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2020 03-18 SpecialCITY OF POWAY CITY COUNCIL SPECIAL MEETING MINUTES March 18, 2020 City Council Chambers 13325 Civic Center Drive, Poway, California (Per Government Code 54953) (Meeting Called to Order as City Council/City of Poway Planning Commission/Poway Housing Authority/Public Financing Authority and Successor Agency to the Poway Redevelopment Agency) CALL TO ORDER Mayor Vaus called the Special Meeting to order at 8:45 a.m. ROLL CALL John Mullin, Barry Leonard, Dave Grosch, Caylin Frank (via teleconference), Steve Vaus STAFF MEMBERS PRESENT City Manager Chris Hazeltine; City Attorney Alan Fenstermacher (via teleconference); City Clerk Faviola Medina; Development Services Director Bob Manis; Finance Director Aaron Beanan; Human Resources/Risk Management Director Jodene Dunphy; Public Works Director Eric Heidemann; Fire Chief Jon Canavan. (Note: Hereinafter the titles Mayor, Deputy Mayor, Councilmember, City Manager, Assistant City Manager, City Attorney, City Clerk and Director of Finance shall be used to indicate Mayor/Chair, Deputy Mayor/Vice Chair, Councilmember/Director, City Manager/Executive Director, Assistant City Manager/Assistant Executive Director, City Attorney/Counsel, City Clerk/Secretary and Director of Finance/Finance Officer.) PLEDGE OF ALLEGIANCE Councilmember Grosch led the Pledge of Allegiance. MOMENT OF SILENCE Mayor Vaus led a moment of silence. At the request of Mayor Vaus, City Attorney Alan Fenstermacher introduced the Special City Council Meeting and explained that due to the COVID-19 situation an executive order was issued by the California Governor that allows all city council meetings to be held via teleconference for any member of the legislative body or staff. The only requirement being that there is a location for the public to go and comment if desired. He explained that the City met those requirements by providing a physical location for public access to the meeting at the Poway Center for Performance Arts and making online participation available as well. Mr. Fenstermacher further added that there would be no public comment for non-agendized items as it is a Special City Council Meeting. At the request of the City Manager, Mayor Vaus moved Item #7 forward. 0764 City of Poway — Minutes — March 18, 2020 STAFF REPORT 7. Resolution Confirming the Existence of a Local Emergency as Proclaimed by the City Manager/ Director of Emergency Services within the City of Poway due to the Novel Coronavirus (COVID-19) Global Pandemic City Manager Chris Hazeltine briefly summarized the item and introduced Fire Chief Jon Canavan who provided an update. Fire Chief Jon Canavan explained the transmission of COVID-19 and the risks for people whose immune systems are compromised. Mr. Canavan further explained that as a result of COVID-19, the State of California has declared a State of Emergency, the President of the United States has declared a National Emergency and the County of San Diego has declared a Local Health Emergency and Local Emergency. Mr. Canavan added that last night there were 472 positive cases in California, 60 positive cases in San Diego County and of those cases, one person received COVID-19 testing and treatment at Palomar Hospital and was expected to make a full recovery. Mr. Canavan further added that in anticipation of a rapid increase of infection rates, the Center for Disease Control and Prevention, California Department of Public Health and the County of San Diego Health and Human Services have issued guidance and recommendations. Mr. Canavan went on to explain that locally, County of San Diego Public Health officer Wilma Wooten issued sweeping emergency regulations that restrict gatherings and meetings, closed certain businesses and student classes on campuses and delivered strong recommendations for social distancing and home isolation. Mr. Canavan added that City staff has been actively monitoring and reacting to rapidly changing information since January 31 when a public health emergency was declared. Mr. Canavan stated that the following actions have been taken by the City of Poway: restricted access to City Hall and all City buildings except for parks and their restrooms; reduced staff while maintaining essential services; activated the Emergency Operations Center (EOC); implemented 911 call screening and first responder protocols; is actively sharing information with the community and have placed four handwashing stations throughout the City. Mr. Canavan explained that the City's Director of Emergency Services (City Manager) adopted a proclamation of local emergency on March 13, 2020 which authorized the City Manager to expedite purchasing efforts, alter employee leave policies and improve the Cities ability to seek reimbursement funds. Chris Olps, via teleconference, expressed his support for a spending limit during the crisis. In response to Council inquiry, City Manager Chris Hazeltine clarified that although City Hall is closed to the public, there is still a skeleton crew working. He went on to explain that staff may be contacted via email, the city website or via phone. Mayor Vaus explained that the reason that the City of Poway has months of reserves is for emergency purposes such as this. In response to Council inquiry, Mr. Canavan clarified that Level 3 EOC gives the City the ability to: monitor the situation with regional partners; input requests and logistical needs to the County; and stay informed from state and county public health agencies. Mr. 0765 City of Poway — Minutes — March 18, 2020 Canavan further explained that Level 3 EOC is the lowest of three levels, Level 1 EOC is highest which is staffed 24 hours per day, Level 2 and Level 3 EOC provide flexibility and allow meetings of staff in the EOC on an as -needed basis. In response to Council inquiry, Mr. Canavan explained that in order to limit emergency personnel exposure, a call screening criterion has been set in place for potential COVID- 19 cases. He added that if it is determined that the call is a potential COVID-19 case, only one person will enter in protective gear to engage the patient and provide them a mask and transport. In response to Council inquiry, Mr. Hazeltine explained that it is not known yet whether or not future Council meetings will be hosted via teleconference. In response to Council inquiry, Mr. Fenstermacher clarified that any price gauging should be reported to the District Attorney's Office. Motioned by Mayor Vaus, seconded by Councilmember Mullin, to adopt Resolution No. 20-013 entitled "A Resolution of the City Council of the City of Poway California, Finding and Proclaiming the Existence of a Local Emergency Within the City due to the Novel Coronavirus (COVID-19) Global Pandemic." Motion carried unanimously. CONSENT CALENDAR Motioned by Councilmember Grosch, seconded by Councilmember Leonard to approve Consent Calendar Items 1 through 5. Motion carried by the following roll -call vote: Ayes: Mullin, Leonard, Grosch, Frank, Vaus Noes: None Abstained: None Absent: None Disqualified: None 1. Ratification of Warrant Registers for the Periods of February 3, 2020 through February 7, 2020; and February 10, 2020 through February 14, 2020 Approval of the February 18, 2020 Regular City Council Meeting Minutes 3. Annual Report — Implementation of the General Plan in 2019 4. Award of Contract to Pavement Recycling Systems, Inc., for Asphalt Cold Milling and Operator Services; RFP No. 20-016 5. Acceptance of the City Hall Hydronic Piping Replacement Project; Bid No. 19-024 with Hunter General Engineering, Inc., as Complete STAFF REPORT 6. Fiscal Year 2019-20 Midyear Budget Update and Approval of Appropriation of Funds, and Updates to the Position Classification Plan and Management/Confidential Salary Schedule Director of Finance Aaron Beanan and Director of Public Works Eric Heidemann provided a brief presentation along with a slideshow presentation. Mr. Beanan explained that staff 0766 City of Poway — Minutes — March 18, 2020 reviewed the mid -year budget update and after reviewing revenues and expenditures there is an expected general fund surplus of $950 thousand. Mr. Beanan further explained that general fund appropriation requests total $369 thousand and one of the requests from Finance is to update the Cost Allocation Plan and funding for Customer Connect which will provide a more user friendly and efficient online payment process for ratepayers. Mr. Beanan added that included in the general fund reserves category, there is issuance of a one-time fixed and variable credit for customers that experienced the precautionary boil water advisory event that will come from the General Fund's Extreme Events/Public Safety reserve that will be replenished by the General Fund Unassigned Fund Balance and if approved by Council, $6.6 million will remain. Mr. Heidemann explained that the Public Works Department is requesting additional staffing to support the Utilities Division to meet regulatory requirements and to meet the size and complexity of planned improvements to the water infrastructure system. Mr. Heidemann added that the additional staffing requested is a Utilities Administrator and a Principal Civil Engineer. No speakers. Council discussion ensued. In response to Council inquiry, Mr. Heidemann explained that the stakes that are along Twin Peaks Road delineate the edge of right-of-way and private property for LMD 83-1 to determine how to manage the vegetation that is outside of the right-of-way boundaries. Motioned by Councilmember Grosch, seconded by Councilmember Leonard, to adopt Resolution No. 20-011 "A Resolution of the City Council of the City of Poway California, Approving Additional Appropriations for the Fiscal Year 2019-20 Mid -Year Budget," and Resolution No. 20-012 "A Resolution of the City Council of the City of Poway California, Approving the Addition of a Utilities Administrator and Principal Civil Engineer -Utilities to the City of Poway Position Classification Plan and the Management/Confidential Salary Schedule." Motion carried unanimously. COUNCIL COMMITTEE REPORTS and ANNOUNCEMENTS: Pursuant to AB1234 — (G.C. 53232(d)) The Mayor and Council made announcements and reported on various events taking place in the City. No action was taken. In response to Council inquiry, City Manager Chris Hazeltine explained that the County of San Diego provided and placed four hand washing stations throughout the City which they will also pay for and maintain. Mr. Hazeltine stated that the hand washing stations are located at City Hall, Poway Library, Community Park and Old Poway Park. Mayor Vaus mentioned that there is a County alert system that has been activated. He explained that you may sign up by texting "COSD COVID19," to 468311 to receive up-to-date alerts from the County of San Diego. CITY MANAGER ITEMS None. 0767 City of Poway — Minutes — March 18, 2020 CITY ATTORNEY ITEMS None. ADJOURNMENT The meeting adjourned at 9:38 a.m. 0768 Faviola Medina, CMC City Clerk City of Poway, California