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Item 1.3 - Approval of Meeting MinutesGl�( OF POlfi9 J T �-L C�•IN THE GOJ� DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: City of Poway COUNCIL AGENDA REPORT October 21, 2014 APPROVED APPROVED AS AMENDED ❑ (SEE MINUTES) DENIED ❑ REMOVED ❑ CONTINUED Resolution No. Honorable Mayor and Members of the City Council Daniel Singer, City Manager Q,/f . Sheila R. Cobian, City Clerk 6)p� Rosa Martinez, Deputy City Clerk 0�4- Approval of Minutes The Minutes of the September 9, 2014, Special Meeting of the Poway City Council and the September 16, 2014, Regular Meeting of the Poway City Council are attached for approval. The Poway City Council sits as the Poway Planning Commission, the Poway Housing Authority, the Public Financing Authority, and the Successor Agency to the Poway Redevelopment Agency. Recommended Action: It is recommended that the City Council approve the Minutes of the September 9, 2014, Special Meeting of the Poway City Council and the September 16, 2014, Regular Meeting of the Poway City Council as submitted. Fiscal Impact: None. Environmental Review: Environmental review is not required according to CEQA guidelines. Public Notification: None. Attachment: A. September 9, 2014 City Council Special Meeting Minutes B. September 16, 2014 City Council Regular Meeting Minutes 1 of 10 October 21, 2014 Item # 1.3 NOTE: These draft meeting minutes are not official until approved by the City Council at the next scheduled meeting. CITY OF POWAY CITY COUNCIL SPECIAL MEETING MINUTES September 9, 2014 City Council Chambers 13325 Civic Center Drive, Poway, California (Per Government Code 54953) (Meeting Called to Order as City Council /Poway Housing Authority /Planning Commission /Public Financing Authority and Successor Agency to the Poway Redevelopment Agency) CALL TO ORDER Mayor Higginson called the Special Meeting to ord e� %p.m. ROLL CALL Cunningham, Vaus, Mullr rosch, H STAFF MEMBERS PRESENT Daniel Singer, City Manager; Tin Clerk; Robin Bettin, Director of Ci Services; Leah Browder, Director PLEDGE OF ALLEGIANCE 40JIM& Leslie Hoffman, Exf�/ NVe Directs WORKSHOP °O Worksho on t v. eMachael P ,Cafe Director7G.Development /Service introducedreonsultant Bob%M;uetir �,� 1 1 presentationwing the ex "sin( as well as the new schematicl�/Wde concept. � ite, Ass Lnity Se Tanager; S Manis, Dir( Cobian, City Development the Pledge of Allegiance. r and Community Facility. Aari's"gave an overview of the project and then RJM Design Group, who provided a PowerPoint ons of the Community Park and Senior Center, [)nsultant Bob Coffee explained the architectural Speakers in Supports' Susan' Mallett, Chair of the Parks and Recreation Advisory Committee; Leslie Hoffi�a , representing the Poway Senior Center, read a letter of support, suggestions, and concerns from the President of the Poway Valley Senior Citizens Corporation, Sharon Peterson (on file in the Office of the City Clerk). Ms. Hoffman also shared comments collected from the senior community: • What will happen during construction — will the construction take place in phases or will they need to look for other accommodations? • As proposed, access to the nutrition room is too far from the senior offices/lounge. • Would like a stage for calling bingo numbers. Dee Fleischman expressed concerns relating to adequate shaded areas and questioned if the drop -off area would be able to accommodate buses and cars at the same time. 9962 2 of 10 Attachment A October 21, 2014 Item # 1.3 Speakers with Neutral Position: Jay Mehlman was concerned with who was going to move the tables, chairs and moveable walls; Phyllis Mehlman asked where the Senior Center library and store would be located. Submitted a Speaker Slip in Support but Did Not Speak: Lori Simon; Cheryle Tkach Submitted a Speaker Slip with Neutral Position but Did Not Speak: Laura Rodriguez O'quinn Councilmember Cunningham asked what the distance was from the senior lounge to the exercise room. Mr. Coffee replied that it was approximately 80 feet. Councilmember Cunningham asked if there had een an;ihought as to using energy saving features. Director Manis stated that there is a the future. Mr. Coffee added that the des be added. Councilmember Cunni school Back to School In response to an "'inquiry seniors have concernslllllrAIc, that she has�sbared with th of the �niosen�d�;�o th pa j� , Director%B'ettm added that% /OOH carefully s0shat there wog clarified that staff would arc the roof that could'spport solar panels in roof slope�that photovoltaic collectors could m announced tha %he had arxot er commitment at the high �'�' � �/i Viand left the!dais at 6%4t m. ng :)uncilmeml5t ier Mullin;y'Ms. Hoffman shared that the �///E haring th� facility with youth patrons. She explained ,t/h,/ here/11, would be a time gap between the activities pe'�times of the building activities would be scheduled not 'beda conflict between seniors and youth. She also the service of moving tables, chairs, and partition walls. Councilmember VaUs. expressed concerns relating to seniors and children sharing the access to the pool thro ugh th"eIg'allery. Director Bettin explained that there would be a separate pool entrance so that pool patrons would not need to enter the building. Councilmember Vaus commented that although the interior design appeared to have Poway design features, he felt that the exterior still did not look like Poway. Councilmember Mullin concurred and stated he would like to see a new exterior concept. In response to Councilmember Mullin, Director Manis explained that the size of the building will be 34- 35,000 sq. ft. at a cost of approximately $400 /sq. ft. 9963 3 of 10 October 21, 2014 Item # 1.3 Councilmember Mullin also asked about the construction phases as it relates to keeping the Senior Center in operation. Director Manis responded that the facility could be constructed in phases; however, it would be more expensive. Another option would be to temporarily relocate the Senior Center during construction. Councilmember Mullin proposed that an Ad Hoc Construction Review Committee be formed with individuals that are familiar with construction to ensure the facility will meet the needs of stakeholders and taxpayers. He also suggested changing the building name from Michael P. Cafagna to "Mickey" Cafagna Senior Center and Community Facility since everyone knew the former Mayor as "Mickey." /j„. Deputy Mayor Grosch agreed that the exterior should haue%a more "Poway" look and that an Ad Hoc Committee should be formed. In response to Deputy Mayor Grosch s concern for the office space use as well as the need for three multi- purpose rooms, Director Bettin rep i that the offices are for the Senior Center as well as recreation offices and that they, not be pnvate ofi>res. In addition, staff is recommending additional multi - purpose ro to meet the needs of Re community and to � generate revenue which would help defray facilperatior9 /costs. In response to Deputy Mayor Grose %concern abo new design would actually result in%inc eased parki from the handicap parking area. j,,,� / / / /j /��,,, Mayor Higginson spoke in si name from Michael P% commented that this /not o functionality of both could be In response to Mayor Higgs; courts, Mrii uetng � tated -tl Councilme'r;"i�ber Vaus als'q /spoke! . 254,,, suggested that Councilmenber M 1�A ji construction indtt .trv. %, of Obblish nior on 9, 9 Mr. Muetin lained that the III as a closer walk to the facility Ad 6QCommittee and changing the %minter and` Community Facility. He als6Wommunity Center and that the thought of removing one of the tennis court was not a consideration due to upport of establishing an Ad Hoc Committee and ;,lead the committee due to his expertise in the City Manager Singe,"', ummariz 11the following: 1) Exterior needs r:,�ore softening /more Poway feel. /iii,,. �/ 2) Specific concernsab t %the interior layout. — fine tuning, mindful of conflicts between the senior and children uses. 3) Establishment of an Ad Hoc Committee which will require returning to Council with a resolution establishing the parameters /scope. ADJOURNMENT The Special Meeting adjourned at 7:50 p.m. Rosa Maria Martinez Deputy City Clerk City of Poway, California 9964 4 of 10 October 21, 2014 Item # 1.3 NOTE. These draft meeting minutes are not official until approved by the City Council at the next scheduled meeting. CITY OF POWAY CITY COUNCIL REGULAR MEETING MINUTES September 16, 2014 City Council Chambers 13325 Civic Center Drive, Poway, California (Per Government Code 54953) (Meeting Called to Order as City CounciUCity of Poway Planning Commission/Poway Housing Authority/Public Financing Authority and Successor Agency to the Poway Redevelopment Agency) CALL TO ORDER Mayor Higginson called the Regular Meetingto %tder at 7:0 ROLL CALL Cunningham, Vaus, Multi %,;Grosch yHigginson STAFF MEMBERS PRESENT Daniel Singer, City Manager; Tina WI%ite, Assistant City Manager; Morgan L. Foley, City /ion „� „jai /� %, �,�. Attorney; Sheila R�ja��bjaT�/li�iCity Clerkl /Rob1 / tin Directof of Community Services; ,, Bob Manis, Directof/Develo ent Servrces;�Leah B o,der, Director of Public Works; iii / //% Scott Edwards, ��” Services, Mark Sanchez, Director of Safety Direor of Adm istrative� Services; Captain Jeff /' in, Sheriffs Depaft�ent. (Note Herelna a 7/4the1titles M6W De u A11Ma or, 0,j ncilinember City Manager, Assistant City Manager /�C/ty Attorney j j City Cler jand MaDor/Vi��of Administrative mel tuber /Dirl e be oruse � �o indicate / /Mayor /Chair, /Deputy / / //� y y ManagejT /cutive Director /��Assistaht,, City Manager /Assistant Executive Director, City Attorney /CouW City CIerWSecretary 6 Director of Administrative Services/Finance Officer.) Deputy Mayor Grosch introduced incoming Kiwanis President Joyce Handa to lead the Pledge of Allegiance. PRESENTATIONS Executive Director Michael Rennie of the Poway Center for the Performing Arts Foundation provided a PowerPoint presentation highlighting the performances scheduled for 2014/2015. He also provided the Council with details relating to the Foundation's current partnerships and initiatives designed to increase attendance at the performances. 9965 5 of 10 Attachment B October 21, 2014 Item # 1.3 City of Poway – Minutes – September 16, 2014 Sheriff's Lieutenant J.T. Faulkner gave a brief overview of the Three Feet for Bicycle Safety Campaign. Information Technology Manager Brad Rosen gave a demonstration of the City's new Poway.org website. PUBLIC ORAL COMMUNICATIONS Tony Rubino provided an update on the Jack -O -Smash 5000 timed 5K event scheduled for November 2, 2014. He announced that following the race, a Family Fun Festival will Dip , commence. The Festival will include celebrity softball /a/1kids fun zone, a petting zoo and live music. In conclusion, Mr. Rubino invitedlCit�y Manager Singer and the Councilmembers to participate in the celebrity softball11ga e by serving as umpires. OF o,, Kimberly Weisz gave an overview of the Ope ration for Hope /��oundation which spreads ��iiii /. awareness of domestic violence. Ms. WeAsz�oncluded hef /presentation by inviting Mayor Higginson to participate in the Purple rse Challenge. 1. CONSENT CALENDAR (Approved by Roll- C, altote) giiiia /iii -i ..oiipiiM%i iii N .,oi Motion by Councilmember Cd'n@��gham, seconded by Deputy Mayor Grosch to approve Consent Calendar Items j1 � %th/ rough 1 8%(��tem 1.9 was removed from the agenda). Motion carried b the foCawrn - %tall -call vote:, Ayes: Cunnin ham;; vaus ,Mullin, Grosch, Higginson mell /II Noes None Absenr None1 / 1/h/oi. 1.1 Approval of Reading; y Titlegonly and `1Naiver of Reading in full of Ordinances on Agenda% �� , 1.2 Ratification /ApprouaL. of War�ant Registers for the periods of August 4 through Moir,. /i Augu t o 2 -014 and% ugust 1 "1 t. rough August 15, 2014. 1.3 Approvaffimthe August 2014, Regular City Council Minutes. 1.4 Award of Contract to Dudek, for Environmental and Biological Fieldwork for Storm . ,. /iii Water MaintenancePograms; RFP No. 15 -002. 1.5 Approval of Resolution No. 14 -055 entitled "A Resolution of the City Council of the City of Poway, California, Rescinding Resolution No. , 96 -120, Removing a Bus Loading Zone along the South Side of Cynthia Lane East of Midland Road." 1.6 Acceptance of the Directional Sign Replacement on Scripps Poway Parkway from AToM Engineering Construction, Inc, as complete; Authorize the City Clerk to file and record the Notice of Completion; Authorize the release of the retention in the amount of $519.90, 45 days after City Council acceptance; Release the Bond for Material and Labor in the amount of $10,398.00 and retain the Bond for Faithful Performance for a period of one year, RFB No. 14 -012. 9966 6 of 10 October 21, 2014 Item # 1.3 City of Poway — Minutes — September 16, 2014 1.7 Authorization to Purchase Three Truck Cab /Chassis and Two Safety Services Replacement Vehicles through the State of California's CMAS Purchase Program, and Authorization to use Informal Competitive Bidding for Construction /Installation of Truck Bodies. 1.8 Approval of Agreement between the City of Poway and Cartegraph Systems, Inc. for software licensing and maintenance. .. Item removed from the agenda. AAA/L, 2. ORDINANCE (Ordinance(s) that do not require a;%Public %Hj�ng) 2.1 None. 3. PUBLIC HEARING 3.1 None. 4. STAFF REPORTS , 4.1 Approval of Agreement for Auditi'ng Services. // Director of Administrative Services //Scott Edwards reviewed the agenda report. In response A n inquiry' /from Comic /member , Cunningham, Director Edwards explained that �atthou h t� City's rev ous auditor, Pun & McGeady, LLP had p / / / / / %, g i p n ' , submitted a competitive proposal, staff was recommending Rogers, Anderson, Maj d /�5 j��LLP %,- e�awardetl the contract. He further explained that industry best, ractices- encoura a %a: change'in� itors from time to time. rok ,./ /ice- g ��i�% Motion by Counct mere & Mullin seconded by Deputy Mayor Grosch approy/ jig a Stanch/ Agreement for Contract Services with Rogers, Anderson,, MalodyjScott, L%LP; and, authorizing the City Manager to Im /� „, execute the�jg reemen ✓Motion carried unanimously. 4.2 Approval of Cori'suitarit %'greement with MIG, Inc. for the Poway Road Corridor Study (CIP #12009A) City Planner Rich Whipple presented the agenda item. Speaker in Support: Pete Babich. Councilmember Cunningham commented that in the future he would like staff to provide the top three bidder results when presenting staff's recommendation regarding Requests for Proposals. Councilmember Mullin suggested that the market assessment survey take place early in the Study. 9967 7 of 10 October 21, 2014 Item # 1.3 City of Poway — Minutes — September 16, 2014 In response to Councilmember Mullin, Director of Development Services Bob Manis confirmed that the market report prepared by the consultant will include an analysis of previous work summaries relating to the Poway Road corridor. Deputy Mayor Grosch commented that due to the scope of work, more than two Council Workshops may be warranted. He also asked how the proposed Ad Hoc Committee would be formed. Director Manis explained the formation of the five to seven member Committee had not yet been determined. However, options for appointment to the committee could include staff recommending names or soliciting,involvement by placing an ad in the local newspaper. He further explained that��dirdetails relating to whether or not two members of the Council might serve onithe Committee had not yet been determined. Mayor Higginson commented that the feasibility study. Motion by Councilmember Cunning] approving the Standard Agreement' and authorizing the City j�j /ger to unanimously. 4.3 Update on the 2015 Special Director of Community, She explained / /�at�man� with the effortsthat woul 2015 Special O'11 Ics. to lead the voluntee,an0 •i Ski 0 hgLafa na Sue Herndon, Ch. %1 ,,. • Kevin McN�am�ara, Councilmember Cunn`ih embers?/1% �wlling to step; Special O1M' ics World had already `be, gun a j, trophies for $250! City of Poway — Minutes — September 16, 2014 5. WORKSHOP 5.1 Workshop for Proposed Half Marathon; Beyond Events, Proponent. Senior Civil Engineer Melody Rocco presented the report and reviewed a PowerPoint presentation. Brennan Lindner, representing Beyond Events provided a PowerPoint presentation (on file in the Office of the City Clerk) explaining the benefits of holding a half marathon in Poway. Speaker in Support: Joe St. Lucas. Speaker in Opposition: Ginger Couvrette. Councilmember Mullin expressed con potentially impact the local Jack -O -Sm,, that may be incurred by the City of Pi Marathon. Engineer Rocco explained that Beyon associated with holding sugj/og event. In response to Councilmerrib,'e - %� initially requested holding the Oven event in the late weer or early spb CouncilmemberNINN/Vaus lispoke in sE there would bea'tangiblebe „nefit to Councilmember that woutel be_ u: Nrmmaner ex -aami communication t ! event�j /n addition, t dropped doff at their be Dlace 1/alona the In response M identified as th that day of the Guth °'s "`upporting an event that could jD, rent. He also inquired about the costs in associationwith the proposed Half be absofllft all of the costs Mr. Lindner stated that although they had November they would be willing to hold the arathon concept provided ity. that th°eproponent explain the method of outreach ne ghborhood of the event. hat%a multifaceted,. outreach would occur and -would include astors%of the impacted churches one year in advance of the %// /i,. . esident§§in the impacted neighborhood would receive flyers �"s. Also t'wo weeks prior to the event, large signage would eroute. ncilrriember Cunningham, Mr. Lindner stated that Sunday was aio1i feared day to hold the race because traffic is typically lighter on Councilmember Cunningham encouraged Mr. Lindner to do a little more work selecting a time of year that would not impact other Poway events and also to work on establishing a relationship with a local non - profit organization that benefits the Poway community. Deputy Mayor Grosch expressed concerns relating to the race route and the impact to the local neighborhood. 9969 9 of 10 October 21, 2014 Item # 1.3 City of Poway – Minutes – September 16, 2014 In response to Mayor Higginson, Mr. Lindner explained that Beyond Events felt that the Country Girl theme fits with the Poway community. Mayor Higginson spoke in favor of the half- marathon concept; however, expressed concerns relating to timing and the proposed race route. Council discussion ensued regarding their support to have staff continue to work with Beyond Events to identify a time of year and race route that would benefit the proponent as well as the City of Poway. 6. CITY MANAGER ITEMS None. 7. CITY ATTORNEY ITEMS City Attorney Foley announced that Consent 'alendar Iten I ARGON the agenda because the real parties in interest had filed a the elimination of the need for the action NO 1.9. 8. MAYOR AND CITY Councilmember Cunningham ��j��a, 8.1 Metropolitan Transit System (MTS) %Board Upd Councilmember Cunningham arfig Fiscal Year 2 that will go in Councilmember 8.2 Water Savinc 11— Councilmemb Deputy Mayor ng. D Mullin – N %port Grosch – No riort. Mayor Higginson – N ADJOURNMENT The meeting was adjourned at 9:24 p.m. been removed from Appeal resulting in report). r amendment for the MTS d reserves of $1.8 million fts of Poway to ensure their pets had to the excessive heat the region was Sheila R. Cobian, CIVIC City Clerk City of Poway, California 9970 10 of 10 October 21, 2014 Item # 1.3