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HomeMy WebLinkAbout10A - MINUTES - SPECIAL 5-28-13 MINUTES OF THE SPECIAL MEETING OF THE CITY COUNCIL OF THE CITY OF SANTA ANA, CALIFORNIA MAY 28, 2013 CLOSED SESSION MEETING CALLED TO ORDER COUNCIL CHAMBER 22 CIVIC CENTER PLAZA SANTA ANA, CA 5:05 P.M. ATTENDANCE COUNCILMEMBERS Present: SAL TINAJERO, Mayor Pro Tern (5:15 p.m.) ANGELICA AMEZCUA P. DAVID BENAVIDES MICHELE MARTINEZ ROMAN A. REYNA VINCENT F. SARMIENTO (5:07 p.m.) COUNCILMEMBERS Absent: MIGUEL A. PULIDO, Mayor STAFF Present: KEVIN O'ROURKE, Interim City Manager MARIA D. HUIZAR, Clerk of the Council Quorum was established thru presence of Councilmembers Amezcua, Benavides, Martinez, and Reyna. MOTION: Elect Councilmember Benavides as Chair (pursuant to SAMC 2- 101 due to unavailability of Mayor and Mayor Pro Tern). MOTION: Martinez SECOND: Reyna VOTE: AYES: Amezcua, Benavides, Martinez, and Reyna (4) NOES: None (0) ABSTAIN: None (0) ABSENT: Pulido, Sarmiento and Tinajero (3) CITY COUNCIL MINUTES 1 MAY 28, 2013 1 0A-1 PUBLIC COMMENTS - None COUNCIL RECESSED to Room 147 for Closed Session discussion at 5:06 p.m. CLOSED SESSION ITEMS - The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position of the City in existing and anticipated litigation: 1A PUBLIC EMPLOYEE - APPOINTMENT AND PERFORMANCE EVALUATION pursuant to Government Code Section 54957(b)(1) Title: City Manager 1 B CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6 Agency Negotiators: Personnel Services Executive Director, Ed Raya Employee Organizations: Santa Ana Police Officers Association (POA) and Service Employees' International Union (SEIU) Full-Time Employees CLOSED SESSION REPORT - Reportable actions will be announced at Open Session meeting. ADJOURNED THE CLOSED SESSION MEETING AT 6:30 P.M. AND CONVENED TO THE REGULAR OPEN MEETING CITY COUNCIL MINUTES 2 MAY 28, 2013 1 0A-2 REGULAR OPEN SESSION CALLED TO ORDER COUNCIL CHAMBER 22 CIVIC CENTER PLAZA SANTA ANA, CA 6:30 P.M. ATTENDANCE COUNCILMEMBERS Present: SAL TINAJERO, Mayor Pro Tern ANGELICA AMEZCUA P. DAVID BENAVIDES MICHELE MARTINEZ ROMAN A. REYNA VINCENT F. SARMIENTO COUNCILMEMBERS Absent: MIGUEL A. PULIDO, Mayor STAFF Present: KEVIN O'ROURKE, Interim City Manager MARIA D. HUIZAR, Clerk of the Council PLEDGE OF ALLEGIANCE COUNCILMEMBER MARTINEZ CLOSED SESSION REPORT - No report. PUBLIC COMMENT - None WORK STUDY SESSION WS FOLLOW UP ON PROPOSED FISCAL YEAR 2013-14 AND 2014-15 BUDGETS AND CAPITAL IMPROVEMENT PROGRAM (CIP) - City Manager's Office and Finance Management Services Agency City of Santa Ana Departmental Budget Presentations FY 2013-15 presented by Interim City Manager K. O'Rourke CITY COUNCIL MINUTES 3 MAY 28, 2013 1 0A-3 Total City Budget Proposed Proposed Major Fund Category FY 2013-14 FY 2014-15 General Fund 205,741,000 204,516,000 General Fund Related 4,126,745 1,578,525 Special Revenues Community 62,699,850 59,939,950 Development Special Revenue Funds 27,959,755 18,803,224 Capital Funds 29,454,518 11,773,866 Enterprise Funds 98,150,460 94,302,020 Totals 428,132,328 390,913,585 General Fund Budget Proposed Proposed FY 2013-14 FY 2014-15 Police Department 103,802,020 106,810,920 - Fire & Medic Services _ 40,218,470 41,018,818 Parks, Recreation & Community 17,168,840 17,380,345 Svcs. (Includes Library Services) Debt Service 10,344,825 10,499,825 Planning & Building 7,266,504 7,429,421 Public Works Agency 5,170,930 5,215,520 Finance 4,311,822 4,488,640 Reserves 3,048,409 185,574 Other General Services* 14,409,180 11,486,937 Totals 205,741,000 $204,516,000 * included information from City Manager's Office, City Attorney, Clerk of the Council, Personnel, Bowers, and Non-Departmental. Police Department Mission Statement • The central purpose of the Santa Ana Police Department is to protect the lives, property and rights of all people in the city, to maintain order while enforcing laws fairly and impartially. • Community oriented policing acts as the foundation to ensure our core functions are achieved. Core Functions • Patrol Services CITY COUNCIL MINUTES 4 MAY 28, 2013 1 0A-4 • Investigations • Communication Departmental 2-year Approach • Increase patrol effectiveness by reassigning staff from the following functions: - Special Investigations Division - Strike Force - Main Place Mall Officer - SAUSD Police Chief - Safety Admin Personnel • Filling 16 vacancies and adding 1 new position - 9 Sworn - 7 Non Sworn - 1 Emergency Manager (new) • No growth in personnel or services • Will continue to address personnel and service cost increases by modifying operational processes, improving efficiencies and through effective employee negotiations Return of furloughs was included in PowerPoint material, but not discussed at meeting. Services Provided Response to emergency and non-emergency calls for service based on priority (24/7) Telephonic and on-line reporting for calls that do not require an officer's presence (24/7) Answering and dispatching emergency/non-emergency (24/7) Criminal and Traffic investigations (10 hour a day coverage with on-call capabilities during the week and on weekends for critical incidents such as homicides or fatal traffic collisions) Ancillary Specialized Units: SWAT and Mounted. Strike Force will be assigned to patrol and specialized units will be activated to respond to critical incidents related to civil unrest or barricaded/hostage situations. Specialized units may also participate in grant funded operations. Air support services - Funded through asset forfeiture (contract with sheriff) Homeland Security Program Participation - (3 officers and 2 contractors funded by the UASI grant) Continue to provide full service Type II jail Community Policing Programs 1. PAAL Center (funded through grants, asset forfeiture, and donations) 2. Parent Academy, Teen Academy, and Jr. COP 3. Volunteer and Chaplin Programs (funded by general fund) 4. Directed Patrol (3 officers funded by the General Fund) 5. Civic Center Patrol (8 officers funded by the Civic Center Authority) CITY COUNCIL MINUTES 5 MAY 28, 2013 1 0A-5 6. Explorer Program (funded by the Santa Ana Police Foundation and supported by the Boy Scouts of America) Program or Service Impacts Reduction in the Career Criminal unit personnel will limit the size and scope of gang criminal enterprise investigations related to narcotics trafficking, extortion and major assaults. This transfer will enhance the core function of patrol by increasing staffing by 2 officers. Transfer of Strike Force (Full time SWAT) to patrol. This will require Strike Force personnel to be directed to an emergency incident from their primary assignments, which will be similar to response models employed by other local police departments. The tactical response time will increase and will be in alignment with the tactical responses of other agencies. This transfer will enhance the core function of patrol by increasing staffing by 9 officers. Transfer the Main Place Officer will support the core function of patrol. The Mall will receive police service based on priority and such delivery will be consistent with services delivered to all businesses in the city. This transfer will enhance the core function of patrol by increasing staffing by one officer. Return the SAUSD Chief to the police department in his classification of Lieutenant. This transfer will enhance the core function of patrol by increasing staffing by one Lieutenant, thereby increasing management oversight in patrol. Combining the Homicide/Gang Homicide units and returning one sergeant to patrol. This will increase supervision for the core function of patrol and will increase investigative effectiveness. Transfer of the Field Operations Administrative Sergeant to the core function of patrol. This transfer will enhance the core function of patrol by increasing staffing by one Sergeant, thereby increasing supervision in the field. Separation of four part-time employees in Investigations and Police Administration. The separation will delay the processing of backgrounds, firearms and internal affairs investigations. Processing will be priority based. Additional Funding Priorities • Hiring of 12 directed patrol officers to re-establish community policing in each of the four policing districts • Department wide integration software system (26 disparate systems) • Hiring of two professional standards sergeants to preserve organizational integrity Councilmember Martinez inquired how much was allocated to core services and total hours of patrol by district. Acting Police Chief Carlos Rojas noted that 12 patrol officers re-assigned. Councilmember Benavides requested clarification on funding priorities as a "wish list". Councilmember Sarmiento requested matrix on net changes. CITY COUNCIL MINUTES 6 MAY 28, 2013 1 0A-6 Orange County Fire Authority - Fire Services Mission Statement 10 We enhance public safety and meet the evolving needs of our communities through education, prevention, and emergency response. Core Functions • Fire/Emergency Medical Services • Fire Prevention/Fire Life Safety • Community Programs Departmental 2-year Approach 10 Contracting Fire/EMS services contributed to ensuring budget stability and cost containment without compromising core vital emergency services to the residents of the City of Santa Ana. Services Provided y Fire & Emergency Medical Services ® 10 Fire Stations-fully operational 41 9 Medic Fire Engines 3 Medic Ladder Trucks 10 2 Paramedic Vans 1 Hazmat Unit v Fire Prevention/Fire Life Safety 10 Inspections of all public assemblies, schools, businesses and residential Fire Plan Check Counter @ Ross Annex v Community Programs 0 Fire Station Visits ® Volunteer Firefighting & Explorer Program v Ride-alongs ® Educational Programs © Additional Funding Priorities Additional Funding Priorities Fire Station Capital Improvement Program © To address deferred facility maintenance issues at all ten fire stations in the City of Santa Ana Councilmember Benavides asked if City responsible for Capital Improvements to fire stations. Battalion Chief affirmed and indicated that current service contract allows Orange County Fire Authority to fix minor repairs at a maximum of $15,000 per month. Public Works Agency Mission Statement CITY COUNCIL MINUTES 7 MAY 28, 2013 1 0A-7 v Santa Ana Public Works Agency provides public infrastructure and core municipal services to enhance the quality of life for our residents, businesses, and visitors, making Santa Ana a more desirable place to live, work, invest in, and visit. Core Service Areas ? Transportation ? Water Resources ? Infrastructure Maintenance ? Project Delivery ? Environmental and Sustainability ? Development Services Departmental 2-year Approach + Continue to Right-Size the Organization ® Optimize efficiencies within new budgeting constraints. ? Add 2 positions, eliminate 10 positions, reallocate 2 positions. ? Continue to integrate and streamline workflow, project and data systems. ? Fill 21 funded vacancies in FY 2013-14 q Strategize for succession planning. ? Prepare/update standard operating manuals. ? Implement Full-Cost Recovery Model for Engineering Services (Internal Services - Fund 86) ® New model is financially sustainable and conforms with industry cost accounting principles for public infrastructure Q Develop or update deferred maintenance/capital needs assessments for the various categories of infrastructure (Water & Sewer systems, storm drainage, pavement management, street lights, roadway signage & markings) 10 Services Provided Services Provided Transportation a Highest levels of mobility provided through the Traffic Management Center V Resolution of speeding, parking and traffic problems Major arterial widening projects v Traffic corridor synchronization projects v Fixed Guideway project Grade Separation project v Services Provided Cont'd. Infrastructure Maintenance Median and right-of-way maintenance Street lights and traffic signals Sidewalk hazard mitigation and repair v Street maintenance and pothole repair CITY COUNCIL MINUTES 8 MAY 28, 2013 1 0A-8 Services Provided Cont'd. Environmental and Sustainability Solid waste and recycling Street sweeping Graffiti abatement Illegal dumping and weed abatement Urban forest maintenance v Energy efficiency retrofits d Climate Action Plan Environmental education (Santa Ana Green) Development Services Site plan review Encroachment permits Grading/surface drainage plan check Subdivision map review Transportation permits (wide load) Program or Service Impacts Water System ¦ Reinstating the 2 Water System Operators and filling the remaining funded vacancies will restore maintenance levels and initiate transition to proactive maintenance. Traffic Engineering ¦ Reduction of Engineering Intern hours partially offset by return of furlough hours but will result in some processing delays. Design Engineering • Deletion of 2 engineering positions reduces in-house capacity to handle peak CIP workloads in the future. Additional Funding Priorities ¦ Floral Park Historic Street Light Retrofit $250,000 ¦ Street Light Maintenance Worker $66,000 ¦ Enhanced Neighborhood Traffic Services $130,000 ¦ Cabrillo Street Sidewalk Repair from 4th to 17th $500,000 ¦ GIS Programmer $111,265 ¦ Emergency Preparedness/Response Program Councilmember Martinez requested clarification as to how much is enterprise fund and general fund. Public Works Director indicated that only 2% was General fund with 10 other major funds making up the balance of departmental budget. Councilmember Benavides requested information on number of positions. Councilmember Sarmiento requested information on number of un-funded positions. *Mayor Pro Tern Tinajero left the meeting at 7:02 p.m. and did not return. CITY COUNCIL MINUTES 9 MAY 28, 2013 1 0A-9 Planning & Building Agency Mission Statement The central purpose of the Planning and Building Agency is to ensure that Santa Ana is a thoughtfully planned, safely built, and well maintained community. Core Functions v Planning and Development v Building Plan Check and Inspections v Community Preservation Departmental 2-year Approach Focus resources on front line services Use technology to enhance services and increase productivity Put resources/staff in positions where they will: * Have the greatest impact * Create positive change Touch the most number of people 0 Businesses 0 Residents ® Property Owners 0 Developers 4 Fill (7) existing positions ® (1) Planning position (2) Building positions (4) Community Preservation positions v Utilize Santa Ana Volunteer Program (joint program with SAPD) to assist with code enforcement activities v Services Provided Planninq Division: a Implement the City's General Plan and Zoning Ordinance. Assist customers at the public counter. Manage development projects including CEQA/NEPA compliance. v Staff the Planning Commission, Historic Resources Commission, Zoning Administrator and Development & Transportation Committee. Facilitate community participation. Administrative Services: v Provide management and fiscal support to the Planning, Building and Community Preservation Divisions. v Provide executive support to the Planning Commission, Historic Resources Commission and City Council. v Services Provided Cont'd. Building Safety Division: v Assist customers at the public counter. v Ensure and maintain life safety in the built environment through: CITY COUNCIL MINUTES 10 MAY 28, 2013 1 0A-10 4 Review and approval of building construction plans 4 Issuance of construction permits 4 Inspections for all new construction Maintain/archive all building documents for the City. Community Preservation Division: v Enforce Municipal Code provisions to ensure safe, orderly, and aesthetically pleasing neighborhoods and commercial areas. • Abandoned Vehicle Abatement Program • Dangerous and abandoned buildings • Vendor violations ,i Unpermitted work / Substandard buildings * Proactive Rental Enforcement Program (PREP) * Collection of fines and assessments through property tax bills v Legal file preparation for criminal prosecution cases. 14 Joint enforcement activities with the Police Department (e.g. Medical Marijuana Dispensaries). v Program or Service Impacts a New realities in development processing: Optimum Peak Year FY 13-14/14-15 Without Furlough Performance Estimated Estimates Development review 35-days FY 09-10 (35-days) 40-days 40-days Building plan check 3-weeks FY 08-09 (3-weeks) 7-weeks 8-weeks Building inspections 1-day FY 10-11 (1-day) 3.5-days 4-days Code enforcement 3-days FY 08-09 (4.3-days) 7-days 9-days complaint response v Focus Planning activities on development processing and public counter, resulting in: Limited monitoring for compliance of CEQA mitigation measures ? Limited representation on regional planning issues (i.e. SCAG, OCCOG) and legislative advocacy A Focus Advanced Planning on General Plan update ($2.6M budgeted). 4 Focus Enforcement activities on addressing complaints, resulting in: 4 Limited proactive code enforcement (CDBG areas) i Limited night and weekend code enforcement i No Community Preservation liaisons to neighborhoods v Focus Building Safety activities on plan check and inspections, resulting in: 4 Diminished capacity for building damage assessment following an emergency Discontinue Information Desk service/staffing in the Ross Annex v Additional Funding Priorities Community Preservation 4 Improve responsiveness by adding staff 4 Increased proactive enforcement outside of CDBG areas Neighborhood liaisons CITY COUNCIL MINUTES 11 MAY 28, 2013 1 0A-11 Advanced Planning Develop focused plans for major corridors (First Street, Main Street, 55-Freeway) Create a "Healthy and Sustainable Foods" ordinance i Revise the Midtown Specific Plan i Expand public education programs/outreach Technology Improvements/Enhancements 4 Expand online services (Permitting, applications submittal, review, payment) 4 Expand GIS (SAPIN / SAGIS integration) ,4 E-Plan review Historic Preservation -i Resume annual historic surveys 4 Create historic districts Economic Development Planning liaison to business community (new and existing development) Councilmember Martinez requested information on allocation of funds by core services, specifically code enforcement and counter hours. Supports expanding code enforcement staffing; also, staffing at Willard and Garfield Community Centers must be a priority. Interim City Manager to provide scenarios and recommendations. Councilmember Benavides applauded the Santa Ana Volunteer Program (joint effort with the Police Department) as a means to assist with code enforcement activities. Parks, Recreation, and Community Services Agency Mission Statement To produce smiles by providing the community opportunities to experience the outdoors, sports, knowledge, art and cultural events, nature, and animals Proactive oriented programs and services acts as the foundation to ensure our core functions are achieved. Core Functions V Parks and Recreation v Library Services v Zoo Departmental 2-year Approach Criteria used to build the Agency budget: 0 Community Needs 0 Strategic leveraging of existing resources 10 Fairness among Division CITY COUNCIL MINUTES 12 MAY 28, 2013 1 0A-12 4 Will fill 3 vacancies and add 1 Zoo Education Specialist v Leverage park cell tower monies, one additional General Maintenance Worker, and monies in the Agency's general fund deferred maintenance account to make repairs at parks, trails, the Zoo, and selected Recreation facilities. 0 The goal is to reduce the 550 repair requests that are pending to 300 V Complete a park deferred maintenance and capital needs assessment by April 2014 v Return of Furloughs 4 Return of Furloughs v Services Provided v Manage 479 acres of parkland v Provide 1,460 leisure classes involving 17,300 participants Provide services to all parks, joint-use recreational facilities, recreation centers, pools, senior centers, libraries, sport fields, stadium and the Santa Ana Zoo Produce and coordinate 113 community events including Fourth of July, Cinco de Mayo and Fiestas Patrias celebrations Circulate over half a million pieces of library materials per year to 132,687 library cardholders (41 % of the Santa Ana population) Provided quality attractions at the Zoo and reached an all-time high for zoo attendance of 285,553 visitors Service Impacts v The new reality reduces the funding available for part-time hours which will result in less: v Additional Funding Priorities Additional Part-Time Hours $270,000 Willard Joint-Use Park Optimal Staffing $128,000 Expected project completion is January 2014 Garfield Community Center Optimal Staffing $199,000 10 Expected project completion is December 2013 Councilmember Martinez requested information on allocation of funds by core services; noted that past events currently not funded; City should be paying for 4th of July Fireworks event. Councilmember Benavides suggested City allocate funds for 4th of July in 2014. COMMENTS 90A CITY MANAGER'S COMMENTS - None CITY COUNCIL MINUTES 13 MAY 28, 2013 1 0A-13 90B CITY COUNCILMEMBER COMMENTS Councilmember Martinez: • Thanked staff for efforts in preparing presentation and in-depth information; constructive criticism provided to better serve our community; important to align budget with Strategic Plan. Councilmember Sarmiento: • Commented on need to engage the community; presentation is great improvement from past. Councilmember Amezcua: • Appreciate thorough presentation. Councilmember Benavides: • Noted that many hours spent preparing for presentation; material better highlights quality services provided to community. ADJOURNED- 7:52 p.m. - Regular Meeting of the City Council is scheduled for Monday, June 3, 2013 at 5:00 p.m. for the Closed Session followed by the Open Session at 5:45 p.m., in the Council Chamber, 22 Civic Center Plaza, Santa Ana, California Maria D. Huizar, Clerk of the Council CITY COUNCIL MINUTES 14 MAY 28, 2013 1 0A-14