Special City Council Meeting

CITY OF HIDDEN HILLS SPECIAL CITY COUNCIL MEETING City Hall Council Chambers 6165 Spring Valley Road, Hidden Hills, CA 91302 Monday, February 8, 2021 5:00 PM AGENDA 1. CALL TO ORDER Pursuant to Governor Newsom’s Executive Order N-29-20, all members of the Hidden Hills City Council or staff may participate in this meeting via a teleconference. In the interest of maintaining appropriate social distancing and in accordance with Executive Order N-29-20, members of the public may participate in the meeting electronically as indicated further below. The City Council Chambers will not be open to the public. If you are an individual with a disability and need a reasonable modification or accommodation pursuant to the Americans with Disabilities Act (“ADA”) please contact Deana Graybill at 818-888-9281 or staff@hiddenhillscity.org. Virtual Meeting Via ZOOM Platform: https://zoom.us/j/99906796376 To Join by Phone: 669.900.6833 or 408.638.0968 and Enter Meeting Access ID: 999 0679 6376 PLEASE NOTE THAT THE CITY COUNCIL MAY ACT ON ANY ITEM LISTED ON THE AGENDA 2. ROLL CALL Mayor Stuart E. Siegel Mayor Pro Tem Laura McCorkindale Council: Council Member Steve Freedland Council Member Larry G. Weber Council Member Eniko Gold City Manager Kerry Kallman City Attorney Roxanne Diaz Staff: City Engineer Dirk Lovett City Clerk Deana Graybill Administrative Analyst Chantelle Limon 3. APPROVAL OF AGENDA 4. ANNOUNCEMENTS 5. AUDIENCE Members of the audience are invited to address the Council at this time on items that are not otherwise on the agenda. Per California Government Code Section 54954.2, the City Council is prohibited from discussing or taking immediate action on any item not on the agenda unless it can be demonstrated that the item is of an emergency nature, or the need to take action arose subsequent to the posting of the agenda. Public Participation: Remote public participation is allowed in the following ways: Public comment will be accepted by email to staff@hiddenhillscity.org prior to and during the meeting, prior to the close of public comment on an item, and read into the record during public comment. Alternatively, members of the public may join the meeting via the Zoom platform and the Mayor will call on you for public comment. To ask a question or comment during a meeting, click on the icon labeled "Participants" at the bottom center of your PC or Mac screen. At the bottom of the window on the right side of the screen, click the button labeled "Raise Hand." Your digital hand is now raised. To “Raise Hand” on an audio only call, press*6 to unmute and *9 to “Raise Hand”. 6. COUNCIL COMMENTS 7. STAFF COMMENTS 8. NEW BUSINESS 8.A 8.A 2021-2022 City Council Goals Session for Discussion and Direction to City Staff and Review of the Status Report and Direction, if any, on the City Council’s Current Goals. The 2021-2022 goals for review include the following: Continue to Prioritize Staff Time to Protect Hidden Hills Single Family Zoning and Local Control, Including but Not Limited to: Education, Strategic Legislative Opposition and Support, Exploration of Converting Hidden Hills to a Charter City and/or Putting Forth a Local Initiative to Protect Zoning, and/or Other Legal Protections, Coalitions, Resolutions, Etc. Move City Council Meetings to 5:30 p.m. Consider Providing Health Benefits to Members of the City Council Consider the Creation of a Dog Park in Hidden Hills Undertake Various Efforts and Initiatives to Foster Safer Driving in Hidden Hills Amend the City’s Municipal Code to Ban All Leaf Blowers, Gas or Electric, on Community Streets, Parkways, and Trails Move Hidden Hills Towards an Independent and Green Energy Future Develop a Community Wildfire Protection Plan Update the City Website to Increase Transparency and Public Information Via the City Website Hire a Grant Researcher Hire A Consultant to Assist the City in Improving Cell Phone Coverage Create a City Personnel Handbook Provide Updates on City Council Goals Monthly as Part of a Regular City Council Agenda Item 8A - 2-8-21 special.pdf 9. ADJOURNMENT Materials related to an item on this agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk's office at City Hall, 6165 Spring Valley Road, Hidden Hills, CA 91302 during normal business hours. Pursuant to the Americans with Disabilities Act, any qualified individuals with a disability who plan to attend or otherwise participate in the City Council meeting and who may require accommodations or auxiliary aids should contact the City Clerk at 818/888-9281 at least 48 hours before the meeting. This agenda was posted on February 5, 2021. ___________________________________ Deana L. Graybill, CMC, City Clerk  City of Hidden Hills 6165 Spring Valley Road * Hidden Hills, California 91302 (818) 888-9281 * Fax (818) 719-0083 MEMORANDUM TO: Honorable Mayor and Members of the City Council FROM: Kerry Kallman, City Manager DATE: February 8, 2021 SUBJECT: Consideration of the remaining 2021 City Council Goals Background The primary purpose of a City Council’s Goals Session is to identify proposed goals that will be included in the City’s 2021 work plan and budget. Carry-over goals from the previous fiscal years will remain in the City’s workplan until completed. The City Council Goals session was initially held on January 14. After reviewing and discussing seven of the thirteen proposed Goals, the City Council adjourned the meeting and directed staff to schedule a special City Council meeting to review the rest of the proposed goals. The staff report has been updated two ways: (1) City Council direction on the first seven goals have been included; and (2) requested updates by a City Council Member to the remaining goals have been added. It should be noted that tonight’s meeting is merely an opportunity for the City Council to discuss the various goals and whether or not staff time and resources should be dedicated to each goal. Tonight’s discussion should not be focused on whether the proposed goal or action will be implemented, but merely should further research be undertaken. In no particular order of priority, thirteen (13) new goals are listed below. Discussion If the consensus of the City Council is to adopt any of the proposed goals, it would be appropriate to prioritize the completion of each goal taking into consideration staff resources, community benefit, currently adopted goals, and fiscal impact. The following are the suggested 2021 City Council Goals: City Council 2021 City Council Goals Continued February 8, 2021 Page 2 1. Continue to prioritize staff time to protect Hidden Hills single family zoning and local control, including but not limited to: education, strategic legislative opposition and support, exploration of converting Hidden Hills to a charter city and/or putting forth a local initiative to protect zoning, and/or other legal protections, coalitions, resolutions, etc. The state legislature continues efforts to strip away local control on housing and other matters. Legislation has returned already this year with legislation that intends to end the single-family neighborhood by allowing lot splits in Hidden Hills & 4-6-plexes where one (1) house currently stands; without any input or examination by the City or our HOA. Earlier this year, the City Council and staff became involved in these efforts and it has been suggested that the City Council reconfirm this as a goal to continue its advocacy, education and exploration efforts regarding protection of our community as single family, and to explore various mechanisms that could further protect both our local control and our single- family neighborhood. This Goal was adopted on January 14. 2. Move City Council meetings to 5:30 pm. It has been suggested that the City Council consider moving their meeting dates and time to 5:30 p.m. as the earlier start time may alleviate down time between the end of the workday and the beginning of the meetings for staff and City Council, as well as our guests (LASD, LACOFD, legislators, consultants). If this goal is adopted, an item to amend the City Municipal Code would be reviewed and discussed by the City Council at a future meeting. This Goal was adopted on January 14. On January 22, the City Council approved a Resolution to change City Council meeting start times to 5:30 effective February 22. 3. Consider providing health benefits to members of the City Council It has been suggested that the City Council consider enrolling in City provided health coverage as either a benefit or by reimbursement of costs back to the City by the City Council as it’s a quality policy. It is being proposed that City Council would vest at 4 years and be able to continue the policy after leaving the City Council (but paid for themselves). All cities in our COG region provide this to their City Council’s as well the opportunity to pay for their families on the policies. City Council 2021 City Council Goals Continued February 8, 2021 Page 3 Per the City of Hidden Hills personnel policy medical coverage is provided to full-time staff at a rate of not to exceed $1,116 per month. Full-time staff dependents may join the City policy with costs deducted from staff salary. If the City Council would like staff to pursue this goal, staff would need to do additional research with the CalPERS on the process and exact fiscal impact, if any, with the intent to include sufficient funding in the FY 2021/22 City Budget. This Goal was adopted on January 14. 4. Consider the creation of a Dog Park in Hidden Hills It has been suggested that the City begin to investigate the creation of a dog park in Hidden Hills. This would consist of identifying potential locations, securing or prioritizing funding, and exploring opportunities to provide recreational opportunities for residents and their dogs. It should be noted that adoption of this goal will not necessarily mean a dog park is eminent, instead it would signify the City Council’s interest in pursuing a dog park and provide staff opportunities to seek out potential solutions. This Goal was adopted on January 14. 5. Undertake various efforts and initiatives to foster safer driving in Hidden Hills One of the largest areas of concern that both the City Council and staff hear from residents surround unsafe driving in the community, typically in the form of speeding and failure to stop at stop signs. Over the years, the City has implemented several projects in an effort to curtail unsafe driving. These include but are not limited to: (1) speed humps; (2) roadway striping; (3) increased Sheriff motorcycle patrol time; (4) targeted efforts by the Sheriff’s Department; (5) speed indicator signs; (6) speed surveys; and (7) public information. It has been suggested that the City seek additional solutions to these concerns, which may result in a more formal education program and purchase of a portable cloud-based speed trailer capable of recording pictures of speeding vehicles to allow for further follow up by the Sheriff’s Department. If adopted, staff would return to the City Council with a more comprehensive plan for consideration and possible funding. City Council 2021 City Council Goals Continued February 8, 2021 Page 4 This Goal was adopted on January 14. The City Council asked Council Member Eniko Gold to research various concepts and work with staff on presenting these ideas to the City Council for consideration. 6. Amend the City’s Municipal Code to ban all leaf blowers gas or electric on community streets, parkways, and trails. Hidden Hills Municipal Code Section 3-8-5-J prohibits the use of gas-powered leaf blowers within the City. Enforcement of this rule proves to be a challenge for staff as the City does not have a Code Enforcement program, and any complaint surrounding use of gas leaf blowers is typically handled by either the City Manager or City Engineer by driving to the site and informing the user of the prohibition. The City does have a flyer in both English and Spanish that informs users of the prohibition and recently made them available to the gate guards to hand out. It has been suggested that the City Council amend its Municipal Code to further ban both gas and electric leaf blower use on any street, parkway or trail, and only allow for the use of electric blowers on private property due to added ease enforcing if no blowers were allowed. In light of COVID-19 and other discoveries about pollutants, cities / communities are participating in total bans. Of note, most of those cities do not have dirt sidewalks which create an additional pollutant. In addition, it has been suggested that enforcement of prohibited leaf blowers could be undertaken by the Los Angeles County Sheriff’s Department. This Goal was adopted on January 14. 7. Move Hidden Hills towards an Independent and Green Energy Future Over the years, both the State and the City through its Municipal Code and building standards, have adopted and required certain energy efficiency or green standards for building in Hidden Hills. Staff is preparing a memorandum outlining these requirements that will be distributed to the City Council before the Goals Session meeting. One such mandate involves construction of residential solar projects. Assembly Bill 2188, adopted in 2014, requires that every city create an expedited, streamlined permitting process for small residential rooftop solar systems. The purpose of the law is to further State policy of promoting and encouraging the installation and use of solar energy systems by limiting obstacles to their use and minimizing the permitting costs of such systems. The City has created a dedicated page on the City website that includes step by step guidelines on receiving permits to install residential solar systems. City Council 2021 City Council Goals Continued February 8, 2021 Page 5 It has been suggested that the City undertake further steps to encourage and/or provide ease to homeowners and builders to make their homes more environmentally friendly, energy efficient, and ultimately more self-sufficient or independent from the traditional power grid. Should this goal be adopted, further research by staff will occur followed by a potential series of recommendations for consideration by the City Council. This Goal was not adopted. 8. Develop a Community Wildfire Protection Plan A Community Wildfire Protection Plan helps jurisdictions plan and prioritize project work that can make a difference in protecting homes, residents, and firefighters. Key components of such plans include: 1. Collaboration with all stakeholders in a community 2. Research and identification of community risk using maps 3. Identification of key components of risk in local construction 4. Identification of the natural environment surrounding the community 5. Creation of an action plan that identifies short and long-term goals depending on the capabilities of the community and the prioritization of identified risk. It has been suggested that the City Council consider the implementation of a Community Wildfire Protection Plan. As staff is not intimately familiar with creating or implementing nor with the time or costs associated, if adopted tonight, further research including costs, components, time frame, and potential consultants who could work with staff to create a plan would be identified and brought to the City Council for consideration at a future meeting. Attached for your review is a document created by the Department of Agriculture titled “Best Management Practices for Creating a Community Wildfire Protection Plan.” This Goal was discussed and no direction was given regarding adoption. This Goal has been updated. It is suggested to Staff to engage the LA County Fire Department to create with our City's help, an educational video specific to Hidden Hills to educate our residents of red flag days, emergency notification systems, and other wildfire pertinent information. It is suggested to Staff to dedicate a newsletter in preparation for the fire season and send out City Council 2021 City Council Goals Continued February 8, 2021 Page 6 mailers to residents twice a year with resources and tips about wildfires. It is also suggested that post social distancing due to COVID-19, the City to have a Firefighter Appreciation and Wildfire Education community event. 9. Update the City Website to Increase Transparency and Public Information via the City Website The City’s website was last updated in April 2018. The new website integrated several new features including direct e-mail links to staff, timely news items on home page, emergency information banner, and ability to sign up directly to receive e-mail notifications in an effort to provide more up to date information to residents and allow for better communication. It has been suggested that the City staff update several components of the website including but not limited to: (1) more direct links that allow for residents to communicate directly with City staff about their concerns; and (2) enhanced search functions. Although staff may be able to make recommended changes or enhancements directly, it is not known if the current website will be able to easily integrate some desired improvements. Should the need arise for more costly improvements outside of normal website updates, staff would bring these projects and costs to the City Council for consideration. This Goal has been updated. It suggested to Staff to engage three website design firms to bring proposals to the City Council to redesign the City's website, including but not limited to: (1) more direct links that allow for residents to communicate directly with City staff about their concerns; (2) enhanced search functions; (3) to use website as an education tool about Wildfires and Emergencies; (4) to update residents on City's capital improvement projects like the Fiber to the Home Project and the Undergrounding project; (5) to offer residents an opportunity to donate to the City's Foundation. It is further suggested that all proposed changes and updates come before the City Council for review and for comments even if the proposed change costs less than $5000 dollars. 10. Hire a Grant Researcher City Council 2021 City Council Goals Continued February 8, 2021 Page 7 It has been suggested that the City consider hiring a grant researcher that would assist the staff in researching and securing funding to assist with the completion of Capital Improvement Projects or other priorities where there is limited funding available. A similar goal was adopted by the City Council in 2017, “Enhance the City’s efforts to obtain grants either by City staff and/or with the assistance of state and federal lobbyists.” The adoption of this goal signified a shift for the City as previous to the adoption of this goal, City staff would seek out an occasional grant but was not overly aggressive in applying for grants. Since that time, staff has been successful in receiving numerous grants as indicated by the attached matrix on City Council Goals. While the City recently entered into an agreement with a Sacramento based lobbying firm and it was hoped that firm could assist with the identification and assistance on receiving certain grants (public safety, fiber, technology, cell phone), it has been suggested that the lobbyist time would be better served in assisting the City with legislative advocacy. Should the City Council adopt this goal, staff will research potential grant researchers and return to the City Council with an update and potential agreement. This Goal has been updated. It has been suggested that the City consider hiring a Part Time Grant Coordinator “as needed” or four times a year, cost not to exceed $5000 annually. The Grant Coordinator -a full time employee in bigger cities-would assist the staff in researching and securing funding to assist with the completion of Capital Improvement Projects or other priorities where there is limited funding available. 11. Hire a Consultant to assist the City in improving cell phone coverage In 2017, the City Council adopted a goal to “Address the lack of adequate cell coverage within the City.” This goal was reaffirmed at the 2020 City Council Goals Session when the City Council adopted “Reinitiate the 2017 Goal to improve cell coverage in the City by actively engaging both cell providers and potential consultants to assist the City.” Improving cell phone coverage continues to be a priority project for the City. In November 2020, the City Council gave direction to staff to seek a proposal from Magellan Advisors for consulting services related to cell phone coverage improvements. Please see the City Council Goals Matrix (attached) for additional information. City Council 2021 City Council Goals Continued February 8, 2021 Page 8 Staff held a conference call with Magellan Advisors on January 11 and anticipates a proposal will be reviewed by the City Council at its first meeting in February. This Goal has been updated. Bring three cell phone consultants to the City Council. Present case studies with consultants that have successful track records in bringing cell service in hard to serve communities. Set a date to secure the right consultant and update City Council at least on a monthly basis on progress. 12. Create a City Personnel Handbook Historically, policies related to City staff have been included in the City’s Municipal Code or adopted independently by the City Council. Although the creation of a City Personnel handbook is already on the staff work plan for 2021, adoption of this goal will ensure that this project becomes a priority for staff in 2021. 13. Provide Updates on City Council Goals monthly as part of a regular City Council Agenda Item The City Council began hosting an annual City Council Goals session in 2017. The purpose of the Goals Session was to help prioritize projects for the upcoming budget year and provide direction to staff on what the consensus of the City Council believed should be worked on. Staff provides formal updates on all progress of all City Council goals 3 times per year as an item on the City Council agenda. Additional updates are provided in the monthly City Engineer report, staff comments, separate items on the City Council agenda and more informally through communications with the City Council. It has been suggested that staff provide regular City Council Goals updates each month as a formal agenda item on the City Council agenda. In addition, it has been suggested that completed goals be removed from the “active “Goals Matrix and moved to a new “Completed Goals” matrix. It would be appropriate for the City Council to provide direction to staff on providing monthly City Council Goals updates and removal of completed goals from the matrix. This Goal has been updated. City Council 2021 City Council Goals Continued February 8, 2021 Page 9 It is suggested for Staff to provide a short verbal briefing in Council meetings about progress of goals and actions taken since the last discussion, and Staff to prepare for Council to ask basic questions. Fiscal Impact Depending on the acceptance of certain goals, staff may include potential expenses in the proposed FY 2021/22 City budget for consideration by the City Council later this spring. Adopted goals and correlating expense not included in the FY 2021/22 budget would be considered by the City Council at a future date. Recommendation Based on the foregoing, it is recommended the City Council: (1) review and consider the adoption of the remaining seven (7) proposed goals referenced in this report; and (2) prioritize the completion of all adopted goals.