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2007/01/17 City Council MinutesCITY OF ROHNERT PARK SPECIAL MEETING MINUTES FOR: City Council January 17, 2007 Wednesday The Rohnert Park City Council met this date for a Special Meeting to commence at 9:00 a.m. at the Spreckels Performing Arts Center, 5409 Snyder Lane, Rohnert Park, with Mayor Vidak- Martinez presiding. CITY COUNCIL SPECIAL MEETING Call to Order: Mayor Vidak- Martinez called the Special Meeting to order at. 9:15 a.m. Roll Call: Breeze, Mackenzie, Smith, Stafford, Vidak- Martinez Staff present for all or part of the Special Meeting: City Manager Donley, City Attorney Marchetta Kenyon, Assistant City Manager Schwarz, Director of Community Development Bendorff, Housing and Redevelopment Manager Ellena, Director of Public Works /City Engineer Jenkins, Director. of Administrative Services Lipitz, Director of Public Safety Bullard, City Clerk Hauff and Deputy City Clerk Griffin_ Also present for all or part of the Special Meeting: Bill Mathis, Ph.D., Mathis & Associates and Bruce Held; IEDA, ADJOURN TO CLOSED SESSION Council adjourned to Closed Session to discuss labor negotiations at approximately 9:16 a-m. RECONVENE Mayor Vidak- Martinez reconvened the Special Meeting at approximately 10:04 a.m. MAYOR'S REPORT ON CLOSED SESSION Mayor Vidak - Martinez stated that no reportable action was taken in Closed Session. UNSCHEDULED PUBLIC APPEARANCES Mayor Vidak - Martinez invited members of the public interested in speaking to .come forward. No members of the public responded. WORK SESSION: CITY COUNCIL GOAL SETTING Dr. Mathis DISTRIBUTED an agenda (ATTACHED TO THE ORIGINAL SET OF MINUTES) and packets of additional materials. a City of Rohnert Park City Council SPECIAL MEETING Minutes (2 of 5) January 17 2007 I. INTRODUCTIONS Mayor Vidak - Martinez reviewed the session's themes as follows: • Developing a team attitude • Confronting the issues • Developing Council agreements and norms • Identifying and prioritizing 2007 goals • . Agreements between City Council and staff • Ongoing process Dr. Mathis defined organizational capacity and discussed the book entitled "The One Minute Manager Meets the Monkey." In response to Dr. Mathis's request, each member of the Council, City Manager Donley, and City Attorney Marchetta Kenyon provided personal and business examples that illustrate the quote "When you discover that you're riding a dead horse, the best strategy is to dismount." Dr. Mathis discussed staff's responsibilities in communicating with Council and asked staff to consider the following factors: • Current capacity of department • Current projects and capacity to do work • Needs of the organization • Future issues — are they going to be costly II. COUNCIL PROFILE AND UNDERSTANDING Dr. Mathis discussed "profiling." At the request of Dr. Mathis, each member of the Council responded to the following questions: • . What are the most important things I learned from the election? • Why I ran for office? • How do I make decisions? What do I need from Council members and from staff. • What are my two best contribution areas or interests? In response to questions by Dr. Mathis, Council discussed issues of concern, including: • Respect by members of staff • Timeliness of information • Lack of Council facilities at City Hall • Dishonesty • Council reports on attendance at community events and meetings Mayor Vidak - Martinez RECESSED the Special Meeting at approximately 12:55 p.m. for lunch and RECONVENED the Special Meeting at approximately 1:45 p.m. Dr. Mathis discussed the communications scorecard. In response to questions by Dr. Mathis, Council members defined and scored each of the following communication strategies: • Honesty • Respect one another • Don't personalize • Confront ideas • Don't monopolize City of Rohnert Park City Council SPECIAL MEETING Minutes (3 of 5) January 17 2007 Staff Presentations City Engineer/Public Works Director Jenkins reviewed and responded to Council questions regarding a project list for Public Works /Engineering, including the following: • Engineer staffing • University District Specific Plan approval and related projects • Eastside trunk sewer • Snyder Lane widening • Water pipe on Rohnert Park Expressway and East Cotati Avenue • Major arterials • Water storage tank • Urban Water Management Plan • Sustainability Ordinance • Sewer lateral replacement ordinance • New City Hall • Development Agreements with Northeast and Southeast Specific Area Plans. • Sonoma Mountain Village • Water supply assessment In response to questions by Dr. Mathis, staff and Council discussed project prioritizing and factors that should be considered in determining priorities. Council CONCURRED to direct staff to conduct further analysis and bring priorities. forward for Council consideration within 60 days based on organizational capacity and other factors. Councilmember Breeze left the meeting at approximately 3:36 pm. Director of Community Development Bendorff reviewed and responded to Council questions regarding a project list for Community Development (ATTACHED TO THE ORIGINAL SET OF MINUTES), including the following: • Sustainability Ordinance - Green Building Ordinance • Northeast and Southeast Specific Plans • Public Art Ordinance • Medical marijuana • Beginning General Plan update • Planning and building fee study Building inspection staffing • Community Center Plaza • Expansion of code enforcement program; • Document imaging project • Three corridor studies Housing and Redevelopment Manager Ellena DISTRIBUTED a project list for Housing and Redevelopment (ATTACHED TO THE ORIGINAL SET OF MINUTES), and reviewed the following: • Bond issuance • City Center Plaza and pedestrian improvement project • Community Center Campus plaza rehabilitation and master plan • Arbors • Vida Nueva • City Hall site and adjacent properties for potential affordable housing development City of Rohnert Park City Council SPECIAL MEETING Minutes (4 of 5) January 17 2007 Director of Public Safety Bullard reviewed and responded to Council questions regarding a project list for Public Safety (ATTACHED TO THE ORIGINAL SET OF MINUTES), including: • Staffing • Reduction in crime and traffic collisions • Recruiting difficulties and current Public Safety Officer vacancies • Retention of employees • Increasing public awareness /education • Police and fire equipment fair • Student fair with emphasis on computer vulnerability • "Alive at 25" • Increase neighborhood watch programs • Emergency response training • Increase public outreach to Hispanic community and senior citizens • Re- establish citizen's academy • Recruit public service aides • Gang Resistance Education and Training (GRET) program. • High school campus training • Instruct all city employees in National Incident Management System and Standardized Incident Systems • Increase truck operations and develop procedures for mid -rise buildings • Improve community relations • "Take Ten Program" • Community relations with press • Increase traffic enforcement • Pedestrian safety grant • New Special Enforcement Unit (SEU) focus • Modernization of Public Safety facilities o New and relocated fire stations • Grant to deter binge drinking • Crime analysis project • Field reporting technology • Increase fire prevention program • Public Safety Model Staff and Council discussed the City's Public Safety Model and the advantages and disadvantages of splitting police and fire services. Councilmember Mackenzie left the meeting at approximately 4:02 p.m. and returned at approximately 4:07 p.m. In response to questions from Dr. Mathis, Council discussed the evaluation process for the City Manager and City Attorney. Council CONCURRED to complete facilitated evaluations of the City Manager and City Attorney by the end of the fiscal year In response to questions by Dr. Mathis, Council and staff provided positive feedback regarding the work session. City of Rolu ert Park City Council SPECIAL MEETING Minutes (5 of 5} January 17 2007 Director of Administrative Services Lipitz DISTRIBUTED, reviewed and responded to Council questions regarding a project list for Human Resources, Information Systems and Finance (ATTACHED TO THE ORIGINAL SET OF MINUTES), including the following: • Retiree medical plan • Balancing budget • Successful labor negotiations • Succession planning Assistant City Manager Schwarz indicated that he will be seeking policy direction from Council regarding the 2007 goals for the Performing Arts Center and Parks and Recreation Department. Council CONCURRED to schedule an additional work session with Dr. Mathis within 60 days. ADJOURNMENT Mayor Vidak - Martinez adjourned the Special Meeting at 4:50 p.m. Terri Grif Deputy City 1 k �.- Vicki Vidak- Martinez Mayor City of Rohnert Park Annual Goal Setting January 17, 2007 Facilitator: Dr. Bill Mathis Spreckels Performing Arts Center 9 :30 a.m. — 3:00 p.m.; Lunch 12 Noon I. Introductions Mayor • Citizen comments • Themes a) Developing a Team Attitude b) Confront the Issues — begin the courageous conversations? c) Develop Council Agreements and Norms? d) Identify and Prioritize 2007 goals e) Agreements between CC — Staff? f) We won't be done today? - This is a process to improve the City II. Council Profile and Understanding Dr. Bill • What are the most important things I learned from the election? • Why I ran for office? • How do I make decisions? What do I need from Council members (Team) and from Staff? • My 2 best contribution areas or interests? (high performance councils use all the best talents) III. Communication Strategies (handout) • Anchor the scorecard? • What do we want to be? 1 of 3 www.MathisAssociates.com City of Rohnert Park Annual Goal Setting IV. Roles and Expectations: Dr. Bill • Role of Mayor — expectations • Expectations of Councilmembers o Homework and preparation o Priorities and participation /attendance o Clear and shared goals o Shared communications o Assignments to Staff? Criticism in public? o Regular communications with CM? How? V. Best Council Practices • CM /CA Facilitated Evaluation? Set dates • Clear City goals and bi- annual check -up? • Council Norms and Agreements? • Clear assignment and Responsibility for Committee assignments and nominations? • Staff work program that reflects CC priorities? • Plan for communication with the public? • Commitment to Strategic Planning and Visioning VI. Major Goal Areas: Balanced Scorecard Approach? 1. Public Safety 2. Infra - structure (roads, facilities) 3. Land Use and Environment 4. Leisure Services (Parks /Recreation, Seniors, Youth) 5. Economic Redevelopment (revenue improvement)? 6. Organization Goals and Capacity VII. Other Issues Identified for Continued Discussion: a) Retirees Benefits / unfunded liabilities b) Clear environmental initiatives c) Clear business initiatives d) Public Safety costs? e) City Hall completion f) Housing elements g) Water h) Traffic control and mitigation i) Re- Building City Image and City Government j) Improve Council — Manager conversations k) Indian Casino as neighbor 1) Demographics changes m) Council vs. School District Agreements n) Health Care 2 of 3 www.MathisAssociates.com City of Rohnert Park Annual Goal Setting o) Deferred maintenance programs p) Emergency preparedness q) Council conduct at meetings, and Agreements VI11. Summary: • What's next step for Staff? Dates • Next step for Council? Commitments • How did we do today? 3 of 3 www.MathisAssociates.com Major projects for 2007 1. Wilfred/Dowdell • Redo S Plan • ADEIR 2. NE Specific Plan o ADEIR o DA 3. SE Specific Plan • DEIR • DA 4. Stadium Area Plan o. DEIR. o DA? 5. Sonoma Mountain Village • DEIR • DA 6. University District Implementation/Finish Annexation 7. Green Building Ordinance s. Public Art Ordinance 9. Medical Marijuana. • Prohibit? • Ordinance to allow? 10. RHNA Tracking i i. Begin GP Update for 2009/2010 12. Planning/Building Fee Study 13. City Center Plaza/Drive Improvements • Circulation Study by W- Trans/Environmental Review Near Complete • Fund Raising Effort 14. Community Center Plaza 15. Corridor Studies 16. Expand Code Enforcement Program HOUSING & REDEVELOPMENT POTENTIAL PROJECTS FOR 2007 HOUSING • 2007 Bond Issuance • Arbors • Vida Nueva • Application for CDBG funds for rehabilitation loans / promote program • Modify Rehab program guidelines to include energy efficiency incentive • Facilitate sell of Oakview property to Kisco • Assist with modification of Inclusionary Ordinance to reflect CRL • Develop for -sale housing policies • Rent Appeals Board — various and ongoing • 2007 Homeless Count • City Hall site RFP for affordable housing development/ may include acquisition of adjacent parcels • Maximize bond proceeds for affordable housing development, preservation and rehabilitation— identify key projects • Condo Conversion Moratorium review and vacancy survey REDEVELOPMENT • 2007 Bond Issuance • Public Safety Parking Lot • City Center Plaza / Pedestrian Improvements • Sonoma Mountain Village Business Incubator Loan • Community Center Campus Plaza and Master Plan • Maximize bond proceeds for downtown development • Public Safety Bay Realignment • Maximize bond proceeds for implementation of corridor Master Plans • Maximize bond proceeds for implementation of MBIA Economic Development Study • Maximize bond funds for in -fill and rehabilitation projects in key areas such as Sonoma Mountain Village, Southwest Shopping Center, State Farm and City Center Drive areas Pub11g Safety 2007 Goals Thomas Bullard 01 -'l 2 -2007 -__.— 14 57 4ee°w0 4 �vo Acc.eool -Z . - 1. Staffing (2006: One PSO retired A t�7 Recruiting One PSO resigned --- Retention One Trainee resigned --• -:t> Training (FTO}) One PSO passed FTO, but resigned Injuries: 9 PSO and 1 CSO off . a 'significant amount of time) Staffing to replace retirements as well as preparation-for Westside Station Goals: Pla PSO trainees (5) in the April and July Police Academies Continue to recruit lateral officers Staffing 3`d Sergeant in Fire 2. Increase Public Education /Awareness Public Safety Fairs - Fire & Police Equipment fairs (Fire Engines, etc.) Student fairs for computer vulnerability with an emphasis (My Space and Internet chat rooms) Alive @ 25 - introduce into the High School (responsible driving and accountability for actions - how actions affect others) Increase the number of Neighborhood Watch Programs within the City /0 and Citizen Emergency Response Team members - .Emergency Response Training for Citizens is now incorporated in with our Neighborhood Watch Program Increase Outreach Public Outreach and Public Participation to Hispanic Community and our Senior Citizens Re- establish our Citizens Academy (Prom this hope to recruit additional PSAs and or Citizen Emergency Response Team (CERT members) 1 Examine the possibility of introducing the GREAT Program (Gang Resistance Education and Training) into the Schools - elementary training on GANGS and DRUGS Active Shooter Training on High School Campus involving School Officials New Training Program with Fire division - Daily scheduled Fire Training Instruct every City employee with orientation for National Incident C S Management System and Standardized Incident Management System Truck Operations and Standard Operating Procedures •.: Develop SOPS for Mid -Rise Operations with the increase in the number of floors for new construction. Trainiqualify all engineers on 9950. 3. Improve Community Relations Patrol to implement the "Take Ten Program'; take extra time with citizens and educate them - go beyond simply taking a report. Work with Community Voice on Public Relations = regular articles positive articles in newspaper -- - 4. Patrol to Place a Grater Emphasis on Traffic Enforcement Increased enforcement and education OTS Grant for Pedestrian Safety SEU - new goals; meet to identify target goal for making "City Safer" �P�1 ,PoCE� /�Eo13�i��C'�►E'F.,�,(„ GG�i�At� ? 5. Modernization of Public Safety Facilities Continue with renovation Station Number Two (Northern) Work with City Staff on relocating the fire bay at the main station - As appropriate continue developing plans for the Westside Station and potential move -of the southern station � �Geu�Ji�ff�r S►� Pu9 T- C6WIt� �/5- Al 4119tC rrza f3C 6vr,c l • C411W6 40f r- q/ -1OS. 2 - - - /✓ G�Ps�,��o%/ io. oiE�.. .Ju,�l3�e�lCie+�•rJ.� or GJT ���.�-- iU /' /� - �U %fC6o.•ti/ fit.-- /"�i�'�'fid� - 7—o /06vs / /AcSC.E �(� .� U ������/ a°,tA•vr'Y/�/�r w� r.� /GC: iA�"�S c3ca�� HUMAN RESOURCE, INFORMATION SYSTEMS AND FINANCE 2007 PROJECT LIST. HUMAN RESOURCE Negotiations & Implementation of new MOU's CalPERS Contract Amendment Class & Comp Study Employee Health & Safety Program Pandemic Flu Plan Transitional Work Policy Succession Planning INFORMATION SYSTEMS Citywide Telephone System Document Imaging & Meeting Agenda Automation Anti- Spyware Solution Security System Master Plan Website Update Finance Software Upgrade FINANCE Budget Audit Retiree Medical Plan Health Care'Options Long Term Care Plan'- Refuse Contract and Rates