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CC 2016-08-09_09e Amended Minutes of 07-18-16 MEMORANDUM TO: CITY COUNCIL FROM: KELLY WETMORE, DIRECTOR OF LEGISLATIVE AND INFORMATION SERVICES/CITY CLERK SUBJECT: APPROVAL OF AMENDED MINUTES OF THE JULY 18, 2016 SPECIAL CITY COUNCIL MEETING (CITY COUNCIL GOALS WORKSHOP) DATE: AUGUST 9, 2016 RECOMMENDATION: It is recommended the City Council approve the minutes of the July 18, 2016 Special Meeting, as amended, to reflect the correct list of City Council Goals for Fiscal Year 2016-17 as developed by the City Council during the goal setting workshop. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is no impact to financial or personnel resources. BACKGROUND: On July 18, 2016, the City Council conducted the second of a two part City Council goal setting workshop. At the public workshop, the City Council reviewed a number of goals and worked with facilitator Don Maruska to craft a final list of goals to include a descriptive title with a more detailed description. ANALYSIS OF ISSUES: When preparing the July 18, 2016 workshop minutes, a preliminary list of goals was inadvertently inserted into the draft minutes. The minutes have been amended to include the correct list of City Council Goals for FY 2016-17 agreed to by the Council, and are reflected on page 2 of the attached amended minutes. ADVANTAGES: Approval of the amended City Council minutes will reflect an accurate record which provides the final list of goals developed by the Council at the conclusion of the goal setting workshop. DISADVANTAGES: No disadvantages have been identified. Item 9.e. - Page 1 CITY COUNCIL APPROVAL OF THE MINUTES OF THE JULY 18, 2016 SPECIAL CITY COUNCIL MEETING (CITY COUNCIL GOALS WORKSHOP), AS AMENDED AUGUST 9, 2016 PAGE 2 ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, August 4, 2016. The Agenda and report were posted on the City’s website on Friday, August 5, 2016. No public comments were received. Item 9.e. - Page 2 AMENDED MINUTES SPECIAL MEETING OF THE CITY COUNCIL “CITY COUNCIL GOAL SETTING WORKSHOP” MONDAY, JULY 18, 2016 ARROYO GRANDE WOMAN’S CLUB AND COMMUNITY CENTER 211 VERNON 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 Tem Barbara Harmon, and Mayor Jim Hill were present. Acting City Manager Geoff English, Director of Legislative and Information Services/City Clerk Kelly Wetmore, Director of Administrative Services Debbie Malicoat, Director of Community Development Teresa McClish, Director of Recreation Services John Rogers, Chief of Police Steve Annibali, and Five Cities Fire Authority Fire Chief Steve Lieberman were also present. 3. FLAG SALUTE Mayor Hill led the Flag Salute. 4. CITIZENS’ INPUT, COMMENTS, AND SUGGESTIONS Mayor Hill invited public comment. Speaking from the public were Colleen Martin, who commented on the City’s current water bill and the need to better communicate to customers to provide clear content and explanations and that the City’s water bill program needs to be reviewed; Patty Welsh, referred to the water shortage, the importance of communicating to residents and businesses about water usage do’s and don’ts, and explaining how fines are assessed; and LeAnn Akins, commented on parking in the City overall, expressed concern about the lack of parking, and asked that the Council look seriously at how decisions are made with regard to projects that are put forth to the City, and she also requested the Council set a goal for a “Buy Local” campaign. 5. CITY COUNCIL GOAL SETTING WORKSHOP Mayor Hill introduced the facilitator, Don Maruska, who described the goal setting process, explained that the Council has already adopted a budget for Fiscal Year 2016-17, and explained that the objective of the workshop would be to identify an achievable set of major goals for Fiscal Year 16-17. He explained that each Council Member had submitted a list of their goals that are critical to get done over the next 12 months, and that they had been consolidated into a list to aid Council discussion. The goals were organized into categories by topic and arranged by the number of submittals in the topics, which include Financial Sustainability, General Government, Transportation, Water, Development Processes and Policies, Public Safety, Economic Development and Vitality, and Capital Projects/Other. Acting City Manager English also referred to the City’s Critical Needs Action Plan as a reference, thanked staff who helped put the workshop together, and noted that the outcome of tonight’s workshop would be presented at a future City Council meeting for formal approval. Mr. Maruska noted that if there were major, long-term initiatives identified in the goals, that the Council would be asked to identify what portions of the goal could be accomplished over the next 12 months in order to make progress toward completion of the goal. Item 9.e. - Page 3 Minutes of City Council Special Meeting City Council Goal Setting Workshop July 18, 2016 Page 2     Council proceeded to review, discuss, and modify the list of proposed goals. Mayor Hill called for a break at 8:15 p.m. The Council reconvened at 8:30 p.m. Mayor Hill invited additional public comment. Speaking from the public were Patty Welsh, who referred to the current water shortage and suggested the Council consider implement a building moratorium; and LeAnn Akins, commented that it was also important to identify actions to support the goals, and to continue to seek public input on the goals. Council and staff discussion ensued regarding the proposed list of goals; staff time relating to homelessness issues; staff time relating to the preparation of various studies, including the parking study and whether or not a consultant should be utilized in order to complete this specific goal. Following Council comments, the following list of goals for Fiscal Year 2016-17 was compiled. Acting City Manager English noted the goals would be put into a report for action at the City Council meeting of August 9, 2016.  Support City infrastructure: Complete asset replacement schedules for City infrastructure including buildings, drainage facilities, parks, vehicles, sidewalks, fire, and information technology and identify funding options.  Improve cost-recovery on services: Complete user fee study.  Promote efficient service delivery: Identify (a) development-related services and fair fee recovery and (b) major services and projects, including staff time, to understand full costs and tradeoffs.  Retain and attract employees: Complete a comparison study of all departments: salaries, benefits and job descriptions. If there is a measurable way to establish service levels, i.e. crime rate adjusted for demographics, we should include it.  Make decision about Brisco ramp: Complete environmental analysis and decision about overall project and address issues regarding Brisco ramp temporary closure.  Address traffic concerns: Complete Circulation Element.  Increase water security: Continue implementation of Water Shortage Contingency Plan while focusing upon local and regional water recycling efforts and committing to desired project(s).  Enhance parking: Complete Parking Study with consultant support and review and modify policies.  Maintain cost-effective fire service: Finish FCFA Strategic Study, return to Council for review and prioritization, including incorporation into City budget.  Improve financial sustainability through economic development: Complete Economic Strategic Plan, with particular attention to business retention, targeted opportunities, and realistic projections of revenue impacts. Item 9.e. - Page 4 Minutes of City Council Special Meeting City Council Goal Setting Workshop July 18, 2016 Page 3     7. ADJOURNMENT Mayor Hill provided closing comments and adjourned the special meeting at 9:15 p.m. _____________________________ Jim Hill, Mayor ATTEST: _____________________________ Kelly Wetmore, City Clerk (Approved at CC Mtg _____________)  Item 9.e. - Page 5 THIS PAGE INTENTIONALLY LEFT BLANK Item 9.e. - Page 6