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12/16/2008MINUTES t REGULAR MEETING OF THE CITY COUNCIL CITY OF SAN LUIS OBISPO' TUESDAY, DECEMBER 16, 2008 - 7:00 P.M. COUNCIL CHAMBER, 990 PALM STREET SAN LUIS OBISPO, CALIFORNIA ROLL CALL: Council Members Present: Council Members John Ashbaugh, Andrew Carter, Jan Howell Manx, Vice Mayor Allen K. Settle and Mayor Dave Romero City Staff Present: Ken Hampian, City Manager; Jonathan Lowell, City Attorney; Shelly Stanwyck, Assistant City Manager; and Audrey Hooper, City Clerk, were present at Roll Call. Other staff members presented reports or responded to questions as indicated in the minutes. PRESENTATIONS PHOTOGRAPHIC SURVEY OF VARIOUS DOWNTOWNS ' Dave Garth, Chamber of Commerce President and Chief Executive Officer, presented a photographic survey of the downtowns of other communities, including the Cities of Boulder, Colorado, and Napa, Paso Robles and Atascadero, California. He compared photographs of San Luis Obispo's downtown with these cities and explained why the Chamber believed improvements to the downtown are essential. His concerns included, in part, the condition of the sidewalks, oversized trees, trash cans, standing water, and unattractive and inconsistent signage. Council Member Ashbaugh and Mayor Romero commented on the need to consider improvements to the downtown as a goal during the goal- setting process. GRAFFITI REPORTING AND DOWNTOWN. TRENDS Police Chief Linden discussed the City's efforts to respond to graffiti concerns and demonstrated a new on -line graffiti reporting tool. She said that future discussions regarding how to create a more attractive downtown need to include the impact of alcohol establishments and that downtown businesses should be engaged in those discussions. She discussed differences between this City and some of those referenced in Mr. Garth's presentation, particularly because of the presence of a large number of alcohol establishments frequented by young adults who are either residents or visitors. City Council Meeting Page 2 Tuesday, December 16, 2008 APPOINTMENTS Al. COUNCIL LIAISON SUBCOMMITTEE ASSIGNMENTS FOR 2009. Mayor. Romero reported on this item. Council Member Marx explained why she wanted to be appointed to the position of member rather than alternate on the SLO Council of Governments and SLO Regional Transit Authority, and asked that her position be switched with Mayor Romero's. ACTION: Moved by Marx/Settle to approve Council Subcommittee assignments for calendar year 2009 as listed in the agenda report except that the roles of Mayor Romero and Council Member Marx were reversed on the SLO Council of Governments and SLO Regional Transit Authority; motion carried 4:1 (Carter opposed). In response to Mayor Romero, City Manager Hampian explained if the Downtown Association has an interest in having a City Council representative attend its meetings and serve as a liaison, it should submit a written request so stating. If that is the case, the matter would be placed on a future agenda for discussion and action by Council. PUBLIC COMMENT Thomas Gutierrez, San Luis Obispo, discussed several concerns resulting from the presence of non - Oceannaire residents loitering or skateboarding in the sunken concrete spillage area in the neighborhood, south of Madonna Road on the Dalidio Ranch side. Mayor Romero asked that staff investigate and respond to Mr. Gutierrez's concerns. Mark Shaffer, San Luis Obispo, discussed a car sharing program ( "Fun Ride — The Green Way to Drive ") that will be launched in the downtown early next year. Gary Fowler, San Luis Obispo, expressed appreciation to several departments he's been in contact with during the past year. He concurred with Mr. Garth's presentation and suggested that more under - grounding of utilities in the downtown needs to be done. He also suggested that there should be additional trash pick -ups in the downtown, particularly at or after 10:00 p.m. Arnold Ruiz, San Luis Obispo, discussed his continuing concerns about Laguna Lake. City Manager Hampian noted the complex undertaking that addressing the Laguna Lake issues will involve, which must begin with the completion of an environmental impact report. Tenn Mohan, San Luis Obispo, expressed concern regarding the lack of diversity of the I current Planning Commissioners and questioned the need to advertise for the most City Council Meeting Page 3 Tuesday, December 16, 2008 recent vacancy when there are still qualified applicants who have not been appointed. He ' suggested using the assistance of the County Honor Farm to repair the fences in the vicinity of the railroad bicycle path and said he had provided the Public Works Department with a name of a representative from the Honor Farm who is willing to assist the City with this project. Council Member Carter explained that when interviews were last conducted for Planning Commission vacancies, confirmation of the January vacancy had not been received. When staff was notified of that vacancy, they were required to follow legal requirements and advertise for it. He clarified that all applicants, including the ones recently interviewed, will be considered for the January vacancy. CONSENT AGENDA C1. SAFE ROUTES TO SCHOOL IMPROVEMENTS, SPECIFICATION 90877. ACTION: Moved by Settle /Marx to: 1. Approve plans and specifications for the Safe Routes to School Improvements Specification No. 90877. 2. Authorize staff to advertise for bids and authorize the City Manager to award the contract if the lowest responsible bid is.within the Engineer's Estimate of $161,000; motion carried 5:0. BUDGET WORKSHOP: "BUILDING THE FOUNDATION" FOR THE 2009 -11 FINANCIAL PLAN City Manager Hampian introduced and provided an overview of the Workshop. Staff and consultant, Don Maruska, responded to questions throughout the Workshop. In addition, public comments were invited, although none were forthcoming. 1. GOAL - SETTING PROCESS FOR 2009 -11. Finance & Information Technology Director Statler discussed the purpose and various components of the goal- setting and budget process. Don Maruska, Consultant, discussed the criteria for establishing the major City goals, and the objectives, agenda, and format for the January 15th Community Forum. He discussed the multiple opportunities for community input prior to and during the Community Forum. He reviewed suggested guidelines for Council Members during the goal- setting process. He also reviewed the proposed agenda for the goal- setting workshop. Finance and Information Technoloav Director Statler discussed the process that will be followed after the January 31 s' meeting, as well as the process that will be followed for developing each work program that is identified during the goal- setting workshop. 1 City Council Meeting Page 4 Tuesday, December 16, 2008 In response to Council Member Ashbaugh, staff agreed to use the City website as a way of soliciting feedback prior to the Community Forum. A brief discussion followed regarding the Community Forum feedback form, the importance of separating new from ongoing initiatives, and the ranking system for candidate goals. ACTION: Moved by Ashbaugh /Settle to approve the goal- setting process for 2009 -11 with the use of the intemet/City's website to solicit additional community input; motion carried 5:0. Council reordered the agenda to consider item 3 at this time. 3. COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR 2007 -08. Finance & Information Technology Director Statler provided an overview of the Comprehensive Annual Financial Report and ending financial results for 2007 -08. Kathi Niffenegger, representing Glenn, Burdette, Phillips & Bryson (GBPB), discussed the audit process as well as the status of the audit. ACTION: The report was presented. No action was required. Council recessed at 9:15 p.m. and the meeting reconvened at 9:25 p.m. with all members present. 2. FINANCIAL PLAN POLICIES AND ORGANIZATION. Finance & Information Technology Director Statler provided an overview of the Financial Plan policies. During the ensuing discussion, Council Member Ashbaugh suggested consideration should be given to changing some of the following budget and fiscal policies as follows: Property Taxes (Page 2 -12 of the Agenda Report) This section needs to be revised to be more current since the City no longer has control over property tax revenues, but rather the State does. CIP Appropriation (Page 2 -16 of the Agenda Report) It might strengthen the policy if language was added that indicates that concurrence of the consistency of the Capital Improvement Program (CIP) with the City's General Plan is required with adoption of the CIP in accordance with State law. 1 1 1 City Council Meeting Tuesday, December 16, 2008 Overtime M Page 5 At some point, it might be beneficial to add a generic statement-that sets forth a principle regarding the use of overtime and how it is managed. Council Members Manx and Carter commented on their desire to receive regular reports on the amount of overtime being accrued. Real Property Management Sometime following the adoption of the budget, staff will consider the best method for incorporating, and the best document in which to include, policies that relate to property management. Council concurred that the priority at this time is balancing the budget, which must be done prior to commencing work on revising policies. ACTION: Discussion was held. No action was required. 4. GENERAL FUND FIVE YEAR FISCAL FORECAST 2009 -14. Finance and Information Technology Director Statler presented the Agenda Report. Council Member Ashbaugh commented on the current unprecedented budget situation and encouraged the public to participate in the goal- setting process in light of the information that has been made available at this meeting. Vice Mayor Settle commented on the lack of a State budget and that this will be a key issue in the City balancing its budget. ACTION: The report was received. No further action was required. COUNCIL LIAISON REPORTS Mayor Romero commented on the staff report from the SLO Council of Governments for its meeting tomorrow that discusses the economic stimulus proposals. He noted that it includes a list from each City and the County of projects that could commence within the next six months. The Los Osos Valley Road project is on this list. He also reported on a recent Mayors meeting. Andrew reported on his attendance at a recent Parking Ad Hoc Task Force meeting. City Council Meeting Tuesday, December 16, 2008 COMMUNICATIONS Page 6 Council Member Marx asked that Council consider inviting representatives from the Urban Farming nonprofit organization to make a presentation regarding its community gardens projects on January 20 when the community garden report will be brought to Council. Council concurred. Council Member Ashbaugh noted that he will be in Washington, D.C., on January 20 and so will miss that Council meeting. Mayor Romero referred to a memorandum from Principal Administrative Analyst Brigitte Elke on the subject of smoking in public places. Council directed staff to schedule an agenda item to pursue this subject further following adoption of the budget. Council Member Carter suggested that in the future items drawing higher interest, such as the Fiscal Forecast, should be the first items of discussion on the agenda. Vice Mayor Settle and Council Member Manx concurred. City Manager Hampian discussed the agenda format which Council has formally adopted and expressed caution regarding reordering the agenda. There being no further business to come before the City Council, Mayor Romero adjourned the meeting at 11:45 p.m. Audrey Hoo er City Clerk APPROVED BY COUNCIL: 01/06/08 1 1