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HomeMy WebLinkAbout07-16-2002 City Council Study SessionMINUTES CITY COUNCIL STUDY SESSION CITY OF LAKE ELSINORE 130 SOUTH MAIN STREET LAKE ELSINORE, CALIFORNIA TUESDAY, JULY 169 2002 CALL TO ORDER The City Council Study Session was called to order by Mayor Kelley at 10:06 a.m. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Kelley. ROLL CALL PRESENT: COUNCILMEMBERS ABSENT: COUNCILMEMBERS BRINLEY, BUCKLEY, KELLEY SCHIFFNER, HICKMAN (Councilman Hickman arrived at 10:10 a.m. & Mayor Pro Tern Schiffner arrived at 10:15 a.m.) Also present were: City Manager Watenpaugh, Assistant City Manager Best, Administrative Services Director Boone, Community Development Director Brady, Police Chief Walsh, Recreation /Tourism Manager Fazzio, Public Works Manager Payne, City Treasurer Ferro and City Clerk/Human Resources Director Kasad. PAGE TWO - STUDY SESSION MINUTES - JULY 16, 2002 DISCUSSION ITEM Boards & Commissions (F: 59.1)(X:60.2) City Manager Watenpaugh explained that this matter had been brought to him by Councilman Buckley in the interest of increasing community involvement; and noted that he had met with Councilman Buckley and City Treasurer Ferro to discuss it. He explained that the proposal was for four new commissions, and clarified that all previous Council's had tried to get more community involvement as well with the establishment of Town Hall Meetings and Ad Hoc Committees. COUNCILMAN HICKMAN ARRIVED AT 10:10 A.M. City Manager Watenpaugh commented that Councilman Buckley was pursuing the same concept. He suggested that it would be best to obtain community input through a task force prior to establishing the proposed commissions. He further suggested an 8 or t 0 member committee to review the needs. He noted that the Recreation Guide would be coming out soon and staff had recommended the inclusion of a survey for community input on this and other issues. He suggested that this would allow for data collection on a broader scale. He noted that in the event the decision was made to form the proposed commissions, there would be a need to establish the appropriate goals, objectives and criteria for appointment of commissioners. He noted that based on the outline, establishing commissions would potentially, rather than streamlining the process, make it more cumbersome. Mayor Kelley noted that this proposal had been generated by Councilman Buckley and requested his comments. Councilman Buckley indicated that the two page proposal was very general to start the discussion, but there might be some changes. He stressed the importance of increasing public input to what happens at City Hall, to overcome the perceived wall between City Hall and the residents. He indicated that the idea of a task force PAGE THREE - STUDY SESSION MINUTES - JULY 169 2002 was a possibility and the survey was probably do -able, but suggested surveying a lot of issues. He indicated that the Commissions would be a policy decision by the Council, and noted that he would suggest a sunset clause to allow for review of their work. He further indicated that if the format was not working, the Council could let them die, but if they do work, they could be made more permanent. He commented that with regard to timing and streamlining the process, part of that would be covered by a process audit; and to a large extent almost everything prepared for the Planning Commission would be required anyway. He indicated that it would not require too much more time or expense of staff time. He suggested that they could possibly be run out of the City Clerk's Office, with possibly another 1/2 time assistant. MAYOR PRO TEM SCHIFFNER ARRIVED AT 10:15 A.M. Mayor Kelley summarized that the proposal was for four commissions, with established goals and a sunset clause. She indicated that the first Commission would be a Planning and Land Use Commission, much the same as the current Planning Commission, but with earlier participation in design considerations. Councilman Buckley confirmed that it would be much as it was currently, but suggested that the Council too should be more involved in decisions earlier in the process. He suggested that the Commission and the Council should receive copies of proposed maps upon submittal, to prevent months of process work, which produces something most people don't like. He indicated that this Commission would operate essentially as the Planning Commission. Councilman Hickman inquired if the Commissioners would be volunteers, and noted the Tuscany Hills Beautification Committee and their process. He suggested that if this was done, rather than City personnel, maybe the Council should be responsible to work with each Commission. Councilman Buckley indicated that there were four Commissions proposed and concurred that it might be appropriate to have each Commission assigned to a Council representative. PAGE FOUR - STUDY SESSION MINUTES - JULY 169 2002 Councilman Hickman noted the committees in Tuscany Hills and how they report. Councilwoman Brinley questioned the process in Tuscany Hills and whether the Committees were secondary to other established committees; and expressed concern that they would be dealing with more than one committee on each topic. Councilman Hickman indicated that the management firm worked with the committee, and indicated that the City might want volunteers to work with them. Mayor Kelley noted that this discussion was about a Commission, essentially the same as the Planning Commission and suggested comments by Chairman Barnes or Community Development Director Brady. Councilwoman Brinley suggested Council discussion first. Mayor Kelley stressed that she wanted staff and the Commission to know that since this suggestion directly impacted them their input was welcome. Councilman Buckley clarified that the first Commission would be the existing Planning Commission, with a broadened scope; and bringing them into the process earlier. Mayor Kelley confirmed that this Commission would involve the same Commissioners with a broader scope. City Manager Watenpaugh confirmed noting issues such as the Country Club Heights Overlay which just recently came up. Councilman Buckley confirmed and noted other issues such as the new General Plan; indicated that he would like to see the Planning Commission start on the bigger projects sooner. He clarified that the proposal was really for expansion of the existing Commission and three new Commissions. Mayor Kelley questioned how the new Commission would differ from the current Commission. Community Development Director Brady indicated that there would not be too much change, as when there are large projects or controversial project staff is already required by law to notice property owners within a certain distance; however Study Sessions are held on items such as the proposed Overlay District. He clarified that the significant items are already going to the Planning Commission early in the process. Councilman Buckley indicated that this proposal would not change the Commission very much. Councilwoman Brinley PAGE FIVE - STUDY SESSION MINUTES - JULY 169 2002 indicated that her issue would be with a new Commission, as the Commission was already appointed. Mayor Pro Tem Schiffner inquired specifically what would be changed. Councilman Buckley indicated that there would be no specific change, and all of the Commissions would operate as the Planning Commission already does. He clarified further noting the focus for each committee. Mayor Pro Tem Schiffner indicated that he was in favor of the Planning Commission as it was and suggested moving on. City Manager Watenpaugh commented that the expanded focus was a matter of economics, to allow staff to get into advance planning. He noted that the Council seemed to have no problems with the existing appointees. Councilwoman Brinley stressed retaining their current level of authority with no added bureaucracy, but noted that she would like to see them more involved with the development committee for earlier discussion of projects. Planning Commission Chairman Barnes indicated that with regard to being brought into the process early, they had always met, but in defense of staff, he noted that they had held a dozen meetings on the Liberty Project before it got anywhere. He commented that early information was already being provided on a lot of big projects, but on others not so much because of the simplicity of the proj ect. Commissioner LaPere suggested that "Commission" might be too strong a word for the proposed committees. He further suggested that a focused advisory committee would be more appropriate. ASSISTANT CITY ATTORNEY MCCLENDON ARRIVED AT 10:26 A.M. Mayor Pro Tem Schiffner commented on the Commissions being discussed and indicated that a citizen's advisory committee should not deal with statutory PAGE SIX - STUDY SESSION MINUTES - JULY 16, 2002 matters. He indicated that professional staff would bring recommendations based on their discretion, and suggested that the format should remain the same. Commissioner Matthies indicated that staff was wonderful about bringing them projects for consideration and if there was anything out of the ordinary staff would bring it to their attention earlier. Councilwoman Brinley indicated that the Planning Commission was a set of "ears" for the community, and it was their responsibility to review upcoming projects and discuss requirements. City Manager Watenpaugh thanked the Commissioners for their comments about staff and concurred that staff did a good job. He noted that the next meeting with the Planning Commission would involve more discussion of specific developments and the process. He noted that in the past there were more frequent joint meetings between the Council and Planning Commission, and indicated that there was hope that they could occur again. He commented that the existing Planning Commission was operating basically as proposed, however their scope could be expanded. Mayor Kelley noted that she had a new understanding of this proposal and that the Planning and Land Use would not be a new commission. Mayor Kelley addressed the proposed Public Safety Commission proposal and noted the areas they would address including lake, traffic safety, police and fire services. She noted that this commission would have a wide range of responsibilities. Councilman Buckley stressed that in all of the areas mentioned they would review the safety issues. Mayor Pro Tern Schiffner questioned the need for such a committee, and what it would provide that was not happening. Councilman Buckley indicated that there was no Citizen's Action Patrol, and what was not happening was a feeling of community. He stressed that there was a disconnect between the citizens and the City, and this would create mechanisms to make that feeling go away. He indicated that he was looking at providing another set of brains and eyes for more ideas the Council had not found. He noted that they could look at how to assist the Police Department, assist LEMSAR and look at issues such as those discussed PAGE SEVEN - STUDY SESSION MINUTES - JULY 169 2002 at the Rice Canyon Town Hall meeting. He suggested that the Public Safety Commission would be an outlet for earlier discussion of issues. Councilman Hickman suggested breaking the City into five or six districts with volunteers in each area to act as eyes and ears for the City. He noted that he envisioned volunteers in specific areas of town to report to the police and improve safety. Councilman Buckley noted that Code Enforcement should also be included for this Commission. Mayor Pro Tern Schiffner indicated that his question had still not been answered, as not one item had been mentioned that was not already happening. He stressed the that community was 30,000 people and he did not see this proposal as necessary, noting it might be more appropriate with a population of 400,000. He indicated that between the Council, Planning Commission and staff, people were generally satisfied, noting they were generally not even willing to vote. Councilwoman Brinley indicated that she had been in the community a long time and had been present when there was a Public Safety Commission previously, and it didn't work. She commented that while they started with the right causes, it became a hinderance to the Police Department and ultimately was of no help. She indicated that it lost focus and direction. She commented that she was not saying this type of committee was not necessary, but it should be used when there is a specific problem to be addressed. She noted that oversight groups tended to get misfocused, get off onto other tangents and get lost in the bureaucracy. She concurred with Mayor Pro Tem Schiffner that the community only had a population of around 30,000, and the elected Council had good communication with the Police Department. She stressed the cooperation received from the Police Chiefs who had served Lake Elsinore. She indicated that she would have no problem with special Task Forces or Mayor's Committees to address specific concerns. Mayor Kelley requested input from Police Chief Walsh. Chief Walsh noted that they were involved with the lake, streets, law enforcement and limited code enforcement, but he could not speak for fire. He indicated that he had the same PAGE EIGHT - STUDY SESSION MINUTES - JULY 169 2002 question as Mayor Pro Tern Schiffner, as he was not sure what needed to be corrected. He commented that when specific concerns arise they address them head -on, and as far as citizens being more involved there were lots of organizations to allow for involvement by volunteers, participation in Neighborhood Watch and ride - alongs, as well as a number of other opportunities. He indicated that the only thing he did not like about the word "commission" was the tendency to get political and impact their ability to go out and enforce the law. He noted that while many times they start out with a good idea, they tend to loose focus, and in a City this small a committee or commission with oversight on the Police Department could be a problem. Mayor Kelley inquired about the Citizen's Action Patrol. Chief Walsh indicated that it would be possible, if the Council chose to pursue it, but clarified that while the program was staffed by volunteers, it would not be free. He explained that the City would probably need to furnish vehicles, training, and fund a full -time oversight position for the group. Mayor Kelley questioned the oversight board for such a group. Chief Walsh indicated that an officer would be assigned to oversee the program. City Manager Watenpaugh noted discussion of a fire service and law enforcement mitigation fee, and indicated that the fee had been implemented and Pardee would be the first participant. He clarified that the money would go for Police Officers and Firemen. He also noted that all volunteer groups required oversight and some staff time to facilitate the programs. He further noted that if volunteer watch groups were set up in the neighborhoods there would be more people calling in, and it would end up being a matter of economics; and as the City gets financially healthier it can provide more enforcement. He stressed that to be proactive, more police time was needed on the enforcement side. He clarified that any time a new program or volunteer service was established it would create an expectation to be filled. He used the animal leash law as an example, noting the expectation for enforcement, and the potential for failure. Councilman Hickman indicated that he had a commitment at the Senior Center and excused himself from the meeting. PAGE NINE - STUDY SESSION MINUTES - JULY 16, 2002 COUNCILMAN HICKMAN LEFT THE MEETING AT 10:48 A.M. Mayor Kelley inquired if there had been any requests for assistance from LEMSAR. City Manager Watenpaugh noted that LEMSAR was staffed by volunteers and they had previously appealed for assistance. He further noted that their insurance was through the Police Department, however financial support would be helpful. Mayor Kelley read the proposal for the Finance and Redevelopment Commission, noting that the City Treasurer was proposed to act as the Chairman for the Commission. Councilman Buckley indicated that this item was self - explanatory, but would provide another set of eyes in the area that had been of paramount concern for the past five or ten years. He commented that on the Redevelopment side, it would not be the Redevelopment Agency Board, however the projects and budget would be reviewed by the Commission as well. He noted that this Commission should be involved in the entire budget process, watch out for grant opportunities and look at how other cities handle financial issues. Mayor Pro Tern Schiffner indicated that he still had the same question as to what was not being done now. Councilman Buckley indicated for one balancing the budget. Mayor Pro Tem Schiffner expressed concern that this appeared to be an attempt to reinvent government. He indicated that he would be in favor of anything that added, protected or provided a service that was missing. He noted that the Council always hears from a group of people that the City is mismanaging its money and not taking care of business, but not one specific thing they have found was being done wrong. He indicated that their only issue was that they thought the staff was overpaid. He commented that if they show him one thing they believe is being done wrong, he would attempt to help to fix it. He reiterated that he viewed the entire proposal as an attempt to reinvent government. PAGE TEN - STUDY SESSION MINUTES - JULY 16, 2002 Councilwoman Brinley commented that as the Redevelopment Agency Chairwoman, she had been looking into grants and met with associates in Sacramento. She noted that she looked at one for an update of the old Cal -Poly Study for Main Street, but right now it would fall under planning. She indicated that regarding the proposed committees, they would be creating another bureaucracy which would inhibit the Redevelopment Agency and cause a rub. She indicated that prior to this discussion, she was planning to set up a task force to start reviewing the projects throughout the Redevelopment areas. She stressed that this committee would be assigned to a focused issue with suggestions to the Redevelopment Agency. She expressed concern with creating another set of Commissions, and noted that with regard to the last report from the Grand Jury, she had spoken with Supervisor Buster and he had no thought of bringing the County in to oversee the RDA. She reminded the Council that during its administration the RDA had come back into the black financially. She stressed the need for a focused purpose and sunset clause. Mayor Pro Tern Schiffner indicated that an ad hoc committee was most appropriate. Councilwoman Brinley reiterated her concerns with creating another entity to address issues and indicated that as a Councilmember and a Boardmember, she was elected to make the tough decisions. She indicated that it was not easy to make cuts or other shifts in the RDA, and right now the RDA was controversial as were many others in the State. She stressed that she was pursuing an advisory group and the potential for grants, and indicated that she did not see a need to create another commission for this area. She noted that by forming an commission they would have to be granted some authority, and expressed concern with such a commission discussing lawsuits, since they would have to be discussed in Closed Session. She questioned the Council's authority to allow such a format. Mayor Kelley questioned the entitlements required for a Commission to discuss lawsuits and inquired if any other City had such a Commission. Assistant City Attorney McClendon indicated that it was possible to form a RDA Commission, but it would not serve in a capacity such as the Planning Commission. He indicated that it would be an aggregate of the Housing Authority and RDA. He noted that there was also the potential of a Community Development Commission, PAGE ELEVEN - STUDY SESSION MINUTES - JULY 16, 2002 of which the one in the City of Anaheim had an advisory role; however it had been disbanded. He noted that they may have recreated it with the RDA and Housing Commission, however they are a charter city and under different requirements. He advised that under State law in the context of litigation settlement, any financial settlement requires an affirmative vote by three Councilmembers. He noted that they might have suggestions, but they could not have settlement authority vested in them. Mayor Kelley questioned the consideration of lawsuits before a Commission. Councilman Buckley indicated that they would not just discuss settlement, but could address the validity, etc. Mayor Kelley questioned whether they could be included in Closed Session. Mayor Pro Tem Schiffner suggested that this would be more necessary in a larger organization. Councilwoman Brinley concurred that if the City had a population like Riverside or Anaheim, she would agree that the RDA should be looked at; however at this time her only recommendation would be an ad hoc advisory committee for specific purposes. She stressed that she could not agree to give a Commission this level of authority, noting that it was hard enough for the five Councilmember to make some decisions without the inclusion of other representatives. Councilman Buckley stressed that they would have no decision making authority. Mayor Kelley addressed the City Treasurer on this proposal, noting that he campaigned on getting rid of his position. City Treasurer Ferro indicated that he would not want the Treasurer to be the Chairman because it was an elected position with a variety of representatives. He indicated that it would not be a bad idea to have the Treasurer on a committee, but not serving as the chair. He concurred with Commissioner LaPere that "Commission" was too strong, and he would prefer the word "Committee ". He also suggested that the combination of Finance and Redevelopment was too encompassing and suggested two separate committees. He noted that for the Finance Committee in the early stages of the budget, could obtain community input which would be beneficial and work somewhat like the previous goal- setting and visioning; as well as providing some specific ideas. He suggested that the Committee could help staff to fine tune the budget, and while it would add an extra layer it would not mean more bureaucracy PAGE TWELVE - STUDY SESSION MINUTES - JULY 169 2002 because it involved the citizenry. Councilwoman Brinley indicated that she was looking at an advisory committee to assist the Redevelopment Agency on specific issues. City Treasurer Ferro indicated that he would like to see the two broken out and fine tuned; and suggested there should be no fear in trying it. He reiterated that it could include a sunset - clause or fine -tuned as necessary; but stressed leaving it in control of the Council. Mayor Kelley noted that in prior years when the budget was cut a citizen task force was formed to assist. Staff clarified that the committee was in relationship to Measure BB. Mayor Kelley noted the proposed Commission on Parks, Recreation and Tourism, and detailed the proposal. Councilman Buckley indicated that this proposal was self - explanatory; and this Commission would have handled the tax proposal. He commented that they would discuss design, maintenance, recreation services, back basin uses, how to keep the public informed and review promotional materials. Councilman Buckley responded to the City Treasurer with regard to the Finance Commission and noted that the election of idiots was a problem of democracy. Mayor Pro Tern Schiffner indicated that his comments were still the same; and noted that with all the ideas he was hearing the key was the need for more public input. He indicated that there was not such a complicated procedure that people could not present ideas directly to the Council; and noted that very few come forward with requests or ideas. He noted that the Council constantly hears from the same people; however there are no specific concerns or complaints. He indicated that the whole proposal was ridiculous and not necessary. He stressed that it was not difficult to get involved if people wanted to do so. Councilwoman Brinley noted that she had a discussion with City Manager Watenpaugh regarding the possibility of a Recreation Committee, and she would have no problem if it was a committee with a specific objective. She further noted that she would like to see a Mayor's Committee look at tourism for new ideas. She stressed that she had no problem using "Mayor's Committees" on specific issues to gain input. She suggested that setting up a Commission, was too big a PAGE THIRTEEN - STUDY SESSION MINUTES - JULY 169 2002 step at this time. She indicated that Mayor's committees were useful, but Commissions are another thing; and noted that she would need more time and study on how they were formed. Recreation & Tourism Manager Fazzio noted that staff interacts with the community by working with user groups for sports leagues and scheduling fields. She noted that they staff EVAN, work on concerts, and staff the RTA Committee chaired by Councilwoman Brinley to address transportation issues. She indicated that in spite of their efforts, there was overwhelming support for a group to support staff s endeavors. She indicated that she would love to see a community group to help raise money for fireworks. Public Works Manager Payne concurred with Recreation & Tourism Manager Fazzio that community involvement was an important component. He noted that staff was able to address many concerns directly at the user group meetings. City Manager Watenpaugh noted that the Assistant City Manager and Recreation Manager had been meeting with recreation related businesses to solidify community support and cooperation. He noted that in the past there had been a parks and recreation advisory committee appointed by the Council. He suggested that such a committee could look at the long -term issues, and make recommendations based on a master plan. He also noted that a park foundation could solicit funds to assist staff. He indicated that staff would be willing to review the possibilities and to assure that enough willing volunteers could be found to serve. He noted that commute time and other impacts on people's time, may limit the potential for involvement. Mayor Kelley indicated that she had looked at all of the proposals, and while she didn't think anyone would deny the need for more involvement, she was concerned with how it was formatted and what power and ramifications they would have. She applauded Councilman Buckley's effort, but concurred with Mayor Pro Tem Schiffner's comments on the need. She commented that the Council was elected to make a lot of the decisions, and indicated that the voter turnout was indicative of the whole society, and not just the City. She noted that most people want to avoid politics and don't have the time to donate, but PAGE FOURTEEN - STUDY SESSION MINUTES - JULY 169 2002 recognized that some were very willing to sit on a short term task force as needed. She indicated that she could support the task force format, and also a parks and tourism committee. She also indicated that she would support a budget committee as an advisory committee, but would not support long -term commissions, as the Planning Commission and Staff assist the Council in making decisions. She commented that she would support having the staff do a survey to see if there were particular concerns and if people were willing to step forward to participate, and supported establishing an ad hoc committee to do some of the necessary investigation. She indicated that the proposal was too general and too overlapping as written. She commented that while she understood that there was a feeling of alienation, the City offers Internet access, phones and availability of Council within the Community. She indicated that when there are issues the Council can be contacted and the concerns will be handled. She expressed concern that having a Commission would slow the processes, while dealing with the issues was Council's job. Councilwoman Brinley indicated that, at this time, she would concur that the Council was elected to do the jobs listed in the proposal. She noted that when she was Mayor and created Mayor's committees, they were intended to get more community involvement on specific issues; and she believed that getting the citizens involved in the Redevelopment Agency would be appropriate. She suggested that creating new commissions on a broad base would hurt the community, and concurred that a survey should be done to evaluate the need. She stressed that she supports community involvement via Mayor's Committees or Ad Hoc Committees. Mayor Pro Tem Schiffner indicated that he looked forward to input from staff on Ad Hoc Committees that would be of service. He suggested appointing Ad Hoc Committees for specific projects, and maybe they could become permanent if they are found to be of ongoing benefit. He indicated that he would prefer to start with an Ad Hoc to see who would participate, how they would perform, and the level of interest. PAGE FIFTEEN - STUDY SESSION MINUTES - JULY 169 2002 City Manager Watenpaugh noted that the Recreation Brochure was getting ready to go out soon, and suggested if the Council was interested in a community survey a page could be reserved for it. He noted that the City already pays to send the Brochure out to all residents, but stressed that it would have to be done this week. He commented that a survey had not been done for a while and it might be a useful tool. Mayor Pro Tem Schiffner suggested the inclusion of a list of various categories for which residents could submit their names for participation. Councilwoman Brinley indicated that she would like to see a public telephone survey of the registered voters, and noted that sometimes when a survey is published it did not get a true reading. City Manager Watenpaugh indicated that staff would be happy to solicit costs, but it would not be done for free. Councilman Buckley commented that a decent poll would run $25,000 to $30,000. Planning Commissioner Nash commented that the mechanisms were in place, but society as a whole was reactionary. He suggested that Lake Elsinore residents had never had a problem bringing issues to the forefront. He commented that if the City wanted to improve its image, it should do three things, being 1) keep it simple, 2) be accessible to everyone so they know if there is a problem it will be addressed, and 3) try to keep the development as inexpensive as possible, so people feel that the City is making an attempt to provide a positive situation. He stressed that the mechanisms were in place, but what people said and did in polls were two different things. Mayor Kelley suggested that the Council solicit the simple willingness to serve, and take more time for a specific survey. She indicated that she thought the Council all supported public input, just not broad overlapping commissions. She suggested that most people would support an Ad Hoc Committee, but not a Commission. She noted the difficulty in obtaining volunteers, but indicated that she was willing to do a survey on peoples' willingness to serve. City Treasurer Ferro noted that he was out in a new tract soliciting new voter registrations, and met someone from Ernst and Young who wanted to get involved in the PAGE SIXTEEN - STUDY SESSION MINUTES - JULY 169 2002 community, but his commute time, hours and family would preclude his participation. ADJOURNMENT The City Council Study Session was adjourned at 11:29 a.m. ENIE KELLEY, MAY CITY OF LAKE ELSIN RE ATTEST: `' VICKI , CMC CITY CLERK/ HUMAN RESOURCES DIRECTOR CITY OF LAKE ELSINORE