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14-0611_CC_Minutes_ Special Meeting_City Manager Retreat MINUTES JUNE 11, 2014 SAN JUAN CAPISTRANO CITY COUNCIL AND CITY MANAGER RETREAT SPECIAL MEETING Mayor Allevato called the Special Meeting Retreat of the City Council and the City Manager of the City of San Juan Capistrano to order at 9:33 a.m. at the San Juan Hills Golf Club. ROLL CALL COUNCIL MEMBERS PRESENT: Roy L. Byrnes, M.D., Derek Reeve, John Taylor, Mayor pro tem Larry Kramer and Mayor Sam 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. Trudy Sopp, Ph.D, The Centre for Organization Effectiveness, facilitated the retreat. Mayor Allevato and Karen P. Brust, City Manager, provided opening comments. ORAL COMMUNICATIONS: None. PUBLIC COMMENTS: • Michelle Lawrence-Adams, Mission San Juan Capistrano, questioned the intent of the adopted Historic Town Center Master Plan; expressed the need to protect the City's heritage brand; felt there is a need for a parking plan for underutilized parking; and felt economic development needs to be diverse. • Laura Freese, City resident, expressed preference in keeping development away from the Mission; expressed criticism heard from residents that the Historic Town Center Master Plan is all concrete and asphalt. • Larry Thomas, City resident, expressed the importance of parking infrastructure and resolving parking issues before moving forward with further development in the downtown area; and expressed preference for a "park once" concept. • Mary Demers, Friends of the Library, expressed concerns with excessive traffic on EI Camino Real due to surrounding schools; and expressed concerns with the downtown area not being pedestrian friendly. • Jan Siegel, City resident, expressed the importance in preserving the City's historic image. • Bill Griffith, Eslinger Building owner, expressed concern with the Urban Village project and the impact it would have in the downtown; felt the project should be scaled down in size, and not impact the balance within the downtown, and be consistent with the sphere of the Historic Town Center Master Plan. • Jonathan Volzke, City resident, felt that the downtown has had little change in the past 20 years; and, expressed the need to encourage businesses as we are competing with surrounding cities. • Rob Williams, City resident, expressed concern with the Urban Village project; and expressed the need to apply the Historic Town Center Master Plan. 1 CONSENT CALENDAR: Council Action: Moved by Council Member Byrnes, seconded by Council Member Taylor and carried unanimously to approve consent calendar item 1. 1. CITY COUNCIL AND CITY MANAGER RETREAT MINUTES OF MARCH 7, 2013, APPROVED. CITY COUNCIL AND CITY MANAGER RETREAT: 1. DISCUSSION AND PRESENTATION ON THE CITY'S ECONOMIC DEVELOPMENT STRATEGIES AND TOOLS TO INDUCE PRIVATE INVESTMENT AND GENERATION OF HOTEURETAI URESTAU RANTS THROUGHOUT THE CITY AND ITS DOWNTOWN; AND POTENTIAL STRATEGIES TO POSITION THE HISTORIC TOWN CENTER MASTER PLAN AND THE DOWNTOWN AS DESTINATION RETAIL CENTERS, INCLUDING PARKING NEEDS. Michael Bohn, Studio One Eleven, provided a PowerPoint presentation and responded to questions. Larry Kosmont and Ken Hira, Kosmost Companies, provided a PowerPoint presentation, provided handouts and responded to questions. Mayor and City Council Comments: • Mayor Allevato — preference to encourage new demographic of people into the downtown; felt the City Council is heavily criticized on parking issues; felt the Historic Town Center Master Plan has flexibility to encourage different types of businesses; expressed concerns that property owners may not like portions of the Historic Town Center Master Plan earmarked for a specific purpose; and supported a parking study. • Mayor pro tem Kramer — felt the City needs to be proactive with parking issues; preference for a "park once" concept; felt that limited or no available parking on weekends impact businesses in the downtown; would like the City to be a dining destination in addition to the tourists visiting the Mission; suggested a peak demand and/or location analysis for parking; and suggested looking into parking meters. • Council Member Byrnes — suggested the possibility of private management for parking; and felt a trolley system is not needed. • Council Member Reeve — expressed concerns within the Historic Town Center Master Plan; and with safe pedestrian crossing over Del Obispo. • Council Member Taylor — felt that some concepts within the Historic Town Center Master Plan will not work for some businesses, such as the McDonald's remodel; and supported a parking study. 2. DISCUSSION AND PRESENTATION ON THE SUSTAINABILITY OF THE CITY'S OPEN SPACE, INCLUDING THE MANAGEMENT OF THE CITY'S OPEN SPACE AND PARKS AND THE ABILITY TO GENERATE REVENUE FOR ITS MAINTENANCE Michael O'Connell, Irvine Ranch Conservancy, provided a presentation and responded to questions. Rorie Skei, Santa Monica Mountains Conservancy, provided a presentation and responded to questions. 6/11/2014 2 Mayor and City Council Comments: • Mayor Allevato — expressed that the City had employed an Open Space Manager in the past; felt open space areas are underutilized by the community; and expressed preference in encouraging use from the community and generating revenue. • Mayor pro tem Kramer — felt the former Open Space Committee attempted to define the term "open space." • Council Member Byrnes — felt that open space should not be viewed as a source of revenue; and suggested for the City Manager to explore the possibility of a non-profit group to manage the City's open space properties. • Council Member Reeve —felt that the term "open space" has a broad definition; expressed frustration with the phrasing and use of the term "open space;" and suggested further defining the term "open space." 3. UPDATE ON PROGRESS TO FISCAL YEARS 2012-2013 AND 2013-2014 URGENT STRATEGIC PRIORITIES; AND FISCAL YEARS 2014-2015 AND 2015-2016 CITY COUNCIL URGENT STRATEGIC PRIORITIES, SET. Karen P. Brust, provided a progress update and responded to questions. City Council Priorities for Fiscal Years 2014-2015 and 2015-2016 1. Economic Development/Business Friendly Environment. a. Map out and streamline processes in order to create a new framework. • Create process flow charts and checklists. ,I' Work with the City Attorney on the development process. • Review City ordinances. b. Develop a plan for services upgrades, including website and on-line services. c. Business outreach throughout the City. d. Continue coordination on Caltrans' I-5/Ortega Highway project. e. Economic Preservation Sub-Committee Effort — Reassigned to the Chamber of Commerce to work with the City. 2. Open Space. a. Eastern Open Space. • Develop a preliminary marketing strategy for Reata Park and Event Center. • Create a Request for Proposals (RFP) for a preferred list of event planner services. • Complete Eastern Open Space Trails and Citywide Bikeway Gap Closure Project. • Continue grant-funded 2C Ranch/Trabuco Creek Habitat Mitigation Project. • Create new multi-use trail from the City limit to San Juan Creek Road. • Create new multi-use trail from Reata Park across Ortega Highway and onto Stoneridge. Ll 3 6/11/2014 b. Northwest Open Space (NWOS). • Complete design and construction of Northwest Open Space Park Project. • Consideration of Phase II area improvements. c. Los Rios Park. • Transfer Los Rios Park Property from Successor Agency to the City. 3. Strong Financial Foundation. a. Continue to implement plan to eliminate water deficit. b. Complete the Cost Allocation Plan and the Citywide User Fee Study. c. Refund 2002 and 2004 Water Certificates of Participation (COP) and San Juan Basin Authority Lease Revenue Bonds. d. Complete competitive bidding process for: • Banking. • Custodian (for investments). • Merchant Credit Cards services. • Lockbox (for water payments). 4. Implement Historic Town Center Master Plan. a. Complete Verdugo Street beautification project (CIP 14106). b. Identify plan to fund and complete improvements along Camino Capistrano between Ortega Highway and Forster Street. c. Complete transfer of former redevelopment agency properties to City: • Downtown parking lots. • EI Camino Real Playhouse. d. Implement near-term parking solutions included in the Historic Town Center Master Plan. e. Parking Plan - Update and develop an implementation and financing plan. f. Bicycle Master Plan. • Develop a map. • Research grant opportunities (Southern California Association of Governments) 5. Strategic Communications Plan — Completed City Council and City Manager Comments: • Mayor Allevato — suggested developing a finance plan for a parking structure at the Camino Real Playhouse; preference in prohibiting overnight parking in the downtown area; suggested partnering with the Chamber of Commerce to interface with the Orange County Transportation Authority during the construction of the I-5/Ortega Highway Interchange Project; expressed that business owners feel ill-informed regarding the interchange project; preference for a multi-use trail from the east open space to San Juan Creek Road; preference for a trail across Ortega Highway to east open space area; preference for the Riding Park to remain on the east open space property and extend the agreement; requested for the City Attorney to explore the options to extend the Riding Park agreement for additional years and the tax compliancy implications; and suggested exploring the opportunity for the County to perform mitigation and habitat restoration of open space areas. • Mayor pro tem Kramer — expressed preference in not conducting a parking study; preference for a parking structure at the Camino Real Playhouse; suggested reaching out to businesses for support; preference for the City to be bicycle friendly and develop a Bicycle Master Plan, which is needed to apply for grant funding; preference for additional soccer fields on the Eastern Open 4 6/11/2014 Space property; questioned the term limitations for the Riding Park agreement; preference in exploring opportunities with Phase II at the Northwest Open Space; and felt that contracting with the Orange County Sheriffs Department provides the City with expanded resources. • Council Member Byrnes —expressed the need to move forward with the Historic Town Center Master Plan; felt City staff are able to inspect and implement parking solutions already addressed within the Historic Town Center Master Plan; preference in not conducting a parking study; and agreed with extending the Riding Park agreement for an additional year. • Council Member Reeve — felt the City consistently conducts studies but fail to implement; felt there are issues with trail linkage in the northwest open space area; and requested that the City Manager reach out to surrounding cities regarding options for law enforcement services. • Council Member Taylor — suggested impacted businesses should be involved with the parking study; preference in the Historic Town Center Master Plan keeping the retail surrounding the parking structure; preference for the Riding Park to remain on the east open space property and extending the agreement; suggested exploring grants for the restoration of open space; felt tenants using the Eastern Open Space property need to be aware of agreement term restrictions; and stated that grand funding is available for bicycle improvement projects through the Southern California Association of Governments. • Karen P. Brust, City Manager — felt that solutions for short-term parking needs within the downtown area are available, and suggested a parking study for long- term parking solutions; expressed the importance in developing near-term strategies for parking solutions; expressed businesses interests for monument signs; felt a Request for Proposals (RFP) for an event planner as an alternative short-term solution for the Eastern Open Space property was appropriate; expressed the importance in the naming of Reata Park and Event facilities for marketing purposes; and stated that staff is expanding the Strategic Communications Plan by developing and implementing a mobile application for electronic devices. T : o further business Mayor Allevato adjourned the meeting itted CH J )EPn CfY CLERK Approved: June 23, 2014 ATTEST: / i SAM ALLEVATO, MAYOR 5 6/11/2014 NOTICE OF SPECIAL MEETING SAN JUAN CAPISTRANO CITY COUNCIL The Ci of San Juan Capistrano, California, hereby gives notice that a Special Meeting (City Cc n i d City Manage Retreat) of the City of San Juan Capistrano City Council will be h Wednesday, June 11, 2014, at 9:30 a.m. at the San Juan Hills Golf Club, 32120 a nrCreek �Road, San Juan Capistrano, California. V V vV Maria ity Clerk Date: June 9, 2014 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF SAN JUAN CAPISTRANO ) I hereby certify that a copy of the Notice of a Special Meeting (City Council and City Manage Retreat) of the City of San Juan Capistrano City Council will be held on Wednesday, June 11, 2014, at 9:30 a.m., was mailed, emailed and/or sent via fax transmittal, or personally delivered not less than twenty-four hours before the meeting. Sam Allevato, Mayor Larry Kramer, Mayor pro tem Roy L. Byrnes, M.D., Council Member John Taylor, Council Member Derek Reeve, Council Member The Register Capistrano Valley News Capistrano Dispatch San J n Patc Los el T mes, I de la n r p I perju at the foregoing is true and correct. Maria s, City Cler City of San J an Capistr Date: June 9, 2014