Page 1 RANCHO SANTA MARGARITA CITY COUNCIL STAFF REPORT DATE: TO: FROM: BY: SUBJECT: June 1 0, 2015 City Council of the Jennifer M. Cervantez, SiiX Manager ~ Amy Diaz, City Clerk JJ/AL) Approval of Minutes Recommendation Approve the minutes of the: 1) May 16, 2015 Special City Council meeting; and 2) May 27, 2015 Special City Council meeting; and 3) May 27, 2015 Regular City Council meeting. 6/10/15 Item No. 4.3
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Page 3 CITY OF RANCHO SANTA MARGARITA CITY COUNCIL SPECIAL MEETING MINUTES May 16, 2015 The meeting was called to order at 8:07 a.m. in the Council Chambers. Present: Mayor Bradley J. McGirr, Mayor Pro Tempore L. Anthony Beall, Council Members Carol A. Gamble, Jerry Holloway and Mike Vaughn (5) Absent:. The Salute to the flag was led by Council Member Gamble. Staff Present: Jennifer M. Cervantez, City Manager; Greg Simonian, City Attorney; Ehab Maximous, Public Works Director/City Engineer; Ron Kennedy, Lieutenant; Stefanie Turner, Finance Director; Cheryl Kuta, Development Services Director; Amy Diaz, City Clerk. 1. STUDY SESSION 1.1 FISCAL YEAR 2015-16 BUDGET DEVELOPMENT WORKSHOP City Manager, Jennifer Cervantez, introduced Finance Director, Stefanie Turner, who presented the staff report. Mayor McGirr invited Susan M. Kaye, President of SAMLARC, to ensue in discussion with Council. Mayor McGirr recessed the City Council Special Meeting at 10:30 a.m. for a brief break. Mayor McGirr reconvened the City Council Special Meeting at 10:45 a.m. Mayor McGirr moved to place an item on the May 27, 2015 Agenda for the SAMLARC Canada Vista Lift Station project; and between now and May 27, 2015 the Ad Hoc Committee consisting of Mayor McGirr and Council Member Gamble will meet with SAMLARC's representative to further discuss the Summer Concerts and the Alicia T project, seconded by Council Member Holloway. AYES: Council Members Gamble, Holloway, Vaughn, and Mayor McGirr (4) NOES: Mayor Pro Tempore Beall (1) ABSENT: Mayor McGirr recessed the City Council Special Meeting at 12:16 p.m. for a brief break. Mayor McGirr reconvened the City Council Special Meeting at 12:37 p.m. The City Council asked staff to provide additional information relating to the following areas within the General Fund portion of the Budget Workshop, Crime Prevention Outreach and Education, Crime Prevention Specialist, Public Works Superintendent and Associate Engineer proposed positions, and minor upgrades to the Council Chambers and City Hall.
Page 4 City Council Special Meeting Minutes May 16, 2015 RECOMMENDATION: 1) Reviewed the staff report information and accompanying budget development work papers for Fiscal Year 2015-16; and 2) Provided input to staff regarding recommended budget priorities, revisions and related matters presented in the report and accompanying work papers; and 3) Scheduled subsequent Budget Development Workshops, if necessary. 1.2 REVIEW OF PROPOSED SEVEN-YEAR CAPITAL IMPROVEMENT PROGRAM FOR FISCAL YEARS 2015-16 TO 2021-22 City Manager Cervantez introduced Public Works Director/City Engineer, E. "Max" Maximous to present the staff report. The City Council asked staff to provide additional information relating to the following areas within the Capital Improvement Program portion of the Budget Workshop, Median Hardscape Renovation and Speed Feedback Signs. RECOMMENDATION: 2. PUBLIC COMMENTS 1) Review the status of the Fiscal Year 2014/15 Capital Improvement Program (CIP); and 2) Review the list of proposed projects and provide staff with direction on potential inclusion of projects in the Seven-Year CIP for Fiscal Years 2015-16 to 2021-22. The following individuals addressed the Council on matters within the jurisdiction of the City Council: Susan M. Kaye, Candice Fullenkamp and Suzanne Singh. ADJOURNMENT Mayor McGirr adjourned the meeting at 2:00p.m., to a Regular Meeting of the City Council to be held on May 27, 2015, at 7:00p.m., in the City Council Chamber, City Hall, located at 22112 El Paseo, Rancho Santa Margarita, California. PREPARED BY: BRADLEY J. MCGIRR, MAYOR Amy Diaz, City Clerk Approved: June 10, 2015 2
Page 5 CITY OF RANCHO SANTA MARGARITA CITY COUNCIL SPECIAL MEETING MINUTES May 27, 2015 The meeting was called to order at 5:02 p.m. in the Council Chambers. Present: Mayor Bradley J. McGirr, Mayor Pro Tempore L. Anthony Beall, Council Members Carol A. Gamble, Jerry Holloway and Mike Vaughn (5) Absent:. The Salute to the flag was led by Mayor Pro Tempore Beall. Staff Present: Jennifer M. Cervantez, City Manager; Greg Simonian, City Attorney; Ehab Maximous, Public Works Director/City Engineer; Ron Kennedy, Lieutenant; Stefanie Turner, Finance Director; Cheryl Kuta, Development Services Director; Amy Diaz, City Clerk; Madeline Balsz, Deputy City Clerk. Mayor McGirr proposed that City Council move the Public Comments Section to be heard prior to Item 1.1. 2. PUBLIC COMMENTS - None. 1. STUDY SESSION 1.1 A PRESENTATION BY THE URBAN LAND INSTITUTE TECHNICAL ASSISTANCE PANEL DISCUSSING POTENTIAL FUTURE DEVELOPMENT OF THE 92 ACRE PROPERTY COMMONLY KNOWN AS CHIQUITA RIDGE, LOCATED IN THE SOUTHERN PORTION OF THE CITY City Manager, Jennifer Cervantez, provided a brief overview of the Urban Land Institute (ULI) and introduced the representatives to present their findings. Mayor Pro Tempore Beall reported that he received comments from the Public regarding the lack of community input on the Chiquita Ridge property. City Manager Cervantez noted that the ULI process was not intended for significant community outreach, and the City would engage the community once the Chiquita Ridge process is planned. The ULI representatives were comprised of the following individuals: Phyllis Alzamora, Executive Director with ULI Blaine Bush, Strategic Realtor Advisors (Absent) Pat Fuscoe, President with Fuscoe Engineering Amber Heredia, Senior Project Manager with Bon Terra Psomas Bill Nevell, Nevell Associates Mark Rogers, Principal with TRG Land John Shumway, Principal with Concord Group Oscar Uranga, Development Manager with Shopoff Realty Investments Irene Wyatt, Associate with FPL and Associates, Inc. The ULI representatives provided a presentation on the Chiquita Ridge property. Council discussion ensued. Mayor McGirr moved, seconded by Council Member Gamble to approve the following staff recommendation:
Page 6 City Council Special Meeting Minutes May 27, 2015 ADJOURNMENT RECOMMENDATION: Received and filed. AYES: Council Members Gamble, Holloway, Vaughn, Mayor Pro Tempore Beall, and NOES: ABSENT: Mayor McGirr adjourned the meeting at 6:43p.m., to a Regular Meeting of the City Council to be held on May 27, 2015, at 7:00 p.m., in the City Council Chamber, City Hall, located at 22112 El Paseo, Rancho Santa Margarita, California. PREPARED BY: BRADLEY J. MCGIRR, MAYOR Amy Diaz, City Clerk Approved: June 10, 2015 2
Page 7 CITY OF RANCHO SANTA MARGARITA CITY COUNCIL REGULAR MEETING MINUTES May 27, 2015 The meeting was called to order at 7:02 p.m. in the Council Chambers. Present: Mayor Bradley J. McGirr, Mayor Pro Tempore L. Anthony Beall, Council Members Carol A Gamble Jerry Holloway and Mike Vaughn (5) Absent:. The Salute to the flag was led by Council Member Holloway. Staff Present: Jennifer M. Cervantez, City Manager; Greg Simonian, City Attorney; Ehab Maximous, Public Works Director/City Engineer; Ron Kennedy, Lieutenant; Stefanie Turner, Finance Director; Cheryl Kuta, Development Services Director; Amy Diaz, City Clerk; Madeline Balsz, Deputy City Clerk. 1. PRESENTATIONS AND PROCLAMATIONS Mayor McGirr and Mayor Pro Tempore Beall presented the following: 1.1 STUDENT RECOGNITION PROGRAM- CERTIFICATES OF RECOGNITION 1) TRABUCO MESA ELEMENTARY - CARINA BACHMANN, MOLLY RICHMOND, LEAH SCHNEIDER AND GABRIELLA VIVONA 2. SCHEDULE OF FUTURE EVENTS - None. 3. PUBLIC COMMENTS The following individuals addressed the Council on matters within the jurisdiction of the City Council: Dan Walker and April Josephson. 4. CONSENT CALENDAR Council Member Holloway requested Agenda Items Nos. 4.6 through 4.8 be removed from the Consent Calendar for further discussion. Mayor McGirr moved, seconded by Council Member Gamble to approve the Consent Calendar (Items No. 4.1 through 4.5). AYES: Council Members Gamble, Holloway, Vaughn, Mayor Pro Tempore Beall, Mayor McGirr (5) NOES: ABSENT: 4.1 WAIVED READING IN FULL OF ALL ORDINANCES AND RESOLUTIONS ON THE AGENDA RECOMMENDATION: Waived reading in full of all ordinances and resolutions on the agenda and declare that said titles which appear on the public agenda shall be determined to have been read by title and further reading waived. 4.2 APPROVAL OF CERTIFICATES OF RECOGNITION RECOMMENDATION: Approved the following Certificates of Recognition:
Page 8 City Council Regular Meeting Minutes May 27,2015 1) Student Recognition Program: a) Trabuco Mesa Elementary - Carina Bachmann, Molly Richmond, Leah Schneider and Gabriella Vivona 4.3 APPROVAL OF MINUTES RECOMMENTATION: Approved the minutes of the May 13, 2015 Regular City Council meeting. 4.4 APPROVAL OF WARRANT REGISTERS DATED MAY 11, 2015 AND MAY 18, 2015 RECOMMENTATION: Approved the warrant registers in the amount of $1,200,355.21. 4.5 INVESTMENT REPORT FOR THE MONTH OF APRIL 2015 RECOMMENTATION: Received and filed the Investment Report for the month of April 2015. ITEMS REMOVED FROM THE CONSENT CALENDAR Council Member Holloway noted that he pulled Items Nos. 4.6 through 4.8 to discuss the City's financial and staffing model. He noted that this is one of the benefits for having such a well-designed city. 4.6 APPROVAL OF A PROPOSED PROFESSIONAL SERVICES AGREEMENT WITH HARTZOG & CRABILL, INC. FOR TRAFFIC SIGNAL OPERATIONS MANAGEMENT SERVICES Council Member Holloway requested information on signal light synchronization, which was provided by Public Works Director/City Engineer, E. "Max" Maximous. Council Member Holloway also asked if speed limits tie into Traffic Signals. Public Works Director Maximous replied no. Council Member Holloway moved, seconded by Council Member Vaughn to approve the following staff recommendations: RECOMMENDATION: 1) Approved a proposed Professional Services Agreement with Hartzog & Crabill, Inc. for Traffic Signal Operations Management Services for a total not-to-exceed amount of $124,980; and 2) Authorized the Mayor to execute the proposed Professional Services Agreement with Hartzog & Crabill, Inc. AYES: NOES: ABSENT: Council Members Gamble, Vaughn, Holloway, Mayor Pro Tern Beall, and 2
Page 9 City Council Regular Meeting Minutes May 27, 2015 4.7 APPROVAL OF A PROPOSED PROFESSIONAL SERVICES AGREEMENT WITH URBAN CROSSROADS, INC. FOR PROFESSIONAL TRAFFIC ENGINEERING SERVICES Council Member Holloway moved, seconded by Council Member Vaughn to approve the following staff recommendations: RECOMMENDATION: 1) Approved a proposed Professional Services Agreement with Urban Crossroads, Inc. for Professional Traffic Engineering Services for a three-year term at a total not-toexceed amount of $319,500; and 2) Authorized the Mayor to execute the proposed Professional Services Agreement with Urban Crossroads, Inc. AYES: NOES: ABSENT: Council Members Gamble, Vaughn, Holloway, Mayor Pro Tem Beall, and 4.8 APPROVAL OF PROPOSED PROFESSIONAL SERVICES AGREEMENT FOR ON CALL PLANNING SERVICES WITH MOORE, IACOFANO & GOL TSMAN, INC. Council Member Vaughn requested clarification on any impact of the General Plan Update on this contract. Development Services Director, Cheryl Kuta, indicated that she does not anticipate an amendment to this particular contract to work on the General Plan Update since we will have a separate General Plan Consultant. Council Member Holloway moved, seconded by Council Member Vaughn to approve the following staff recommendations: RECOMMENDATION: Approved the proposed Professional Services Agreement for On Call Planning Services with Moore, lacofano & Goltsman, Inc. and authorize the Mayor to execute the Agreement. AYES: NOES: ABSENT: Council Members Gamble, Vaughn, Holloway, Mayor Pro Tem Beall, and 5. PUBLIC HEARING ITEMS- None. 6. CONTINUED ITEMS- None. 3
Page 10 City Council Regular Meeting Minutes May 27, 2015 7. NEW BUSINESS 7.1 APPROVAL OF A RESOLUTION AMENDING AND RESTATING THE CITY OF RANCHO SANTA MARGARITA PERSONNEL POLICIES AND PROCEDURES MANUAL Council Member Vaughn inquired if the agreement templates are being updated to conform to the changes within our policies relating to discrimination. City Attorney, Gregory Simonian, replied that the Consulting Services Agreements and Professional Services Agreements have all been updated for 2015 standards. The proposed action for Item No. 7.1, for the most part, does not apply to Consultants but rather to full time, part time and temporary employees. He noted that there is one provision within the policy that Consultants cannot engage to any form of harassment based on a protective class. City Manager Cervantez provided a brief overview of the staff report and announced that Attorney, Barbara Raileanu with Woodruff, Spradlin and Smart, worked on the Personnel Policies and Procedures Manual. Council Member Gamble moved, seconded by Council Member Holloway to approve the following staff recommendation with respect to changes to the mileage, evaluation chart for management staff, evaluation language and performance evaluation reviews and including changes that Council Member Gamble discussed with City Manager Cervantez: RECOMMENTATION: Adopted Resolution No. 15-05-27-01 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO SANTA MARGARITA, CALIFORNIA, AMENDING AND RESTATING THE PERSONNEL POLICIES AND PROCEDURES MANUAL FOR THE CITY OF RANCHO SANTA MARGARITA AYES: NOES: ABSENT: Council Members Gamble, Vaughn, Holloway, Mayor Pro Tern Beall, and 7.2 CONSIDERATION OF COMMUNITY FUNDING REQUEST FROM RANCHO SANTA MARGARITA LANDSCAPE AND RECREATION CORPORATION (SAMLARC) IN SUPPORT OF THE PROPOSED CANADA VISTA PARK RESTROOM SEWER CONNECTION PROJECT Mayor McGirr provided an overview of the item. Candice Fullenkamp, Community Executive Officer with SAMLARC addressed the Council relating to SAMLARC's President's schedule. Council Member Gamble moved, seconded by Council Member Holloway to approve the following recommendation: RECOMMENDATION: Table Item No. 7.2 to June 24, 2015. 4
Page 11 City Council Regular Meeting Minutes May 27,2015 AYES: Council Members Gamble, Vaughn, Holloway, Mayor Pro Tem Beall, and NOES: ABSENT: 7.3 OPPOSITION TO ASSEMBLY BILL 1217 (DALY) RELATING TO THE ORANGE COUNTY FIRE AUTHORITY (OCFA) - A PENDING BILL TO ALTER THE OCFA's GOVERNANCE STRUCTURE; AND EXAMINATION OF POSSIBLE OPTIONS FOR THE 5TH DISTRICT CITY'S COLLECTIVE MEMBERSHIP IN OCFA Council Member Gamble made a motion to add a New Business Item No. 7.3 to the Agenda for the need for immediate discussion and action regarding Assembly Bill 1217. She indicated that insufficient notice was given subsequent to the City agenda being posted on Friday. Mayor McGirr moved to vote to add Item No. 7.3 to the Agenda for discussion and deliberation: AYES: NOES: ABSENT: Council Members Gamble, Vaughn, Holloway, Mayor Pro Tem Beall, and Council Member Gamble provided a brief overview of the item. Council Member Gamble moved, seconded by Mayor Pro Tempore Beall to approve the following recommendation: RECOMMENDATION: Direct the City Manager to immediately reach out and learn whether there is interest or support regarding developing a South Orange County Exploratory Group of the City Managers who shall convene to discuss, evaluate and examine options for the 5 1 h District cities' collective membership in a separate Joint Powers Authority or withdrawal from OCFA. AYES: NOES: ABSENT: Council Members Gamble, Vaughn, Holloway, Mayor Pro Tem Beall, and 8. PUBLIC COMMENTS- None. 9. CITY MANAGER REPORT- None. 10. MATTERS PRESENTED BY MAYOR AND COUNCIL MEMBERS 10.1 COMMITTEE ASSIGNMENT REPORTS RECOMMENDATION: Assignments: Receive Oral Reports on the following City Council Committee 5
Page 12 City Council Regular Meeting Minutes May 27, 2015 1) ORANGE COUNTY FIRE AUTHORITY (Council Member Gamble)- None. 10.2 COUNCIL MEMBER REPORT/COMMENT ADJOURNMENT Council Member Holloway announced that he would be absent for the June 1oth City Council meeting. Mayor McGirr adjourned the meeting at 8:40p.m., to a Regular Meeting of the City Council to be held on June 10, 2015, at 7:00p.m., in the City Council Chamber, City Hall, located at 22112 El Paseo, Rancho Santa Margarita, California. PREPARED BY: BRADLEY J. MCGIRR, MAYOR Amy Diaz, City Clerk Approved: June 10, 2015 6