AGENDA CITY COUNCIL/ SUCCESSOR AGENCY TO THE FOUNTAIN VALLEY AGENCY FOR COMMUNITY DEVELOPMENT/ FOUNTAIN VALLEY HOUSING AUTHORITY

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1 Table of Contents Agenda 2 Receive and file the April 17, 2018 Regular City Council Meeting Minutes. April Draft Minutes 5 Approval of a Resolution of the Fountain Valley City Council Authorizing the Destruction of Certain City Records Staff Report - records destruction 11 Resolution - records destruction 13 1

2 AGENDA CITY COUNCIL/ SUCCESSOR AGENCY TO THE FOUNTAIN VALLEY AGENCY FOR COMMUNITY DEVELOPMENT/ FOUNTAIN VALLEY HOUSING AUTHORITY Closed Session 5:50 p.m. Regular Meeting 6:00 p.m. Tuesday, May 01, 2018 Council Chambers Slater Avenue Fountain Valley, CA MEETING ASSISTANCE: In compliance with the Americans with Disabilities Act, anyone needing special assistance to participate in a meeting of the government bodies listed herein should contact the City Clerk s Office at (714) Notification 72 hours prior to the meeting allows the City to make reasonable arrangements to ensure accessibility to the meeting. AGENDA COMMUNICATIONS: All revised or additional documents and writings related to an item on this agenda provided to all or a majority of the government body members after distribution of the agenda packet, are available for public inspection (1) in the City Clerk s Office at Slater Avenue, Fountain Valley, CA during normal business hours; and (2) in the Council Chambers at the time of the meeting. Unless directed otherwise by a government body listed herein all actions shall be based on/memorialized by the latest document submitted as a late communication. PUBLIC COMMENTS/PUBLIC HEARINGS: Persons wishing to address t he City C ouncil or other government body listed complete a speaker card and give it to the City Clerk prior to the public comment period. Requests to speak will not be accepted after the public comment session begins without permission of the Mayor/Chair. Speakers must limit remarks to a total of (3) three minutes and address the City Council through the Mayor. Comments to individuals or staff are not permitted. Scheduled Matters, including Public Hearings: Indicate on the card what item you want to address. Unscheduled Matters: Indicate on the card what subject matter you want to address. Comments must be related to issues that are within the jurisdiction of the governing body listed on the agenda. Pursuant to the Brown Act, the governing body may not enter into discussion regarding items not on the agenda. CONSENT CALENDAR: All matters listed under the Consent Calendar are considered by the governing bodies listed herein to be routine and will be enacted on simultaneously with one motion without discussion unless separate action and/or discussion is requested by a governing body member, staff, or a member of the public. PUBLIC HEARINGS: Persons wishing to speak in favor of or in opposition to a proposal are given an opportunity to do so during the public hearing. Those wishing to address a governing body during the hearing are requested to complete the speaker card and submit it to the City Clerk prior to the hearing. If a proposed action is challenged in court, there may be a limitation to 2

3 raising only those issues raised during the hearing or in written correspondence received by the governing body at or before the hearing. Note: The Fountain Valley City Council serves as the Successor Agency to the Fountain Valley Agency for Community Development (Successor Agency), the Fountain Valley Housing Authority, and the Fountain Valley Finance Authority. The Actions of the Successor Agency are separate and apart from the actions of the City Council. CLOSED SESSION CALL TO ORDER PUBLIC COMMENTS 5:50 p.m. (Closed Session matters only) Persons wishing to speak on a Closed Session matter are requested to identify themselves by completing a blue speaker card indicating the item they want to address and to give the card to the City Clerk prior to the public comment period. 1. CONFERENCE WITH LEGAL COUNSEL--EXISTING LITIGATION (Paragraph (1) of subdivision (d) of Section ) Name of case: City of Fountain Valley vs. James Redoutey ADJ OPEN SESSION CALL TO ORDER 6:00 p.m. INVOCATION SALUTE TO THE FLAG Mayor Pro Tem Steve Nagel CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY/ ROLL CALL Council Members: Brothers, Collins, Crandall, Mayor Pro Tem/Vice Chair Nagel, Mayor/Chair Vo ANNOUNCEMENT OF SUPPLEMENTAL COMMUNICATIONS PRESENTATIONS Certificate of Recognition to Toribio Gonzalez as Republic Services Nationwide 2018 Industrial Driver of the Year. Presentation of a Proclamation for National Nurses Week Presentation of a Check from Orange Coast Memorial Hospital PUBLIC COMMENTS (Scheduled Matters Only) Persons wishing to speak on Agenda item(s) are requested to identify themselves by completing a blue speaker card indicating the item they want to address and to give the card to the City Clerk prior to the public comment period. Each person will be given up to 3 minutes to speak on the entire Consent Calendar, 3 minutes to speak on each item pulled from the consent calendar, and 3 minutes to speak on any agendized item(s) not appearing on the Consent Calendar. 3

4 CONSENT CALENDAR Consent Calendar Items 2 and 3 will be approved simultaneously with one motion, unless separate action/or discussion is requested. 2. (Council) Receive and file the April 17, 2018 Regular City Council Meeting Minutes. Page 5 a. April Draft Minutes 3. (Council) Approval of a Resolution of the Fountain Valley City Council Authorizing the Destruction of Certain City Records Page 11 a. Staff Report - records destruction b. Resolution - records destruction COUNCIL MEMBER ITEMS FOR FUTURE CONSIDERATION CITY COUNCIL/ SUCCESSOR AGENCY/ HOUSING AUTHORITY/ PUBLIC COMMENTS (Unscheduled Matters Only) Persons wishing to speak on an unscheduled matter are requested to identify themselves by completing a blue speaker and to give the card to the City Clerk. Each person will have up to 3 minutes to speak. The City Clerk will call upon those that wish to speak. CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY AB 1234/GENERAL COMMENTS ADJOURN THE MEETING OF THE CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY The next Regular Meeting of the Fountain Valley City Council is May 15, 2018 at 6:00 p.m., in the Fountain Valley Council Chambers, Slater Avenue, Fountain Valley. 4

5 MINUTES OF THE CITY COUNCIL/ SUCCESSOR AGENCY TO THE FOUNTAIN VALLEY AGENCY FOR COMMUNITY DEVELOPMENT/ FOUNTAIN VALLEY HOUSING AUTHORITY Regular Meeting 6:00 p.m. Tuesday, April 17, 2018 Council Chambers OPEN SESSION CALL TO ORDER INVOCATION SALUTE TO THE FLAG 6:01 p.m. Pastor Brent Wagner Council member Cheryl Brothers CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY/ ROLL CALL Council Members: Brothers, Collins, Crandall, Mayor Pro Tem/Vice Chair Nagel, Mayor/Chair Vo Members Absent: None ANNOUNCEMENT OF SUPPLEMENTAL COMMUNICATIONS There were three red folder items: one was a correction to the minutes of the April 3 rd city council meeting minutes; the second were copies of the signed resolutions on Agenda Item No. 10; and the last was a change to the resolution wording on Item No. 5 of the agenda. PUBLIC COMMENTS (Scheduled Matters Only) Briana Valadao, Jaye Towne, Kim Constantine, Luis Vega, Glenn Grandis, Elliott Bubis, Libby Frolichman, Justin Samson READING ORDINANCES 1. Waive the reading in full of all ordinances under consideration and direct the Mayor to read by titles only. ACTION: Move to approve waiving the reading in full of all ordinances under consideration and direct the Mayor to read by titles only. MOTION: Collins SECOND: Brothers AYES: Brothers, Collins, Crandall, Nagel, Vo NOES: None ABSENT: None ABSTAIN: None 5

6 CONSENT CALENDAR Consent Calendar items 2, 3, 7, 8 and 9 were approved simultaneously. 2. (Council/Successor Agency/Housing Authority) Receive and File the Minutes of the April 3, 2018 Regular City Council Meeting ACTION: Move to receive and file the minutes of the April 3, 2018 Regular City Council meeting. MOTION: Crandall SECOND: Collins AYES: Brothers, Collins, Crandall, Nagel, Vo NOES: None ABSENT: None ABSTAIN: None 3. (Council) Approval of a Resolution of the City Council of the City of Fountain Valley Supporting the Reducing Crime and Keeping California Safe Act of ACTION: Move to approve a resolution of the city of Fountain Valley supporting the reducing of crime and keeping California Safe Act of MOTION: Crandall SECOND: Collins AYES: Brothers, Collins, Crandall, Nagel, Vo NOES: None ABSENT: None ABSTAIN: None Item #4 was pulled by Mayor Vo for further discussion. 4. (Council) Approval of a Budget Amendment of $54,800 for Hop On Senior Transportation to Increase Access to Care for our Senior Community and Acceptance of the Community Benefit Special Donation of $12,500 from MemorialCare Orange Coast Medical Center. ACTION: Move to approve to approve a budget amendment of $54,800 for Hop-on- Senior Transportation to increase access to care for our senior community and accept the community benefit special donation of $12,500 from Memorial Care Orange Coast Medical Center. MOTION: Vo SECOND: Collins AYES: Brothers, Collins, Crandall, Nagel, Vo NOES: None ABSENT: None ABSTAIN: None 6

7 Item #5 was pulled by Mayor Vo for further discussion. 5. (Council) Approval of the Other Post-Employment Benefits (OPEB) Irrevocable Trust Agreement with the California Employers Retiree Benefit Trust (CERBT) ACTION: Move to approve the Post-Employment Benefits (OPEB) Irrevocable Trust Agreement with the California Employers Retiree Benefit Trust (CERBT) MOTION: Brothers SECOND: Collins AYES: Brothers, Collins, Crandall, Nagel, Vo NOES: None ABSENT: None ABSTAIN: None Item #6 was pulled by Council Member Brothers for further discussion. 6. (Council) Approval to Waive the Bidding Requirements Pursuant to FVMC (a)5 and Approve the Agreement for Business License Software and Services with HdL Software, LLC ACTION: Move to approve to waive the bidding requirements pursuant to FVMC (a) 5, and approve the agreement for business license software and services with HdL Software, LLC MOTION: Brothers SECOND: Crandall AYES: Brothers, Collins, Crandall, Nagel, Vo NOES: None ABSENT: None ABSTAIN: None 7. (Council) Approval of Amendment Extending the Term of the Contract No. CON to White Nelson Diehl Evans LLP to Provide for Financial Auditing Services for Fiscal Year 2017/18 ACTION: Move to approve an amendment to extend the term of Contract No to White Nelson Diehl Evans LLP, to provide financial auditing services for Fiscal Year MOTION: Crandall SECOND: Collins AYES: Brothers, Collins, Crandall, Nagel, Vo NOES: None ABSENT: None ABSTAIN: None 8. (Council) Approval of Resolution No. of the City Council of the City of Fountain Valley Opposing the Tax Fairness, Transparency and Accountability Act of ACTION: Move to approve a resolution of the city of Fountain Valley opposing Tax Fairness, Transparency and Accountability Act of MOTION: Crandall SECOND: Collins AYES: Brothers, Collins, Crandall, Nagel, Vo 7

8 NOES: ABSENT: ABSTAIN: None None None 9. (Council) (1) Second Read and Adoption of Ordinance 1535 of the City Council of the City of Fountain Valley amending section of the Fountain Valley Municipal Code regarding the selection of Mayor and Mayor Pro Tempore (2) Adoption of a Revised Parliamentary Procedures Policy ACTION: Move to approve and adopt second reading of Ordinance 1535 of the city of Fountain Valley amending section of the Fountain Valley Municipal Code regarding the selection of Mayor and Mayor Pro Tempore; and adoption of a revised Parliamentary Procedures Policy. MOTION: Crandall SECOND: Collins AYES: Brothers, Collins, Crandall, Nagel, Vo NOES: None ABSENT: None ABSTAIN: None Colin Burns, Attorney for the City recused himself stating a conflict of interest on Item #10. Item #10 was pulled by Council Member Crandall for further discussion. 10. (Council) Adopt Resolutions to Rescind the City s Participation in the California Joint Powers Insurance Authority (CalJPIA) and to join the California State Association of Counties Excess Insurance Authority (CSAC-EIA) ACTION: Move to approve the resolutions to rescind the city s participation in the California Joint Powers Insurance Authority (CalJPIA) and join the California State Association of Counties Excess Insurance Authority (CSAC-EIA) MOTION: Crandall SECOND: Collins AYES: Brothers, Collins, Crandall, Nagel, Vo NOES: None ABSENT: None ABSTAIN: None ADMINISTRATIVE ITEMS 11. (Council) Creation and Selection of a City Council General Plan Update Sub-Committee Report by Matt Mogensen Planning Director ACTION: Move to approve the establishment of the General Plan Update Sub-Committee and appoint Mayor Pro Tem Nagel and Council Member Brothers as the council members to serve in this capacity on the General Plan Update Sub-Committee. MOTION: Crandall SECOND: Collins AYES: Brothers, Collins, Crandall, Nagel, Vo NOES: None 8

9 ABSENT: ABSTAIN: None None COUNCIL MEMBER ITEMS FOR FUTURE CONSIDERATION None CITY COUNCIL/ SUCCESSOR AGENCY/ HOUSING AUTHORITY/ PUBLIC COMMENTS (Unscheduled Matters Only) Briana Valadao, Jaye Towne, Libby Frolichman, Ryan Stegink-Simes, Kelly Kraus-Lee, Rabbi Stephen Einstein, Irene Arellano, Justin Samson, David Schlup, CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY AB 1234/GENERAL COMMENTS Council Member Collins April 5 April 6 April 17 Attended MWDOC Elected Officials Forum Attended the Disabled Committee Dance Attended the Plavan School Youth in Government Day at City Hall Council Member Brothers April 4 April 5 April 5 April 6 April 9 April 11 April 12 April 12 April 12 April 12 April 12 Attended MVCDOC Executive Committee meeting Attended OCLAFCO Executive Committee meeting Attended the MWCOC Elected Officials Forum Attended a WACO meeting Attended the Senior Center Volunteer Appreciation Brunch Attended the OCLAFCO Strategic Plan Committee meeting Attended the F.V. Chamber Government Affairs Committee Attended the ACCOC Technology Committee meeting Attended Republic Services Driver of the Year Luncheon Attended Tip-A-Cop at Claim Jumper Restaurant Attended an OCLAFCO conference call on Policies and Procedures Mayor Pro Tem Nagel April 9 April 11 April 12 April 12 April 14 April 14 April 17 Attended the Senior Center Volunteer Appreciation Brunch Attended an Orange County Sanitation District Administrative meeting Attended Republic Services Driver of the Year Luncheon Attended Tip-A-Cop at Claim Jumper Restaurant Attended a Homeless Community Meeting at King of Glory Lutheran Church Attended the Golden West College Annual Gala at HB Hilton Attended the Plavan School Youth in Government Day at City Hall Mayor Vo April 9 April 12 April 17 Attended the Senior Center Volunteer Appreciation Brunch Attended Tip-A-Cop at Claim Jumper Restaurant Attended the Rotary Most Improved Student meeting 9

10 ADJOURN THE MEETING OF THE CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY Mayor Vo adjourned the meeting at 7:33 pm to the next Regular Meeting of the Fountain Valley City Council on May 1, 2018 at 6:00 p.m., in the Fountain Valley Council Chambers, Slater Avenue, Fountain Valley. Mayor, Michael Vo Kathy Heard, Deputy City Clerk 10

11 CITY OF FOUNTAIN VALLEY CITY COUNCIL COUNCIL ACTION REQUEST To: Honorable Mayor and Members of the City Council Agenda Date: May 1, 2018 SUBJECT: Approval of a Resolution of the Fountain Valley City Council Authorizing the Destruction of Certain City Records EXECUTIVE SUMMARY California Government Code authorizes the destruction of certain records and sets forth the procedures by which the destruction can be accomplished. In accordance with these procedures, and the City of Fountain Valley's Records Management Program, the City Clerk's office has provided a list of records that are no longer of value to the City and have reached and, in many cases, surpassed their mandated retention period. The list is attached to the accompanying Resolution as "Exhibit A". The Attorney for the City has reviewed the Resolution and exhibits and consents to the destruction of said documents. Staff now offers the Resolution to the City Council for adoption to finalize the process before the actual destruction occurs. DISCUSSION The City's records progress through a cycle of creation, classification, access, storage and lastly destruction. When the lifespan of a record expires, the records are ready to be destroyed. The subject Resolution authorizes destruction of certain City records in accordance with California Government C o d e With the approval of the legislative body by Resolution and the written consent of the Attorney for the City, " the head of a city department may destroy any city record, document, instrument, book or paper, under his/her charge, without making a copy thereof, after the same is no longer required." This provision does not authorize the destruction of records affecting the title to real property, court records, records required to be kept by statute, records less than two years old, or Minutes, Ordinances, and Resolutions of the City Council or any Board or Commission. The list of records to be destroyed was provided to the City Clerk's office to unify the logging, authorization process and the actual destruction of records. The requests to destroy obsolete records have been processed; the approvals were obtained and are attached to the accompanying Resolution as Exhibit A ". The A t t o r n e y f o r t h e City h a s r e v i e w e d the Resolution and exhibit and consents to the destruction of the records as listed. Upon the City Council s adoption of the Resolution, the physical records will be inventoried for volume, a quote for destruction will be obtained, a specific date for destruction will be scheduled and the records will be destroyed. 11

12 FINANCIAL A NALYSIS 1. The general cost to shred the City's excess documents during routine records destruction is currently budgeted for in the City Clerk's Records Management Program. This document destruction is expected to be routine. 2. This alternative would require no cost for actual document destruction. The City may realize costs associated with the research, retrieval and storage of documents that are considered obsolete. ATTORNEY REVIEW The Attorney for the City has reviewed the attached Resolution with the exhibits and consents to the destruction of said records as indicated. ALTERNATIVES 1. Adopt the proposed Resolution authorizing destruction of the records named in "Exhibit A", thereby eliminating the need for storage and maintenance of excess records no longer of use to the City that have reached and/or surpassed their mandated retention period. 2. Deny the proposed Resolution authorizing destruction of the records named in "Exhibit A" creating the need for individual Departments to store and maintain said records. RECOMMENDATION Staff recommends the City Council approve Alternative No. 1: Adopt the proposed Resolution authorizing destruction of the records named in "Exhibit A", thereby eliminating the need for storage and maintenance of excess records no longer of use to the City that have reached and/or surpassed their mandated retention period. Prepared by: Fiscal Review by: Approved by: Rick Miller, City Clerk Administrator Jason Al-Imam, Finance Director/Treasurer Rob Houston, City Manager/Executive Director Attachments: Resolution Authority to Destroy Obsolete Records List of Records Requesting Destruction 12

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16 MISCELLANEOUS I EIR PUBLIC WORKS LIBRARY DESTRUCTION LIST PW LIBRARY FILE NO. SUBJECT YEAR - '"' M-74 M-79 M MHZ LAW ENFORCEMENT/PW COMMUNICATIONS SYSTEM, SITE DEVELOPMENT & MODIFICATIOI FOUNTAIN VALLEY EMERGENCY OPERATIONS CENTER (EOC) ACTION PLAN FOUNTAIN VALLEY REGIONAL HOSPITAL- DRAFT EIR VOL I & II (2) Technical Appendices 1994 JUNE, 2011 MAY, 2003 PRIVATE DEVELOPMENT TRAFFIC STUDIES/EIRS PUBLIC WORKS LIBRARY SEWER- PUBLIC WORKS LIBRARY FILE NO. SUBJECT S-45 SEWER RATE CODES FOR CITY OF FOUNTAIN VALLEY S-47 CITY OF FOUNTAIN VALLEY GENERAL WASTE DISCHARGE REQUIREMENTS YEAR FEB, 2005 APRiL, 2008 STREET/TRAFFIC- PUBLIC WORKS LIBRARY FILE NO. SUBJECT YEAR ST-098 TRAFFIC SIGNAL TIMING ANALYSIS/EUCLID & KALAMA/EUCLID & CONDOR ST-099 FINAL SIGNAL TIMING PLAN/WEEKEND TRAFFIC SIGNAL COORD. PROJ. JUNE, /11/

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