11-0727_CC_Minutes_Special MeetingMINUTES
July 27, 2011
SAN JUAN CAPISTRANO CITY COUNCIL
AND CITY MANAGER RETREAT
SPECIAL MEETING
Mayor Allevato called the Special Meeting Retreat of the City Council and City Manager
of the City of San Juan Capistrano to order at 9:46 a.m. at the San Juan Hills Golf Club.
ROLL CALL
COUNCIL MEMBERS PRESENT: Laura Freese, Derek Reeve, John Taylor, Mayor pro
tem Larry Kramer and Mayor Allevato
COUNCIL MEMBERS ABSENT: None
Agenda items are presented in the originally agendized format for the benefit of the
minutes' reader, but were not necessarily heard in that order.
ORAL COMMUNICATIONS:
• Ian Smith, City resident, expressed concern with the lack of time for noticing the
retreat. Karen P. Brust, City Manager, clarified that the meeting was noticed
appropriately and announced the date for the retreat in September to provide
advance notice.
• Kim McCarthy, City resident, expressed concern with overcrowded school and
requested the following: 1) town hall meeting with Immigration and Customs
Enforcement (ICE); 2) freeze on hiring and salary increases for City employees;
3) "gifting" tax -payers money; 4) E -Verify mandated for all City businesses; 5) revise
Municipal Code in order to assist with overcrowding issues; and 6) increasing public
safety in the City.
• Roy Byrnes, City resident, felt the retreat is a good concept and was interested in
the outcome.
• William Bonney, City resident, expressed appreciation for conducting a retreat.
CITY COUNCIL AND CITY MANAGER RETREAT:
1. DISCUSSION IDENTIFYING CITY COUNCIL PRIORITIES FOR CURRENT
FISCAL YEAR — CITY MANAGER TO REPORT COUNCIL PRIORITIES BACK TO
EXECUTIVE TEAM.
Dick Lyles, Leadership Legacies L.L.C., facilitated the retreat and provided a
PowerPoint presentation. Mayor Allevato and City Manager Brust provided opening
comments.
L
Urgent Strategic Priorities Identified:
1. Staff reorganization/pensions, contract.
a. Address economic development
b. Address Open Space Manager/Community Development
2. Ground Water Recovery Plant at design capacity.
3. East and Northwest Open Space resource into best use.
a. Priority #1 is Lemon Grove
b. Priority #2 is dog park in northwest
4. Finish the Historic Town Center Master Plan.
a. Then begin implementation (low hanging fruit Phase 1)
5. Entitlement process/business friendly environment.
6. Get our fiscal house in order.
Additional Strategic Priorities:
1. Aggressively revitalize economic development.
2. Community Redevelopment Agency decision.
3. Plan for selling or leasing city properties such as Lower Rosan.
4. Complete sidewalk widening project across from the Mission.
5. Develop a community -oriented police program for the Villas and Carolinas.
6. Make decision on desalination plant. -
7. Complete entitlement of the downtown hotel.
8. Groves/work force housing.
Public Comments:
• Steve Behmerwohld, City resident, felt social and community programs are an
important part of crime prevention (i.e., Boys & Girls Club, GRIP).
Council and City Manager Comments:
• Mayor Allevato - Felt best government is less government; need to streamline
the development process for businesses and avoid involvement in every detail;
requested that staff provide updates on projects -as they go through
Commission/Committee approvals; suggested collaborating with the Sheriffs
department to prepare an assessment of law enforcement needs and efficiency
within the City; felt that the City has already explored the option to outsource
management of the Ground Water Recovery Plant and resulted in the City being
more efficient; suggested removing business license fees as an incentive to
encourage new businesses; would like to see the Verdugo Street Improvement
Project completed; felt it was important to have open space properties
accessible to the public; preference in making the improvements to the
northwest open space property a priority; felt that some of the open space
properties have revenue potential; need to develop a plan to minimize
overcrowding issues; and recommended a community oriented policing program
for the Villas and Carolinas.
• Larry Kramer, Mayor pro tem - Expressed concern with not having sufficient
funds to complete all projects identified within the Long Term Vision Plan; need
to streamline the development process to encourage businesses; felt there's
misinformation on crime rates in the City; expressed lack of support in spending
funds money on a law enforcement needs assessment; expressed the need to
2 7/27/2011
hire a Utilities Director and the creation of an Open Space Manager position; felt
that not all the downtown business owners are in favor of the Downtown Master
Plan; would like to see more access to open space properties; felt that the
Desalination Plant is a "science project" with no end in sight; and would like to
see more Joint Commission/Committee meetings on large projects.
• Laura Freese, Council Member - Need to provide clear direction and avoid
working outside of the Long Term Vision Plan; preference in having an
Economic Development Manager and further explore outsourcing other City
positions; need to follow-up with the Buxton Study (branding and
retaillrestaurant strategy study), and be aggressive in identifying and contacting
the right businesses for the City; preference for the City not to operate the
Ground Water Recovery Plant; felt that the sidewalk widening in front of the
Mission and the diagonal parking can easily be done within the current fiscal
year; suggested that the east open space be an urgent priority; would like to see
more Joint Commission/Committee meetings on large projects; and would like to
see the City working together with the Homeowner Associations on
overcrowding issues.
• Derek Reeve, Council Member - Expressed commitment to decrease City debt;
would like to see more law enforcement officers patrolling the City; need to have
a conclusion with the Utilities Department (i.e. water rates, Utilities Director);
would like to see a plan in place to review current law enforcement needs,
preferably not by hiring a consultant, but by the Chief of Police Services working
with the neighbors to identify these needs; preference for the City not to operate
the Ground Water Recovery Plant; felt that historic properties are a burden on
resources with restrictions that limit their use; not in support with all of the
components of the Downtown Master Plan, and questioned the funding and
benefits of projects identified within the plan; felt that some of the open space
properties have revenue potential. Develop a global strategy and involve code
enforcement on overcrowding issues.
• John Taylor, Council Member - Need to make City finances a priority; important
for the development process to be efficient for businesses, as companies cannot
afford to bring their business into the City; felt that there is a need for an
Economic Development Manager and suggested combining with the position of
Open Space Manager; suggested having the Chamber of Commerce be more
involved with economic development until the City fulfills this position; suggested
creating a list of available city -owned properties that could be used as a
potential revenue source; felt it was important for downtown to be pedestrian
friendly; felt that the sidewalk widening project in front of the Mission could be
accomplished with little expense; expressed concern with the amount of funds
needed to provide access to open space areas; and suggested a penalty fee,
possibly through a water/sewer fee for landlords who do not address
overcrowding issues.
• Karen P. Brust, City Manager - Observed the need to narrow down items to
focus on; may need to change processes and policies to turn the City's finances
around; suggested a two-year budget to avoid changes from year to year; would
like a timeline on priorities to be identified in the retreat; and suggested looking
into current positions that could be. changed in order to focus on Economic
Development, as there's no available funding for additional positions at this time.
3 7/27/2011
2. WORK PLAN CRITERIA, PARAMETERS AND GUIDELINES IDENTIFIED AS IT
RELATES TO CITY COUNCIL AND CITY MANAGER DYNAMICS.
Guidelines for Working Together:
1. Members disseminate meeting reports from subcommittee meetings.
2. Meeting reports from meeting with outside agencies/entities.
3. City Manager updates on major developments in any City committee or meeting.
4. Avoid Brown Act violations.
5. Take positive steps to overcome unintended constraints created by the Brown
Act.
6. Council Members have weekly meetings with the City Manager.
7. Council/Commissions don't direct City staff, the City Manager does.
8. Council appreciates updates, emails, memos from the City Manager.
9. Mayor messages should continue.
10. Deal with most issues at Council meetings.
11.Agenda's for Council Meetings a week in advance.
12. Keep staff reports short and correct.
13. Maintain global context for reporting on issues.
14. Person responsible for Councilmanic item should provide short write up.
15. Check proximity of residences to issues — Fair Political Practices Commission
(FPPC).
Public Comments:
• Jonathan Volzke, Capistrano Dispatch, expressed concern with efficiency and
length of City Council meetings; felt members of the public leave the meetings
before items of interest are presented; and requested to see a memo/report
from Council members on Councilmanic items.
Council and City Manager Comments:
• Mayor Allevato - Suggested that staff have a global outlook and communicate
with other cities.
• Larry Kramer, Mayor pro tem - Felt that weekly meetings between the City
Council and the City Manager are critical.
• Laura Freese, Council Member - Need to be cognitive of transparency issues;
felt afraid to do anything because of public perception; and felt that conducting a
retreat provides transparency.
• Derek Reeve, Council Member - Would like to see change in the culture of city
government; and expressed the need to avoid overloading the City Council
agendas by wisely managing the number of items that can be placed for
consideration.
• John Taylor, Council Member — Would like a way of receiving a report of the
outcome from City Council Subcommittees meetings.
• Karen P. Brust, City Manager - Suggested that Council Member reports on
outside agencies be included as part of City Manager's weekly update, or to
agendize the reports at City Council meetings.
�1
4 7/27/2011
ADJOURNMENT:
There being no further business Mayor Allevato adjourned the meeting
at 3:09 p.m. to Tuesday, August 2, 2011, at 5:00 p.m. for Closed Session and
L6:00 p.m. for the public Business Session, in the Council Chamber.
e$pectfully submitt,
�CHRISTY JA L, DE UTY CITY CLERK
Approved: October 18, 2011
ATTEST:
S A LEVATO,MAYOR
7/27/2011