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Minutes 2016-06-13 SP • MINUTES SPECIAL MEETING OF THE CITY COUNCIL MONDAY, JUNE 13, 2016 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1. CALL TO ORDER Mayor Hill called the Special City Council Meeting to order at 6:00 p.m. 2. ROLL CALL Council Members Jim Guthrie, Tim Brown, Kristen Barneich, Mayor Pro Tern Barbara Harmon, and Mayor Jim Hill were present. City Manager Dianne Thompson, City Attorney Heather Whitham, Director of Legislative and Information Services/City Clerk Kelly Wetmore, Director of Administrative Services Debbie Malicoat, Community Development Director Teresa McClish, Recreation Services Director John Rogers, Public Works Director Geoff English, Police Chief Steven Annibali, and Five Cities Fire Authority Fire Chief Steve Lieberman were present. 3. FLAG SALUTE Mayor Hill led the flag salute and then asked for a moment of silence in memory of the Orlando, Florida shooting victims. 4. CITY COUNCIL GOAL SETTING This is the first of two meetings which comprise the Council Goal Setting process. During this meeting, the Council will receive a presentation on the City's Fiscal Year 2015-16 accomplishments, current priorities and projects in process, upcoming projects, and projects planned for Fiscal Year 2016-17. The second meeting for the City Council Goal Setting session will be held at a Special Meeting on June 27, 2016 at 6:00 p.m. No formal action will be taken. City Manager Thompson provided an overview of the City Council goal setting process, which would include a status update of the City's Fiscal Year (FY) 2015-17 Biennial Budget, a presentation from each Department, an opportunity for Council feedback and community comments, and next steps. She stated there would be opportunities for public input to the Council by attending the goal setting meetings and by email to agcity@arroyogrande.org. She referred to the Critical Needs Action Plan and Citywide Goals in the FY 2015-17 Biennial Budget, and reviewed Citywide expenditures, General Fund Tax Revenue, and Citywide Revenues. Department presentations were given on FY 2015-16 accomplishments, current priorities and projects in process, anticipated projects, and projects planned for FY 2016-17, trends, and unmet needs. City Manager Thompson then introduced facilitator Don Maruska, who provided an overview of his background as a facilitator and explained the purpose of the goal setting sessions. He noted that each Council member received a form to provide seven goals each. He explained the value of the workshop format and process for the next session. Council comments and questions ensued regarding the City's accomplishments; concerns about issues coming from other agencies and how they're prioritized; that community comments are encouraged through this goal setting process; and acknowledgment of the number of City initiatives and projects currently underway or planned. It was noted that Council may want to Minutes of City Council Special Meeting June 13, 2016 Page 2 check in with Department Directors to see if proposed goals are achievable in one year and to be mindful of projects currently underway as it relates to prioritizing, feasibility and timeline for new goals. There was further discussion regarding building permit activity; which studies are grant funded; the status of the Economic Development Plan; impacts of the drought on economic development; the need for centralizing permanent paper records storage; updating the Police Department's mobile data computers; Police staffing; and the use of COPS funds for technology upgrades-in the Police Department. Mayor Hill called for a break at 8:10 p.m. The Council reconvened at 8:16 p.m. In response to questions from Council, staff provided information on the fire reduction project on Via La Barranca; the Soto Facility Use Policy; stated that information regarding the number of full time employees in 2006 versus 2016 would be provided to Council as follow up information; policies and procedures regarding sidewalk repairs and identifying trees that impact sidewalks; and the State's stormwater mandates and costs. City Manager Thompson provided a status update on the preparation of the Economic Development Plan. 5. CITIZENS' INPUT, COMMENTS, AND SUGGESTIONS. Mayor Hill invited public comment. Speaking from the public were Patty Welsh, Arroyo Grande, who thanked the Council for the moment of silence, asked what the goals are for the City Manager, asked why a facilitator is needed for this process, stated that she did not hear anything about a CERT program for the City from the Fire Chief, commented that the Tree Guild plants trees but does not maintain them afterwards which is a concern going forward due to staff ' constraints, commented on plan checks and a kiosk, and expressed concern regarding exposed trash dumpsters located in business parking lots; and Colleen Martin, who thanked the Council for having this meeting, appreciated seeing the accomplishments, current and anticipated projects, and unmet needs, acknowledged the City's organizational values but stated that the City's mission and goals are missing, suggested the Council create a document that citizens could see, stated she knows what the Department goals are, but asked what are Council's individual goals are, stated that goals should come first, then the budget to support those goals, stated that her goals for the City include a grocery store, a parking policy to get parked vehicles off the street, exemplary customer service to residents, beautification efforts at the entrances to the City, outreach to the City's elderly population in all areas, pride in residences and what our City looks like, improving water conservation process, training for Council, Commission, and Board Members, Citywide outreach for the General Plan Update, a Technology Plan and addressing unfunded technology needs, and an articulated plan for reserves, and stated she was glad to have a facilitator to assist in this process. 7. ADJOURNMENT Following additional Council comments, which included acknowledgment of the City's limited funding, that the City also needs to establish long t rm goals to address things like asset replacement and maintenance issues, that the public is encouraged to provide input, that economic development is key as current revenues do not support the services being provided, and that there are a number of projects that need to be completed, the special meeting was adjourned at 8:45 p.m. to the Regular City Council Meeting of June 14, 2016 at 6:00 p.m. in the Council Chambers located at 215 E. Branch Street. Minutes of City Council Special Meeting June 13, 2016 Page 3 i Hill, Mayor TTEST• I / Kelly ,etm1e, City Clerk (Approved at'CC Mtg 7-24-201(0)