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Home My WebLink About13B - VARIOUS COUNCIL CMTSCITY OF SANTA ANA' COUNCIL COMMITTEE SPECIAL MEETING AGENDA FINANCE, ECONOMIC DEVELOPMENT, & TECHNOLOGY December 14, 2015 5:30 PM CALL TO ORDER City Hall, Ross Annex Room 1600 20 Civic Center Plaza, Santa Ana, California Committee Members: Michele Martinez, Chairperson Vincent Sarmiento, Vice- Chairperson Vacant — Councilmember #3 Recording Secretary: Teresa Ramirez, Executive Secretary PUBLIC COMMENTS - Members of the public are allowed three minutes to speak on agenda items or matters within the jurisdiction of the Committee. AGENDA ITEMS Approval of Minutes for November 9, 2015, Regular Meeting 2. Discussion on Inclusionary Housing Fund Policy {Strategic Plan No. 5, 3b) (Kelly Reenders, CDA) 3, Discussion on Placemaking Program Recommendations {Strategic Plan No. 3, 4a) (Victor Negrete, CDA) Update on Fiscal Year 2014 -2015 Audit {Strategic Plan No. 4, 1 c) (Francisco Gutierrez, FMSA) a. Financial results b. Audit opinion c. Audit process 16-d(714) If you need special assistance to participate in this meeting, please contact Michael Ortiz, City ADA Program Coordinator, at 647 -5624. Please call prior to the meeting date, to allow the City enough time to make reasonable arrangements for accessibility to this meeting. [Americans with Disabilities Act, Title II, 28 CFR 35.102] Santa Ana City Council Miguel A. Pulido, Vincent F. Sarmlento, Michele Martinez, Angelica Amezcua, P. David Benavides, Roman Rayne, Sal Tinajero, Mayor Mayor Pro Tern Ward Ward Ward Ward Ward WuldoetsaM ana Ward t MMarunen sm,fa.ana.oro dAmezcual�senla -ene D6enavldesratsenla- ana.om Raew r2mmamneore T$- InJeralAaaMa -anao V9armlenf�aenfo-ana.om City Hall, 20 Civic Center Plaza a P.O. Box 1988 • Santa Ana, California 92702 Mayor & Council Telephone; 714. 647 -6900 • Agenda Item Inquiries: 714. 647.6520 s website: www.santa- ana.ora 13B -1 FEDT Agenda (Special Meeting) 2 December 14 2015 STAFF MEMBER COMMENTS: COMMITTEE MEMBER COMMENTS: ADJOURNMENT — Next regularly scheduled meeting is Monday, January 11, 2016 13B -2 CITY OF SANTA ANA CITY COUNCIL COMMITTEE ON FINANCE, ECONOMIC DEVELOPMENT, & TECHNOLOGY REGULAR MEETING MINUTES NOVEMBER 9, 2015 CALL TO ORDER: City Hall 20 Civic Center Plaza, Room 1800 Santa Ana, CA 5:39 p.m. ATTENDANCE: Council Committee members: Michele Martinez, Chairperson Vincent Sarmiento, Vice - Chairperson Vacant, Committee Member #3 MEMBERS ABSENT: STAFF PRESENT: GUESTS PRESENT: PUBLIC COMMENTS None rjejag 111711101 , 1,14fe • None Francisco Gutierrez, FMSA Sergio Vidal, FMSA Teresa Ramirez, FMSA Bich Ta, FMSA Sarah Ro, FMSA Maria Huizar, COTC Pete Katz, Com -Link David Cavazos, City Manager Robert Cortez, CMO Kelly Reenders, CDA Marc Morley, CDA Victor Negrete, CDA Jorge Garcia, CMO Alma Flores, CMO 1. Approval of Minutes from the September 14, 2015 Regular Meeting. MOTION: Martinez SECOND: Sarmiento VOTE: AYES: Martinez, Sarmiento (2) NOES: None (0) ABSENT: None (0) Comment to minutes: November 9, 2015 1 Finance, Economic Development, & Technology Minutes 13B -3 a. Economic Development Strategic Plan - if staff could give update on make up of members; what councilmembers have appointed members to what task force if additional members added, and next steps. b. Hotel Incentive Program - continued item due to public discussion of issues; in the future make public aware that this will go through committee. Future items like these should be publicized and invite public to committee meetings. 2. Fiscal Year 2014 -2015 Audit Schedule (Strategic Plan No. 4. 1c) - (FMSA) Francisco Gutierrez, Executive Director of Finance and Management Services, provided FY2014 -15 Audit Schedule and status. Auditors have completed interim field work and met with some councilmernbers and chief executive staff. Currently reviewing transactions to support audit opinion. Have reviewed our investment policy and GANN Limit and are in process of reviewing financial statements. CAFR should be issued in mid - December. Formal audit planning correspondence to council on Nov. 17th on scope of audit in accordance with Statements on Auditing Standards. Committee Chair Martinez would like auditors to address committee upon release of CAFR to review findings as they did last year. Special Meeting to be scheduled for Monday, December 14, 2015. 3. Update on Downtown Wayfinding ( Strategic Plan No. 5, 4a) - (CDA) Kelly Reenders, Executive Director of Community Development Agency: Scheduled to take fabrication and installation of the signage contract to council on December 15t. Committee members would like sample of signs or exhibits for council review or beforehand a memo to council members with exhibits. 4. Update on Economic Development Strategic Plan (Strategic Plan No. 3, 1a) — (CDA) Kelly Reenders, Executive Director of Community Development Agency: Various outreach meetings planned for community participation. Format outline will be provided to committee members. Bilingual equipment and translator will be available at meetings. City is doing outreach on various media sources to encourage participation. Multi language media sources will also be contacted for notices to community. Committee members would like other avenues of communication used to reach community. Possibly a public affairs group could be used to get the notices out. Additionally council is here to help get the message out to reach more residents, November 9, 2015 1 Finance, Economic Development, & Technology Minutes 13B -4 5. Update on Citywide Branding Request For Proposals (Strategic Plan No. 3, 1e) — (CDA) Kelly Reenders, Executive Director: Draft RFP has been submitted and is awaiting comments from City Manager's office prior to release. CDA has list of firms who will be receiving RFP and can add any firms requested. (Item taken out of order.) 9. Discuss Enhanced Infrastructure Financing Districts and Community Revitalization and Investment Authority (Strategic Plan No. 3,2 & No. 3,5) — (CDA) Kelly Reenders, Executive Director: This is new government entity that can be created to finance the construction or rehabilitation of public infrastructure and private facilities. Entity can include City, County, Special Districts, but not school districts. Power point presentation provided with additional details. CDA will be looking at areas in Santa Ana that may meet conditions and qualify. Additionally identify partners for partnerships. & Placemaking Grant Program (Strategic Plan No. 3, 4a) — (CDA) Victor Negrete, Downtown Development Liaison: PowerPoint presentation provided with three options 1) Traditional Budget Process; 2) Participatory Budgeting; 3) Crowd - Granting. Committee members would like to see outreach to community soon. File and revisit at Special Meeting of December 14th to move forward to full council in January. (Item taken out of order.) 8. Update on Chief Technology Innovations Officer Recruitment (Strategic Plan No. 6, 11) — (CMO) Robert Cortez, Special Assistant to City Manager, provided update on recruitment: Advertised position on web and different publications. Recruitment has been successful with 112 applicants. Next phase will be screening applicants sometime in December. Hope to have Chief Technology Innovations Officer in place by mid to late January, but no later than February. Committee Chair Martinez would like timeline and process in place for new person when they get on board. November 9, 2015 ( Finance, Economic Development, & Technology Minutes 13B -5 7. Discuss Privacy / Email Policy {Strategic Plan No. 6, 11) — (FMSA) Francisco Gutierrez, Executive Director: provided Electronic Mail and Internet Usage Policies, Acceptable Use Practice, and Remote Access Service to City Computing Systems guidelines. These govern access and limitations, activate users, and identify the acceptable and unacceptable use of each policy. Policies are applicable to part -time and full -time employees. Committee Chair Martinez would like updates of policy to be provided to elected officials too. Would like to make sure policy is understood and protects both the city and staff. As technology evolves, updates to policy should evolve to include new technologies added. Vice -Chair Sarmiento sees this as a privileged and technical legal issue that should include City Attorney and City Clerk's offices as audience to have conversation with. Elected officials have more disclosure requirements that may need to be addressed by City Attorney. City Manager Cavazos agrees that City Attorney should be involved as well as Chief Technology Innovations Officer in policy updates. s � • None None al�yytriF�d 7�:T�i7irihril�:iillli�'il None. COMMITTEE MEMBER COMMENTS: Committee Chair Michele Martinez: For next agenda — good work done by residents on conserving water, energy HERO program, and PACE program. Would like numbers and information from PWA staff on these programs and to possibly research and meet with apartment owners on incentive programs. Arlinurnmwnt — 7-0? n m November 9, 2015 ( Finance, Economic Development, & Technology Minutes V� 13B -6 CITY OF SANTA ANA COUNCIL COMMITTEE MEETING AGENDA (D FINANCE, ECONOMIC DEVELOPMENT, & TECHNOLOGY January 11, 2016 5:30 PM CALL TO ORDER City Hal[, Ross Annex Room 1600 20 Civic Center Plaza, Santa Ana, California Committee Members: Michele Martinez, Chairperson Vincent Sarmiento, Vice - Chairperson Vacant — Councilmember #3 Recording Secretary: Teresa Ramirez, Executive Secretary PUBLIC COMMENTS - Members of the public are allowed three minutes to speak on agenda items or matters within the jurisdiction of the Committee. AGENDA ITEMS Approval of Minutes for December 14, 2015, Special Meeting 2. Fiscal Year 2014 -2015 Single Audit Schedule (Strategic Plan No. 4, 1 c) (Francisco Gutierrez, FMSA) 3. Update on Economic Development Strategic Plan {Strategic Plan No. 3, 1a} (Kelly Reenders, CDA) 4. Update on Surplus Allocation Fund projects for Fiscal Year 15/16 {Strategic Plan No. 4,1; 6,1,2} (Jorge Garcia, CMO) 1@714) f you need special assistance to participate in this meeting, please contact Michael Ortiz, City ADA Program Coordinator, at 647 -5624. Please call prior to the meeting date, to allow the City enough time to make reasonable arrangements for accessibility to this meeting. [Americans with Disabilities Act, Title II, 28 CFR 35.102] Miguel A. Police, Mayor MPUlldorasenft - ene.om Mayol Santa Ana City Council Vincent F. Sarmiento, Michele Martinez, Mayor Pro Tom Word Ward 1 MManlne tosanta.ana.o.n V s armlenta osanta.ana. om City Hall, 20 Civic Center Plaza & Council Telephone: 714. 647 -6900 • A Angelica Amezcua, P. David Benavides, Roman Reyna, Sal Tlnajero, Ward Ward Ward Ward AAneeouerasa,ta-eoa om DBenamdesr ta- ana.orn aaa•a,naa „ a,a snnale,orasanta- ana.c, • P.O. Box 1988 • Santa Ana, California 92702 Oenda Item Inquiries: 714- 647.6520 • Wellsil www.santa- ana.ora 13B -7 FEDT Agenda 2 January 11, 2016 STAFF MEMBER COMMENTS: COMMITTEE MEMBER COMMENTS: ADJOURNMENT— Next regularly scheduled meeting is Monday, March 14, 2016 13B -8 CITY OF SANTA ANA CITY COUNCIL COMMITTEE ON FINANCE, ECONOMIC DEVELOPMENT, & TECHNOLOGY SPECIAL MEETING MINUTES DECEMBER 14, 2015 CALL TO ORDER: City Hall 20 Civic Center Plaza, Room 1600 Santa Ana, CA 5:34 p.m. ATTENDANCE: Council Committee members: Michele Martinez, Chairperson Vincent Sarmiento, Vice - Chairperson Vacant, Committee Member #3 MEMBERS ABSENT: STAFF PRESENT: GUESTS PRESENT: PUBLIC COMMENTS Rwz AGENDA DISCUSSION ITEMS None Francisco Gutierrez, FMSA Sergio Vidal, FMSA Teresa Ramirez, FMSA Bich Ta, FMSA Sarah Ro, FMSA Robert Cortez, CMO Kelly Reenders, CDA Marc Morley, CDA Victor Negrete, CDA Jorge Garcia, CMO Rochelle Mils, Innovative Hsg Opportunities; Peter Katz, Com- Link 1. Approval of Minutes from the November S, 2015 Regular Meeting. MOTION: Sarmiento SECOND: Martinez VOTE: AYES: Martinez, Sarmiento (2) NOES: None (0) ABSENT: None (0) December 14, 2015 1 Finance, Economic Development, & Technology Minutes 13B -9 2, Discussion on Inclusionary Housing Fund Policy {Strategic Plan No. 5, 3b) - (CDA) Kelly Reenders, Executive Director of Community Development Agency, provided presentation on Inclusionary Housing Funds Procedures. Housing Opportunity Ordinance establishes separate fund administered by Executive Director to implement purposes of the Inclusionary Housing Fund consistent with requirements of the Housing Opportunity Ordinance and any adopted budget of the City. Option One: Request for Proposal (RFP) from qualified firms for projects. Option Two: Developer Initiated Request for In -Lieu Payment. Vice- Chairperson Sarmiento: Recommends amendment to Option Two process: Change the term to 30 days prior to council taking position on adoption of original underlying project. That would be more true to the process, help it to be clear, and would retain council intent. Chairperson Martinez has been on vacation and did not have a chance to review documents. Not comfortable moving forward on anything. Will review inclusionary item in more detail and will email questions to Kelly Reenders and have conversation with City Manager. Chairperson Martinez accepts friendly amendment. Vice - Chairperson Sarmiento moves item forward. So moved, by Chairperson Martinez. 3. Discussion on Placemaking Program Recommendations {Strategic Plan No. 3, 4a) - (CDA) Victor Negrete, Downtown Development Liaison, reviewed three process options presented at November 9, 2015 on how to implement program: 1) Traditional Budget Process; 2) Participatory Budgeting; 3) Hybrid of matching grant program / crowd funding. Since then has met with staff, Latino Health Access (LHA), and City of Long Beach to discuss program experiences. Long Beach program took 10 months to complete with double funding allowance and expenses. LHA has sent email to City with their recommendations on Placemaking Program. Chairperson Martinez does not want process made too complicated. Would like to see $1,000 to $1,500 projects that show immediate results that will engage community and benefit the local residents. Small creative projects that will be noticed and there is ownership with participation of residents and schools. Get back to committee with information and ideas on use of limited funds to get going without being too complicated. December 14, 2015 1 Finance, Economic Development, & Technology Minutes 13B -10 Vice - Chairperson Sarmiento would like staff to present simple basic path to take with limited funds. Possibly a display of traveling monuments from artists in Mexico, in certain area would be a good intro to placemaking for community. 4. Update on Fiscal Year 2014 -2015 Audit (Strategic Plan No. 4, 1 c) — (FMSA) Francisco Gutierrez, Executive Director, stated FY 2014 -15 Comprehensive Annual Financial Report (CAFR) has been completed. He available for any questions or additional information needed from this complicated report. This report shows the City's current position. Sergio Vidal, Assistant Director of Finance, provided power point presentation with audit results, financial statement results, and pension /OPEB (Other Post Employment Benefits) liabilities. Kathy Lai, CPA from Macias Gini O'Connell, provided power point presentation on audit responsibilities, deliverables, and required communications. Unmodified audit opinion is best opinion, there were no findings. New change for investments is Super National Coupon which City may consider for next report, currently not applicable. Single audit on federal grants (CDBG, Section 8, Housing Opportunity, Workforce Investment, & Homeland Security) to be completed by January 2015. With regard to pensions, Council should encourage management team to work with actuaries to assure City management assumptions are used on estimates in reports. Upcoming accounting and auditing standards were also reviewed and discussed. Chairperson Martinez thankful for all the hard work and is looking for long term stability for City. Internal and external controls very important; keep process in place to continue improvements. Audit reports help educate so sound decisions can be made. Vice -chair Sarmiento would also like us to scrutinize effectively and be careful and judicious in the way we review. Executive Director Francisco Gutierrez appreciates comments and reviews them regularly with staff. ITEMS MOVED TO NEXT COMMITTEE MEETING None PUBLIC COMMENTS: None December 14, 2015 i Finance, Economic Development, & Technology Minutes 13B -11 STAFF MEMBER COMMENTS: Executive Director Francisco Gutierrez: acknowledgement to retiring Accounting Manager, Bich Ta, for 36 years of service to City and is responsible for many of the awards received. COMMITTEE MEMBER COMMENTS: Item to agendize: ProcureAmerica — what are savings? Changes, savings, what do we do with dollar savings? Adjournment -7:33 p.m. Next regularly scheduled meeting is Monday, January 11, 2016, Teresa Rarn, rez, CAP Recording Secretary, CDA December 14, 2015 1 Finance, Economic Development, & Technology Minutes 13B -12 BE CITY OF SANTA ANA LEGISLATIVE CITY COUNCIL COMMITTEE MEETING CANCELLATION NOTICE The regularly scheduled Legislative City Council Committee meeting scheduled for Wednesday, December 23, 2015 at 12 ®00 p.m. has been cancelled. The date of the next meeting is March 23, 2016. 1ZS1If you need special assistance to participate in this meeting, please contact Michael Ortiz, City ADA Program Coordinator, at (714) 647 -5624. Please call prior to the meeting date, to allow the City enough time to make reasonable arrangements for accessibility to this meeting. [Americans with Disabilities Act, Title II, 28 CFR 35.1021 Santa Ana City Council Miguel A. Pulido, Vincent F. Sarmlento, Michele Martinez, Angelica Amezcua, P. David Benavides, Roman Rayne, Sal Tinajero, Mayor Mayor Pro Tem, Ward 2 Ward 3 Ward 4 Ward 5 Ward 6 MVulitlo0sanlaaneom Ward MMatllnez(o]ranla- ana.om AAmezcuer@-�e -ena — RRevna(a-t ane ST alem(DSanU ana om VSannlento(a —ta- ana.om City Hall, 20 Civic Center Plaza • P.O. Box 1988 • Santa Ana, California 92702 Mayor & Council Telephone: 714- 647 -6900 • Agenda Item Inquiries: 714- 647 -5200 • Website: www.santa- ana,ora 13B -13 13B -14 CITY OF SANTA ANA CITY COUNCIL COMMITTEE ON DEVELOPMENT AND TRANSPORTATION L1 il...:. CANCELLATION NOTICE The City Council Committee meeting on Development and Transportation scheduled for Thursday, January 7, 2016 at 5:00 p.m. has been cancelled. The next meeting will be held Thursday, February 11, 2016 at 5:00 p.m. City Hall Ross Annex Conference Room 1600 20 Civic Center Plaza Santa Ana, California 13B -15 13B -16