AUGUST 21, 2007 CITY COUNCIL MINUTES AUGUST 21, 2007 CITY COUNCIL MINUTES







AUGUST 21, 2007 CITY COUNCIL MINUTES

MINUTES
RANCHO PALOS VERDES CITY COUNCIL
REGULAR MEETING
AUGUST 21, 2007

The meeting was called to order at 7:37 P.M. by Mayor Long at Fred Hesse Community Park, 29301 Hawthorne Boulevard.
 
City Council roll call was answered as follows:

PRESENT:   Clark, Gardiner, Stern, Wolowicz, and Mayor Long
ABSENT:      None

Also present were City Manager Carolyn Lehr, City Attorney Carol Lynch, Deputy City Manager Carolynn Petru, Director of Planning, Building & Code Enforcement Joel Rojas, Director of Public Works Jim Bell, Director of Finance/Information Technology Dennis McLean, Assistant to the City Manager Gina Park, Recreation Supervisor Holly Starr, Associate Planner Kit Fox, Senior Engineer Ron Dragoo, Director of Recreation and Parks Ron Rosenfeld, Deputy Planning Director Greg Pfost, Administrative Analyst II Karen Peterson, Senior Administrative Analyst Gary Gyves, City Clerk Carla Morreale, and Deputy City Clerk Teresa Takaoka.

FLAG SALUTE:

The Flag Salute was led by Councilman Wolowicz.

MAYOR’S ANNOUNCEMENTS:

Mayor Long announced the need to add an emergency item to the agenda regarding an emergency item that will be called Mossbank Storm Drain Rehabilitation. 

RECYCLE DRAWING:

Mayor Long announced Recyclers of the Month from the August 7, 2007 Council meeting, Albert Barton and Judy Cahill.  He indicated that all winners receive a check for $250 representing a year of free refuse service and urged everyone to participate in the City’s recycling program. 

APPROVAL OF AGENDA:

Mayor Long moved, seconded by Councilman Wolowicz, to approve the agenda with the emergency item added immediately following the Consent Calendar; Item 10 to be heard immediately after the Consent Calendar; Item 15 to follow Public Hearing Item 13; and, discussion of the Management Consultants for the Organization-Wide Management Assessment to be heard at the end of the meeting, carried over from the 5:00 P.M. Adjourned Regular Meeting.

Councilman Gardiner proposed an amendment to the motion to move the Closed Session to the end of the meeting.  Councilman Wolowicz seconded the amendment and Council discussion ensued regarding the items of interest to the public.  

The amendment to the motion failed on the following roll call vote:

            AYES: Gardiner, Wolowicz
            NOES: Clark, Stern, and Mayor Long

City Attorney Lynch reported the details regarding the emergency item and explained that a 4/5ths vote was necessary in order to add the item to the agenda.  She reported that repair work on a storm drain near Mossbank Drive had uncovered a possible sinkhole problem that was deemed dangerous and required immediate attention.  She noted that the issue came to light after the agenda was posted.

Mayor Pro Tem Stern moved, seconded by Councilman Gardiner, to find there is an emergency allowing the Council to add the item to the agenda.

A roll call vote reflected unanimous approval.

Mayor Long moved, seconded by Councilman Wolowicz, to approve the Agenda, as amended with the emergency item added; Items 10 and the emergency item to follow immediately after the Consent Calendar; Item 15 to follow Public Hearing Item 13; and discussion of the Management Consultants for the Organization-Wide Management Assessment to be at the end of the meeting, carried over from the 5:00 P.M. Adjourned Regular Meeting.

A roll call vote reflected unanimous approval.

PUBLIC COMMENTS:
 
Bill Webster, Rancho Palos Verdes, representing approximately 300 residents, commended the work of Public Works Director Jim Bell and staff relative to the storm drain repair program.  He stated that the project and its funding were vitally important to the City, expressed concern that the funding was in danger with the November election, and asked that the Council and residents ensure the continuance of the Storm Drain User Fee.

CITY MANAGER REPORT:

City Manager Lehr reported that excellent progress had been made toward commencing the Organization-Wide Management Assessment study and that neither the budgets nor the staffing levels for Commissions or Committees were reduced this year.  She added that Committee and Commission members were encouraged to talk with the staff, City Manager, Mayor and City Council members at any time.

Public Works Director Bell updated the Council on the following: Palos Verdes Drive South road conditions in the area of the Portuguese Bend Landslide and the maintenance costs of $250,000 per year; emergency repair needs due to road slippage towards the ocean and voids developing under the surface; and, monitoring of the area by the Public Works staff. 

NEW BUSINESS:

APPROVAL OF CONSENT CALENDAR:

Mayor Pro Tem Stern moved, seconded by Councilman Gardiner, to approve the Consent Calendar with Items 7 and 10 removed for separate consideration.

A roll call vote reflected unanimous approval.

EMERGENCY ROAD RECONSTRUCTION PROJECT: (1204 x 1404)

Palos Verdes Drive South Landslide (East End) Road Reconstruction

Reviewed and reconfirmed by a four/fifths (4/5) vote, the Council’s previous action on June 5, 2007, authorizing staff to proceed with emergency repairs to the roadway along Palos Verdes Drive South within the Portuguese Bend Landslide.

OTHER CONSENT CALENDAR ITEMS:

Motion to Waive Full Reading

Adopted a motion to waive reading in full of all ordinances presented at this meeting with consent of the waiver of reading deemed to be given by all Council Members after the reading of the title.

Approval of the Minutes (301)

Approved the Minutes of the May 15, 2007 Regular Meeting and May 29, 2007 Adjourned Regular Meeting.

Adoption of Ordinance No. 462 - Code Amendment (Case No. ZON2004-00265): Cargo Container Code Amendment (1801)

ADOPTED ORDINANCE NO. 462, AN ORDINANCE OF THE CITY OF RANCHO PALOS VERDES, AMENDING CHAPTERS 15.04 AND 15.20 OF TITLE 15 AND CHAPTERS 17.32, 17.56, 17.76 AND 17.96 OF TITLE 17 OF THE CITY’S MUNICIPAL CODE (CASE NO. ZON2004-00265) TO ESTABLISH REGULATIONS FOR THE USE OF CARGO CONTAINERS ON PUBLIC AND PRIVATE PROPERTY.

Claim Against the City by Joe Badame and Martha De La Torre (303)

Rejected the claim and directed staff to notify the claimants.

Claim Against the City by Gregory and Nancy McCarthy (303)

Rejected the claim and directed staff to notify the claimant.

Contract Addendum No. 1 for the Marymount College Facilities Expansion Environmental Impact Report (30800 Palos Verdes Drive East) (1804 X 1203)

This item was removed from the Consent Calendar for separate consideration.

Agreement to Transfer Community Development Block Grant (CDBG) Funds from the City of Rolling Hills to the City of Rancho Palos Verdes for FY 2007-2008 (601)

1) Accepted the transfer of $10,684 in Community Development Block Grant (CDBG) Funds for FY 2007-2008 from the City of Rolling Hills; 2) ADOPTED RESOLUTION NO. 2007-91, APPROVING AND AUTHORIZING AN ASSIGNMENT AGREEMENT BETWEEN THE CITY OF ROLLING HILLS AND THE CITY OF RANCHO PALOS VERDES REGARDING THE TRANSFER OF COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS FOR FY 2007-2008; 3) Authorized the City Manager and City Clerk to execute the Agreement with the City of Rolling Hills, which has been reviewed and approved by the City Attorney; and, 4) ADOPTED RESOLUTION NO. 2007-92, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION NO. 2007-70, THE BUDGET APPROPRIATION FOR FY 07-08, FOR A BUDGET ADJUSTMENT OF $10,684 TO THE CITY’S COMMUNITY DEVELOPMENT BLOCK GRANT FUND.

Award of Contract for Services to Prepare an Amendment to the General Plan Housing Element (701)

Authorized Staff to execute a professional services agreement for the Mayor’s signature in an amount not to exceed $25,700.00 with Castañeda & Associates to prepare an amendment to the City’s General Plan Housing Element.

Area G Veterinary Disaster Team Memorandum of Understanding (MOU) (401)

This item was removed from the Consent Calendar for separate consideration.

Purchase of Replacement Photocopiers (302)

Confirmed the purchase of three replacement photocopiers from Oce Imagistics, Inc.

Register of Demands

ADOPTED RESOLUTION NO. 2007-93, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, ALLOWING CERTAIN CLAIMS AND DEMANDS AND SPECIFYING FUNDS FROM WHICH THE SAME ARE TO BE PAID.

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ITEM REMOVED FROM THE CONSENT CALENDAR:

Area G Veterinary Disaster Team Memorandum of Understanding (MOU)

Assistant to the City Manager Park provided a brief staff report.

Richard Kimball-Smith, Chairman of the Emergency Preparedness Committee, Rancho Palos Verdes, expressed support for the Area G Veterinary Disaster Team MOU noting that it should be part of the overall improvement in the community’s ability to deal with real emergencies.  He noted that people were hesitant to leave their pets behind during Hurricane Katrina and noted that this was an essential area to cover in the City’s disaster planning efforts.

Mayor Pro Tem Stern moved, seconded by Councilman Wolowicz, to authorize the City Manager to enter into an MOU with the Area G Veterinary Disaster Team for emergency animal sheltering and animal triage support services.

A roll call vote reflected unanimous approval.

EMERGENCY ITEM – Moss Bank Storm Drain Rehabilitation Project (1204 x 604)

Public Works Director Bell provided a summary staff report noting that typical maintenance at the Mossbank Drive location had uncovered a six foot deep void under a deteriorated storm drain pipe in the Montemalaga storm drain system requiring immediate attention due to its proximity to homes, children and roadways.  He noted that a conventional bid process would take too much time and asked the Council to approve the funds to enable the needed repairs as soon as possible.  He noted that an estimated cost of the repairs for this project was approximately $199,000.

Responding to Councilman Wolowicz, Public Works Director Bell emphasized the large drainage area affected at Mossbank and noted that the funds would come from the General Fund Reserves.
Mayor Pro Tem Stern moved, seconded by Councilman Clark, that 1) Based on the facts set forth in the staff report, an emergency exists which will not permit a delay from a competitive solicitation for bids and the actions taken below are necessary to respond to the emergency (5-0); 2) Authorize the Director of Public Works to approve a Change Order to an existing contract with Hardy and Harper, Inc. to remove and replace a failed, existing storm drain line approximately 70 feet in length and construct an outlet structure at the terminus of the line; 3) ADOPT RESOLUTION NO. 2007-94, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION NO. 2007-70, THE BUDGET APPROPRIATION FOR FISCAL YEAR 2007-08, FOR A BUDGET ADJUSTMENT IN THE AMOUNT OF $170,000 TO THE CITY’S WATER QUALITY AND FLOOD PROTECTION PROGRAM; and, 4) Authorize the expenditure of up to $199,000 for the storm drain rehabilitation and outlet structure construction work.

A roll call vote reflected unanimous approval.

Public Works Director Bell and the Council discussed the possibility of additional storm drain problems in the future.

PUBLIC HEARINGS:

Code Amendments (Case Nos. ZON2007-00076 and ZON2007-00311): Miscellaneous Amendments to Title 17 (Zoning) of the City’s Municipal Code to: 1) Waive Duplicate Penalty Fees for After-The-Fact Planning Applications in Certain Specified Circumstances; 2) Expedite Planning Review and Exempt the Reconstruction of Single-Family Residences that are Damaged or Destroyed by Fire from the City’s Neighborhood Compatibility Requirements; 3) Revise the Noise and Vibration Standards from the City’s Attached Unit Development Standards; 4) Add a Requirement for the Construction of Temporary Framework Silhouettes for Multi-Family Residential, Commercial, Institutional and Cemetery Projects Requiring Approval of a Conditional Use Permit; and, 5) Clarify the Development Standards for Legal, Vacant Extreme-Slope Lots (1801)

City Clerk Morreale reported that notice of the public hearing was duly noticed, no written protests were received, and there were no requests to speak on the item.

Associate Planner Fox provided a summary staff report.

Mayor Pro Tem Stern moved, seconded by Mayor Long, to consider the individual Code amendment changes or sub-items one at a time.

Without objection, Mayor Long so ordered.

Mayor Long opened the public hearing.

Council discussion focused on the waiver of duplicate penalty fees for after-the-fact Planning applications in certain specified circumstances.  Council discussion focused on the following issues:  if permit fees would normally be covered by insurance; if the waiver of permit fees was fiscally responsible for the City; the ability to have the issue be made discretionary and dependent on insurance coverage; and, which determinations would be made by the Director of Planning, Building & Code Enforcement or the Council.  The Council and staff also discussed the specifics of the proposed revised language.

Councilman Clark moved, seconded by Councilman Gardiner, to adopt the staff recommendation to Waive Duplicate Penalty Fees for After-The-Fact Planning applications in certain specified circumstances according to the revised language.

Without objection, Mayor Long so ordered.

Associate Planner Fox explained the second Code amendment to expedite Planning review and exempt the reconstruction of single-family residences that are damaged or destroyed by fire from the City’s Neighborhood Compatibility Requirements.

Councilman Clark moved, seconded by Mayor Pro Tem Stern, to adopt staff’s recommendation to expedite Planning review and exempt the reconstruction of single-family residences damaged or destroyed by fire from the City’s Neighborhood Compatibility Requirements.

Mayor Long proposed an amendment to the pending motion that would allow an additional 250 square feet be added to the residence.  The motion to amend failed for a lack of a second.

Council considered the original motion to adopt the staff recommendation.

Without objection to the original motion, Mayor Long so ordered.

Associate Planner Fox reviewed the Code amendment to revise the noise and vibration standards from the City’s Attached Unit Development Standards.   He reported that the Planning Commission recommended changing the City’s standard by reducing the City’s Impact Insulation Class (IIC) rating requirement from 65 to 55, to be in line with neighboring communities.

Councilman Gardiner moved, seconded by Councilman Clark, to deny the Commission’s recommendation and leave the standard in place.  

Staff and Council discussed the senior housing project where the City’s criteria added costs that contributed to the project not moving forward; the effect of requirements causing discrimination against multi-family housing; the City’s standards versus the lower standards in surrounding cities; the City’s ability to meet the affordable housing quotient with its present standard and the origins of the standard; and, Councilman Gardiner’s repeated objection to the change in standard.

A roll call vote on the motion to deny the Commission’s recommendation and leave the standard in place was taken.

The motion failed on the following roll call vote:

AYES:            Clark, Gardiner
NOES:           Stern, Wolowicz, and Mayor Long

Mayor Pro Tem Stern moved, seconded by Councilman Wolowicz, to adopt the Planning Commission’s recommendation to reduce the City’s standard to an IIC rating of 55.

The motion carried on the following roll call vote:

            AYES:            Clark, Stern, Wolowicz, and Mayor Long
            NOES:           Gardiner

Associate Planner Fox reviewed the Code amendment to add a requirement for the construction of temporary framework silhouettes for multi-family residential, commercial, institutional, and cemetery projects requiring approval of a conditional use permit.

Council discussion focused on the history of the voluntary construction of silhouettes; the need for the requirement for silhouettes; and, the need for the Director of Planning to have the discretion to make modifications or deviations to the requirement for full silhouettes, which should be incorporated into the wording of the current Municipal Code.

Planning Director Rojas and City Attorney Lynch agreed to clarify the section allowing for moderations or deviations to the full silhouette requirement and to bring the item back for Council approval. 

Mayor Pro Tem Stern moved, seconded by Councilman Clark, to add a requirement for the construction of temporary framework silhouettes for multi-family residential, commercial, institutional, and cemetery projects requiring approval of a conditional use permit.

Without objection, Mayor Long so ordered.

Mayor Long waived the staff report for the final suggested Code amendment to clarify the development standards for legal, vacant extreme-slope lots, as the Council was familiar with the item.

Mayor Pro Tem Stern moved, seconded by Councilman Wolowicz, to adopt staff’s recommendation to clarify development standards for legal, vacant extreme-slope lots.

Without objection, Mayor Long so ordered.

City Attorney Lynch stated that the ordinance would be brought back for Council’s approval at the next regular meeting.

The Council agreed to continue the public hearing to September 4, 2007.
 
Construction-Related Issues Regarding 28951 Palos Verdes Drive East (1203)

City Clerk Morreale reported that late correspondence was distributed prior to the meeting and that there were seven requests to speak on the item.

Planning Director Rojas provided a summary staff report. 

Council and staff discussion focused on the following issues:  the lack of Code violations to pursue; the issues related to work done in the private easement area; conditions of approval imposed on the project; applicant’s recent cleanup of debris at the site; port-a-potty location restrictions; time frame for the completion of the project; permits; private property and the City’s lack of jurisdiction; parking on private roads which overflows onto public roads; emergency access and traffic control; and, general safety.

Speaking in opposition to the construction were the following speakers:  Mandana Basetvat, Dave deLangis, Marty Trull, Bill Johnson, and Virginia Cologne.  The speakers focused on the following concerns:  the size of the construction project at 28951 Palos Verdes Drive East which was disguised as a simple remodel; construction related traffic and parking problems; onsite storage of construction debris; port-a-potty location and servicing; grading and excavation issues; safety issues with mailbox placement; safety issues with an electrical switch gear in the trash enclosure area; easement issues including the movement of a fence onto the easement area and the destruction of entry pilasters on the private drive; potential for the driveway to wash-out; timeline for construction; and, the social impact on neighbors.

Jamie Blessum, applicant, Rancho Palos Verdes, responded to speaker concerns and answered specific questions of the Council.  He provided a history of the construction on his property and stated that he has responded to all requests from the Building Official and Code Enforcement within 24 hours; noted he was willing to accommodate the neighbors on port-a-potty location; and promised to move the fence and mailbox within 30 days.

Council, staff and applicant discussion centered on the following issues: easement versus paved area; parking problems; reason for pilaster removal and corresponding standards, codes, conditions and appeals; time conditions on construction; and the applicant’s unrealistic presentation of the site to Council.

Council and staff focused further discussion on the following: conditions that would move the project forward; future cases and how to deal with similar issues; previous cases where receivership was involved and the implications to that type of action; time limits on complicated projects; investigation into the electrical switch box and electrical permit; the Planning Commission’s involvement and CC&Rs; ingress and egress issues as they pertain to public safety and recommendations from staff for safety guidelines.

Mayor Long clarified that the item before Council was not a Planning appeal but was brought before Council for direction.  He noted that the Council could not revise currently existing permits, attach new conditions to the project, or overturn any decisions.  He opined that the item should be brought back as an agenda item with recommendations from the Planning Commission that Council might take action on.

Mayor Pro Tem Stern moved to receive and file the report and suggested discussing the matter after the Management Audit was complete in order to see what staffing resources are available to address the different issues.

Mayor Long seconded the motion with the understanding that the City move forward as quickly as possible to address the issues discussed.

Councilman Gardiner stated that the item was placed on the agenda so that the Council could direct staff or the Planning Commission to explore the issues related to the construction.  He noted that he agreed with the original suggestion to send the matter to the Planning Commission so that they could make recommendations to the Council.

Mayor Long’s clarified that the Council could not change permits that have already been approved.

Councilman Wolowicz suggested that the motion should include direction to staff to inspect the electrical permit as it relates to neighborhood compatibility; a request for staff to return with information about public safety; and, an assignment of the matter be made to the Planning Commission to return with recommendations to the Council.

Mayor Pro Tem Stern inquired about the implications of changes to the ordinance related to time frame, additional task assignments and costs.

Planning Director Rojas reported that several Development Code amendments would be coming forward for Council’s consideration this fall that would address some of the issues raised by Council and noted that other issues could be added.

Mayor Long proposed a substitute motion, seconded by Councilman Gardiner, to proceed in the order recommended by staff. 

Mayor Pro Tem Stern withdrew his pending motion

Mayor Long moved, seconded by Councilman Gardiner, to 1) Receive and file;
2) Direct staff to re-examine the electrical box permit and the neighborhood compatibility issue regarding the subject property; and, 3) Direct staff to consider changes to the Municipal Code regarding building permit life, conditions of approval, and public safety issues related to construction, such as the parking of construction vehicles on the streets.

A roll call vote on the motion was unanimous.

CONVENE TO CLOSED SESSION:

Mayor Long recessed the meeting to Closed Session from 10:18 p.m. to 10:58 p.m.

City Attorney Lynch announced that the Closed Session was to discuss the potential purchase of the Filiorum property for open space.  She reported the names of the negotiating parties and that the issues to be discussed were price and terms of payment.

RECONVENE TO OPEN SESSION:

CLOSED SESSION REPORT:

City Attorney Lynch reported that the Council met in Closed Session and gave unanimous direction to the City negotiators to propose a counter offer to Mr. York to purchase the entirety of the Filiorum property. 

Councilman Wolowicz moved, seconded by Councilman Wolowicz, to bring Item 20 forward on the agenda.

Without objection, Mayor Long so ordered.

REGULAR NEW BUSINESS:

Adoption of Ordinance for 2.5% @ 55 Contract Amendment with CALPERS (1202)

Mayor Long moved to waive the staff report and to deem all previous discussions from every prior meeting fully incorporated by reference.

The Council discussed issues concerning the item including the following: escalating pension costs; PARS versus PERS and possible cost savings associated with using PARS to improve retirement benefits while controlling costs; that half of the cost of the increase would be covered by employees; reasons for the cost increase including transition from the old system based on annual stock market performance to a rate system that is “smoothed” over several years; the need to be competitive in order to avoid costly employee turn-over; the 2% @ 55 formula being the current retirement formula used by the City of Torrance, which is the level recommended by the California League of Cities; and, the fact that the citizen-based Financial Advisory Committee looked carefully at this issue and came up with the current recommendation.

Mayor Pro Tem Stern moved, seconded by Councilman Clark, to ADOPT ORDINANCE NO. 461, AN ORDINANCE OF THE CITY OF RANCHO PALOS VERDES, AUTHORIZING AN AMENDMENT TO THE CONTRACT BETWEEN THE CITY OF RANCHO PALOS VERDES AND THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES’ RETIREMENT SYSTEM FOR THE 2.5% @ 55 RETIREMENT FORMULA. 

The motion carried on the following roll call vote:

            AYES: Clark, Stern and Mayor Long
            NOES: Gardiner, Wolowicz

PAUSE TO CONSIDER REMAINDER OF AGENDA:

Mayor Pro Tem Stern moved, seconded by Councilman Wolowicz, to suspend the rules and continue with the items on the agenda.

Councilman Clark moved to continue all business to the following evening, but the motion failed for lack of a second.

Councilman Clark moved, seconded by Councilman Gardiner, to continue all business to the next regular Council meeting.

In response to Councilman Wolowicz’s comments that there were too many items of importance to continue, Councilman Clark voiced strong objections to late night decision-making.  The Council discussed the timeliness of Items 16 and 17.

The motion to continue all business to the next Council meeting failed on the following roll call vote:

            AYES: Clark, Gardiner
            NOES: Wolowicz, Stern and Mayor Long

Appointment to the Finance Advisory Committee (106 X 602)

City Clerk Morreale introduced the item and distributed ballots for the Council.

The balloting results were as follows:  Mayor Pro Tem Stern, Mayor Long, and Councilman Clark voted for Carina Coleman; Councilman Wolowicz voted for Ronald Smith; and Councilman Gardiner voted for Matt Sheriff. 

City Clerk Morreale announced that Carina Coleman was appointed to the Finance Advisory Committee to fill the vacancy left by the resignation of Becky Clark; said term of office until February 2010.

Emergency Supplies Management Plan (401)

Mayor Pro Tem Stern moved, seconded by Councilman Wolowicz, to waive the staff report.

Council and staff’s discussion centered on the following topics:  the possibility of some funding of the City’s emergency supplies to be provided by Los Angeles County Supervisor Don Knabe; the inclusion of the advisory consultant and implementation fees; the inclusion of a budget for building supplies in the plan; and, the specifics of the plan related to the necessary staff hours to implement the plan.

Councilman Wolowicz moved, seconded by Mayor Pro Tem Stern, to adopt staff recommendation, as amended, to 1) Approve the proposed emergency supply management plan and inventory for project implementation including the use of an advisory consultant and procurement of additional supplies; and, 2) Authorize the Mayor to sign a letter addressed to Supervisor Don Knabe requesting financial assistance for the project.

A roll call vote on the motion reflected unanimous approval.

Outsourcing of RPV City Information Technology (IT) System and Services (602)

Councilman Gardiner introduced the item and explained his research process and the data produced in the staff report he prepared.

Council discussion included the percentage of company revenues typically spent on IT; IT budgets based on a per employee rate rather than a rate based on the population of the City; lack of comparability between IT numbers and the City’s needs and requirements; outsourcing of IT services versus augmentation of staff; lack of informational data as to the appropriate level of service to be delivered, an appropriate hourly rate or number of hours; and, the upcoming Organization-Wide Management Assessment Study.

In response to a question asked by Councilman Stern, Director of Finance/IT Dennis McLean reported that comparability of IT costs between cities is difficult and requires careful analysis.  He noted that research has illustrated that there was not a uniform method for the budgeting and accounting for platforms or systems of IT expenses by cities.  He explained that some cities account for a portion of their IT costs in the respective program that is served (i.e., some cities account for GIS costs in Public Works programs, rather than IT).  Director McLean said that based upon a discussion with the IT Director of Redondo Beach, the City of Redondo Beach costs were not comparable to those of the City of Rancho Palos Verdes.  The IT Director of Redondo Beach advised Director McLean that not all IT costs are accounted for in the IT program in Redondo Beach.  Director McLean stated that although Councilman Gardiner reported that the Police Department is served by the Redondo Beach IT Department, it is not.  Director McLean also stated that comparison of IT spending on a cost per user basis was the most meaningful statistic in the municipal environment.

Further discussion ensued with Council and staff focusing on the lack of a uniform definition of IT as it pertains to the City of Rancho Palos Verdes as well as other business entities and the problems that entails.

Councilman Wolowicz stated that he could see the merit in some of the material presented, but noted there was a need to attain and understand information before writing a Request for Proposal (RFP) for IT services. 

Mayor Long opined that the City needed additional information and benchmark data before writing an RFP for IT services and stated that the process should not begin until after the completion of the Organization-Wide Management Assessment.

Councilman Clark moved, seconded by Mayor Pro Tem Stern, to table the item until the Organization-Wide Management Assessment was complete to see if an RFP for Information Technology is advised by the consultant.

The motion to table the item passed on the following roll call vote:

            AYES: Clark, Stern, Wolowicz and Mayor Long
            NOES: Gardiner

RECESS AND RECONVENE:

Mayor Long called a brief recess from 12:15 A.M. to 12:20 A.M.

Confirmation of Vision Plan/PUMP City Council Public Workshop Dates (1201)

Councilman Wolowicz moved, seconded by Councilman Gardiner, to combine the workshops for the Vision Plan and the Public Use Master Plan (PUMP) to be held on Saturday, November 10, 2007, at 9:30 a.m. at the Point Vicente Interpretive Center (PVIC) as the date, time and location for the Public/City Council workshop to review the proposed concepts for the RPV Vision Plan, including proposals for Upper Pt. Vicente (non-preserve area), Lower Pt. Vicente, Abalone Cove, Del Cerro Park and the Portuguese Bend Equestrian Park in the Active Recreation Area, an overall signage concept plan for the Preserve, and the designs for recognition sites designated by the Council for donors to the acquisition; and the Public/City Council workshop to review the proposed Public Use Master Plan (PUMP) for the City’s Portuguese Bend Nature Preserve, including the trail location, trail use and user group recommendations of the City Council appointed PUMP Committee.

Council and staff discussed the possibility of covering all of the materials in one workshop and requested the materials be delivered as early as possible so that Council has the opportunity to review it in preparation of the workshop.
 
Without objection, Mayor Long so ordered.

Consider Appointment of a Delegate to the Municipal Area Express (MAX) Transit Policy Steering Committee (106)

Mayor Long introduced the item and City Clerk Morreale reported that the bylaws state that the Mayor, a member of the City Council, or the City Manager could be appointed as a delegate to the MAX Transit Policy Steering Committee.

In response to a question from Mayor Pro Tem Stern about the significance of the Committee and its meetings, City Manager Lehr reported that Les Evans had attended in the past, and she would attend and report back on the relevance.

Councilman Clark moved, seconded by Mayor Long, to appoint the City Manager as the delegate to represent the City on the MAX Transit Policy Steering Committee.

Without objection, Mayor Long so ordered.

Organization-Wide Management Assessment Report (1101)

Council discussion focused on the qualifications of the two consulting firms that were being considered to undertake the Organization-Wide Management Assessment.  Council’s discussion included the following:  1) it was unclear whether the firms had a clear understanding of the Council’s goals, project scope and  cost basis for the Organization-Wide Management Assessment; 2) both firms considered were capable of the job, but with Council members favoring the second firm, Management Partners, Inc.; 3) a reference check would be warranted prior to the contract being awarded; and, 4) concern was expressed that Management Partners, Inc. may not be available to the City as needed since their lead consultant was unable to attend the presentation.

City Manager Lehr clarified that due to the decision to expedite the assessment, she had contacted eight to ten firms to be considered for the assignment.  She explained that some firms chose not to respond for a number of reasons including the size of the job, the type of assessment desired, the location of the City, or other factors.  She commented that she shared Council’s preference for Management Partners, Inc. and understood the concerns raised by Council.  She recommended that she and the City Attorney be directed to write a letter of agreement to Management Partners, Inc. outlining the Council’s concerns, defining a more comprehensive scope of work, and reconfirming the associated costs, if that is the firm for which the Council has a preference .

Additional discussion centered on the need for the City to clearly define the scope of the project and members of Council stated they would like time to absorb and reflect on the interviews held with the firms earlier in the evening.

Councilman Wolowicz moved, seconded by Councilman Gardiner, to continue the item to the next Council meeting.

Without objection, Mayor Long so ordered.

ITEM REMOVED FROM THE CONSENT CALENDAR:

Contract Addendum No. 1 for the Marymount College Facilities Expansion Environmental Impact Report (EIR) (30800 Palos Verdes Drive East)

Councilman Clark recused himself from discussion of the item as he lives in the 500 foot radius of the proposed project.

Councilman Gardiner voiced concern that the EIR did not capture the time horizon that was anticipated for the completion of the project, and that is was not clear whether the project would last three years or eight years.

In response to Councilman Gardiner, Planning Director Rojas reported that staff would request a clarification of the timeline of the project to the consultants drafting the EIR.

Mayor Pro Tem Stern moved, seconded by Mayor Long, to approve Contract Addendum No. 1 to the Agreement for Consulting Services between the City of Rancho Palos Verdes and Robert Bein, William Frost & Associates (RBF) for the preparation of an EIR for the Marymount College Facilities Expansion Project, in the amount of $45,843.00.

The motion passed on the following roll call vote:

AYES:            Gardiner, Stern, Wolowicz, and Mayor Long
            NOES:           None
            ABSENT:      Clark
            ABSTAIN:     None

CITY COUNCIL ORAL REPORTS:

Councilman Wolowicz reported on his attendance at the following: 1) a meeting on August 17, 2007 with Councilman Gardiner and City Manager Lehr; and, 2) a meeting on August 20, 2007, with Mayor Long, Lomita Sheriff Captain Anda, Deputy Despot, Neighborhood Watch Representative Lorenzen, City Manager Lehr, and Deputy City Manager Petru.

Mayor Long reported on meeting he had suggested with Lomita Sheriff Captain Anda and Neighborhood Watch Representative Lorenzen about a variety of issues including an “ASAP” program that utilized cameras to record license plates for the purpose of law enforcement and ways to address community concerns and rumors regarding crime, graffiti, and proposed solutions from the Sheriff’s Department.

Mayor Pro Tem Stern reported on a negotiating session he participated in during the week prior to the Council meeting regarding further attempts to acquire additional land for open space preservation.

Councilman Gardiner indicated he had nothing to report.

COUNCIL DISCUSSION & SUGGESTION OF FUTURE AGENDA ITEMS:

None.

ADJOURNMENT:

Mayor Pro Tem Stern moved, seconded by Councilman Wolowicz, to adjourn.

Mayor Long adjourned the meeting at 12:56 A.M. to Tuesday, September 4, 2007 at 6:00 P.M. for a National Incident Management System (NIMS) Executive Training Session in the Fireside Room at Hesse Park.

           
                                                                                                /s/ Douglas W. Stern
                                                                                                             Mayor

Attest:

 

/s/ Carla Morreale
     City Clerk

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