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MINUTES 2019/10/14 (STAFF RETREAT)ACITY COUNCIL/STAFF RETREAT MINUTES MONDAY OCTOBER 14, 2019 5:00 P. M. SAN SAN DIMAS COUNCIL CHAMBERS DIMAS CONFERENCE ROOM 1960 245 E. BONITA AVE. CITY COUNCIL: Mayor Curtis W. Morris Mayor Pro Tern Ryan A. Vienna Councilmember Denis Bertone Councilmember Emmett Badar Councilmember John Ebiner STAFF: City Manager Ken Duran Assistant City Manager Brad Mc Kinney Director of Public Works Krishna Patel Director of Parks and Recreation Hector Kistemann Interim Director of Community Development Steve Sizemore City Attorney Jeff Malawy City Clerk Debra Black Associate Engineer Steven Barragan Senior Administrative Analyst Ann Garcia CALL TO ORDER Mayor Morris called the meeting to order at 5:00 p.m. ORAL COMMUNICATIONS (For anyone wishing to address the City Council on an item on this agenda. Under the provisions of the Brown Act, the legislative body is prohibited from taking or engaging in discussion on any item not appearing on the posted agenda.) Members of the Audience Resident Jan Bartolo, commented that she would like to see the dais seating issue resolved. She supports the recommendation made in staff s report on the community tree removal process; and suggested that the Parks and Recreation Commission be involved in decision making on tree issues in the City. She added that a needs assessment for the Recreation Center should be considered by the Council. Resident Aline Kranzer expressed concern for trees planted too close to homes in light the recent fires. City Council Staff Retreat Minutes October 14, 2019 DISCUSSION/ACTION ITEMS: Page 2 Discussion regarding City Council Dais Seating Arrangement (Requested by Councilmember Ebiner) Councilmember Ebiner stated he is hoping for a way to move forward on this issue. He expressed concern with the look of the current seating arrangement. He understands the argument for both sides; and suggests after the election having a discussion to decide on what the arrangement should be. Councilmember Badar stated he still supports the comprise presented by the City Manager and City Attorney to move their seating to the end of the dais. He understands Mayor Pro Tern Vienna's position but doesn't like that he is sitting at the staff table. He also stated that the Council voted on the matter and the outcome was to leave the seating arrangement unchanged and that is where it stands. He added that because of the structure of the vote it can't be brought back unless someone who opposed it requests to do so. Mayor Pro Tem Vienna expressed appreciation to Councilmember Ebiner for bringing this forward, and added that he waited two years before bringing this discussion. He discussed it with the City Manager, but the City Manager was more comfortable putting it before the Council. He stated that he feels it should mirror what other communities are doing. His research showed that a modern configuration that has the City Manager and City Attorney sitting at the end of the dais, is a better model. Having all five Council Members together shows unity of the governing board. He doesn't feel putting it off until the next election is a good idea as it will bring more issues into the election cycle. Resident Gary Enderle stated that some members of the community agree that the current arrangement doesn't look cohesive. He added that Councilmember Ebiner may not be re-elected and wouldn't have input in the decision then. Councilmember Ebiner stated that Mr. Enderle's point is a good one, no one knows what the new Council will look like after the election. He also stated that he has been on the end of many 3-2 or 4-1 votes, but accepted that it was the will of the council and moved forward. Mayor Pro Tem Vienna stated that community sentiment supports the need for government to be more transparent and accountable. Councilmember Bertone stated that he has heard from members of the community as well and no one shared concerns with the arrangement. He also added that the vote of the body should be accepted. Councilmember Ebiner shared that some matters take time and resolutions don't come right away. City Council Staff Retreat Minutes October 14, 2019 Page 3 Resident Patrick Jones shared that this was brought up 15 years ago and that the benefit of moving the City Manager and City Attorney is so they could see the faces of Council. Report and direction regarding content of way finder signs and possibly amending the code to allow offsite business monument signs in the public right-of-way or on private property. Director of Public Works Krishna Patel reported that the City periodically receives requests for directional or way finder signs for significant businesses in the community. Recently, various entities have requested additional directional/wayfinding signs be installed in the public right-of- way throughout the City to aide in directing the public to their facilities. In the past the City has allowed wayfinding or directional signs to be installed in the public right of way on a case -by -case basis or some without approval; but to date has not done so under a formal policy. Due to the increase of requests for such signage, staff has researched and prepared a policy. The intent of the proposed Directional/Wayfinding Sign Policy is meant to direct visitors and residents to their desired destination, amenities, and/or features; while improving traffic flow and safety. If this policy is approved these signs may be placed in all major residential street corridors leading to respective destinations. Additionally, the proposed policy serves to outline criteria for how San Dimas entities can qualify for the installation of signs in the public right-of-way while preventing sign pollution from becoming an issue within the City. RECOMMENDATION: 1. Approval of the proposed Wayfmding/Directional Signs Right -of -Way Policy 2. Provide direction to Staff on the installation of monument signs outside of the downtown area and the amendment of the San Dimas Municipal Code Chapter 18.152 to include monument signs outside of the downtown areas as authorized wayfinding/directional signs in the public right-of-way. Consensus from the Council for the way finder sign policy presented by staff is unanimous approval. Staff will formalize and bring back to Council for approval. Consensus from three Councilmembers was to accept the draft monument sign policy presented by staff but some consideration should be given for certain areas outside of the downtown area. Private Property Requests for Community Tree Removals — Direction to Establish a Policy Director of Parks and Recreation Hector Kistemann reported that there has been a recent request from a property owner to remove a community tree to accommodate a new driveway on their property. He stated this request has made staff realize the City does not have a clear policy on these types of requests. He added this discussion will allow for Council direction in developing a policy, and will also allow discussion on future changes to the City's Tree Management Plan and Tree Ordinance. He recommends that the City Council revise the Community Forest Management Plan and set a valuation structure as identified in the staff report. City Council Staff Retreat Minutes October 14, 2019 Page 4 RECOMMENDATION: Staff recommends that the City Council revise the Community Forest Management Plan and set a valuation structure. (See staff report for the complete recommendation) Resident and applicant, Gina Rodriguez was present to explained her family's reasoning for the request. Resident Jan Bartolo shared statements that explained the costs valuation of trees and expressed support for staff s recommendation for an established standard of valuation structure. Resident and applicant, Mr. Rodriguez described the issues like mistletoe growing on the tree and encroachment onto powerlines as additional reasons for removal. Mayor Pro Tem Vienna supports the homeowner's request. City Manager Ken Duran summarized Council's discussion and direction to be approval for the homeowner to remove the tree, with no valuation process and to work with staff in determining the number of replacement trees. In addition, any future tree removal request would be subject to protocol. They directed staff to come back with a policy amending the municipal code with a clear valuation process. Recreation Center Needs Analysis — Report on Process and Expected Outcomes Director of Parks and Recreation Hector Kistemann reported that the 2019-20 Fiscal Year (FY) budget allocated $120,000 for the purpose of allowing staff to conduct a Citywide Parks and Recreation Needs Assessment for its parks and recreation systems, and to develop a comprehensive masterplan to guide the City in its decision -making process regarding future direction and planning efforts for an achievable, fiscally responsible and environmentally sustainable park and recreation system. In response to Councilmember Bertone, Mr. Kistemann stated that the assessment would be of all of the city's parks system. In response to Councilmember Ebiner, Mr. Kistemann stated that the Los Angeles County's Needs Assessment determined that City of San Dimas has parks located within a half mile of most residences at a higher ratio than what is required and so this assessment will identify other priorities. Mayor Morris cautioned when getting an assessment from consultants that consideration be given to the costs of projects, because past assessments did not factor in that element. Mayor Pro Tern Vienna stated he is supportive of a needs assessment so that the city is aware of what the different demands are throughout the community. He discussed needed improvements at the Recreation Center as well as enhancements to the equipment in Via Verde Park, Horsethief Canyon Park and the Equestrian Center. City Council Staff Retreat Minutes October 14, 2019 Page 5 Sponsorships for City events — Discuss Establishing a Policy and Guidelines City Manager Ken Duran shared that staff has a desire to seek business and community sponsorships for City recreation events to provide enhancements to the events. It has been a long time since the Council has discussed this topic. At the time there was reluctance for the City to solicit sponsorships for City events. Staff seeks a Council and staff discussion regarding a desire to allow for this, if so what guidelines should be in place — who, limits, use of logos on marketing, who is allowed to solicit on behalf of the City. He asked for Council input as to whether or not they would be supportive of staff pursuing this, if so under what perimeters. Director of Parks and Recreation Hector Kistemann presented staff s report on this item and identified some of the events that the Parks and Recreation Department feel would benefit from larger sponsorship. Citing tight budgets for these events they are requesting that the Council consider allowing staff to pursue these sponsorships. Mayor Morris commented that the city should be careful of seeking sponsorship from business, agencies or groups who may need to come to the city for approvals of some type. Council discussed the implications of the city accepting sponsorships. Mayor Pro Tem Vienna stated he was supportive of moving forward with a policy, but it should be balanced. He added that he would like to see National Night Out be part of a list of sponsors. Councilmember Bertone stated that the donor's name should not be included in the name of the event. Councilmember Ebiner commented that he is not against sponsorship, but is worried about staff going out seeking individual solicitation. He added that the sponsor logo placement should be in a discrete location so that is doesn't look as if it is their event instead of the City's. Mayor Pro Tem Vienna added that staff needs to make sure there are controls in place and clarity on how solicitations are handled. Mr. Kistemann clarified that the solicitations would be from larger businesses. The consensus of Council was for staff to move forward with creating a policy and direction was given for staff to seek sponsorships for the upcoming Holiday Extravaganza. Councilmember Ebiner stated he would not be comfortable with sponsors for the Holiday Extravaganza if it means that there would be an abundance of sponsorship signage. City Council Staff Retreat Minutes October 14, 2019 Page 6 Decorative Street Lights — Edison Cost Increases and Options Associate Engineer Steve Barragan reported Edison's cost to provide and install decorative street lights has nearly doubled. He added that staff is proposing an option for the City to purchase, install and maintain the decorative lights at a cost savings. RECOMMENDATION: Staff requests Council consider switching from having SCE own and maintain the Decorative Nostalgic Series Street Lights in the town core area to the City owning and maintaining these lights beginning fiscal year 2020/2021 or earlier. The change would allow staff better control on delivering the programmed lighting projects on schedule and also provide significant cost savings for the City. Staff and Council discussed design style options and cost for the lighting. Consensus of the Council was for staff to move forward with purchasing and installing the nostalgic lights. Homelessness Plan update and Housing Division Scope of Work Senior Administrative Analyst Ann Garcia and Ken Duran updated the Council on the City's adopted Homelessness Plan and the recent grant that the was awarded to the City. They also updated the Council on the Housing Division work program that is being formulated for this fiscal year. Mayor Morris suggested the plan include performing inspection of the mobile home park for potential fire hazards. Civic Center Lease Revenue Bond and Mobile Home Park Revenue Bond Refinancing Opportunities Mr. Duran shared that the City and Housing Authority has two outstanding Bond issuances. Staff has recently received proposals for the opportunity to refinance each of the bonds and in both cases save on the annual debt service and will bring this to Council for approval in March of next year. Projects Updates — Second Quarter Staff reported that the second quarter of the fiscal year is going to be extremely busy with a number of scheduled projects, programs and issues. Staff presented Council with a schedule of anticipated activities for the next three months. ADJOURNMENT The meeting adjourned at 8:50 p.m. Debra Black, City Clerk Approved May 12th, 2020 Emmett G. Badar, Mayor