Council Special Meeting

MINUTES CITY COUNCIL SPECIAL MEETING COUNCIL WORKSHOP CITY OF MONTEREY Wednesday, January 22, 2020 4:00 PM HILLTOP PARK CENTER MONTEREY, CALIFORNIA Councilmembers Present: Albert, Haffa, Smith, Williamson, Roberson Absent: None City Staff City Manager, Assistant City Manager, City Attorney, Community Present: Development Director, Public Works Director, Police Chief, Finance Director, Fire Chief, Human Resources Director, Parks and Recreation Director, Acting City Clerk, Dir. of Information Resources/City Clerk, Library Director CALL TO ORDER Mayor Roberson called the meeting to order at 4:07 p.m., introduced Hilltop Park Center staff, and shared history about the park center. COUNCIL WORKSHOP 1. Adopt a New Process for Councilmembers’ Requests to Agendize a Matter of Business on a Future Agenda (Not a Project under CEQA Article 20, Section 15378, and under General Rule Article 5, Section 15061) Action: The Council adopted a process by which individual Councilmembers may request to agendize a matter of business, as outlined in the staff recommendation, and as amended to reflect a maximum of 350 words in the agenda report Mayor Roberson introduced the topic. He said it was important for a Councilmember to provide background information when presenting a request to agendize an item. Assistant City Manager Rojanasathira shared that staff's recommendation is to follow the following process: 1. Councilmember submits agenda report to City Clerk’s Office outlining the request to agendize a matter of business on a future agenda. This agenda report should, in no greater than 1,000 words, describe what, how, and why the matter of business should be heard before the City Council. The City Clerk’s Office will add the item to an upcoming agenda. 2. At the Council Meeting where the request is considered, the Councilmember who submitted the request delivers a verbal report consistent with the agenda report. This verbal report should not exceed three minutes. 3. In discussing the matter, the City Council shall focus on whether or not the item warrants being heard at a future date and not discuss the item itself. The Council shall work toward a majority vote on whether to agendize the item. Members of the Council should avoid excessive follow-up questions because it encourages discussion about the topic that should be reserved for a time should the requested item be agendized. It was commented by Council that a shorter agenda report would have the potential to lead to a quicker vote, and further discussion could be saved for the agendized matter. It was  City Council Minutes January 22, 2020 recommended that the agendizing process could be added to the Council’s governance document. It was noted that 300-350 words, or about one page, would make more sense for a report. It was proposed that the agenda report could be delivered to the City Manager. City Attorney Davi shared a legal perspective relating to the Brown Act. Mayor Roberson opened public comments. Nina Beety said that the proposed process is over- long and could delay important discussions, and referred to other cities' agendas that allow for items to be added after publication of the agenda. She expressed concerns about transparency relating to Council Workshops. Esther Malkin said that the meeting should be recorded and shared on Nextdoor. Susan Nine said that a clearer process will be useful and expressed concern that the proposed process could take too long. Council addressed the public commenters, saying that starting a meeting at 4 p.m. is on the cusp of being available to people who work, and that there would surely be tweaks along the way to improve the process. It was suggested to hold a future discussion regarding what is considered an emergency. It was noted that State law allows emergency agendizing by a 4/5 vote. On consensus, Council agreed to limit a written request to agendize to one page or 350 words. On a motion by Councilmember Williamson, seconded by Councilmember Smith, and carried by the following vote, the Council adopted the following process by which individual Councilmembers may request to agendize a matter of business: 1. Councilmember submits agenda report to City Clerk’s Office outlining the request to agendize a matter of business on a future agenda. This agenda report should, in no greater than 350 words, describe what, how, and why the matter of business should be heard before the City Council. The City Clerk’s Office will add the item to an upcoming agenda. 2. At the Council Meeting where the request is considered, the Councilmember who submitted the request delivers a verbal report consistent with the agenda report. This verbal report should not exceed three minutes. 3. In discussing the matter, the City Council shall focus on whether or not the item warrants being heard at a future date and not discuss the item itself. The Council shall work toward a majority vote on whether to agendize the item. Members of the Council should avoid excessive follow-up questions because it encourages discussion about the topic that should be reserved for a time should the requested item be agendized. AYES: 5 COUNCILMEMBERS: Albert, Haffa, Smith, Williamson, Roberson NOES: 0 COUNCILMEMBERS: (None) ABSENT: 0 COUNCILMEMBERS: (None) ABSTAIN: 0 COUNCILMEMBERS: (None) RECUSED: 0 COUNCILMEMBERS: (None) 2. Establish City Council Goals and Priorities for 2020 (Not a Project under CEQA Article 20, Section 15378, and under General Rule Article 5, Section 15061) Action: Discussed, provided feedback, received public comment City Manager Uslar asked Council to review its priorities from the October 2019 Council workshop, and advise staff if there should be any changes for moving into 2020. The Council discussed the listed priorities. 2 City Council Minutes January 22, 2020 It was stated that the priority “Multimodal Plan” might be too narrow, and that “Transportation Safety and Alternatives” might be a broader replacement. It was stated that “Expand Marina/Wharf 2” might be too narrow, and “Revitalize Waterfront” might be a broader replacement, and could include planning for long-term sea level rise and addressing environmental issues that relate to Monterey Bay. It was clarified that the intent behind identifying “Expand Marina/Wharf 2” as a priority was to support the commercial Wharf 2 enterprises and fishing industry, and could include actions such as improving truck access and including a breakwater. It was suggested that an alternate description for the priority could be: “Continue to Implement Waterfront Master Plan.” On question, Community Development Director Cole said that she could bring to Council a status update on the Waterfront Master Plan. Regarding “Fiscal Accountability,” on question, City Manager Uslar said that if Measure G does not pass on March 3, 2020, staff would come to Council with a recommendation on areas for service reduction and staffing eliminations. He said that by June 30, 2020, staff needs to present a balanced budget. On question, Finance Director Lai addressed planning by staff to address budget deficits. City Manager Uslar said that the hybrid approach to balancing the projected deficits includes reducing operating expenses and the attempt to increase revenue through the sales tax measure. He emphasized the need to support staff in finding ways to do business in a different way as well as avoiding taking on new programs. It was noted by Council that it would be beneficial to work toward a healthier reserve that would enable addressing bigger picture goals. It was stated by Council that it would be difficult to do much more through a successful Measure G than make the City whole. Police Chief Hober noted that safety is not listed in the Council's priorities, and asked if “Keeping a Small Town Feeling” could include "keep the community quaint and safe.” He also noted that staff is not listed on the priorities list. It was commented by Library Director Waite that staff could be added into the “Fiscal Accountability” priority. It was commented by Council that public safety is part of both “Neighborhood Preservation” and “Keeping a Small Town Feeling.” It was noted by Council that it would be good to have actionable goals relating to the neighborhood and small town priorities. It was commented by Council that maintaining staff morale and/or respecting their work will be important. It was commented by Parks and Recreation Director Larson that infrastructure would be a good addition to the priorities. It was suggested by Council that "quaint" could be replaced with "safe." It was commented by Council that there should be a priority that reflects the need for Residential/Business Balance, because without business vitality the City will not be able to achieve its #1 goal of “Fiscal Accountability.” Finance Director Lai suggested that “Fiscal Accountability” could be replaced with “Fiscal Accountability and Sustainability” and noted that the description could be expanded to include fiscal health. The Council discussed setting maintenance funds aside so that the can is not kicked down the road. City Manager Uslar said that as noted by the Mayor, Sports Center fees should be updated to cover ongoing maintenance. The Council continued to discuss. It was requested to hear from staff regarding any contradictions they may see in the priorities list. It was commented that neighborhood presentation and small town feel should be fleshed out. It was stated that there should be a balance of neighborhood presentation/small town feel and affordable housing. It was requested that staff let the Council know what certain budget cuts will mean to the City's programs. City Manager Uslar provided examples of ways that the City could reduce costs, and said that there should be frank discussions about realistic service levels. Human Resources Director Hauck 3  City Council Minutes January 22, 2020 said that there is an existing morale issue and that employees are worried that the City is without a plan and so many unmet needs. She said that a long term plan addressing the CalPERS unfunded liability will help with employee morale. She said that facilities that are aging and need maintenance is degrading to employee morale. Mayor Roberson opened public comments. Susan Nine spoke in favor of public safety appearing on the list of priorities; suggested categories that would include issues such as environmental, undergrounding, homelessness; and expressed concern about how priorites could be used when an issue comes up that isn't on the list. She expressed concern about unfilled positions and overworking staff. She said considering increasing revenue will be important and suggested that the Monterey Museum of Art could pay more than $1 per year. Nina Beety cited recent street work and landscaping that she said was unnecessary given discussions about public safety staffing. She said that policies like Window on the Bay seem nice but the tenant on Del Monte should have been held responsible for environmental cleanup expenses. She said that fire safety should be included in the priorities and expressed concerns about a lack of sufficient tree maintenance being done on behalf of PG&E. She expressed concern about the Technology priority and said the City should emphasize wired and safe technologies. Esther Malkin said that the hybrid approach presented at the October 2019 workshop was to include all income possibilities but nobody is talking about increasing transient occupancy tax (TOT). She said that “Neighborhood Preservation” and “Keeping a Small Town Feeling” would be supported by an increase to TOT by way of the Neighborhood and Community Improvement Program (NCIP). Mayor Roberson closed public comments. 3. Review, Discuss, and Adopt City Council Vision, Mission, and Value Drivers (Not a Project under CEQA Article 20, Section 15378, and under General Rule Article 5, Section 15061) Action: Discussed, provided feedback, received public comment The Council discussed the value drivers. It was suggested to add a value driver regarding affordable housing, or to add language to the "provide an adequate housing and water supply” value driver with an emphasis on affordable housing. It was suggested to add language to the “providing sufficient resources” value driver focusing on staff and retention, to add a feeling of job security and encourage employees to find innovations and technologies that won’t replace people’s jobs. It was suggested to add the word “train” so that the driver reads “support to develop, train and retain” a high quality City workforce. The language “fostering innovation while retaining staff” was mentioned, as was the desire to maintain employees by promoting them from within, to make them more likely to stay with the organization. It was noted by Library Director Waite that the organization is facing really big cuts, which for the Library means staff positions, and it is not realistic for staff to feel they will never be laid off. It was noted by Council that this would be a cultural shift, and if staff moves around a bit more, they can help come up with innovations to be more efficient. Dir. of Information Resources/City Clerk Gawf shared that the history in the organization is to move people around in these situations so that they don't lose their jobs. Public Works Director Wittry said that college graduates see their career growth moving in a direction of "three years up or out" and that the City needs to plan for how to manage the workforce with cross training to weather the storm. 4  City Council Minutes January 22, 2020 It was stated by Council that City staff over-delivers when it comes to personnel. It was stated that the word "capable" needs to be replaced and that overall a look at modernizing the language would be helpful. It was questioned whether the wording resonates with new graduates, and noted that words such as “innovation” and “respect” are missing. Mayor Roberson opened public comments. Esther Malkin said that it looks better to the public if salary increases for top paid employees are frozen versus laying off lower paid employees. Mayor Roberson suggested discussing value drivers at the next Council Workshop. ADJOURNMENT The Council adjourned at 5:59 p.m. Respectfully Submitted, Approved, Clementine Bonner Klein Clyde Roberson Acting City Clerk Mayor 5