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04/08/1997CITY OF GRAND TERRACE CITY COUNCIL MINUTES SPECIAL COUNCIL MEETING - APRIL 8. 1997 A special meeting of the City Council of the City of Grand Terrace was called to order in the Council Chambers, Grand Terrace Civic Center, 22795 Barton Road, Grand Terrace, California, on April 8, 1997 at 6:00 p.m. PRESENT: Dan Buchanan, Mayor Pro Tem Herman Hilkey, Councilmember Jim Singley, Councilmember Lee Ann Garcia, Councilmember Tom Schwab, City Manager John Donlevy, Assistant City Manager Brenda Stanfill, City Clerk Bernard Simon, Finance Director Patrizia Materassi, Community Development Director Virgil Barham, Building and Safety Director ABSENT: Byron Matteson, Mayor Lt. Mike Howell, Sheriffs Department John Harper, City Attorney The meeting was opened with the Pledge of Allegiance led by Councilmember Herman Hilkey. CONSENT CALENDAR CC-97-32 MOTION BY COUNCILMEMBER GARCIA, SECOND BY COUNCILMEMBER SINGLEY, CARRIED 4-0-1-0 (MAYOR MATTESON WAS ABSENT), to approve the following consent calendar with the removal of items 3E and 3F: 3A. Approval of check Register No. 040897 3B. Ratify 04-08-97 CRA Action 3C. Waive Full Reading of Ordinances on Agenda 3D. Approval of 03-27-97 Minutes 3G. Budget Request: Emergency Operations Committee - Transfer Funds to Purchase Communications Equipment ITEMS REMOVED FROM THE CONSENT CALENDAR 3E. Resolution Amending Regular Meeting Day for the Emergency Operations Committee CC-97-33 MOTION BY COUNCILMEMBER GARCIA, SECOND BY COUNCILMEMBER SINGLEY, CARRIED 4-0-1-0 (MAYOR MATTESON WAS ABSENT), to approve Consent Calendar Item 3E a Resolution Amending the Regular Meeting Day for the Emergency Operations Committee (Changing the regular meeting day from the third Tuesday of the month to the first Monday Council Minutes April 8, 1997 Page 2 of the Month at 7:00 p.m.) 3F. Computer Purchase: Sewer Mapping PMiect CC-97-34 MOTION BY COUNCILMEMBER GARCIA, SECOND BY COUNCILMEMBER SINGLEY, CARRIED 4-0-1-0 (MAYOR MATTESON WAS ABSENT), to authorize the expenditure of $5,211.00 from account 21-572- 601 for the purchase of a computer and mapping software. PUBLIC COW LENT None ORAL REPORTS 5A. Committee Reports Park and Recreation Committee (a) Minutes of 03-03-97 Councilmember Singley, requested that more information be included in the next minutes of the Park and Recreation Committee regarding their tour of the Yucaipa Teen Center and questioned whether they were given any information on some of the problems that they have. Dick Rollins, 22797 Barton Road, stated that he attended the tour of the Yucaipa Teen Center and reported that they were not advised of the problems that occur. The main intent of the tour was to get ideas for the City of Grand Terrace. Councilmember Sing_ley, stated that the Yucaipa Teen Center is a great place for teens and it is managed well, however, he wanted to make sure that the Park and Recreation Committee is aware of the problems that do occasionaly occur. CC-97-35 MOTION BY COUNCILMEMBER HILKEY, SECOND BY COUNCILMEMBER GARCIA, CARRIED 4-0-1-0 (MAYOR MATTESON WAS ABSENT), to accept the March 3, 1997 Minutes of the Park and Recreation Committee. 5B. Council Reports Mayor Pro Tem Buchanan, reported that he attended the Easter Egg Hunt put on by the City of Grand Terrace at Pico Park on March 29, which was well attended. He complimented staff and all of the volunteers that helped make it a very successful event. Councilmember Singlev, reported that he also attended the Easter Egg Hunt and felt that it was well run. He recommended that they start later than the advertised time so the people who are late, due to reasons that they have no control of can participate. He also reported that he attended SANBAG Meeting which included a very lively discussion 11 71� �1 Council Minutes April 8, 1997 Page 3 regarding the billboards and the billboard committee. Councilmember Garcia, reported that she also attended the Easter Egg Hunt put on by the City and thanked the Recreation Department and all of the volunteers who put their time and effort into the event. She also reported that she attended the Mock Interviews at Colton High School, which she found to be very enjoyable. She stated that there will be a rare book auction on April 18, 1997 from 6:00 p.m. to 9:00 p.m. in the Grand Terrace Meeting Room. The Art Show put on by the Historical and Cultural Activities Committee will be held on May 4. She reported that the General plan Task Force is moving along and they will be making a presentation on May 1, 1997 to the Planning Commission. Mayor Pro Tem Buchanan, stated that the Board of Supervisors has deferred the discussion regarding the Fire Consolidation issue until April 22, 1997. He stated that each Councilmember should have received a copy of the letter that he sent to the members of the Board addressing the concerns of the City of Grand Terrace regarding the fire consolidation issue. NEW BUSINESS 8A. Budget Prioritization Discussion Mayor Pro Tem Buchanan, stated that this item was placed on the agenda at the request of Councilmember Garcia. Councilmember Garcia, stated that she met with City Manager Schwab in order to go over the budget and shared with him some of the ideas that she has. She felt that it was important that the Council begin discussion on the issues that Council feels should be a priority with regards to the budget. She stated that the following is a list of things that she feels are important issues. 1. Importance of having a vision of our Community and having a long range plan (Mission Statement). This is being done through the General Plan Task Force, however, the Task Force as it is currently composed is primarily an extension of staff and is not a vision making body. 2. Would like each department to list their goals and objectives of what they would like to achieve throughout the year. 3. More training for staff and the volunteers in the community. 4. Would like to see Grand Terrace Days not only as a safety fair but as a celebration of city pride. 5. Technology Plan. 6. Coordinated Economic Development Plan. Council Minutes April 8, 1997 Page 4 7. Community Parking (Pico Park) She stated that these aren't things that should happen this year, however, maybe they can be prioritized to know what we are planning for down the road. Mayor Pro Tem. Buchanan, stated that he would take each item and receive input from the rest of the Council. Councilmember Singley, stated that he feels that the General Plan Task Force was formed to do some of the items that Councilmember Garcia has mentioned and feels that they should be given a chance to complete the process and bring it to Council. He asked when it will be complete and brought before the City Council for discussion. He questioned whether there is a deadline for the completion of the General Plan. Community Develoment Director Materassi, responded in the negative. Councilmember Sin l�ev., questioned why. Community Development Director Materassi, responded that the law does not place any time restrictions. She stated that they are bringing the General Plan to the Planning Commission on May 1, 1997. Councilmember Sinalev, stated that the General Plan needs to be completed and brought before the Council as soon as possible so that it can be included in next years budget. Councilmember Garcia, stated that the perception Councilmember Singley has of the General Plan Task Force and the perception the members have are two different things. She stated that they were told that they are an extension of staff and that this was a low priority for the Community Development Department and would be done as time is permitted. She feels that the directive to get the plan done has not been given by Council. She feels that there are some issues not addressed in the General Plan Task Force because it is mainly a land use planning document. She feels that the members of the Task Force would like input from the Council so that they know which direction to go and to add their ideas during the planning process. She was hoping that the General Plan would be done for this budget process. She feels that the Council needs to make this a priority. Councilmember Sinalev, asked Community Development Director Materassi how long it will be before they are completed. Communit�r Development Director Materassi, responded that they will have eight major recommendations going before the Planning Commission on May 1, 1997, however, these recommendations are not drafted and organized for a budget workshop. They are long term goals for the City in a twenty year range. They are going to make a recommendation of what portion of those ideas should be implemented by Ordinance, Resolution, or to be a guideline. This should be brought before the City Council in June. I LR Council Minutes April 8, 1997 Page 5 Councilmember Hilkev, stated that the intent of the General Plan Task Force is to make the General Plan. He feels that what should come from the task force is recommendations regarding zoning, traffic, and things that we could have control of as a City. A second issue could be the creative ideas. He feels that the creative ideas can be taken out of the General Plan and brought before the Council at the next meeting for discussion. Community Development Director Materassi, stated that a summary of the entire General Plan Task Force will be brought before the Planning Commission on May 1, 1997. Councilmember Hilkey, stated that the parking is only an issue during large events any other time it is not a problem. Mayor Pro Tem Buchanan, stated that the Agenda item was for budget prioritization and we are discussing giving staff direction for emphasizing the priority of the preparation of the General Plan. He feels that it is very clear from the discussion that the Council would like to see a higher priority placed on the progression and finalization of the General Plan Task Force report and recommendation to the Planning Commission and City Council. He feels that the appropriate forum for the initial discussion of a vision or mission statement of an overall community should take place once the General Plan process is completed. Once the report is given to the Council they should keep in mind that having a long term goal and mission and Community Vision is an important element. He feels that the entire Council has somewhat the same ideas for the long-term vision for the community. He would like the General Plan Task Force to make their report to the Council and then he would like the Council to look at it and determine whether there is adequate feed back in order to adopt some type of vision or does the process need to be expanded. He feels that Council should honor the enormous amount of time that the members of the General Plan Task Force has put into this and allow them to finish it and have an opportunity to give the Council their vision of what they see for the community. He would like to see the General Plan Task Force move up on the priority list. They would like to see long-term goals. Councilmember Garcia, stated that she liked the idea of taking out the creative ideas and bringing them before Council on a regular basis. Councilmember Hilkev, stated that the General Plan is simply the zoning, transportation, circulation, park and recreation, etc. Community Development Director Materassi, only to update the data and the twenty-year document. stated that the General Plan is updated not goals of the City it is also a quality of life Councilmember HilkeX, stated that he feels that the items that are included in the General Plan can go on without interfacing with the budget. The creative items that are put in the General Plan could be included in the budget process. Community Development Director Materassi, stated that through the discussion of the Council Minutes April 8, 1997 Page 6 General Plan Task Force there were items that were a part of the ultimate goals and items that were not. They are organizing the report to include items that should be a part of the General Plan by Ordinance, Resolution, or guidelines and in a time frame. Councilmember Garcia, stated that if Council waits for the report it will be too late to discuss the creative ideas during the budget process. She stated that she would like to see the creative ideas brought before the City Council during the first meeting in May. Community Development Director Materassi, responded that it is all inter -related, however she will give it some thought. Councilmember Garcia, stated that there are specific suggestions that have been made. Mayor Pro Tem Buchanan, stated that the General Plan Task Force or anyone else who has a great idea should bring it before the Council. Councilmember Hilkey, stated that there has been a lot of brainstorming of ideas that have been put off, however, they are tied up with issues. He feels that if the group would agree on a prioritization on the inspirations and put them on paper for the Council, so that they can be looked at during the budget process. Councilmember Singley, stated that these inspirational items are included in the General Plan including the guidelines for them. He stated that he doesn't have a problem with them pulling the creative ideas together and bringing them before the Council to discuss during the budget process, however, they still need to be incorporated into the General Plan and it needs to be completed. He stated that the Council is the deciding body and does not feel that it is appropriate for them to tell the members of the General Plan Task Force what their ideas should be. He stated that they need to have a concrete date on when the General Plan will be completed so that the Council can review it and send it back to the Task Force in order to seriously look at it next year during budget process and the years to come. Mayor Pro Tem Buchanan, asked if Community Development Director Materassi could review the notes of the General Plan Task Force and prepare a summary of the tangible creative items that there was a consensus on and give summary reports on all future meetings on a regular basis. Councilmember Garcia, requested that the Council attend the Planning Commission Meeting on May 1, 1997 and hear the presentation. Mayor Pro Tem Buchanan, questioned if the presentation will be an informational presentation or will the Planning Commission be asked to take action. Community Development Director Materassi, responded that they will be asking the Planning Commission for input. Mayor Pro Tem Buchanan, stated that he feels that it is inappropriate for the Council to Council Minutes April 8, 1997 Page 7 be at a presentation that when the Planning Commission will be taking action. The Council is asking the Planning Commission for their input and discussion. Councilmember Singlev, feels that it would be inappropriate for the Council to be at the meeting. Mayor Pro Tem Buchanan, stated that if the presentation is purely a presentation and feedback workshop he is not sure that it would be inappropriate. He expressed his concern with stepping on the toes and stifling any input of the General Plan Task Force or from the Planning Commission. Councilmember Garcia, stated that she felt the Planning Commission would like to have the Council there at the presentation. Councilmember Hilkev, questioned whether they were going to vote on the General Plan. Community Development Director Materassi, responded in the negative. Mayor Pro Tem Buchanan, questioned whether there was any reason not to save a little bit of time and expedite the process and make the presentation to both bodies at the same time. Community Development Director Materassi, stated that they could make a presentation to both bodies. Councilmember Singlev, expressed his concern with attending the presentation and stifling the Commissioners and their ideas. Councilmember Hilkey, stated that he did not have a problem with the presentation being given to the Planing Commission and the Council at the same time. Community Development Director Materassi, said instead of having a meeting a workshop can be planned. Councilmember Singlev., recommended that the presentation be given to the Council and have the Planning Commission present so that it can be televised. Community Development Director Materassi, stated that if they give the presentation to the City Council they will be skipping the Planning Commission's feedback on the General Plan process and is unsure if they can do that. Mayor Pro Tem Buchanan, stated that a workshop session can be scheduled for both the Planning Commission and the Council and have it televised. He questioned City Manager Schwab whether he had input on the issue. City Manager Schwab, responded that he felt that it would be appropriate as long as the City Council discussion did not take place until after the Planning Commission was done. Council Minutes April 8, 1997 Page 8 He would not want the Council to influence their comments. He stated that all of the departmental budgets are in and are being compiled now by the Finance Director and by the meeting in May the Council will have the entire budget document that includes everything that staff has projected and everything that they have put in for expenditures. If Council comes up with a brilliant idea and wants to change the direction, the document that Council will be working with will already be created which will require the Council to undue the budget and honestly there is nothing in there that is extra. It includes essential services and programs that currently exist. So this process probably won't effect the development of the current budget, items can potentially be added. Councilmember Garcia, stated that things can be taken out as well. Councilmember Singlev, stated that staff works very hard on the budget and feels that they will have time to discuss the budget and he would like to have an opportunity to hear the ideas of the Planning Commission. He stated that Mayor Matteson would like to be included in these processes. Councilmember Garcia, stated that she had heard that Mayor Matteson would be back in May and feels that the May 1, 1997 meeting of the Planning Commission would be the perfect opportunity. City Manager Schwab, stated that the budget would be a complete document and delivered to the Council around the first of May, however this does not preclude the Council from changing the proposed budget. Mayor Pro Tem Buchanan, stated that Council can make changes to the budget any time after it has been adopted if the need arises. City Manager Schwab, stated that more than likely if the Council as a consensus came up with a project or an idea, the budget process would still take place and then Council could direct staff to pursue their project or ideas. Councilmember Garcia, stated that this meeting was still not soon enough to discuss budget prioritization. Councilmember Singlev, stated that Council has participated in a good discussion and has dealt with the General Plan and some of the budget issues. Mayor Pro Tem Buchanan, clarified that it is Councilmember Garcia's request that the Departments set their goals for the year and to have it included in the budget document. Councilmember Singley, stated that all of the budget issues that Councilmember Garcia has raised will be addresses during the budget process. He stated that we need the input from the General Plan and feels that if there is something that the General Plan Task Force would like to bring before the Council, let them do so and let them see how they can address the issue during the budget process. Council Minutes April S, 1997 Page 9 Councilmember Garcia, questioned whether or not Council was aware that the General Plan Task Force is headed by Community Development Director Materassi and is staff directed and is not directed by the community. Councilmember Singley, stated that the members of the task force advise Community Development Director Materassi of their ideas and she puts them in technical terms. Councilmember Garcia, asked Councilmember Singley how he felt with regards to the goals and objectives of the departments. Councilmember Sing_l!U, responded that he feels that it is the responsibility of City Manager Schwab to solicit from the department heads. Councilmember Garcia, stated that it would be included in the budget document. Councilmember Singley, stated the City Manager Schwab would take these goals and directives personalize them and bring them to the Council. Councilmember Garcia, stated that it was her intent to have this discussion so that their directions can be a part of the process that City Manager Schwab goes through with staff. Councilmember Singley, stated that goals and objectives are good, however, he feels that it is common knowledge of what each department is responsible for. Councilmember Garcia, gave the example of: "to make sure that all of the business licenses are collected, greater expansion of the City-wide network." Councilmember Singley, stated that these are examples of things they currently do. Mayor Pro Tem Buchanan, concurred with Councilmember Singley. Councilmember Garcia, stated that a goal is something extra that they don't already do - something new for that year. Councilmember Singley, stated that he feels that publicizing these goals will take away the prerogative of the City Manager to manage his people. City Manager Schwab, stated that he doesn't have a problem including goals and objectives. All of the staff have individual goals and to collectively put those as some type of statement along with their programs and services is not a problem. Councilmember Hilkey, questioned when budget meetings have been scheduled. Finance Director Simon, responded that they will set the budget hearings at the next Council meeting. Councilmember Hilkey, questioned what time frame staff is looking at. Council Minutes April 8, 1997 Page 10 Finance Director Simon, responded that he is looking at mid -May to the end of May. Councilmember Hilkev, asked Community Development Director Materassi if it would be possible to come up with a consensus of the task force on their ideas for the General Plan by April 24 or the first of May. Community Development Director Materassi, responded that it would be possible to provide the draft that will be submitted to the Planning Commission on May 1, 1997 or she can provide the draft that she will submit to the City Manager for his review on April 24, 1997 prior to the review and discussion of the Planning Commission. Councilmember Hilkev, felt that it would not be fair to the process to not allow the Planning Commission to have an opportunity to discuss it. Community Develoment Director Materassi, stated that she is proposing an economic base analysis for the City which she has included in her departmental budget along with a market analysis and surveys. She stated that the Barton Road Specific Plan ideas depend on a Barton Road Specific Plan amendment which is a whole process and feels that all of the ideas will come together and are all part of the same document. Councilmember Hilkev, asked Councilmember Garcia if there was a way that she felt they could pull out the inspirational ideas. 0 Councilmember Garcia, suggested that they come up with bullet points of ideas and felt that it is possible. She feels that it would be a good idea for the General Plan Task Force to hold a meeting to make them aware of their importance to the Council and let them know that their ideas will be going to the Council for the budget. She offered her assistance to Community Development Director Materassi. Councilmember Hilkev, asked if there was a list of bullet points or inspirations. Community Development Director Materassi, stated that bringing up bullet points will not include the explanation and the reason why it was created. She stated that she will try to do it. Councilmember Singlev, stated that maybe Councilmember Garcia can work with Community Development Director Materassi and let her know what it is that she wants. He stated that he doesn't have a problem with the goals and objectives being included in the budget for each department as long as the City Manager has the final say. Councilmember Hilkev, stated that he would like to have a bullet list of ideas of the General Plan Task Force prior to the budget hearings. Councilmember Garcia, stated that she would like to have the list by May 1, 1997. Mayor Pro Tem Buchanan stated that the following list is a consensus of the Council: 0 That a list of inspirations and brainstorms from the General Plan Task Force to Council Minutes April 8, 1997 Page 11 date be provided by May 1, 1997 in order for them to be incorporated in the budget process. 0 That the preliminary budget include specific departmental goals for the year that are budget related. 0 That discussion on Grand Terrace Days or the establishment of another event celebrating City pride be deferred until after the budget process. Not to take action on the Community Parking issue. Mayor Pro Tem Buchanan, stated that staff and volunteer training, technology plan, and an economic development plan are all worthy goals, however, he feels that they require more staff development for the proposed budget that on a departmental level is essentially finished. He stated that each department can explain what their goals are pertaining to training, development or implementation of technology, and economic development if applicable to that department. He stated that staff could work on a concept to bring back to Council with regard to how they might implement technology or an economic development plan above and beyond what is currently being done. Councilmember Garcia, stated that a lot of her ideas have come from talking to the City Manager and staff. She feels that all of her ideas are not difficult and are things that from a policy level will make the City run more efficiently and provide more services to the residents. 8B. Review Policy for Administration of Contracts CC-97-36 MOTION BY COUNCILMEMBER SINGLEY, SECOND BY COUNCILMEMBER GARCIA, CARRIED 4-0-1-0 (MAYOR MATTESON WAS ABSENT), to direct staff to draft a purchasing and contract procedures policy document to bring back to Council for review and adoption including the review of the PERS Contracts and Temporary Employment Contracts. ORDER OF ADJOURNMENT Mayor Pro Tern Buchanan adjourned the City Council Meeting at 8:23 p.m., until the next Regular CRA/City Council Meeting which is scheduled to be held on Thursday, April 24, 1997 at 6:00 p.m. CITY CLERK of the C' of Grand Terrace MAYOR of the City of Grand Terrace