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2019 07 02 CC MinutesCITY COUNCIL MINUTES Page 1 of 9 JULY 2, 2019 CITY COUNCIL MINUTES TUESDAY, JULY 2, 2019 CALL TO ORDER A regular meeting of the La Quinta City Council was called to order at 3:00 p.m. by Mayor Evans. PRESENT: Councilmembers Fitzpatrick, Peña, Radi, Sanchez, Mayor Evans ABSENT: None PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA – None CONFIRMATION OF AGENDA – Confirmed CLOSED SESSION 1. PUBLIC EMPLOYEE DISCIPLINE / DISMISSAL / RELEASE PURSUANT TO GOVERNMENT CODE SECTION 54957 2. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54957.6; CITY DESIGNATED REPRESENTATIVE: CHRIS ESCOBEDO, COMMUNITY RESOURCES DIRECTOR; AND EMPLOYEE ORGANIZATION: LA QUINTA CITY EMPLOYEES ASSOCIATION 3. Continued from June 18, 2019 Council Meeting >>> ANNUAL PERFORMANCE EVALUATION PURSUANT TO GOVERNMENT CODE SECTION 54957, COUNCIL APPOINTED POSITION – CITY ATTORNEY COUNCIL RECESSED THE OPEN SESSION PORTION OF THE MEETING AND MOVED INTO CLOSED SESSION AT 3:01 P.M. MAYOR EVANS RECONVENED THE OPEN SESSION PORTION OF THE CITY COUNCIL MEETING AT 4:00 P.M. WITH ALL MEMBERS PRESENT REPORT ON ACTION(S) TAKEN IN CLOSED SESSION: City Attorney Ihrke reported the following pursuant to Government Code section 54957.1 (Brown Act).  Closed Session Item No. 1 – there were no actions taken that require reporting; CITY COUNCIL MINUTES Page 2 of 9 JULY 2, 2019  Closed Session Item No. 2 – there were no actions taken that require reporting; and  Closed Session Item No. 3 – Council completed the City Attorney’s annual performance evaluation and reaffirmed his appointment. PLEDGE OF ALLEGIANCE Councilmember Sanchez led the audience in the Pledge of Allegiance. PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA PUBLIC SPEAKER: Steve Cherry, La Quinta – provided photos of the Highway 111 Corridor commercial signage, which were made available to the public and incorporated into the agenda packet; stated the signage as it exists does not efficiently and clearly advertise the businesses in each commercial center; recommended that signage be improved as part of the City’s Corridor redesign efforts currently underway; and noted he is interested in the hop-on-hop-off bus route previously discussed as a partnership between the City and SunLine Transit Agency, and would like to see that come to fruition. ANNOUNCEMENTS, PRESENTATIONS AND WRITTEN COMMUNICATIONS 1. COACHELLA VALLEY MOSQUITO AND VECTOR CONTROL DISTRICT (DISTRICT) WEST NILE RESPONSE AND PROGRAM UPDATE – PRESENTATION BY LABORATORY MANAGER JENNIFER HENKE District Board President and City representative Doug Hassett introduced Laboratory Manager Jennifer Henke who gave a presentation on the influx of West Nile mosquito epidemic in the valley, the District’s efforts to control the spreading and treat affected areas, mosquito’s lifecycle, symptoms people would experience if infected, available prevention measures, and best practices. 2. INTRODUCE GARRETT BEHRENS, RIVERSIDE COUNTY DISTRICT ATTORNEY’S OFFICE LIAISON FOR COMMUNITY ACTION TEAMS (CAT) PROGRAM City Attorney Ihrke said the Riverside County District Attorney’s Office has put together a liaison program, called Community Actions Team, and per Council’s request invited the City’s local representative Deputy District Attorney Garrett Behrens to introduce himself and give more information about the program. Mr. Behrens said he is a prosecutor at the Riverside County District Attorney’s Office, currently assigned to the Special Victims Unit and specializes in CITY COUNCIL MINUTES Page 3 of 9 JULY 2, 2019 eastern valley elder abuse; resides in La Quinta; the program’s objective is to implement a way for prosecutors to get more closely involved with the cities, in terms of listening to citizens’ and Council’s comments and needs, and help address matters that the District Attorney’s Office can assist the community with. CONSENT CALENDAR 1. APPROVE SPECIAL JOINT CITY COUNCIL AND PLANNING COMMISSION MEETING MINUTES OF JUNE 11, 2019 2. APPROVE JOINT CITY COUNCIL AND HOUSING AUTHORITY MEETING MINUTES OF JUNE 18, 2019 3. AUTHORIZE OVERNIGHT TRAVEL FOR SENIOR AND JUNIOR ACCOUNTANTS TO ATTEND THE CALPERS EDUCATIONAL FORUM IN OAKLAND, CALIFORNIA, OCTOBER 27-30, 2019 4. AUTHORIZE OVERNIGHT TRAVEL FOR DEPUTY CITY CLERK AND MANAGEMENT ASSISTANT TO ATTEND CITY CLERKS’ ASSOCIATION OF CALIFORNIA TECHNICAL TRAINING FOR CLERKS SERIES 200 IN RIVERSIDE, CALIFORNIA, SEPTEMBER 10-13, 2019 5. AUTHORIZE OVERNIGHT TRAVEL FOR DESIGN AND DEVELOPMENT DIRECTOR, PLANNING MANAGER, AND SENIOR PLANNER TO ATTEND AMERICAN PLANNING ASSOCIATION CALIFORNIA CHAPTER’S ANNUAL CONFERENCE IN SANTA BARBARA, CALIFORNIA, SEPTEMBER 15-18, 2019 6. APPROVE DEMAND REGISTERS DATED JUNE 14 AND 21, 2019 7. ADOPT RESOLUTION TO AMEND THE CITY’S RECORDS RETENTION SCHEDULE [RESOLUTION NO. 2019-025] 8. APPROVE CONTRACT SERVICES AGREEMENTS WITH NV5, INC AND THE ALTUM GROUP FOR ON-CALL CONSTRUCTION SURVEYING SERVICES 9. APPROVE CONTRACT SERVICES AGREEMENTS WITH HR GREEN PACIFIC AND WILLDAN ENGINEERING FOR ON-CALL PUBLIC WORKS DEVELOPMENT PLAN CHECK SERVICES CITY COUNCIL MINUTES Page 4 of 9 JULY 2, 2019 10. APPROVE CONTRACT SERVICES AGREEMENTS WITH EARTH SYSTEMS, INC. AND CONVERSE CONSULTANTS FOR ON-CALL MATERIALS TESTING SERVICES 11. REAFFIRM LEASES AND APPROVE ANNUAL PRINTING COSTS ASSOCIATED WITH COPIER LEASES CONSENT CALENDAR ITEM NOS. 8, 9, AND 10 Mayor Evans said Consent Calendar Item Nos. 8, 9, and 10 approve agreements with multiple vendors at certain amounts; however, the amount budgeted is less than the aggregate cost of all agreements combined; the purpose is to ensure professional services are available to Staff; and it is the responsibility of Staff and the City Manager to monitor and manage the expenses. MOTION – A motion was made and seconded by Councilmembers Radi/Sanchez to approve the Consent Calendar as recommended, with Item No. 7 adopting Resolution No. 2019-025 respectively. Motion passed unanimously. BUSINESS SESSION 1. APPROVE MEMORANDUM OF UNDERSTANDING WITH GREATER COACHELLA VALLEY CHAMBER OF COMMERCE (GCVCC) Marketing Manager Graham presented the staff report, which is on file in the Clerk’s Office. Council discussed the services included in the agreement, including the State of the City event; and The Gem is evolving in the right direction and possible expansion into Indian Wells. PUBLIC SPEAKER: Joshua Bonner, President and CEO of GCVCC – thanked Council for their proactive open communications; spoke about the events the GCVCC offers; and commended the La Quinta business community, Staff, and Council for their support. MOTION – A motion was made and seconded by Councilmembers Radi/Fitzpatrick to approve a Memorandum of Understanding with the Greater Coachella Valley Chamber of Commerce, for a total not to exceed amount of $100,250; and authorize the City Manager to execute it as recommended. Motion passed unanimously. CITY COUNCIL MINUTES Page 5 of 9 JULY 2, 2019 2. APPROVE CONTRACT SERVICES AGREEMENT WITH JNS NEXT FOR DIGITAL MARKETING AND PUBLIC RELATIONS SERVICES Marketing Manager Graham presented the staff report, which is on file in the Clerk’s Office. Council discussed the agreement terms allow flexibility of the not to exceed amount for the entire term to be based on scope of services needed, such as additional outreach for events; there is an overall decrease of marketing related contract services due to the move of television, radio, and print marketing services in-house; JNS is extremely dedicated to the community and does a stellar job at promoting the City’s events; , boosting services are included in the agreement, and the City receives metrics report showing the number of people it reached and percentage that opened it; importance to ensure that press releases are always deliverable. MOTION – A motion was made and seconded by Councilmembers Fitzpatrick/Peña to approve a three-year Contract Services Agreement with JNS Next for digital marketing and public relations services, at estimated base cost of $103,500 per fiscal year, for a total not to exceed amount of $500,000 for the agreement term; and authorize the City Manager to execute the agreement as recommended. Motion passed unanimously. 3. APPROVE CONTRACT SERVICES AGREEMENT WITH ACORN TECHNOLOGY FOR INFORMATION TECHNOLOGY SERVICES Assistant to the City Manager Villalpando presented the staff report, which is on file in the Clerk’s Office. PUBLIC SPEAKER: Mickey McGuire, CEO of Acorn Technology – said ensuring IT safety is a priority an d a constant ongoing risk; Acorn will conduct an initial assessment of the City’s IT needs and a vulnerability network scan within 60 days, and based on the collected data, Acorn will make recommendations on addressing security concerns should they exist; the intent is to ensure the City is protected in the best way technology allows; providing periodic trainings to Staff as a preventative measure to cyber security; the transition period; and the importance of institutional knowledge. Council discussed the importance of providing annual training to Staff to ensure they have the knowledge on what to look out for to protect the City’s network security. MOTION – A motion was made and seconded by Councilmembers Radi/Peña to approve Contract Services Agreement with Acorn Technology for information technology services in an amount not to exceed $330,000 CITY COUNCIL MINUTES Page 6 of 9 JULY 2, 2019 annually for the first three years; add training; and authorize the City Manager to execute the agreement as recommended. Motion passed unanimously. 4. ADOPT RESOLUTIONS TO APPROVE PERSONNEL POLICIES FOR ELECTED AND APPOINTED OFFICIALS [RESOLUTION NOS. 2019-026 AND 2019-027] Community Resources Director Escobedo presented the staff report, which is on file in the Clerk’s Office. Mayor Evans noted Staff provided a revised resolution of the Personnel Policy for Elected Officials to include specific language that it would also apply to “persons who are appointed to an Elected Official position by the City Council,” which was made available to the public and incorporated into the agenda packet. Council thanked Staff and the City Attorney for drafting the different policies to ensure the City’s compliance with current laws and requirements. MOTION – A motion was made and seconded by Councilmembers Peña/Radi to adopt Resolution No. 2019-026 approving Personnel Policy for Elected Officials as amended including the additional language listed above: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, ADOPTING PERSONNEL POLICY FOR ELECTED OFFICIALS And Resolution No. 2019-27 approving Personnel Policy for Appointed Officials as presented A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, ADOPTING PERSONNEL POLICY FOR APPOINTED OFFICIALS Motion passed unanimously. 5. APPROVE CANCELLING THE REGULAR CITY COUNCIL MEETINGS OF AUGUST 20 AND SEPTEMBER 3, 2019 Council waived presentation of the staff report, which is on file in the Clerk’s Office. MOTION – A motion was made and seconded by Councilmembers Radi/Sanchez to approve cancelling the regular City Council Meetings of August 20 and September 3, 2019 as recommended. Motion passed unanimously. CITY COUNCIL MINUTES Page 7 of 9 JULY 2, 2019 STUDY SESSION 1. DISCUSS FUTURE ART EVENTS IN LA QUINTA Community Resources Director Escobedo presented the staff report, which is on file in the Clerk’s Office. Council discussed the scope of the Request for Proposals (RFP) slated to publish on July 11, 2019, following the scheduled July 10, 2019, Council Special Meeting – Community Workshop (Community Workshop) to discuss and receive community input regarding future art events in La Quinta; the City’s first priority is that the RFP is specific to the March 5-8, 2019 art event promoter, if the proposals include additional art events, they would certainly be entertained, but the focus is on the main art event. PUBLIC SPEAKER: Gary Heath, La Quinta – presented the research and analysis he conducted on “What to Name an Art Event” and distributed a report containing his findings for Council’s consideration, which was made available to the public, and incorporated in the agenda packet; and noted an art show name needs to serve as an easily recognizable description of the type of event it is and where it is located, it should be easy to say or pronounce, and be visually easy to read in its printed form. Council commended Mr. Heath for his engagement, effort, and valuable research regarding the art event name; noted the report will be made available to the attendees of the July 10, 2019, Community Workshop. Council discussed it was most appropriate that the first public comments are with regards to the name of the art event because the name sets the mission and vision for the event; and importance that the City trademarks the new art event name, thus, going forward, regardless of who the promoter might be, the event name is owned by the City and it stays consistent. Council encouraged attendance at the scheduled Community Workshop for July 10, 2019, at 5:30 p.m. at La Quinta City Hall Lobby to provide ideas, comments, and preferences regarding future art events in La Quinta; noted the City will not produce the art event, but is looking to procure a producer to organize and hold the event during the set March 5 – 8, 2019, dates due to the popularity of the former La Quinta Arts Festival; and the City will consider providing both, the Civic Center Park or the SilverRock Event Site, as options to hold the event. Council discussed this is a wonderful opportunity; importance to reach out not only to the artists, but also to the many volunteers who helped organize the previous events. CITY COUNCIL MINUTES Page 8 of 9 JULY 2, 2019 PUBLIC SPEAKER: Brian Hanrahan, La Quinta – inquired about the La Quinta Arts Foundation trademark on the La Quinta Arts Festival name; City Attorney Ihrke explained the applicable legal restrictions due to the trademark. Council noted this Study Session item and the following Community Workshop are kick-off discussions and indicators of the City’s strong commitment to the legacy of the La Quinta Arts Festival; art is an authentic and indivisible component of the La Quinta brand; and the cancellation of the La Quinta Arts Festival presents an opportunity to create an event that is even more dynamic, legalities will be worked out, but most important is to continue the art legacy of the City, and produce an event that honors the hard work and efforts of the many artists and volunteers who built the reputation of the event over the years; the positive feedback being received by the City, not only from the local community, but from artists all over the country; and the SilverRock Event Site provides an opportunity to grow the event, and hold many other types of art events as well, such as digital art, performance art, etc. that will complement the main art event. Council discussed a similar change of events occurred about three years ago when Art Under the Umbrellas event was cancelled, which triggered the launch of the Art on Main Street event which has been extremely successful. Council encouraged peoples to provide written comments should they be unavailable to attend the Community Workshop next week. PUBLIC HEARINGS – None DEPARTMENTAL REPORTS All reports are on file in the City Clerk’s Office. City Attorney Ihrke said he was asked by the League of California Cities General Council Patrick Whitnell to have Rutan and Tucker, LLP and Mr. Ihrke present at the League’s Annual Conference, scheduled to be held in October 2019 in Long Beach, providing a land use and California Environmental Quality Act litigation update. MAYOR’S AND COUNCIL MEMBERS’ ITEMS Mayor Evans stated that the Council attended the Greater Coachella Valley Chamber of Commerce Annual Business Awards in Rancho Mirage on Tuesday, June 25 in Rancho Mirage – the event was well attended. CITY COUNCIL MINUTES Page 9 of 9 JULY 2, 2019 Mayor Evans recommended that the flag ordinance be revisited to address restrictions to place flags in side- and back-yards, and direct Staff to amend the code and schedule it for Council consideration. Council concurred. REPORTS AND INFORMATIONAL ITEMS La Quinta’s representative for 2019, Mayor Evans reported on her participation in the following organizations’ meeting:  CVAG EXECUTIVE COMMITTEE  GREATER PALM SPRINGS CONVENTION AND VISITORS BUREAU La Quinta’s representative for 2019, Councilmember Peña reported on his participation in the following organizations’ meeting:  CVAG VALLEY-WIDE HOMELESSNESS COMMITTEE  LEAGUE OF CALIFORNIA CITIES MAYOR AND COUNCILMEMBERS EXECUTIVE FORUM La Quinta’s representative for 2019, Councilmember Radi reported on his participation in the following organization’s meeting:  SUNLINE TRANSIT AGENCY La Quinta’s representative for 2019, Councilmember Sanchez reported on his participation in the following organization’s meeting:  LEAGUE OF CALIFORNIA CITIES MAYOR AND COUNCILMEMBERS EXECUTIVE FORUM ADJOURNMENT There being no further business, a motion was made and seconded by Councilmembers Fitzpatrick/Radi to adjourn at 5:40 p.m. Motion passed unanimously. Respectfully submitted, MONIKA RADEVA, City Clerk City of La Quinta, California