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MINUTES 2018/06/12 (SPECIAL)Mayor Curtis W. Morris Mayor Pro Tem John Ebiner Councilmember Emmett Badar Councilmember Denis Berton Councilmember Ryan A. Vienna City Manager Blaine Michaelis Assistant City Manager Ken Duran Assistant City Manager Community Development Larry Stevens Director of Parks and Recreation Theresa Bruns Director of Public Works Krishna Patel City Attorney Mark Steres 19 l' f Mayor Morris called the Special City Council Meeting to order at 5:00 p.m. Dave Housch, Curator Pacific Railroad Society, commented that the landscaping around the Depot was removed when the parking lot was repaired and asked when the landscaping will be replaced. Ms. Bruns commented that the Rhoads Park improvement project includes irrigation and planting upgrades throughout Rhoads Park and the project should be out to bid in a few weeks. tj 1110 LOA 010 01 Q 1010 1 & a V C 1 Mr. Michaelis reported that the purpose of the study session is review some specific items that were previously brought up by Council related to the budget and some additional budget items initiated by staff. Chamber of Commerce — Summary of 2017 -18 Letter of Agreement Mr. Michaelis reviewed that the new agreement with Chamber last year was that the City would reimburse them for hours spent on specific tasks. He reviewed the reimbursement numbers submitted by the Chamber. He added that the Chamber has indicated that for some of the tasks it is difficult to track hours because the tasks may be for short periods of time over a long duration. SPECIAL ,: MEETING MINUTES SAN TUESDAY, DIMAS SAN DIMAS COUNCIL r: {, ''M d O 'N, ` ;R', i NCE ROOM 245 E. BONITA AVE. Mayor Curtis W. Morris Mayor Pro Tem John Ebiner Councilmember Emmett Badar Councilmember Denis Berton Councilmember Ryan A. Vienna City Manager Blaine Michaelis Assistant City Manager Ken Duran Assistant City Manager Community Development Larry Stevens Director of Parks and Recreation Theresa Bruns Director of Public Works Krishna Patel City Attorney Mark Steres 19 l' f Mayor Morris called the Special City Council Meeting to order at 5:00 p.m. Dave Housch, Curator Pacific Railroad Society, commented that the landscaping around the Depot was removed when the parking lot was repaired and asked when the landscaping will be replaced. Ms. Bruns commented that the Rhoads Park improvement project includes irrigation and planting upgrades throughout Rhoads Park and the project should be out to bid in a few weeks. tj 1110 LOA 010 01 Q 1010 1 & a V C 1 Mr. Michaelis reported that the purpose of the study session is review some specific items that were previously brought up by Council related to the budget and some additional budget items initiated by staff. Chamber of Commerce — Summary of 2017 -18 Letter of Agreement Mr. Michaelis reviewed that the new agreement with Chamber last year was that the City would reimburse them for hours spent on specific tasks. He reviewed the reimbursement numbers submitted by the Chamber. He added that the Chamber has indicated that for some of the tasks it is difficult to track hours because the tasks may be for short periods of time over a long duration. Study session minutes June 12, 2018 Page 2 Rhonda Beltran, Chamber President, explained how the Chamber tracked staffs hours and explained how some projects were difficult to track for specific hours because work may only occur a few minutes here and there. In response to a question on new resident inquiries, Autumn Washington responded that they get calls over the phone or if someone comes in the office they provide them a new resident packet. Councilmember Vienna thanked Autumn Washington and Rhonda Beltran for taking to heart comments and suggestions made last year and their attempts to track hours for the specific tasks. In response to a question by Mayor Morris on how they are tracking time, Ms. Washington explained that they use an Excel program. Mayor Morris suggested that there are time tracking software programs that are fairly inexpensive and he suggested that the City purchase this type of software for the Chamber. Mr. Michaelis commented that being the first year of the new process we knew it would be an evolution and adjustments would be made along the way. He asked if the Council would like to appoint a sub - committee to review and make suggested changes to the process. After further discussion it was the consensus of the Council that they not appoint a sub- committee and to allow City staff and the Chamber work out any adjustments and that the City purchase a time keeping software for the Chamber. Replace the succulent plant material in the downtown pots Mr. Michaelis reported that in previous discussions some of the Council had expressed interest in having flowers with color in the downtown pots instead of the succulents. He added that because of the water use requirements we contacted the landscape architect for suggestions and he suggested geraniums as a flowering plant that would be within the water requirements. He reviewed the staff report submitted to the 2016 where the Council approved the existing plant palate. Councilmember Ebiner commented that he thinks flowering plants may be more attractive. He referenced a Western Garden book and commented that through just a cursory review he identified several options that might work. He added that he thinks the landscape architect needs to look at other options. Councilmember Badar commented that he is okay with geraniums. Councilmember Vienna commented that he agrees with Councilmember Ebiner. Mayor Morris commented that he thinks that the cordylines should stay but he could agree to geraniums. Councilmember Ebiner reiterated that he would like to see other suggestions from the architect. Cydia Williams, downtown merchant, commented that she thinks the cordylines are ugly. Study session minutes June 12, 2018 Page 3 Councilmember Badar commented that he doesn't feel the Council should spend their time reviewing plant selections. Mayor Morris commented that he receives a lot of comments from people that the city didn't put in colorful plants. He added that we should try the geraniums. Ms. Bruns commented that the Council spent a lot of time approving the existing landscape plan with staff and the architect. Councilmember Badar commented that staff and the architect are the professionals and he feels it should be left for staff to decide on the plants. Councilmember Berton commented that he would like to see more color and is okay with geraniums. Councilmember Ebiner commented that he would like to see multiple colors in the same pot. Mayor Morris suggested trying red geranium in some sample pots. Councilmember Ebiner commented that he felt the architect should know how to put multiple species in the same pot and not all geraniums. Pat Meyers, downtown merchant, commented that the businesses would like to provide input. Councilmember Vienna commented that he doesn't think the Council needs to waste time on deciding on the specific plants. After further discussion Mr. Michaelis asked if the Council consensus was to go ahead with a pilot program with red geraniums. The Council consensus was to agree to a pilot program with changing to red geraniums and to get input from the merchants. Christmas lights /decorations on the poles and cables used to hang banners across Bonita near Starbucks Councilmember Ebiner commented that he reviewed staffs report regarding the cost associated with this proposal, and since he was the one who raised the questions he is okay with tabling the matter for now. National Night Out Mr. Michaelis reported that the item was on the agenda to discuss coordinating the traditional neighborhood events with community events at McKinley and Via Verde Park. He added that recently the Via Verde Park coordinator has decided not to proceed with their event and we will move forward the caravan activity and coordinate with McKinley. Study session minutes June 12, 2018 Page 4 Ms. Bruns reviewed the staff report on the background and the options for resurfacing and adding lighting to the Via Verde Park walking path. She recommended that if Council directs to move forward with a project, that we budget $30,000 for an architect to develop a comprehensive trail and lighting design and cost estimates of various alternatives. There was some discussion on various trail design and lighting options. Mayor Morris commented that it would seem that we may not want to light the whole trail, maybe only the portions that are ADA compliant. In response to a question, Ms. Bruns commented that there may be competitive grant opportunities available for the trail improvements including Measure A grants. Councilmember Ebiner commented that he likes the idea of redoing the whole path but maybe only light the ADA portion. He added an option might be to resurface the trail this year and add the lighting next year. Mayor Morris commented that we are going to do the project we should do it all in one year and borrow fi•om reserves if necessary. After further discussion the consensus of the Council was to budget $30,000 for design of a full asphalt base reconstruction of the trail and lighting for the ADA portion. Minimum Wage implementation — city policy Mr. Duran reviewed his staff report regarding the implementation of the state -wide minimum wage. He outlined that staff and the consultant hired by the City to evaluate the minimum wage implementation is to redesign the City's part-time pay structure to a 2.5% grade differential to reduce to number of pay grades making it easier to implement minimum wage increases. He added that the options for implementation plans for minimum wage increases are Option A to align pay structures with the State minimum wage over the next four years or Option B to align pay structures with the first grade being 5% above the minimum wage. He provided the Council with the total payroll cost for the City and the additional cost if part -time salaries were 5% above the minimum wage. Councilmember Ebiner commented that he has stated his position at previous meetings that the City should have a policy of paying above minimum wage and that the cost to do so is a minuscule amount of the overall payroll cost. Mayor Morris commented that he is against a policy of paying above the state minimum wage, that the City should follow the state guidelines. Councilmember Vienna commented that he agrees with the Mayor. Councilmember Ebiner made a motion to approve staff s recommendation to redesign the City's part-time pay grade structure to a 2.5% grade differential effective July 1, 2018. The motion was seconded by Councilmember Vienna and passed unanimously. Study session minutes June 12, 2018 Page 5 Councilmember Ebiner made a motion to approve a minimum wage implantation plan to align pay structures with the first grade being 5% above the minimum wage. The motion died for lack of a second. Councilmember Badar made a motion to approve a minimum wage implementation plan to align pay structures to the minimum wage rates over the next four years. The motion was seconded by Councilmember Vienna and was passed by a 4 -1 vote, with Councilmember Ebiner voting no. Pedestrian Crossing on San Dimas Avenue and Commercial Street Mr. Patel reported that the discussion of having a crosswalk at Commercial and San Dimas Ave. had been brought up previously and staff had decided to wait on reviewing the request until after all of the new units on the Commercial development had been fully occupied and then schedule a review of the intersection. He added that with the majority of the units now occupied the Traffic Safety Committee will be reviewing this request in July. Councilmember Ebiner commented that he wants to make sure that the Traffic Safety Committee considers that we cannot wait several years for the Gold Line upgrades. He added that he feels that the crosswalk should include flashers with a manual operation and maybe pavement lights. Mayor Morris commented that the Committee needs to consider traffic impacts, traffic flows and delays. Mr. Michaelis commented that staff will bring the item back to the Council after the Traffic Safety Committee meeting Renovation of the San Dimas Recreation Center Ms. Bruns reviewed the history of the Recreation Center, formally known as the Swim and Racquet Club. She reviewed an assessment review of the facility that was conducted by an architect in 2015 -16 with suggestions for renovation options. Recess Mayor Morris recessed the meeting at 6:55 p.m. to reconvene after the regular City Council meeting. Reconvene Mayor Morris reconvened the Study Session at 9:15 p.m. Ms. Bruns resumed her review of the assessment review for the Recreation Center. She presented that the architect provided a cost estimate of $10 million for the Option 1 design and $11.7 million for the option 2 design. She added that neither design anticipated making any changes to the pools. She added that with the amount of the project estimates staff felt that staff and the Council needed to have a broader discussion on how to proceed with a renovation. Study session minutes June 12, 2018 Page 6 There was discussion on limitations on use of the pools by the high school for CIF water polo due to the depth of the pools. There was also discussion on the pools and the facility in general. There was also discussion on the opportunities if the facility were to be torn down and rebuilt from the ground up. Mr. Michaelis commented that a potential funding option may be a bond measure but that there also may be other options. Mr. Michaelis added that the purpose of the report this evening was to provide information to the Council on the prior assessment and that during this fiscal year staff will prepare some additional options for discussion and potential funding options. The Study Session adjourned at 9:35 p.m. �u r Ken Duran, City Clerk Curtis W. Morris, Mayor