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CC 2017-11-28_09d Approval of Minutes_11-14-17 ACTION MINUTES SPECIAL MEETING OF THE CITY COUNCIL TUESDAY, NOVEMBER 14, 2017 COUNCIL CHAMBERS, 215 E. BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Mayor Pro Tem called the Special City Council Meeting to order at 5:00 p.m. 2. ROLL CALL Council Members Kristen Barneich, Barbara Harmon, Caren Ray, and Mayor Pro Tem Tim Brown were present. Mayor Jim Hill was absent. Staff members present were City Manager Jim Bergman, City Attorney Heather Whitham, and Director of Legislative and Information Services/City Clerk Kelly Wetmore. 3. FLAG SALUTE Mayor Pro Tem Brown led the flag salute. 4. PUBLIC COMMENT None. 5. CITY COUNCIL CLOSED SESSION a) CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6: Agency Designated Representative: Debbie Malicoat, Administrative Services Director Represented Employees: Service Employees International Union, Local 620 b) PUBLIC EMPLOYEE PERFORMANCE EVALUATION pursuant to Government Code Section 54957: Title: City Manager Adjourned to closed session. 6. RECONVENE TO OPEN SESSION: The Council reconvened to open session at 6:00 p.m. in conjunction with the Regular City Council meeting. City Attorney Whitham announced that for Item a) the Council provided direction to its labor negotiator, and for Item b) there was no reportable action. Item 9.d. - Page 1 Minutes of City Council Special Meeting November 14, 2017 Page 2 7. ADJOURNMENT: The Special Meeting was adjourned at 6:00 p.m. ____________________________ Jim Hill, Mayor ATTEST: ____________________________ Kelly Wetmore, City Clerk (Approved at CC Mtg ____________) Item 9.d. - Page 2 ACTION MINUTES REGULAR MEETING OF THE CITY COUNCIL TUESDAY, NOVEMBER 14, 2017 COUNCIL CHAMBERS, 215 E. BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Mayor Pro Tem Brown called the City Council Meeting to order at 6:00 p.m. 2. ROLL CALL City Council: Council Members Caren Ray, Barbara Harmon, Kristen Barneich, and Mayor Pro Tem Brown were present. Mayor Jim Hill was absent. Staff Present: City Manager Jim Bergman, City Attorney Heather Whitham, Director of Legislative and Information Services/City Clerk Kelly Wetmore, Director of Administrative Services Debbie Malicoat, Director of Community Development Teresa McClish, Director of Public Works Bill Robeson, Interim Director of Recreation Services Sheridan Bohlken, and Planning Manager Matt Downing. 3. MOMENT OF REFLECTION 4. FLAG SALUTE Mayor Pro Tem Brown led the Flag Salute. 5. AGENDA REVIEW 5.a. Closed Session Announcements. Special City Council Meeting of November 14, 2017: a) Conference with Labor Negotiator pursuant to Government Code Section 54957.6: Agency Designated Representative: Debbie Malicoat, Administrative Services Director Represented Employees: Service Employees International Union, Local 620 b) Public Employee Performance Evaluation pursuant to Government Code Section 54957: Title: City Manager City Attorney Whitham announced that the City Council met in closed session at a Special Meeting on November 14, 2017 at 5:00 p.m. to discuss the above items, and for Item a) the Council provided direction to its labor negotiator, and for Item b) there was no reportable action. 5.b. Ordinances Read in Title Only. Council Member Barneich moved, Council Member Ray seconded, and the motion passed unanimously that all ordinances presented at the meeting shall be read by title only and all further readings be waived. Item 9.d. - Page 3 Minutes: City Council Regular Meeting Page 2 Tuesday, November 14, 2017 6. SPECIAL PRESENTATIONS 6.a. Introduction of New Employees – Jarrod Whelan, Associate Engineer, Chuck McConnon, Engineering Inspector, and Lisa Christensen, Human Resources Manager. Administrative Services Director Malicoat introduced Lisa Christensen as the City’s new Human Resources Manager and highlighted her educational and professional background. Community Development Director McClish introduced Chuck McConnon as the new Engineering Inspector and Jarrod Whelan as the new Associate Engineer and highlighted their educational and professional backgrounds. 6.b. Mayor’s Commendation Recognizing Zeke Coleman. Mayor Pro Tem Brown read and presented a Mayor’s Commendation to Zeke Coleman in recognition of his participation with Cub Scout Pack 13 Den 3 in leading the Flag Salute at the September 12, 2017 City Council Meeting and to commend him for his desire for those with Autism to be treated kindly, as well as his efforts to raise awareness about Autism for the benefit of the community. 6.c. Honorary Proclamation Declaring November as “National Hospice Palliative Care Month”. Mayor Pro Tem Brown presented an Honorary Proclamation declaring November as “National Hospice Palliative Care Month”. Jessie Wathen, representing Hospice SLO County, accepted the Proclamation. 7. COMMUNITY COMMENTS AND SUGGESTIONS Mayor Pro Tem Brown invited public comment. Speaking from the public were: Betty Bowman, submitted a letter in opposition to the return of bingo games at St. Patrick’s Catholic Church Hall and requested the City not allow permits to be issued for bingo gambling at the Church Hall; Paul Worsham, referred to the City’s leash law, and stated that the sign at Rancho Grande Park which notifies park users of the leash law fell over and asked that it be replaced, and requested that additional signs be added at the other park entrances; Patty Welsh, referred to guidelines on the agenda regarding public comment, expressed concern about a Council Member’s comments at a previous meeting, referred to the Civil Discourse Pledge that was approved by the Council in September 2015, spoke about elected officials being held to a higher standard to work together for the betterment of the community, and supported training efforts; Mr. Holt thanked the Public Works Department for a good job in maintaining the City streets and sidewalks; and Coleen Kubel, followed up on a previous speaker’s comments and stated that her goal and everyone else’s goal is to make things work, to go forward without antagonism, and that everyone should work together. No further comments were received. 8. CITY MANAGER REPORT: City Manager Bergman referred to previous Council direction to display the Council budget goals in the Council Chambers and stated they will be displayed on the presentation screens during every Council meeting. He then introduced Interim Recreation Services Director Bohlken Item 9.d. - Page 4 Minutes: City Council Regular Meeting Page 3 Tuesday, November 14, 2017 who presented an overview and photos of the Halloween Carnival and Maze event that involved many community volunteer organizations and individuals and attracted over 1,000 visitors to the carnival and 500 visitors who went through the maze, and announced the 40th Annual Turkey Trot to be held on November 19th at Arroyo Grande High School. Mr. Bergman then introduced Public Works Director Robeson who provided updates on the 2017 Street Resurfacing Project which includes slurry seal and micro surfacing of streets in the Village area, and the Well No. 11 Treatment Plant. 9. CONSENT AGENDA Mayor Pro Tem Brown invited public comment on the consent agenda. No public comments were received. Action: Council Member Ray moved, and Council Member Harmon seconded the motion to approve Consent Agenda Items 9.a. through 9.e., with the recommended courses of action. The motion passed on the following roll-call vote: AYES: Ray, Harmon, Barneich, Brown NOES: None ABSENT: Hill 9.a. Consideration of Cash Disbursement Ratification. Action: Ratified the listing of cash disbursements for the period October 16, 2017 through October 31, 2017. 9.b. Consideration of Approval of Minutes. Action: Approved the minutes of the Special City Council and Regular City Council/Successor Agency Meetings of October 24, 2017, as submitted. 9.c. Consideration of Cancellation of the December 26, 2017 City Council Meeting. Action: Cancelled the regularly scheduled Council meeting of December 26, 2017 due to the holiday. 9.d. Consideration of the Purchase and Installation of a Replacement Play Structure at Strother Park, PW 2017-10. Action: 1) Waived formal bidding and allowed use of the Cooperative Purchasing process consistent with the City’s Municipal Code; and 2) Authorized the City Manager to approve the purchase and installation of a play structure at Strother Park. 9.e. Consideration of Temporary Use Permit Case No. 17-014; Authorizing the Village Christmas Parade on Sunday, November 26, 2017 and Directing Staff to Implement Related Safety Measures Including No Parking Zones, Street Closures and Warning Devices. Action: Adopted a Resolution entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING TEMPORARY USE PERMIT NO. 17- 014 AND AUTHORIZING THE CLOSURE OF CITY STREETS FOR THE ANNUAL ARROYO GRANDE VILLAGE CHRISTMAS PARADE, NOVEMBER 26, 2017”. 10. PUBLIC HEARINGS 10.a. Consideration of Staff Project 17-010; Proposal for a Public Art Piece on the City Council Chambers; Location – 215 E. Branch Street; Applicant – Arroyo Grande Public Art Committee. Item 9.d. - Page 5 Minutes: City Council Regular Meeting Page 4 Tuesday, November 14, 2017 Planning Manager Downing presented the staff report and stated that the Parks and Recreation Commission recommended the Council adopt a Resolution approving the public art proposal. Staff responded to questions from Council. Mayor Pro Tem Brown opened the public hearing. Speaking from the public were: Trudy Jarrett, representing Arroyo Grande Public Art, provided an overview and background of the project, stated the Committee is proud to be partnering with Recreation Services on this project, and responded to questions from Council; Katherine Freeland, spoke in support of the project; Nan Fowler, spoke in support of the project and of the volunteer efforts to raise funds for the project; Eileen Costello, spoke in support of the project; and Patty Welsh, spoke in support of the project. Hearing no further comments, Mayor Pro Tem Brown closed the public hearing. Action: Council Member Harmon moved to adopt a Resolution entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING THE INSTALLATION OF A PUBLIC ART MURAL ENTITLED “FUTURE CITY LEADERS” (STAFF PROJECT 17-010); LOCATED ON THE EASTERN WALL OF THE CITY COUNCIL CHAMBERS AT 215 E. BRANCH STREET; APPLIED FOR BY ARROYO GRANDE PUBLIC ART”, with an additional condition that the project be returned to the Architectural Review Committee (ARC) for input related to the final design, and further, that the Council be notified when the project will be heard by the Architectural Review Committee. Council Member Barneich seconded, and the motion passed on the following roll-call vote: AYES: Harmon, Barneich, Ray, Brown NOES: None ABSENT: Hill 10.b. Consideration of a Resolution Updating Operating Fees Set Forth in the Master Fee Schedule. Administrative Services Director Malicoat presented the staff report and recommended that the Council adopt a Resolution updating operating fees set forth in the Master Fee Schedule, effective January 15, 2018. Staff responded to questions from Council. Mayor Pro Tem Brown opened the public hearing. Speaking from the public was: Mr. Holt, who commented that the engineering inspection fees were disproportionate. Hearing no further comments, Mayor Pro Tem Brown closed the public hearing. Action: Council Member Ray moved to adopt a Resolution entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE UPDATING OPERATING FEES SET FORTH IN THE MASTER FEE SCHEDULE”. Mayor Pro Tem Brown seconded, and the motion passed on the following roll-call vote: AYES: Ray, Brown, Harmon, Barneich NOES: None ABSENT: Hill Item 9.d. - Page 6 Minutes: City Council Regular Meeting Page 5 Tuesday, November 14, 2017 11. OLD BUSINESS 11.a. Consideration of an Ordinance to Approve an Amendment to Contract Between the Board of Administration California Public Employees’ Retirement System and the City of Arroyo Grande. Administrative Services Director Malicoat presented the staff report and recommended that the Council adopt an Ordinance to approve an amendment to the California Public Employee’s Retirement System Contract regarding cost sharing by members of the Arroyo Grande Police Officers’ Association. Mayor Pro Tem Brown invited public comment. Speaking from the public was: Robert Olsen, who commented on unfunded public pension liabilities and asked if the City has unfunded pension liabilities. No further public comments were received. Mayor Pro Tem Brown requested that the City Attorney read the full title of the Ordinance. City Attorney Whitham read the full title of the Ordinance as follows: “AN ORDINANCE THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AUTHORIZING AN AMENDMENT TO THE CONTRACT BETWEEN THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE AND THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES’ RETIREMENT SYSTEM”. Action: Council Member Barneich moved to adopt the Ordinance as read in title by City Attorney Whitham. Council Member Ray seconded, and the motion passed on the following roll- call vote: AYES: Barneich, Ray, Harmon, Brown NOES: None ABSENT: Hill 12. NEW BUSINESS 12.a. Consideration to Approve the Reorganization of the Recreation Services Department. City Manager Bergman provided introductory comments and Interim Recreation Services Director Bohlken presented the staff report and recommended that the Council: 1) Authorize the reclassification of the full time Recreation Coordinator position to Recreation Supervisor position; 2) Authorize the replacement of the part-time Administrative Secretary position with a full time Administrative Secretary position; 3) Adopt a Resolution establishing the job descriptions and salary ranges for the positions of Recreation Assistant I/II and Facility and Program Coordinator and amending the Part-Time Employees Salary Schedule; and 4) Authorize the replacement of the Office Assistant position with a Recreation Assistant position and authorize the replacement of the part-time Volunteer and Program Coordinator with a part- time Facilities and Program Coordinator. Staff responded to questions from Council. Council Member Ray referred to the supplemental memo which contained correspondence received from former Council Member Guthrie regarding questions about the proposed reorganization, and staff responded accordingly. Item 9.d. - Page 7 Minutes: City Council Regular Meeting Page 6 Tuesday, November 14, 2017 Mayor Pro Tem Brown invited public comment. No public comments were received. Council comments ensued regarding concerns that the long term vision for Recreation Services has not really been discussed yet; that the City currently has a community opinion survey underway seeking comment about the City’s parks, facilities, and recreation programs; acknowledgement that the Camp Arroyo Grande project is coming up; concerns that staff could be working out of classification; concern about the timing of the proposal, that it is outside of the budget process and should be evaluated in conjunction with budget review; that the survey should be completed and the Recreation Element updated before moving forward; that there is not enough information to make any decisions yet; that more information about community needs is required; acknowledgement that a reorganization may be appropriate, but it should be done during the budget process; and that there are too many unknowns and variables. There was further discussion and clarification regarding the proposal to reclassify the full time Recreation Coordinator position to a Recreation Supervisor position to accurately reflect the duties currently being performed. Action: Council Member Harmon moved to reclassify the Recreation Coordinator position to a Recreation Supervisor position. Council Member Barneich seconded, and the motion passed on the following roll-call vote: AYES: Harmon, Barneich, Ray NOES: Brown ABSENT: Hill 12.b. Discussion of the Loss of Beverage Container Recycling Centers and Consideration of Direction to Advocate through the Legislative Process for Program Adjustments. City Manager Bergman presented the staff report and recommended that the Council discuss the issue of the loss of recycling centers and provide direction to staff to advocate through the legislative process for program adjustments. Council and staff discussion ensued regarding the State’s reimbursement to local retailers which does not provide enough money for retailers to provide on-site recycling redemption centers and limiting staff time involved in this matter to provide the appropriate letters as needed to the League of California Cities regarding this issue. Mayor Pro Tem Brown invited public comment. Speaking from the public was Glen Martin, Arroyo Grande resident and commercial property manager, commented that he deals with recyclables in his business and commented on the law as it relates to the requirement for retailers to provide access to recycling redemption locations or pay a $100 a day penalty, commented on the transition to third party independent recycling centers, expressed concern that retailers are being pressured by the State to comply, the financial impact on small retailers, and that he supported whatever effort could be made by the City to support the continued recycling of bottles and cans, including putting pressure on the State to increase the reimbursement rate. No further public comments were received. Item 9.d. - Page 8 Minutes: City Council Regular Meeting Page 7 Tuesday, November 14, 2017 Action: Council Member Ray moved to authorize the Mayor to send a letter on behalf of the City Council to Assemblyman Cunningham and Senator Monning and to direct staff to advocate through the legislative process, with emphasis towards the League of California Cities, and potential cooperation with IWMA and CSAC, for recycling program adjustments. Council Member Barneich seconded, and the motion passed on the following roll-call vote: AYES: Ray, Barneich, Harmon, Brown NOES: None ABSENT: Hill 13. COUNCIL COMMUNICATIONS Council Member Barneich announced that on December 2nd there will be a “Teens Helping Seniors Tech” clinic to be held in the Council Chambers. Council Member Ray commented on the upcoming budget cycle and suggested that special budget meetings be held on consecutive dates; announced the upcoming Christmas Parade on December 14th; and in observance of the upcoming Thanksgiving weekend, thanked the staff, City Manager, and community volunteers for everything they do for the City, and thanked her family for supporting her service to the City. 14. COMMUNITY COMMENTS AND SUGGESTIONS None. 15. CLOSED SESSION None. 16. ADJOURNMENT Mayor Pro Tem Brown adjourned the meeting at 9:33 p.m. ______________________________ Jim Hill, Mayor ATTEST: ______________________________ Kelly Wetmore, City Clerk (Approved at CC Mtg _____________) Item 9.d. - Page 9 THIS PAGE INTENTIONALLY LEFT BLANK Item 9.d. - Page 10