative Services Director Danner briefly reviewed with the City Council the IRS position that was recently taken which now treats Council Members as employees, rather than independent contractors, for tax purposes. The change will result in a number of changes in the way compensation is handled, changes in various benefits and the requirement for withholding. Discussion of City Council Meetings - Police Presence Police Chief McDonell reviewed the history of having police presence at Council meetings and the staffing requirements to do so. Deputy City Manager Kiff gave a brief overview of some of the items that are currently being studied by a task force assigned to look at safety and security issues at City Hall. Staff was directed to put this item on a future agenda for discussion. Oral Communication Phil Bettencourt addressed the annexation process and the need for more outreach in order to show the mutual benefits that will be provided to the residents in the areas being annexed, as well as the City. Dolores Otting questioned whether there would be police presence at other City meetings. She also voiced concern about the study sessions not being taped and the audiotapes not being available in a standard format. Staff was directed to place the issue of televising study sessions on the next Council agenda. ADJOURNMENT - 2:35 p.m. The agenda for the Adjourned Regular Meeting was posted on January 24, 2001, at 8:15 a.rrL on the City Hall Bulletin Board located outside of the City of Newport Beach Administration Building. City Clerk Recording Secretary 415= Ok \ C Mayor Volume 54 - Page 85 INDEX Personnel (66) City Council (33) (No report]