03-0902_CC_Minutes_Special Meeting_ MINUTES
September 2, 2003
SAN JUAN CAPISTRANO CITY COUNCIL -- SPECIAL MEETING
CLOSED SESSION HEARING (610.85) — 5:30 P.M.
A Closed Session was held for the following purposes, as authorized by statute:
1. Pursuant to Government Code Section 54957.6, the City Council conferred with
its labor negotiator (City Manager) regarding labor negotiations with the San
Juan Capistrano Employees Association and Management Employees
Association.
2. Pursuant to Government Code Section 54956.9(b)(1), the City Council conferred
with its legal counsel regarding one matter.
RECESS UNTIL 6:00 P.M. BUSINESS SESSION
Mayor Gelff called the Special Meeting of the City Council of the City of San Juan
Capistrano, California, to order at 6:06 p.m. in the City Council Chamber. Council
Member Wyatt Hart led the Pledge of Allegiance to the Flag and Council Member
Swerdlin gave the invocation.
ROLL CALL
COUNCIL MEMBERS PRESENT: Wyatt Hart, Diane Bathgate, David M. Swerdlin,
Mayor pro tem Joe Soto and Mayor John S. Gelff
COUNCIL MEMBERS ABSENT: None
STAFF PRESENT: Pamela Gibson, Interim City Manager; John Shaw, City Attorney;
Meg Monahan, City Clerk; Cynthia L. Russell, Administrative Services Director; Thomas
Tomlinson, Planning Director; William M. Huber, Engineering and Building Director; ;
Lynnette Adolphson, Management Analyst 11; Al King, Jr., Community Services Director;
William A. Ramsey, Principal Planner; Amy Wolfe, Senior Planner; Lt. J. B. Davis, Chief
of Police Services; Eric Bauman, Water Engineering Manager; and, Eileen White,
Recording Secretary
ANNOUNCEMENT OF CLOSED SESSION - None
09-02-2003
INTRODUCTIONS, PRESENTATIONS, AND DONATIONS
1. PRESENTATION TO BOYS AND GIRLS CLUB OF CAPISTRANO VALLEY
(610.40)
Mayor Gelff recognized the Boys & Girls Club for the services provided to the
community and presented James Littlejohn, Executive Director, with a Certificate
of Appreciation.
2. PRESENTATION TO DR. JULIE RYAN -JOHNSON, DIRECTOR, ORANGE
COUNTY ANIMAL CARE SERVICES (610.40)
Mayor Gelff recognized Dr. Julie Ryan -Johnson, Director of Animal Care
Services of the County of Orange, for accomplishing improvements to County
animal care, and presented her with a Certificate of Appreciation.
3. RECOGNITION OF FORMER COMMISSIONERS (110.30)
Mayor Gelff recognized Billy Sonka, former Planning Commissioner for his years
of service to the City.
4. INTRODUCTION OF COMMISSIONERS PRESENT AT MEETING (110.10):
The following individuals were in attendance and recognized by Mayor pro tem
Soto: Ilse Byrnes, Parks, Recreation, and Equestrian Commission; Sheldon
Cohen, Planning Commission; Les Blair, Council Liaison to the San Juan
Seniors; Brian Beeman, Transportation Commission, Joe Drey, Water Advisory
Commission; and Dr. Roy Byrnes, former San Juan Capistrano Mayor.
CONSENT CALENDAR
Council Action: Moved by Council Member Hart, seconded by Council Member
Swerdlin, and carried unanimously, 5-0, to approve items 1 through 8, 10, & 11 as
recommended by staff.
1. MOTION TO READ ORDINANCES BY TITLE ONLY APPROVED
2. MINUTES FROM THE REGULAR MEETING OF AUGUST 5, 2003, APPROVED
AS SUBMITTED
3. RESOLUTION NO 03-09-02-01 ADOPTED ENTITLED A RESOLUTION OF THE
CITY OF SAN JUAN CAPISTRANO, CALIFORNIA, TO UPDATE THE CITY
DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM FOR FISCAL
YEAR 2003/2004 (820.25)
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4. CONTRACT AWARDED FOR THE DOWNTOWN LIGHTING PHASE IV
CAPITAL IMPROVEMENT PROJECT TO THE LOW RESPONSIBLE BIDDER,
PETE & SONS CONSTRUCTION IN THE AMOUNT OF $140,847.00; ALL
OTHER BIDS REJECTED; AND THE MAYOR AUTHORIZED TO EXECUTE
THE AGREEMENT" (600.30)
5. CASH BALANCES BY FUND —JUNE 30, 2003, RECEIVED AND FILED(330.50)
6. LICENSE AGREEMENT APPROVED BETWEEN CITY AND DRINO MILLER
FOR GEOTECHNICAL INVESTIGATION AND MONITORING FOR TERMINAL
RESERVOIR NO. 2 REPLACEMENT PROJECT; THE MAYOR AUTHORIZED
TO SIGN THE AGREEMENT; AND THE CITY CLERK DIRECTED TO
PROCESS RECORDING OF THE AGREEMENT(APN 650-511-04) (600.30)
7. FACILITY RENTAL FEES REDUCED 95016 FOR THE COMMUNITY HALL OF
THE COMMUNITY CENTER FOR USE AS A POLLING SITE FOR ELECTIONS
THAT WILL BE HELD ON OCTOBER 7,2003; AND USE OF THE COMMUNITY
HALL AS AN ELECTION POLLING SITE BY THE ORANGE COUNTY
REGISTRAR OF VOTERS FOR A FEE EQUAL TO THE REGISTRAR'S
AVAILABLE SITE -USE FEE ALLOCATION (390.30)
8. LEASE AGREEMENT RENEWED WITH THE CAPISTRANO INDIAN COUNCIL
FOR LEASE OF THE HARRISON FARMHOUSE FOR $1 PER ANNUM; AND
THE MAYOR AUTHORIZED TO EXECUTE THE AGREEMENT(600.20)
9. ACCOUNTS PAYABLE WARRANTS DATED AUGUST 7, 2003 AND PAYROLL
WARRANTS DATED JULY 31, 2003 AND PAYROLL WARRANTS DATED
AUGUST 114, 2003 RECEIVED AND FILED(300.30)
This item was voted on separately to allow Council Member Bathgate to abstain.
Council Action: Moved by Council Member Swerdlin, seconded by Council
Member Hart and carried 4-0-1, with Council Member Bathgate abstaining, to
receive and file the accounts payable warrants dated August 7, 2003, in the
amount of $1,004,561.48 and payroll warrants dated July 31, 2003, in the
amount of $222,083.91 and payroll warrants dated August 14, 2003, in the
amount of $224,568.50.
ROLL CALL
AYES: COUNCIL MEMBERS: Hart, Swerdlin, Soto, and Mayor Gelff
NOES: COUNCIL MEMBERS: None
ABSTAIN: COUNCIL MEMBER: Bathgate
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10. REPORT OF INVESTMENTS, MONTH ENDING JULY 31, 2003, RECEIVED
AND FILED(350.30)
11. AMENDMENT TO THE JOINT AGREEMENT FOR IMPLEMENTATION AND
OPERATION OF THE ORANGE COUNTY 800 MHZ COUNTYWIDE
COORDINATION COMMUNICATIONS SYSTEM APPROVED; MAYOR
AUTHORIZED TO EXECUTE THE AMENDMENT; AND THE CITY CLERK
DIRECTED TO FORWARD THE AMENDMENT TO THE ORANGE COUNTY
CLERK OF THE BOARD(600-50)
ADMINISTRATIVE ITEMS
PLANNING DIRECTOR
a. CIVIC SOLUTIONS, INC. SELECTED TO PROVIDE GRANT ADMINISTRATION
FOR THE STATE OF CALIFORNIA 2002 HOME PROGRAM GRANT FOR THE
OWNER -OCCUPIED HOUSING AND REHABILITATION AND FIRST-TIME
HOMEBUYER PROGRAMS; AND THE MAYOR AUTHORIZED TO EXECUTE
THE AGREEMENT IN AN AMOUNT NOT TO EXCEED $118,000 (600.30)
Pro'ect Description: In response to the Request for Proposals for a grant
administrator to assist in the issuance of $600,000 in grant funds from the State
of California to continue the City's First -Time Home Buyer and Owner -Occupied
Housing Rehabilitation Programs, Civic Solutions, Inc. submitted the only bid
proposal. Staff has determined that Civic Solutions, Inc. has the capacity and
expertise to perform the work and is recommending the City Council select Civic
Solutions as the grant administrator for the City's 2002 HOME Program and
authorize the Mayor to execute a personal services agreement in an amount not
to exceed $118,000.
Written Communications: Report dated September 2, 2003, by Thomas
Tomlinson, Planning Director.
Presentation: Lynnette Adolphson, Management Analyst II, reviewed the staff
recommendation.
Council Action: Moved by Council Member Bathgate, seconded by Council
Member Swerdlin, and carried unanimously, 5-0, to approve an agreement with
Civic Solutions to provide grant administration for the State of California 2002
HOME Program grant for the City's Owner -Occupied Housing Rehabilitation and
First -Time Home Buyers Programs; and authorize the Mayor to execute a
personal services agreement in an amount not to exceed $118,000.
4 09-02-2003
-- COUNCILMANIC ITEMS
1. CONSIDERATION OF TRAVELAND USA AS POTENTIAL USE FOR LOWER
ROSAN RANCH OR SAN JUAN MEADOWS SITES (420.10)
Council Member Swerdlin requested that Council Members consider the potential
use of the Lower Rosan Ranch or San Juan Meadows sites as a Traveland USA
development.
Council Members concurred that they were not opposed to development of a
Traveland facility within the City. Council Members Bathgate and Hart felt that a
formal, site specific proposal was needed to consider a development. Mayor pro
tem Soto had concerns with the sites identified, but was not opposed to this type
of facility. No action was taken.
2. 2003-2004 COMMUNITY GRANT FUNDING ALLOCATIONS APPROVED --
ASSISTANCE LEAGUE OF CAPISTRANO VALLEY, $1,000; CAMINO HEALTH
CENTER, $10,000; CAPISTRANO INDIAN COUNSEL $1,500; SAN JUAN
COMMUNITY TASK FORCE, $5,500; LAURA'S HOUSE, $1,500; MISSION
HOSPITAL ASTHMA EDUCATION $3,000; SOUTH COUNTY SENIOR
SERVICES (MEALS ON WHEELS PROGRAM) $10,000; SOUTH ORANGE
COUNTY COMMUNITY SERVICES COUNCIL, $500; MISSION HOSPITAL
FOUNDATION, $5,000; AND $9,000 UNALLOCATED (330.20)
Description: Following City Council Policy #116 guidelines, the City Council
Subcommittee for Community Grant Program considered applications submitted
and selected eight organizations to receive funds. Council Member Bathgate and
Mayor pro tem Soto recommend the Council approve the Subcommittee's
recommended allocations.
Written Communications: Report dated September 2, 2003, by Council Member
Bathgate and Mayor pro tem Soto.
Letter from South Orange County Community Services Council thanking the
Council for their donation.
Presentation: Council Member Bathgate and Mayor pro tem Soto summarized the
recommendation.
Council Action: Moved by Council Member Swerdlin, seconded by Council
Member Hart, and carried 4-0-1, with Council Member Bathgate abstaining, to
approve the City Council Subcommittee recommendation to allocate Community
Grant Funds for Fiscal Year 2003-2004 as follows: $1,000 to the Assistance
League of Capistrano Valley; $10,000 to the Camino Health Center; $1,500 to
the Capistrano Indian Council; $5,500 to the San Juan Community Task Force;
$1,500 to Laura's House; $3,000 to Mission Hospital Asthma Education; $10,000
5 09-02-2003
to South County Senior Services (Meals on Wheels Program), $500 to the South
Orange County Community Services Council; $5,000 to the Mission Hospital
Foundation; and $9,000 to remain available for allocation to additional requests
received during the fiscal year.
ROLL CALL:
AYES: COUNCIL MEMBERS: Hart, Swerdlin, Soto, and Mayor Gelff
NOES: COUNCIL MEMBERS: None
ABSTAIN: COUNCIL MEMBER: Bathgate
ORAL COMMUNICATIONS - None
ADJOURNMENT
There being no further business, Mayor Gelff adjourned the meeting at 6:30 p.m. to a
regular meeting, Tuesday, September 2, 2003, at 7:00 p.m. in the City Council
Chamber.
Respectfully subm' ted
-5qj� � r �-- v
R. MONAHAN, CITY CLERK
Approved: October 7, 2003
ATTEST:
O FF, MAYOR
6 09-02-2003