Unofficial until approved by the Alhambra City Council MINUTES ALHAMBRA CITY COUNCIL Special Meeting December 4, 2015 8:00 a.m. ROLL CALL: At 8:30 a.m., on Friday, December 4, 2015, after breakfast and informal conversation which began at 8:00 a.m., the Alhambra City Council met in Ruth Reese Hall of the Alhambra Civic Center Library, 101 South First Street, Alhambra, California. CITY COUNCIL: PRESENT: ABSENT:

SHAM, MESSINA, PLACIDO, AYALA YAMAUCHI

Officials Present: City Manager Swink, City Attorney Montes, Assistant City Manager/Personnel Director Bacio, Director of Community Services Ray, Assistant City Manager/Director of Development Services Schultz, Director of Finance Espinoza, Library Director Hernandez, Chief of Police Yokoyama, Fire Chief Walker, Deputy Director of Public Works Chavez, Director of Administrative Services Paulson, Deputy City Manager Keating, Management Assistant Kespradit Also present were Marilyn Snider, Facilitator, Snider and Associates, and Michelle Snider Luna, Graphic Recorder – Snider Education & Communication. CITY CLERK REPORT - NOTICE NO. N2M15-156 The Director of Administrative Services reported that notice of the Special Meeting of the City Council being held this morning was duly noticed pursuant to the order of the Mayor and in accordance with Section 54956 of the Government Code of the State of California.

OPEN STRATEGIC PLANNING RETREAT: At 8:35 a.m., Mayor AYALA opened the meeting, welcoming everyone in attendance. 1.

ORAL COMMUNICATIONS: None

2.

CITYCOUNCIL/MANAGEMENT STRATEGIC PLANNING SESSION - F2M14-53 The City Council, City Manager, Department Heads and Facilitator Marilyn Snider held a strategic planning session, the purpose of which was to update the City’s Strategic Plan which was originally developed in October, 1992, by reviewing that certain set of threeyear (2014-2017) goals which were developed on November 17, 2014 and the six-month objectives set on May 12, 2015 to implement the same, and by identifying a new set of three-year (2014-2017) goals as well as the six-month objectives for each of these 1

goals. Continental breakfast and informal conversation started at 8:00 a.m. followed by the Retreat at 8:30 a.m. At approximately 10:15 a.m., a 15-minute recess was called and the retreat reconvened at 10:30 a.m. At 12:30 p.m., the participants broke for lunch and at 1:15 p.m. the retreat reconvened. At approximately 2:00 p.m. a 5-minute recess was called and the retreat reconvened at 2:05 p.m.

SUMMARY The following Mission Statement was reviewed and found to be still on point: The City of Alhambra is dedicated to responsive, creative leadership and quality services ensuring desirable neighborhoods and a supportive business environment while being sensitive to the diversity of our community. Likewise, the following Vision Statement was reviewed and found to be still on point: The City of Alhambra shall be the premier family-oriented and economically prosperous community in the San Gabriel Valley. Additionally, the following Core Values (not in priority order) were reviewed and found to be still relevant: The City of Alhambra values . . . High level of customer service High ethical standards Professionalism Commitment, responsibility and accountability Compassionate, responsive service delivery Innovation and creativity Inclusiveness and diversity The following Three-year (2014-2017) Goals (not in priority order) were likewise developed:  Enhance communication and participation with the community  Improve and enhance technology and its use  Increase the quality and livability of our neighborhoods and community  Maintain financial stability  Increase commercial activity while retaining our residential integrity The Facilitator next led the participants in a “brainstorming” session to answer and/or discuss the following questions/topics: 2

1.

What are the City of Alhambra’s strengths and accomplishments since the May 2015 Strategic Planning Retreat?                                        

Had a successful first annual Latino Heritage Celebration Participated in the opening of 85° Bakery Installed a new crosswalk by Alhambra High School to increase safety Executed a new 20-year Joint Powers Agreement for the CalLink metro station at Cal State LA Successfully completed labor negotiations for miscellaneous and management employees Successful opening of several Alhambra Place retailers and restaurants Launched the Code Enforcement case management software Rolled out Water Conservation Plan Phase III and met the City’s State-mandated water conservation goal each month Completed the revenue and cashier software system in the Finance Dept. Held a successful Library Foundation fundraising dinner Established the East Main Commercial zone Facilitated new businesses coming into the City Outfitted Utilities customer service staff with laptops for them to use in the field Deployment of two new CNG vehicles for Code Enforcement Hosted annual Night Out and Police Department Open House Hosted successful El Niño sandbag filling day Police Department implemented paperless report writing Held the Summer Serenade Concert series Trained managers and department heads on how to evaluate employees Held successful Mayor Town Hall meeting and El Niño workshop Successfully completed workplace violence training for all employees Successful launch of the Gateway Alhambra app Held 2nd Annual 5K Pumpkin Run Deployed mobile tablets for Code Enforcement officers Police Department deployed automated external defibrillators Held a drought workshop Held successful 4th of July fireworks show and community event Library held its first ever Employee Summer Reading Program and it was fun 30% increase in the Adult Summer Reading Program Launched a City mobile website Collaboration with the AUSD to work on the homelessness of our school population Re-coated Garvey Reservoir Hosted a medical point of distribution site for County-wide exercise Adopted balanced budget Completed picnic shelters replacement in Alhambra and Almansor Parks Host City for the Special Olympics Completed installation of 438 full-capture devices on City-owned catch basins Completed the renovation of the Burke Xeriscape Garden Hosted a Senior Citizens Prom Held Fire Department Open House

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              2.

What are the City’s current internal weaknesses/challenges?               

3.

Held a number of successful outreach activities for the update of the City’s General Plan Remodeled the Police Communications Center and enhanced 911 Relocated the Edison pole behind the Alhambra Camera store Completed active shooter emergency care response policy and training Launched an electronic patient care reporting system on every Fire Department rig New records management system in Fire Department Held 3rd Annual 710 Day Held a Veterans Day Celebration event and honored World War II veterans as part of the ceremony Annual Alhambra Dodger Night Adopted Los Angeles County Title 10 for animal control and care Participated in the opening of the Burlington Coat Factory store New crosswalk signal at New and Shorb Utilities Division added the ability for customers to pay their bills on cell phones and tablets Installed 3,650 feet of new 8-inch water main on El Molino, Vega, Valencia and Arroyo Terrace and repaved the streets above

Employee turnover due to retirements and job changes Shortage of staff Insufficient staff to process planning applications Lack of staff to address increasing workload due to improving economy Lack of effective communication with the public Lack of succession planning due to retirements Lack of traffic controls for traffic congestion Lack of local policies and codes not updated Lengthy approval process for residential improvements Limited funding Lack of IT support Lack of effective customer service training Lengthy approval for commercial projects Complaints about our temporary overnight parking permits No permit process for AirBnB and VRBO rentals

What are the external factors/trends that will/might have a positive impact on the City of Alhambra in the next three years?      

Improved U.S. economy Development of a Coordinating Council to work on community issues SCAG and SGVCOG are providing education on the completion of 710 Continued federal government grants (e.g., Homeland Security) Increased student enrollment at Cal State University Los Angeles County initiative for increased park resources 4

             4.

Expected increased rainfall Alhambra Place development California’s positive budget position Decrease in unemployment Development on Main Street Technology applications Opening of the following retailers and eateries: Habit Burger, Blaze Pizza, Burlington Coat Factory, Verizon Wireless, Pizza Studio, 85° Bakery, Maido, LoHAS grocery store, Sage Bistro and Big T Minimart County renewed their lease for 138,000 square feet of office space AHMC leased the former Everest College building AUSD bought the church at Fourth Street and Commonwealth Avenue County started a homelessness initiative Rapid technology advances Social media

What are the external factors/trends that will/might have a negative impact on the City of Alhambra in the next three years?                         

El Niño Increased PERS costs Increased homeless population with mental health issues Loss of the Redevelopment Agency High cost of housing Retirements Solid waste organics bill Cyber terrorism Declining sales tax revenue because of online purchases Rapid technology advances Social media Public safety communication system federal mandate that it has to be changed by 2021 State budget has revenue that will sunset in two years forcing the State to possibly look to cities for revenue Affordable Care Act impacts on the emergency medical system Freeway traffic Jobs-housing imbalance 2016 elections Aging infrastructure Terrorist attacks Uncertainty of the City’s tax revenues State Water Resources Board mandates Regional and state crime increase The State’s finding that multi-family renters are not saving as much water as singlefamily property owners Climate change and global warming Obsolete sales tax structure in the State of California 5

      

Less tax revenue due to decreased gas prices Unfunded county, state and federal mandates Public mistrust of peace officers Other agencies hiring our employees away (e.g., LADWP) Increased drug use, but lack of treatment programs ACA impacting the cost to City employees Overpopulation of California

THREE YEAR GOAL: ENHANCE COMMUNICATION AND PARTICIPATION WITH THE COMMUNITY 6-month objectives 1.

By February 15, 2016, Mayor Ayala will conduct at least one additional Neighborhood Town Hall meeting to focus on citywide and neighborhood issues..

2.

By February 15, 2016, the Deputy City Manager and Assistant City Manager, working with a consultant, will implement a Customer Service Training Program for all staff.

3.

At the March 28, 2016 City Council meeting, the Director of Community Services will bring a recommendation to the City Council for action to create a Thursday Night Alhambra Farmers’ Marketplace during the summer, in addition to the Sunday Farmers’ Market.

4.

At the March 28, 2016 City Council meeting, the Director of Administrative Services, working with the Alhambra Downtown Business Association and Management Assistant, will present to the City Council for action a plan to support the Alhambra Downtown Business Association’s “Mainfest.”

5.

At the April 11, 2016 City Council meeting, the Director of Environmental Resources and Fire Chief will determine the feasibility of purchasing multiple AED (Automatic External Defibrillators) for City facilities and make a recommendation to the City Council for action.

6.

At the May 23, 2016 City Council meeting, the City Clerk will develop and present to the City Council for action an updated records retention schedule.

7.

By June 1, 2016, the Fire Chief will ensure the Fire Department presents CPR training for all employees who are not certified.

8.

By June 1, 2016, the Management Assistant, working with the Library Director and in coordination with the City Manager and Department Heads, will redesign and upgrade all City websites.

9.

By May 1, 2016, the Management Assistant will update and compile a contact list to facilitate communication with community organizations. THREE YEAR GOAL: IMPROVE AND ENHANCE TECHNOLOGY AND ITS USE 6

6 month objectives 1.

At the January 25, 2016 City Council meeting, the Chief of Police will recommend to the City Council for action implementation of body worn cameras.

2.

By February 1, 2016, the Fire Chief (lead), City Manager and Director of Finance will identify funds to implement a mass notification system for public safety and present to the City Council for direction.

3.

By February 1, 2016, the Assistant City Manager/Personnel Director, will make job applications available to complete and submit online.

4.

At the February 22, 2016 City Council meeting, the Fire Chief will evaluate and make a recommendation on the implementation of a Pulse Point app to the City Council for action.

5.

By May 1, 2016, the Finance Director and Administrative Services Director will implement the IT Roadmap to lay out future IT needs and solutions, and identify funding to implement the first phase.

6.

By June 1, 2016, the Administrative Services Director and Development Services Director, working with the existing revenue software vendor, will design and implement a module for Certificate of Occupancy and Building Permit applications online.

7.

By June 1, 2016, the Administrative Services Director, working with the Chief of Police and Fire Chief, will present a Civic Center security plan to the City Council for action and implement building safety improvements.

8.

By June 1, 2016, the Director of Community Services will determine the feasibility of purchasing technology/software to control lights remotely at City parks. THREE YEAR GOAL: INCREASE THE QUALITY AND LIVABILITY OF OUR NEIGHBORHOODS AND COMMUNITY 6 month objectives

1.

Ongoing, Councilmember Messina and the Administrative Services Director, working with Code Enforcement, will provide public education on standards for maintaining homes and property.

2.

At the February 27, 2016 City Council meeting, the Director of Public Works will present the Notice of Inviting Bids (NIB) to the City Council for action for the mandated installation of capture devices in County-owned storm drains.

3.

At the February 27, 2016 City Council meeting, the Administrative Services Director (lead), Development Services Director and City Attorney will research and present the results to the City Council for direction the feasibility of regulating short-term vacation 7

rentals. 4.

At the March 28, 2016 City Council meeting, the Director of Community Services will present to the City Council for consideration renovation of the Sports Complex at Almansor Park

5.

At the April 11, 2016 City Council meeting, the Community Services Director and the Chief of Police will present to the City Council for consideration a plan to enhance security in the parks after 5:00pm and on weekends.

6.

At the April 25, 2016 City Council meeting, the Director of Community Services will study options for the Story Park Pool area and make a recommendation to the City Council for action.

7.

By June 1, 2016, the Director of Public Works will complete the Trunk Sewer Line Project on Ross between Edgewood and Marengo.

8.

By June 1, 2016, the Development Services Director will present to the City Council for consideration a contract for architectural service to create design guidelines for R-2 and R-3 properties (multifamily condos and apartment buildings).

9.

By June 1, 2016, the Director of Public Works and City Attorney will identify funding and negotiate with property owners regarding necessary easement for installation of street lights on Ramona Road, Marguerita to Marengo (north side of freeway).

10.

By June 1, 2016, the Director of Public Works will complete a new water main on Westboro from Poplar to Concord.

11.

By June 1, 2016, the Director of Public Works will complete the 7th and Valley HAWK crosswalk system.

12.

By June 1, 2016, the Director of Administrative Services will host the 2nd Annual Neighborhood Cleanup.

13.

By June 1, 2016, the City Manager and Development Services Director will explore historic preservation issues with the community and report the results to the City Council.

14.

By June 1, 2016, the Public Works Director, working with Los Angeles County, will investigate whether or not to establish a partnership to operate a shuttle to the Gold Line station and report the results to the City Council. THREE-YEAR GOAL: MAINTAIN FINANCIAL STABILITY 6 month objectives

1.

By April 1, 2016, the Director of Finance will assess financial reporting methods and transparency reporting and recommend to the City Manager whether or not to purchase 8

improved software. 2.

By June 1, 2016, the Assistant City Manager/Personnel Director will complete all MOUs for labor agreements.

3.

By June 1, 2016, the Director of Finance will present to the City Council for action a balanced 2016-2017 budget.

4.

By June 1, 2016, the Development Services Director and City Manager will reach out to businesses in the city to determine their satisfaction with the City’s services and share the results with the City Council. THREE-YEAR GOAL: INCREASE COMMERCIAL ACTIVITY WHILE RETAINING OUR RESIDENTIAL INTEGRITY 6 month objectives

1.

At the February 8, 2016 Successor Agency meeting, the Development Services Director will present to the Successor Agency Board for its consideration a recommendation for brokerage services to facilitate the sale of the properties in the approved Long Range Property Management Plan.

2.

By April 1, 2016, the City Attorney and Director of Development Services will present to the City Council for consideration a new massage therapy ordinance.

3.

By June 1, 2016, the Director of Development Services will facilitate the sale of the Successor Agency properties as approved in the Long Range Property Management Plan.

4.

By June 1, 2016, the Director of Development Services will facilitate the search for a desirable tenant to fill the former Fresh and Easy store and report the results to the City Manager.

5.

By June 1, 2016, the Administrative Services Director (lead) and City Attorney, working with the owner, will present to the City Council for consideration whether or not to establish a Residential Inspection Program for properties for sale.

6.

By June 1, 2016, the Director of Development Services, working with a consultant, will finalize the draft of the General Plan and initiate the environmental review (EIR) process.

7.

By June 1, 2016, the Director of Public Works will present to the City Council an incentive program to get property owners to convert to individual metering of R-2 and R3 properties.

Next Strategic Planning Session: Wednesday, June 1, 2016, was tentatively set for the next Strategic Planning Retreat at which time the City Council and Management Team will more thoroughly review the progress on the objectives established on December 4, 2015 and develop 9

strategic objectives for the next six months. At 2:30 p.m., Mayor Ayala closed the strategic planning session by thanking our Facilitator and all of the participants for the work that was done on this item today. ADJOURNMENT: At 2:30 p.m., there being no further business for the Council to transact, Mayor, with the consent of the City Council, adjourned their meeting. LAUREN MYLES, CMC CITY CLERK

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